Admin Guide

July 11, 2025

For the most recent version of this document, visit our documentation website.
Table of Contents
1 Admin guide overview 28
1.1 Navigation 28
1.1.1 Logging in 28
1.1.2 Tab navigation 28
1.1.3 All tabs menu 31
1.1.4 Tab strip 32
1.1.5 User options 34
1.1.6 Resetting your password 39
1.1.7 Favorites 40
1.1.8 Quick nav 41
1.2 Logging into RelativityOne 42
1.2.1 Logging in to RelativityOne with a password 42
1.2.2 Password 42
1.2.3 Two-factor authentication 43
1.2.4 OpenID Connect 45
1.2.5 SAML 2.0 45
1.2.6 Creating or resetting a password 45
2 Relativity applications 47
2.1 System secured applications 47
2.1.1 Applications installed in the Application Library 47
2.1.2 Applications installed in workspaces 47
2.2 Relativity custom applications 48
2.3 Administering Relativity applications 48
2.4 Global applications 49
2.4.1 Viewing global applications 49
2.5 Exporting applications 50
2.5.1 Downloading application .rap files 50
2.5.2 Avoiding errors during application export 51
2.5.3 Application state settings on export 53
2.5.4 Exporting an application 53
2.6 Locking and unlocking applications 54
2.6.1 Locking an application 54

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 2.6.2 Customizing locked applications 54
2.6.3 Modifying saved searches in a locked application 55
2.6.4 Unlocking an application 56
2.7 Installing applications 56
2.7.1 Installing applications to the Application Library 56
2.7.2 Pushing an application from the Application Library to a workspace 57
2.7.3 Installing applications to workspaces 57
2.8 Troubleshooting application installation errors 62
2.8.1 Installation error list 63
2.8.2 Resolving installation errors 63
2.8.3 Pre and Post Install event handler errors 64
2.8.4 Checking the error statuses 64
2.9 Uninstalling and deleting applications 64
2.9.1 Uninstalling applications 65
2.9.2 Deleting applications 72
2.10 Upgrading applications 72
2.10.1 Upgrading an application 72
2.10.2 Troubleshooting application upgrades 74
3 Authentication 76
3.1 Permissions 76
3.2 Authentication overview 76
3.2.1 Authentication methods 76
3.2.2 Authentication object model 77
3.2.3 Authentication object permissions 77
3.3 Configuring Relativity authentication 78
3.3.1 Creating authentication providers 78
3.3.2 Assigning a login method to individual users 78
3.3.3 Enabling RelativityOne Connect 78
3.4 Authentication provider settings 78
3.5 Managing user authentication methods 79
3.5.1 Invitation workflow 79
3.5.2 Manually setting passwords 83
3.5.3 OpenID Connect 83
3.5.4 SAML 2.0 84

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 3.6 SAML 2.0 provider 84
3.6.1 Considerations 84
3.6.2 Configuring a SAML 2.0 authentication provider 84
3.6.3 Configuring specific SAML providers 85
3.7 OpenID Connect 91
3.7.1 Configuring an OpenID Connect authentication provider 91
3.7.2 OpenID Connect authentication provider flows 92
3.7.3 Just-in-time provisioning 92
3.7.4 Okta OpenID Connect 94
3.7.5 Relativity OpenID Connect 95
3.7.6 Microsoft Entra ID - OpenID Connect 97
3.8 OAuth2 clients 99
3.8.1 Creating or editing an OAuth2 client 99
3.8.2 Resetting a client secret 101
3.8.3 Deleting an OAuth2 client 102
Viewing an OAuth2 client audit history 102
3.9 RelativityOne connect 102
3.9.1 Enabling RelativityOne Connect 103
3.9.2 Connecting users to different instances 105
3.9.3 Navigating between instances 106
3.9.4 Billing information 106
3.10 SSO Troubleshooting console 106
3.10.1 Considerations 106
3.10.2 Viewing the SSO Troubleshooting console 106
3.11 Federated instances 107
3.11.1 Creating or editing a federated instance 107
3.11.2 Deleting a federated instance 109
Viewing a federated instance audit history 109
4 Batches 110
4.1 Batch fields in Relativity 110
4.2 Creating and editing batch sets 110
4.2.1 Batch Sets for Reviewers 111
4.2.2 Fields 111
4.2.3 Batch Set console 113

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 4.2.4 Auto Batching Status 113
4.3 Deleting an individual batch 113
4.4 Deleting a batch set 114
4.5 Searching for documents not in existing batch sets 114
4.6 Assigning batches and checking batches in and out 114
4.6.1 Assign a batch or check a batch out 115
4.6.2 Reassign a batch or check a batch in 115
4.7 Building views for checked-out documents 115
4.7.1 Build a checked-out documents view 115
5 Choices 117
5.1 Accessing the Choice editor 117
5.1.1 Accessing the Choice editor from the Fields tab 117
5.1.2 Accessing the Choice editor from the Choices tab 117
5.1.3 Accessing the Choice editor from layouts 118
5.2 Permission considerations for the Choice editor 119
5.3 Adding choices 120
5.3.1 Adding a choice from the Fields tab 120
5.3.2 Adding a choice from the Choices tab 120
5.3.3 Adding a choice from a layout 121
5.3.4 Adding multiple choices 121
5.4 Editing choices 122
5.4.1 Editing choice names 122
5.4.2 Editing choice details 122
5.5 Choice detail fields 122
5.6 Deleting choices 124
5.7 Performing mass operations on choices 124
5.8 Organizing choices 125
5.8.1 Dragging and dropping choices 125
5.8.2 Alphabetizing choices 126
5.8.3 Reordering top level choices 126
5.9 Fields in workspaces 127
5.10 Admin choices 127
5.10.1 Admin fields 128
6 Clients 129

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 6.1 Creating or editing a client 129
6.1.1 Fields 129
6.2 Enabling client domains on a client 129
7 Dashboards 131
7.1 Commonly-used dashboards 135
7.1.1 Communicators 137
7.1.2 Data Load QC 137
7.1.3 Database Stats 138
7.1.4 Document Characteristics 139
7.1.5 Review Prioritization 139
7.1.6 Review Progress/QC 140
7.1.7 Privilege Review/QC 141
7.1.8 Search Term Review 142
7.1.9 Pre-Production QC 143
7.1.10 Email Threading 144
7.1.11 Language Identification 145
7.1.12 Special considerations 146
8 Fields 147
8.1 Fields permissions 147
8.2 System fields 147
8.3 Creating and editing fields 149
8.4 Fields 149
8.4.1 Field information 149
8.4.2 Field settings 150
8.4.3 Advanced settings 152
8.4.4 List and Dashboard Settings 158
8.4.5 Choices 159
8.5 Field types 160
8.5.1 Fixed-length text 160
8.5.2 Long text 161
8.5.3 Date 161
8.5.4 Whole number 161
8.5.5 Decimal 161
8.5.6 Currency 161

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 8.5.7 Yes/No 161
8.5.8 Single choice 162
8.5.9 Multiple choice 162
8.5.10 User 162
8.5.11 File 162
8.5.12 Single object 163
8.5.13 Multiple object 163
8.5.14 Fields and performance 163
8.5.15 Linking Fields to Field Categories 164
8.6 Applying propagation to documents 164
8.6.1 Propagating to documents in multiple groups 165
9 Field categories 167
9.1 Creating a field category 167
9.2 Viewing fields associated with a field category 167
9.3 Link a field or fields to a field category 168
9.4 Unlink a field or fields from a field category 169
10 Filters 170
10.1 Showing and hiding filters in the item list 170
10.2 Filter types 171
10.2.1 Using Boolean filters 172
10.2.2 Using numeric filters for numbers 172
10.2.3 Using List filters 173
10.2.4 Using date filters 175
10.2.5 Using multi-list filters 177
10.2.6 Using text box filters 180
10.2.7 Text box filter search examples 181
10.2.8 Using advanced text box filtering 183
10.3 Changing item sets per page 184
10.4 Saving filters as a search 184
11 Groups 185
11.1 System groups 185
11.2 Creating and editing groups 185
11.3 Fields 186
11.4 Adding users to groups 186

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 11.5 Adding external users through groups 187
11.6 Adding or removing groups from a client domain 188
12 Imaging 190
12.1 Required security permissions for imaging 190
12.2 Troubleshooting imaging 190
12.3 Image on the fly 191
12.4 Mass image 191
12.5 Imaging profiles 191
12.5.1 Creating and editing an imaging profile 191
12.5.2 Fields 192
12.5.3 Native file imaging profile validation 200
12.5.4 Viewing imaging profile details 202
12.6 Imaging sets 203
12.6.1 Using imaging sets 203
12.6.2 Creating and editing an imaging set 203
12.6.3 Fields 204
12.7 Image upload 205
12.7.1 Required security permissions 206
12.7.2 Uploading an image 206
12.7.3 Audits for image upload 208
12.8 Application Field Codes 208
12.8.1 Application Field Codes in Relativity 208
12.8.2 Application Field Code formats 210
12.8.3 Creating or editing an Application Field Code 210
12.8.4 Fields 211
12.8.5 Linking an Application Field Code to a native imaging profile 212
12.9 Running an imaging set 212
12.9.1 Special considerations 212
12.9.2 Imaging Set console 213
12.9.3 Imaging profile caching 214
12.9.4 Password Bank 214
12.10 Monitoring imaging status 214
12.11 Imaging errors 216
12.11.1 Viewing imaging errors 216

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 12.11.2 Imaging error scenarios 219
12.11.3 Error email notification 219
12.11.4 Retrying imaging errors 219
12.11.5 Password Bank in imaging workflow 220
12.12 Imaging Warnings 221
12.12.1 Special considerations 221
12.12.2 Imaging Warnings tab 221
12.12.3 All imaging warnings 223
12.12.4 Core Reviewer layouts 224
12.12.5 Re-imaging emails with tables 225
12.13 QC Review 227
12.13.1 Hiding images for QC 227
12.13.2 Releasing images 228
12.14 Imaging jobs in the Processing and Imaging Queue 230
12.15 Native imaging - dithering algorithm options 232
12.15.1 Dithering algorithm details 232
12.16 Imaging native types 245
12.16.1 Editing a native type 246
12.16.2 Generating a complete list of native types and their respective imaging engines 246
12.17 Supported file types for imaging 247
13 Instance Details tab 249
13.1 Security 249
13.1.1 Manage Permissions 250
13.1.2 Group Permissions Report 250
13.2 Message of the Day 250
14 Keyboard shortcuts 252
14.1 Keyboard shortcuts legend 252
14.2 Special considerations for keyboard shortcuts 253
14.3 Document field type shortcuts 254
14.4 Document choice shortcuts 254
14.5 Creating keyboard shortcuts 255
15 Layouts 256
15.1 Layouts permissions 256
15.2 Creating and editing layouts 256

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 15.3 Layout Information fields 256
15.3.1 Changing layouts 258
15.4 Using the layout builder 259
15.4.1 Layout Options console 259
15.4.2 Creating and editing a layout group 260
15.4.3 Saving the layout 262
15.5 Adding a choice to a layout 262
15.6 Pop-ups on the layout 262
15.7 Adding and editing an object list 263
15.7.1 Adding and editing an object list 263
15.8 Adding fields and text 264
15.8.1 Layout options 265
15.8.2 Adding fields to a category 266
15.8.3 Removing fields from a category 267
15.8.4 Making a field one or two column 267
15.8.5 Making a field read-only 267
15.8.6 Other fields considerations 268
15.8.7 Field properties 268
15.9 Creating a new category 269
15.9.1 Adding and editing categories 269
15.9.2 Category properties 269
15.10 Copy from Previous 270
15.10.1 Adding the Copy from Previous toolbar 270
15.10.2 Using Copy from Previous 271
15.11 Using the rich text editor 272
15.11.1 Rich text editor features 273
16 Lists 276
16.1 Enabling lists on an object 276
16.2 Viewing items in a list 277
16.2.1 Incorporating a list of documents as a search criterion in a saved search 277
16.2.2 Creating a view from a saved list 277
17 Relativity Script Library 279
17.1 Analytics billable estimate 280
17.1.1 Special considerations 280

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 17.1.2 Inputs 280
17.1.3 Results 281
17.2 Australian Document ID 281
17.2.1 Installing to the Relativity Script Library 281
17.2.2 Installing Australian Document ID application to a workspace 281
17.2.3 Running the solution 282
17.3 Billing statistics - case rollup 282
17.3.1 Inputs 282
17.3.2 Results 283
17.4 Billing statistics - users 287
17.4.1 Inputs 287
17.4.2 Results 287
17.4.3 Retrieving historical data 288
17.5 Choice field stratified sampling 288
17.5.1 Special considerations 289
17.5.2 Inputs 289
17.5.3 Results 289
17.6 Copy To Legacy Document Fields 290
17.6.1 Special considerations 290
17.6.2 Inputs 290
17.6.3 Results 290
17.7 Create sample set 290
17.8 Forgotten password reset audit 290
17.9 Globally administer keyboard shortcuts 290
17.9.1 Category 291
17.9.2 Special considerations 291
17.9.3 Inputs 291
17.9.4 Results 291
17.10 Propagate sent date to family documents 291
17.10.1 Special considerations 291
17.10.2 Inputs 292
17.10.3 Results 292
17.11 Billing statistics - RelativityOne - case rollup 292
17.11.1 Installation 293

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 17.11.2 Inputs 293
17.11.3 Results 293
17.12 Report sample-based statistics 297
17.12.1 Report types 297
17.12.2 Inputs 298
17.12.3 Results 298
17.13 Reviewer statistics 298
17.13.1 Inputs 299
17.13.2 Results 299
17.14 Set duplicate flag field 301
17.14.1 Special considerations 301
17.14.2 Inputs 302
17.14.3 Results 302
17.15 Set extracted text size field 302
17.16 Set native file size field v4 302
17.16.1 Special considerations 303
17.16.2 Inputs 303
17.16.3 Results 303
17.17 Set production beg/end attach fields 303
17.17.1 Special considerations 303
17.17.2 Inputs 303
17.17.3 Results 304
17.18 Set Relativity folder path field 304
17.18.1 Special considerations 304
17.18.2 Inputs 304
17.18.3 Results 305
17.19 Upgrade legacy applications 305
17.19.1 Inputs 305
17.19.2 Results 306
18 Markups 307
18.1 Highlights 307
18.1.1 Creating highlights 307
18.2 Redactions 307
18.2.1 Creating basic redactions 307

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 18.2.2 Creating inverse redactions 308
18.2.3 Creating full-page redactions 308
18.2.4 Creating mass redactions 309
18.3 Editing markups 309
18.4 Deleting markups 310
18.4.1 Working with overlapping markups 310
18.4.2 Working with markups outside of page boundaries 311
18.4.3 Editing redaction text with a markup set 312
18.4.4 Editing redaction text 312
18.4.5 Editing font size in text box redactions 312
18.5 Mass deleting markups 312
18.6 Controlling markup visibility 313
18.7 Viewing markup history 313
18.8 Using the Markup Navigation pane 313
19 Markup sets 315
19.1 Permissions 315
19.2 Creating and editing a markup set 316
19.3 Fields 316
19.4 Copying markup sets 316
20 Mass operations 318
20.1 List of standard mass operations 318
20.2 Mass operations permissions 319
20.3 Mass Operation Jobs status 320
20.4 Cancel production job 321
20.4.1 Security configuration 321
20.4.2 Using Cancel Production Job 322
20.5 Mass edit 322
20.5.1 Working with multi-choice fields on the mass edit form 323
20.6 Mass copy 325
20.7 Mass move 325
20.8 Mass delete 326
20.8.1 Performing a mass delete on documents 326
20.8.2 Performing a mass delete on other objects 327
20.8.3 Enabling or disabling snapshot auditing on delete 327

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 20.9 Mass Operation Jobs status 328
20.10 Mass replace 329
20.11 Mass image 330
20.12 Tally/sum/average 331
20.13 Mass export to file 333
20.13.1 Considerations 333
20.13.2 Using mass export to file 333
20.13.3 Fields 333
20.14 Move to folder path 334
20.14.1 Prerequisites for the move to folder path mass operation 334
20.14.2 Running the move to folder path mass operation 336
20.15 Mass Save as List 338
20.16 Mass PDF 339
20.16.1 Considerations 339
20.16.2 PDF permissions 340
20.16.3 PDF profile 340
20.16.4 Creating PDF 341
20.16.5 Branding PDF 346
20.16.6 Creating PDFs via mass operation 348
20.17 PDF Queue 352
20.17.1 PDF Queue columns 352
20.17.2 Cancel a PDF job 353
20.18 Mass convert 354
20.19 Retry Production Job 355
20.19.1 Security configuration 355
20.19.2 Retrying production jobs 356
20.20 Set long text field size 356
20.20.1 Before you begin 356
20.20.2 Using the mass operation 357
20.21 Invite users 357
21 Matters 359
21.1 Creating or editing a matter 359
21.2 Adding or removing matters from a client domain 359
22 Client domains 361

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 22.1 Client domains software architecture 361
22.2 Client domains cloud infrastructure 361
22.3 Considerations before enabling client domains 362
22.4 Enabling client domains on a client 363
22.5 Client domain admins 363
22.5.1 Client domain admin considerations 364
22.5.2 Assigning a client domain admin 366
22.6 Client domain limitations and considerations 366
22.7 Adding or removing objects from a client domain 368
23 OCR 369
23.1 Creating and editing an OCR profile 369
23.2 Fields 370
23.3 Creating and editing an OCR set 371
23.4 Fields 372
23.5 Running an OCR set 373
23.6 Viewing OCR text 375
23.7 OCR queue 376
23.8 OCR on redacted production documents 377
23.8.1 Running the OCR job 377
23.8.2 Exporting a production 377
24 Pivot 378
24.1 Pivot profiles 378
24.1.1 Creating or editing a pivot profile 378
24.2 Running Pivot reports 380
24.2.1 Pivot color map 380
24.2.2 Adding a Pivot widget 381
24.2.3 Pivot options 382
24.2.4 Working with Pivot chart results 384
24.2.5 Working with Pivot table results 386
25 Persistent highlight sets 390
25.1 Getting started with persistent highlight sets 390
25.1.1 Showing and hiding persistent highlight sets in the Viewer 391
25.1.2 Navigating persistent highlight hits in the Viewer 393
25.1.3 Recent searches in the Persistent Highlight Sets pane 394

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 25.1.4 Navigating highlighted terms in the Viewer 395
25.1.5 Persistent highlight set behavior across Viewers 397
25.1.6 Persistent highlight behavior 397
25.2 Using multiple persistent highlight sets 398
25.3 Performance considerations 399
25.3.1 Individual document size 399
25.3.2 Number of terms 399
25.3.3 Types of operators used 399
25.3.4 Local machine 400
25.4 Creating persistent highlight sets 400
25.4.1 Fields 400
25.5 Entering highlight terms 401
25.5.1 Color-coding persistent highlights 401
25.5.2 Guidelines for adding terms or phrases 403
25.6 Using the highlight fields source 403
25.6.1 Best practices 406
25.7 Creating efficient searches for persistent highlighting 407
25.7.1 Using terms search 407
25.7.2 Using highlight fields 408
26 Printing in Relativity 410
27 Production 411
27.1 Security permissions to run productions 411
27.2 Upgrading production 411
27.3 Basic production workflow 411
27.4 Production information 412
27.4.1 Production information tab 412
27.5 Production sets 414
27.5.1 Post production 414
27.5.2 Creating and editing a production set 414
27.5.3 Basic Settings 414
27.5.4 Numbering 416
27.5.5 Branding 423
27.5.6 Sorting 425
27.5.7 Post Production 426

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 27.5.8 Other 427
27.5.9 Viewing production set details 427
27.5.10 Tracking multiple redaction sets 428
27.5.11 Advanced Formatting for Branding 428
27.6 Production data source 436
27.6.1 Adding a production data source 436
27.7 Placeholders 438
27.7.1 Creating an image placeholder 438
27.7.2 Creating a custom placeholder 439
27.7.3 Creating a PDF placeholder 439
27.7.4 Previewing placeholders 440
27.8 Production console 440
27.8.1 Manage Production 441
27.8.2 Run Production 442
27.8.3 Advanced Options 442
27.8.4 Stage and run a production 443
27.8.5 Stage a production 449
27.8.6 View documents 451
27.8.7 Check for production conflicts 452
27.9 Run a production 452
27.9.1 Checking production status 453
27.10 Production errors 454
27.10.1 Staging errors 454
27.10.2 Validation errors 455
27.10.3 Branding errors 456
27.11 Re-production 457
27.11.1 Special considerations 457
27.11.2 Security configuration 458
27.11.3 Re-production types 459
27.11.4 Re-production scenarios 462
27.11.5 Re-produce documents 464
27.11.6 Re-production job status 465
27.11.7 Re-production views 466
27.12 Branding queue 467

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 27.12.1 Branding queue fields 467
27.13 Production queue 467
27.13.1 Change job priority 468
27.13.2 Retry Production Job mass operation 468
27.13.3 Cancel Production Job mass operation 469
27.13.4 Production queue fields 470
28 Redact 472
28.1 Example workflow 472
28.2 Installing Redact to a workspace 472
28.3 Before you begin 473
28.4 File size considerations 473
28.5 Redact supported file types 473
28.6 Permissions 473
28.6.1 All Redact permissions 474
28.6.2 Native PDF Redactions permissions 475
28.6.3 Native Excel Redactions permissions 475
28.6.4 Image Redactions permissions 476
28.6.5 Redact Production Preparation permissions 476
28.6.6 Redact Mass Operations permissions 477
28.6.7 Markup set permissions 477
28.6.8 Permissions for redacting documents outside of Relativity 477
28.7 Automated spreadsheet markup project 477
28.7.1 Supported file types 477
28.7.2 Preparing Excel documents 477
28.7.3 Before you begin 478
28.7.4 Creating a spreadsheet markup project manually 478
28.7.5 Creating a spreadsheet markup project using .csv or .xlsm rules 479
28.7.6 Fields 480
28.7.7 Running the project 484
28.7.8 Reviewing markups 484
28.7.9 Reviewing the original native document 484
28.8 Automated image markup project 484
28.8.1 Before you begin 484
28.8.2 Creating an image markup project manually 484

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 28.8.3 Creating an image markup project using .csv or .xlsm rules 485
28.8.4 Fields 486
28.8.5 Running the project 489
28.8.6 Reviewing markups 490
28.9 Automated image template markup project 490
28.9.1 Before you begin 490
28.9.2 Creating an image template markup project 490
28.9.3 Fields 491
28.9.4 Running the project 491
28.9.5 Reviewing markups 491
28.10 Automated PDF markup project 491
28.10.1 Before you begin 491
28.10.2 Supported file types 491
28.10.3 Creating a PDF markup project manually 492
28.10.4 Creating a PDF markup project using .csv or .xlsm rules 492
28.10.5 Fields 493
28.10.6 Running the project 496
28.10.7 Removing a markup applied by a project 497
28.10.8 Reviewing markups 497
28.11 Automated production preparation project 497
28.12 Automated spreadsheet propagation project 497
28.12.1 Preparing Excel documents 497
28.12.2 Before you begin 498
28.12.3 Creating a spreadsheet propagation markup project 498
28.12.4 Fields 499
28.12.5 Running the project 499
28.12.6 Reviewing markups 499
28.12.7 Reviewing the original native document 500
28.13 Convert Spreadsheets Markup 500
28.13.1 Changing markup types 500
28.13.2 Reviewing converted markups 500
28.14 Manual markups with spreadsheet files 501
28.14.1 Preparing Excel documents 501
28.14.2 Excel file markup considerations 501

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 28.14.3 Supported file types 502
28.14.4 .csv file markup considerations 502
28.14.5 Applying markups to .csv files 502
28.14.6 Applying markups to Excel files 502
28.14.7 Convert Spreadsheets Markup 505
28.14.8 Inverting markups 505
28.14.9 Excel document keyboard shortcuts 506
28.14.10 Reviewing markups 506
28.14.11 Reviewing the original native document 506
28.14.12 Downloading and exporting marked up documents 507
28.15 Manual markups with PDF files 507
28.15.1 PDF markup considerations 507
28.15.2 Supported file types 507
28.15.3 PDF basic redactions 508
28.15.4 PDF highlights 508
28.15.5 Rejecting highlights or markups 508
28.15.6 Reviewing markups 508
28.15.7 Downloading and exporting marked up documents 509
28.16 Redact Audits 509
28.17 Redact Client Usage Report 510
28.18 Redact External Markups 511
28.18.1 Example workflow 512
28.18.2 File size considerations 512
28.18.3 Adding documents to External Markups tab 512
28.18.4 Recommended uses of External Markups 513
28.18.5 External Markups tab columns 513
28.19 Redact Language Support 514
28.19.1 Language settings in Relativity 514
28.19.2 Entering Language Codes in an image markup project 514
28.20 Redact Project Status 515
28.20.1 Redact queue priority 515
28.20.2 Redact project Priority queue 515
28.20.3 Removing a project from the Priority queue 515
28.21 Redact Reports 516

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 28.21.1 Available report fields 516
28.21.2 Generate a Markup or Document Report 516
28.21.3 Redact specific fields 517
28.22 Redact Settings 518
28.23 PDF annotation and attachment markups 519
28.23.1 PDF annotation redactions 519
28.23.2 Redacting PDF attachments 520
28.24 Regular expression examples 520
28.24.1 Before you begin 521
28.24.2 Email addresses and phone numbers regular expressions 521
28.24.3 Universal regular expressions 522
28.24.4 Financial accounts regular expressions 523
28.24.5 Government identification numbers regular expressions 526
28.25 Reviewing markups to ensure accuracy 529
28.25.1 Using the Redact Navigation card to review markups 529
28.25.2 Using the Redact navigation card in the Image Viewer 531
28.25.3 Review markups using Quality Review 531
28.25.4 Delete Native Markups 532
28.26 Running and reverting a Redact project 532
28.26.1 Running a project 532
28.26.2 Redact project performance expectations 533
28.26.3 Stopping a project that is running 535
28.26.4 Reverting a project 536
28.27 Searching for documents with Redact fields 536
28.27.1 Creating a saved search using Redact fields 537
28.28 Using Find and Redact 537
29 Sampling 540
29.1 Enabling sampling on an object 540
29.2 Generating a sample 541
29.2.1 Creating a fixed size sample set 542
29.2.2 Creating a percentage sample set 542
29.2.3 Creating a statistical sample set 543
30 Scripts 544
30.1 Script compatibility and updates 544

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 30.2 Creating a new library script 544
30.3 Selecting an existing library script 546
30.4 Creating a new workspace script 547
30.5 Adding a library script to the script tab 548
30.6 Running a library script 548
31 Script groups 549
31.1 Setting up a script group 549
32 Search terms reports 551
33 Search terms reports 552
34 Searching 553
34.1 Filters 553
34.2 Search panel 553
34.3 Keyword searches 553
34.4 Saved searches 553
34.5 dtSearch 553
34.6 Analytics 554
34.7 Regular expressions 554
34.8 Additional features 554
35 Security and permissions 555
35.1 Levels of Security in Relativity 555
35.2 Instance security 556
35.2.1 Object Security tab 557
35.2.2 Tab Visibility tab 558
35.2.3 Admin Operations tab 559
35.2.4 Group Permissions report 560
35.2.5 Uneditable admin permission settings for the Everyone group 561
35.2.6 Script and application library permissions 562
35.2.7 System administrator privileges 562
35.3 Setting instance permissions 562
35.3.1 Groups Management tab 564
35.3.2 Features tab 567
35.3.3 Object Security tab 570
35.3.4 Tab Visibility tab 572
35.3.5 Admin Operations tab 572

Admin Guide 22
35.4 Workspace security 573
35.4.1 Workspace permissions 573
35.4.2 Features 574
35.4.3 Object security 574
35.4.4 Object list 575
35.4.5 Tab visibility 583
35.4.6 Browsers 585
35.4.7 Mass operations 585
35.4.8 Admin operations 586
35.4.9 Customer lockbox 588
35.4.10 Workspace admin group 588
35.4.11 RelativityOne lockbox 589
35.5 Setting workspace permissions 591
35.5.1 Group Management 592
35.5.2 Saving permissions for a group 595
35.5.3 Features tab 595
35.5.4 Object Security tab 599
35.5.5 Tab Visibility tab 601
35.5.6 Other Settings tab 603
35.6 Relativity object security 604
35.6.1 Securing a folder for selected groups 605
35.7 Preview security 607
35.7.1 Previewing security from the Workspace Details tab 607
35.7.2 Previewing security from the Groups tab 607
35.7.3 Previewing security from the Users tab 608
35.7.4 Preview security audit 608
35.8 Permissions scenarios 608
35.8.1 Hierarchical structure 608
35.8.2 Client domains 609
35.8.3 User groups 609
35.8.4 Template groups 609
35.8.5 Object-level permissions 611
35.8.6 Item-level permissions 612
35.8.7 Document unitization 612

Admin Guide 23
 35.8.8 Scenarios 613
35.8.9 Frequently asked questions 614
36 Tabs 620
36.1 Creating and editing tabs 620
36.2 Fields 620
36.2.1 Tab Information 621
36.2.2 Tab Location 622
36.3 Nesting children tabs 623
37 Users 624
37.1 User status 624
37.2 Creating and editing a user 624
37.3 Adding a user log-in type 624
37.4 Fields 625
37.5 Viewing user audit records 627
37.6 Sending messages to users 629
37.7 Bounce list removal 629
37.8 Forcing users to log out 629
37.9 Adding or removing users from a client domain 630
37.10 Auto-disable users 630
38 Views 632
38.1 Workspace system views 632
38.2 System views from Home 633
38.3 Creating a view 634
38.3.1 Creating a view with field categories 634
38.3.2 Creating a view without field categories 635
38.4 Information tab 635
38.5 Other tab 636
38.6 Fields tab 636
38.7 Conditions tab 637
38.8 Sort tab 639
38.9 Editing view information 639
38.9.1 Using the four-step wizard 640
38.10 Basic Information 640
38.11 Fields 641

Admin Guide 24
 38.12 Conditions 642
38.13 Sort 644
38.14 Linking a dashboard to a view 645
38.15 Displaying family groups in a view 646
38.15.1 Creating the family group view 646
39 Viewer 648
39.1 Native Viewer 649
39.1.1 Navigating the Native Viewer 651
39.1.2 Copying text in the Viewer 656
39.1.3 Streaming audio and video files 656
39.1.4 Document Intelligence 659
39.2 Image Viewer 662
39.2.1 Navigating the Image Viewer 662
39.2.2 Saving an image as a PDF 666
39.3 Extracted Text Viewer 667
39.4 Productions Viewer 671
39.4.1 Navigating the Productions Viewer 671
39.4.2 Imaging on the fly 674
39.5 PDF Viewer 674
39.6 Document actions menu 679
39.7 Viewer settings menu 680
39.8 Pop Out Viewer 681
39.8.1 Standalone Viewer 684
39.8.2 Document preview panel 684
39.9 Related items card 685
39.10 Document and Production History card 687
39.10.1 Document and Production History card permissions 688
39.11 Documents card 688
39.11.1 Email thread visualization tool 689
39.12 .eml and .msg header dates and times in the Viewer 689
39.13 Thumbnail Viewer 689
39.14 Document Compare 690
39.15 Viewer-supported file types 692
39.15.1 Text only designation 692

Admin Guide 25
 39.15.2 File ID only designation 692
39.15.3 Supported File ID-only file types 692
39.15.4 Supported Text-only file types 693
39.15.5 Supported File types 694
39.15.6 Viewer audio and video-supported file types 705
39.15.7 Troubleshooting errors 705
39.15.8 Supported audio file types 706
39.15.9 Supported video file types 706
40 Workspaces 709
40.1 Creating and editing a workspace 709
40.2 Fields 710
40.3 Viewing workspace details 713
40.3.1 Deleting a workspace 714
40.4 Using the utilities console 714
40.4.1 System Settings 715
40.5 Managing system keyboard shortcuts 715
40.6 Viewing the personal items of workspace users 717
40.7 Migrating and retrieving workspaces to and from cold storage 717
40.7.1 Migrate workspaces to cold storage 717
40.7.2 Retrieve workspaces from Cold Storage 719
40.7.3 Deleting workspaces from Cold Storage 721
40.8 Adding and editing production restrictions 721
40.8.1 Managing production restrictions in templates 722
40.9 Workspace admin group 722
40.10 Repository workspaces in RelativityOne 723
40.10.1 Setting up a repository workspace 723
40.10.2 Example 1 723
40.10.3 Example 2 724
40.10.4 Special considerations 724
40.11 Document and item list navigation 725
40.11.1 Browsers panel 725
40.11.2 View bar 729
40.11.3 Document Preview panel 730
40.11.4 Item list 732

Admin Guide 26
 40.12 Recycle Bin 735
41 Resources 737
41.1 Tutorials 737
41.2 Relativity Community 737
41.3 Relativity Support team 737

Admin Guide 27
1 Admin guide overview
The Admin guide will help give you the knowledge to effectively manage Relativity's flexibility and granular security
rights. This can help in providing an intuitive interface for your users. This guide explains the majority of features
available to you in Relativity. For more information about features not discussed int his guide, review our available
information on the RelativityOne documentation site.

1.1 Navigation
Relativity is an application with many screens and functions. This section describes the Review Interface you use to
review documents and some of the standard procedures you'll need to perform as you use the product.

1.1.1 Logging in
Relativity offers several ways to log in and it's possible to have two or more methods available to you. Your system
admin will provide you with all the information you need to log on. Contact your system admin if you have additional
questions.
For procedures to log in, see Logging in to Relativity.

1.1.2 Tab navigation

When you log in to Relativity, you see tabs displayed in the sidebar on the left side of the page. You may also be able
to access tabs using the tab strip, which runs horizontally across the top of the page. The sidebar and tab strip display
the currently available tabs whether you are on the instance or workspace-level. The active tab in the sidebar is
indicated by the tab icon displaying in orange and in the tab strip, the active tab is indicated by an orange line
displaying under the name.
The tabs are arranged based on the order value for each tab.
You can navigate tabs using the following features.

1.1.2.1 Sidebar
The sidebar allows you to place tabs that you commonly use on the left-side of Relativity so that you can access them
at your convenience.

Admin Guide 28
Tabs are ordered from top to bottom of the sidebar based on the value entered in Order. The lowest order value
displays at the top and the highest value displays at the bottom.
The total number of tabs that display in the sidebar is determined by the resolution of your browser. Tabs that have
been assigned to the sidebar and do not fit, are available by hovering your cursor over the More icon. If a tab has one
or more child tabs, you can view and select those tabs by hovering over the parent tab's row in the fly-out menu.

Admin Guide 29
The More icon will display with an orange bar on the right side More to indicate that the active tab is located in the
More menu.
To add a new or pre-existing tab to the sidebar, toggle the Show in Sidebar on and click Save.

Tabs can display in the sidebar with their name and icon. Alternatively, to reduce the width of the sidebar and increase
the number of icons that can display, you can click the collapse arrow icon to only display the icon for each tab.

Admin Guide 30
1.1.3 All tabs menu

Click the icon at the bottom of the sidebar to display the All tabs menu. Every child tab that a user can view, as
determined by their permissions, will display in the menu in alphabetic order. This menu does not display parent tabs.

Admin Guide 31
1.1.4 Tab strip
If you select a tab that either has child tabs or is a child tab to a parent tab, the tab strip will display horizontally across
the top of Relativity. If a tab in the tab strip has one or more children tabs, hover your cursor over it to view and select
the desired tab. Depending on the size of your browser, there may be more tabs than can display in the tab strip. You
can hover your cursor over More in the tab strip to view additional tabs in a fly-out menu.

Admin Guide 32
1.1.4.1 Parent and child tab display
Parent tabs can be displayed in the sidebar or the tab strip. Tabs that have child tabs in the tab strip will display with an
arrow on the right side.

To view the child tabs of a parent tab in the sidebar or tab strip, hover your cursor over the parent tab and the child tabs
will display in a fly-out menu.

Admin Guide 33
 When you select a child tab from the sidebar or the tab strip, you are taken to that page. For example, Production
Sets. In addition to an orange bar displaying underneath the parent tab in the sidebar, the child tab and the path to
reach the active tab is highlighted in blue to help you track your location in the sidebar or the tab strip.

Instead of clicking the drop-down arrow, you can also click the parent tab itself. Clicking the parent tab takes you to the
default child tab, which is identified by the order setting for each child tab.

1.1.5 User options

When you first log in to Relativity, you see the default Home tab. Relativity displays the Workspaces tab as your
default Home tab when you navigate to Home. You can change the default Home tab to be any tab you want.
A system admin is a user with rights to see every item in a Relativity environment.
System admins have access to admin tabs, which allow them to create and edit new clients, matters, users, groups,
and views, among other capabilities. You can grant many admin permissions to groups as needed for the various
roles certain users might have in your organization. A system admin has full rights to view all tabs within the Relativity
environment. You can grant lower level admin groups access to the particular admin tabs necessary to fulfill their
roles.

The Relativity Instances section includes federated instances you have access to. Federated instances links allow
reviewers to easily switch to other Relativity environments. For more information, see Federated instances.
The user drop-down menu options are:

Admin Guide 34
 l My Settings—opens a pop-up where users can change their personal settings. See My settings below for more
information.
l Other Relativity instances—hover your cursor over this option to display a fly-out menu of federated
instances that have been linked to your current one. Click on the desired federated instance to switch to that
linked instance.
l Help—launches the Relativity documentation website in your internet browser. The documentation site
provides all Relativity user, system admin, and systems documentation in a navigable format.
l Contact Support—opens a new window in your internet browser containing the Technical Support page of the
Relativity website where you can open a support ticket.
l About Relativity—opens a pop-up displaying the Relativity version number, your instance details, and licens-
ing agreement information.
l Search the Community—opens a new window in your internet browser containing the Relativity Community
page where you can find applications for Relativity to download, stay up to date on the latest Relativity events,
and interact with other Relativity users.
l What's New—opens a side panel that gives you the opportunity to learn about new and noteworthy updates
and enhancements directly in RelativityOne.
l Logout—logs users out of Relativity.

1.1.5.1 Changing the default Home tab

Relativity displays the Workspaces tab as your default Home tab when you navigate to Home. You can change the
default Home tab to be any tab that is available for default and that is not a specific tab within a workspace.
Perform the following steps to change the default Home tab:

1. Navigate to the Tabs tab.

2. Click on the tab you want to set as the default Home tab.
3. Click the Edit icon in the row of the tab you wish to edit.
4. Toggle the Set as Default Tab field on.
5. Click Save.

Note: If a user is not a member of a group with permission to view the tab set as the default Home tab, Relativity
redirects to the lowest ordered tab the user's permissions allow.

1.1.5.2 My settings
Clicking My Settings from within the user drop-down menu opens a settings mode pop-up, which displays your user
information. Click Edit to change your settings.

Admin Guide 35
 l First name—your first name.
l Last name—your last name.

Note: Your first and last name appear as your username throughout Relativity.

l Email address—your email address and login.

l Skip Default Preference—when reviewing documents, skip prevents a reviewer seeing documents that are
already coded, depending on the selected view. Choose one of the following options:
l Normal—this setting disables the skip feature.
l Skip—this setting turns on the skip feature.

l Default Filter Visibility—determines whether or not the filters for columns in views display by default.
l Hidden—hides filters by default.
l Visible—displays filters by default.
l Item list page length—a numeric field indicating the default list length for all lists in Relativity. It can be set
from 1-200.
l Default Selected File Type—the default viewer mode used when first loading the Viewer. Viewer, Native,
Image, Long Text, or Production. If the mode selected is not available, the Viewer will instead use the first avail-
able option. See Viewer on page 648 for details.
l Default Saved Search Owner—determines whether saved searches are public or private by default. If set to
Public, the search is public and all users with rights to it can see it. If set to Logged in User, the search is private
and only the logged in user is able to see it.

Note: Depending on your permissions, you may not have rights to edit the Default Saved Search Owner
field.

l Native Viewer Cache Ahead—if checked, this field pre-loads the next native document in your review queue
when the active document is loaded.
l User-Group Email Notifications—user's preference for email notifications when adding or deleting Users or
Groups.
l All Emails—receive all email notifications.
l No Emails—receive no email notifications.
l Only Failed Operations—receive email notifications on failed operations only.

Note: Depending on your permissions, you may not have rights to edit the User-Group Email Notifications
field.

After changing your settings as needed, click Save.

1.1.5.3 Dashboards
When you've created a page configuration you'd like to preserve, you can create a customized dashboard. You can
save multiple dashboards to quickly change the page configuration. The item list and any widgets on the dashboard
will update automatically in response to filtering or searching. Dashboards only report on data within the workspace
you are in.

Admin Guide 36
 Note: For a list of dashboards that provide an effective starting point for administrators to help review teams
visualize their data set, see Common commonly-used dashboards in the Admin Guide.

The page initially appears with the folder browser on the top left, the search panel on the bottom left and the item list to
the right. Within this new framework, you have multiple options for customizing your display.
You can resize, move, or collapse any panel on the page, including any widgets you create.

l To resize any panel, hover over the line separating the item list from the panel until you see the mouse pointer
change to horizontal arrows, then click and drag.
l To move, hover over the top of the panel until you see the Multi-Direction Cursor icon. Then, click and drag the
panel to the new location.
l To collapse the search panel or browser pane, click the Collapse icon. Once collapsed, click the Show
Browser Panel icon to restore the browser pane or the Show Search Panel icon to restore the search panel.
Additionally, you can drag and drop panels to rearrange on the page. Click any panel and drag it to a new location. The
other panels will automatically move to accommodate the panel you're dropping.
Dashboards and widgets can be copied over to newly created workspaces if they are part of a template. Dashboards
only report on data within the workspace you are in if data is loaded in the workspace.

Note: You must have the correct workspace permissions to add, edit, or save a dashboard and to save pivot
widgets to your dashboard.
You can also export individual Pivot widgets to Excel or to PNG format from each widget's context menu. See
Exporting a Pivot widget in the Admin Guide for more information.

Admin Guide 37
 Note: To enable the Add Widgets button and Pivot functionality for an Relativity Dynamic Object (RDO), you must
select Enabled for the Pivot property in the Object Type Information section for the object.

Creating a dashboard
To create a dashboard:

1. Click the Dashboards drop-down menu in the top right corner of the screen.

Note: You can only access the drop-down if Pivot is Enabled for the given object type.

2. Click New Dashboard to save the current page configuration as a new dashboard.
3. Enter a name and an order number for the dashboard.

Note: The dashboard with the lowest order number will appear by default when you log in to Relativity.

Adding widgets to a dashboard

You can add the following widgets to customize your dashboard:

l Pivot charts and tables—you can use Pivot to summarize data in tables or charts to visually analyze trends in
your data.
l Cluster visualizations—on the Documents tab, you can use Relativity Cluster Visualization to render your
cluster data as an interactive visual map by adding a Cluster Visualization widget. This offers you a quick over-
view of your document cluster sets and quickly drill into each cluster set to view sub-clusters and conceptually-
related clusters of documents. Please note that there may be only one cluster visualization widget per dash-
board.
l Communication Analysis—after running the name normalization operation within structured analytics, you
can use this widget to visualize communication frequencies, patterns, and networks between the entities linked
to the documents in the view.

Note: When you reach the maximum number of widgets allowed on a dashboard, the Add Widget button will be
grayed out and a tooltip displays when you hover over it that lets you know the reason you cannot add any additional
widgets to your dashboard. This is controlled by the MaxNumberDashboardWidgets instance setting.

Saving changes to a dashboard

You can also make changes on the fly and save a dashboard with the changes. If a dashboard has not been saved, an
orange notification displays in the Dashboard drop-down menu until it is saved.

1. Click the Dashboards drop-down menu in the top right corner of the screen to display the list of dashboards
available on the current tab.
2. Click Save to save the changes to the existing dashboard. Click Save As to save the page configuration as a
new dashboard, and then enter a Name and Order number.

Note: If a dashboard is part of a locked application, the option to save the dashboard is unavailable.

Deleting a dashboard
To delete a dashboard from the current tab you are in, click the Delete icon to the right of the dashboard you want to
delete in the Dashboards drop-down menu.
Click Delete in the Delete Dashboard Confirmation pop-up window to delete the dashboard.

Admin Guide 38
 Note: If a dashboard is part of a locked application, the option to delete the dashboard is unavailable.

Renaming a dashboard
To rename a dashboard:

1. Click on the Edit icon next to the name of the dashboard in the Dashboard drop-down menu.
2. Enter a Name and an Order number for the dashboard. The order number controls the order in which the dash-
board displays in the list.
3. Click Save to save your changes.

Note: If a dashboard is part of a locked application, the option to edit the dashboard is unavailable.

1.1.5.4 Using the search panel

While working in the Document list in the new UI framework, you can use the search panel to filter your data.

1.1.6 Resetting your password

There are two ways you can reset your password if your system admin has given you the appropriate permissions.
You can use the Reset Password option inside Relativity or the Forgot your password? link on the Relativity login
screen.

Note: If your password has expired, the Reset Password dialog appears automatically when you log in to Relativity.
Your system admin determines when your password expires and the number of previous passwords that you
cannot reuse.

1.1.6.1 Resetting your password inside Relativity

If you're already logged in to Relativity, you can reset your password by clicking Reset Password in the Home drop-
down menu. This directs you to a Reset Password pop-up dialog.
Enter your old password, then enter and retype your new password. Click Save.

You can use your new password next time you log in to Relativity.

1.1.6.2 Resetting your password outside Relativity

If you cannot log in to Relativity because you've forgotten your password, perform the following steps to reset your
password.

Admin Guide 39
 1. Click Forgot your password? on the login screen.
2. Enter your email address in the pop-up dialog.
Relativity sends an email to the address you provide. You should receive this message within a few minutes. If
you do not receive an email, check your spam or junk mail folder.
3. Click the link in the email to reset your password. This link will be active for 15 minutes and expires after that
time. If the link has expired, or if you click the link more than once, you'll have to generate a new password reset
request.
4. The link directs you to a page where you can create a new password.
5. Enter a new password and retype it, then click Submit. After your password successfully resets, you'll get a
message prompting you to log in with your new password. An email will be sent to the address you entered, noti-
fying you that your password reset was successful.

1.1.7 Favorites
The Favorites menu contains all your bookmarks (Favorites) and the last 10 pages in your browsing history (Recents).
The Favorites menu can be accessed by clicking the Favorites icon in the upper-right part of the page.

Use Favorites to quickly navigate the Relativity application. If you visit a particular page on a regular basis, minimize
the number of clicks it takes to get there by adding the page as a favorite.
To mark a page as a favorite, click the star to the right of the breadcrumbs at the top of the page. The star turns yellow
and Relativity adds the page to the Favorites section. Relativity doesn't limit the number of pages you can mark as a
favorite.

Admin Guide 40
Relativity records pages in the Recents section on each page load. That means that pop-up windows aren't recorded
as Recents.

Note: If you're a system admin, you can turn off this feature by editing the RecentHistoryEnabled and
FavoritesEnabled instance setting values. You can also change the number of Recents the Favorites menu displays
by editing the RecentHistoryNumberOfItemsDisplays instance setting value.

1.1.8 Quick nav

Quick nav can be used to quickly search for and navigate to any workspace or tab in Relativity. To access quick nav,
click the Quick nav search box in the upper right corner of Relativity, or use the keyboard shortcut Ctrl+/.

Note: Verify that the quick nav Ctrl+/ keyboard shortcut works on custom pages. Contact Customer Support with
any problems.

Open quick nav, and type the name of any tab or workspace.

Any tab or workspace that contains the character string within the name appears in the list of results. Results appear
after you type more than one character, and they refine with each character you type. The results link you directly to
the tab or workspace in Relativity.

Note: In Relativity terms, the search works the same as a leading and trailing wildcard search.

You can click on any result or use the up and down arrow keys to move through the results. Press Enter to navigate to
the selected item.
Your search remains until the page is refreshed or you navigate to a new tab. The Esc key also clears your search
from quick nav. If no text is entered in the quick nav search field, the Esc key closes quick nav. You can also click
anywhere outside the quick nav window to close it.
Quick nav displays three types of results in the following order:

Admin Guide 41
 l Workspace tabs—lists all workspace tabs that fit the search criteria and are available with your permission set-
tings.

Note: This item only appears when you are in a workspace.

l Admin Tabs—lists all admin tabs that fit the search criteria and are available with your permission settings.
l Workspaces—lists all workspaces that fit the search criteria and are available with your permission settings.
Click the workspace to go to the default tab for that workspace.
Quick nav results only reflect items available with your permission settings.
The following list highlights more features of quick nav functionality.

l Type the word "home" in quick nav to navigate to your default Home tab.
l Quick nav is enabled or disabled with the QuickNavEnabled instance setting.
l Quick nav is available to look up workspaces and admin tabs from Home for groups assigned the Use Quick
Nav admin permission, and it is available to look up tabs in a workspace for groups assigned the Use Quick
Nav workspace permission.
l The maximum number of returned quick nav search results is limited to any number between 2-50, but the
default is 20.
l The maximum number of searchable characters is 50.

1.2 Logging into RelativityOne

RelativityOne offers several ways to log in and it is possible to have two or more methods available to you. As a
RelativityOne user, your RelativityOne admin provides you with all the information you need to log in.

Note: For help with single sign-on error messages, please see the SSO Troubleshooting console on page 106.

1.2.1 Logging in to RelativityOne with a password

1. Enter your Username.
2. Click Continue.
3. Enter your password.
4. Click Login.

Note: The Forgot your password? link only displays if the admin enables Allow Password Recovery via Email
setting, for more information see the Authentication Guide.

1.2.2 Password
This method uses only a username and a password. Your RelativityOne admin provides you with the following:

l Login email address.

l Password request email.
Prior to logging in, if you have not already, create your password. See Creating or resetting a password on page 45.
To log in:

Admin Guide 42
 1. Navigate to the RelativityOne site.
2. Log in with your password. See Logging in to RelativityOne with a password on the previous page

1.2.3 Two-factor authentication

The two-factor authentication method requires a passcode in addition to the username and password. The system
emails you the passcode during login and is different each time. Your RelativityOne admin provides you with the
following:

l Login email address.

l Password request email.
Prior to logging in, if you have not already, create your password. See Creating or resetting a password on page 45.
Prior to logging in, if you have not already, download the required two-factor authentication app. When using the
authenticator app for the first time, Relativity will need to connect your profile to the app.
To connect your authentication app,
1. Enter your username.
2. Enter your password.
3. On the Two-Step Verification Required step, click Continue.

4. Open your authenticator app on your device.

5. In your app, tap the button to add a new account.

Admin Guide 43
 6. Hold phone up and scan the QR code provided by Relativity.

If you are unable to scan the QR code, click the Can't scan QR code? link below the QR code. Once clicked, a
code will appear. Enter the code into your authenticator app on your phone. Once entered into the authenticator
app, you can continue to the next step.
7. Click Next.
8. Re-enter your email and password.
9. Enter the authentication code in the app.
10. Click Next.
11. Click Done.
To log in with an authenticator app method:

1. Navigate to the RelativityOne site.

2. Log in with your password.
3. Follow the instructions on the app or enter the authentication code from the authentication app.
4. Click Next.
To log in with the Relativity email method:

1. Navigate to the RelativityOne site.

2. Log in with your password. An Authenticate Login dialog appears. The system immediately emails you a
passcode, and the passcode will be different each time.
3. Enter that value in Passcode.

Admin Guide 44
 4. Click Login.

1.2.4 OpenID Connect

This method requires you to have an OpenID Connect account. Your RelativityOne provides you with the following:

l OpenID Connect account username from the identify provider's side.

l Relativity OpenID Connect button name on the login page.
To log in:

1. Navigate to the RelativityOne site.

2. Click the Relativity OpenID Connect button name.
3. Enter your username.
4. Click Logon.
5. Authenticate with your OpenID provider.

1.2.5 SAML 2.0

This method requires you to have an account with SAML 2.0 authentication provider set up by your RelativityOne
admin. Your admin provides you with a Relativity account with a SAML 2.0 login method.
To log in:

1. Log into the SAML 2.0 provider system.

2. Navigate to the RelativityOne instance using a shortcut in the SAML 2.0 provider interface or a bookmark in
your browser. You are automatically logged in.

1.2.6 Creating or resetting a password

Use this procedure if you are logging in to RelativityOne for the first time or if you are resetting your password. Your
system admin must send you a password reset email. If you forget your password, you can click the Forgot your
password link on the logon screen if it is available, or contact your RelativityOne admin. In either case, the system
sends you a new password email.

Note: If you are a system admin, the Password Reset Email will not be sent to you. For more information, see the
Authentication Guide.

Admin Guide 45
1. Within the password request email, click Reset Password or enter the full URL into your browser.

2. Enter a password following the restrictions listed on the screen. You must remember this password to log in.
The link within the email is valid for 15 minutes, and you can only use the most recent email. Although, once the
password is set, you do not have to log in immediately.

Note: The following non-alpha-numeric characters are not allowed: \, ", <, >, £ in passwords.

3. Click Submit.
4. Click Return to RelativityOne.

Admin Guide 46
2 Relativity applications
Relativity applications extend core functionality by providing specialized features or workflows. When you install
Relativity, your environment is automatically updated with several applications that are called "system secured."
In addition, you may have workflow requirements or other business needs that require custom applications designed
specifically for your organization. Business analysts or third-party developers can implement these applications using
Relativity Dynamic Objects (RDOs), the Application Deployment System (ADS), and custom code. For more
information about integrations built by Relativity or our Community, see the App Hub.

2.1 System secured applications

Relativity comes with several key out-of-box features called system secured applications, which you can find in the
Application Library or at the workspace level.
In contrast to custom applications, you can't modify or edit system secured applications.

2.1.1 Applications installed in the Application Library

The Application Library tab includes these system secured applications:

l Analytics
l Analytics Core

Note: The Analytics Core application must be present in all workspaces, and may not be uninstalled.

l Case Dynamics
l ECA and InvestigationECA and Investigation
l Integration Points
l Processing (requires licensing)
l Production
l Relativity Event Handler Express
l Relativity Legal Hold
l Review Center
l Set Extracted Text Size

2.1.2 Applications installed in workspaces

In a workspace, the Relativity Applications tab includes system secured applications:

l Imaging on page 190

l OCR on page 369
l Lists on page 276
l Search terms reports on page 551

Admin Guide 47
2.2 Relativity custom applications
Custom applications extend the existing Relativity functionality by providing new solutions for case management,
review processes, specific workflows, or other business needs for your organization. For example, you might want to
develop an application to manage tasks and projects or to facilitate a large-scale review of structured data.
You can implement custom applications using the following features in Relativity:

l RDOs - You can develop Relativity dynamic objects that represent real world business entities that your organ-
ization uses, such as custodians, contacts, or companies. In addition, you can create custom workflows that
use your objects by designing views, layouts, tabs, and other Relativity objects. You don’t need any pro-
gramming experience just the appropriate security permissions to build these objects. For example, the sample
application Media Tracker illustrates how to use RDOs, views, and layouts to track content received from
vendors, clients, and opposing counsel. See Building Media Tracker with RDOs on the Relativity Docu-
mentation Site.
l ADS - You can use the ADS to package the RDOs, layouts, views, fields, and other Relativity components that
you want included in your custom application. The ADS provides you with a framework available through the
Relativity UI for packing the components that you create, as well as custom code developed to add advanced
functionality to your applications. By using the ADS, you can export your applications for installation across
workspaces and on other Relativity instances. You don’t need any programming experience to package your
applications with the ADS, but you must have the required security permissions. For more information about
the ADS, see the Relativity Developers Site.
l Custom code - You can add advanced functionality to your custom applications by developing custom code for
event handlers, agents, and custom pages. After building files or assemblies with your custom code, you can
easily upload them to Relativity for inclusion in your applications. For more information about event handlers,
agents, and custom pages, see the RelativityOne Developers site.

2.3 Administering Relativity applications

You can perform various admin tasks with custom applications that use the Application Deployment System (ADS).
These administrative tasks include installing applications in your Relativity environment, exporting applications for
installation on other Relativity environments or for further customization, and removing them from workspaces or your
environment.
You can manage custom applications developed with ADS through the Relativity UI by performing these and other
tasks:

l Install applications - Add custom applications to your Relativity environment by installing them in the Applic-
ation Library or on individual workspaces. In addition, you can push an application installed on a workspace to
the Application Library.
l Export applications - Export applications from one workspace for deployment in another workspace. You can
also install exported applications in the Application Library on another Relativity instance. In addition, you can
export applications for further customization.
l Uninstall or delete applications - Remove applications that you no longer need from a workspace. You can
choose to delete just the application or uninstall the applications and its related components.
l Upgrade applications - Add new or updated features to an existing custom application.

Admin Guide 48
2.4 Global applications
Global applications are applications installed on the admin level of a Relativity instance. Their schema versions are
not validated, they don't support RDOs, object-type or workspace-based event handlers.

2.4.1 Viewing global applications

Administrators of production environments can view global applications in the Application Library. They cannot install
them into workspaces. Complete the following steps to view which applications are applied to the environment
globally:

1. Navigate to the Application Library tab.

2. In the Views tab in a workspace, click the icon next to All Library Applications.

3. On the right side of the newly opened View window, select Is Global Application under Unselected.

4. Move the Is Global Application in your view to the right box, Selected. You can move fields between boxes
by:
l Double-clicking the field name.
l Using the arrows between the boxes.
5. Click Save.
6. The Is Global Application column is added to the Application Library.

Admin Guide 49
2.5 Exporting applications
You can export applications that you want to install in other workspaces or instances of Relativity. Additionally, you
may want to export an application for upgrading in your development environment. You can export applications as
RAP files.

2.5.1 Downloading application .rap files

In the Application Library, click on an application to open the details window. You can download the Application File by
clicking the link.

Admin Guide 50
2.5.2 Avoiding errors during application export
You can't export an application until you manually resolve all errors listed through the Show Errors link on the
application console.
To help you reduce or avoid these errors before you're ready to export the application, consider the following actions:

Object
Notes for preparing the
you're Error you'll avoid
application for export
adding
Object type Make sure the Dynamic field Object Type <Name of Object Type> is not exportable because it is not
on all object types you add dynamic.
to the application is set to
Yes.
Add all object types to the The <Name of Object Type> object type is associated with the <Name
application before adding of Event Handler> event handler. Please add the object type to your
event handlers. application in order to proceed.
Add the objects to the applic- The <Name of Object> object associated with Document field <Name of
ation before adding the Field> is required in order to proceed. Please add this object to your
fields. application.
Add all layouts to the applic- The <Name of Object> object that owns the <Name of Layout> layout
ation before adding the must be added to your application in order to proceed.
object types.
Tab Make sure none of the tabs The <Name of Tab> tab is a parent tab. Parent tabs cannot be included
you link to from your in an application. If your application contains any non-parent tabs they
application are parent tabs. will be placed under an auto-generated tab named after the application
on install. Please remove this tab from your application to proceed.
Add all object types to your The <Name of Tab> tab is associated with the <Name of Object Type>
application before adding object type. Please add this object type to your application in order to
tabs separately. proceed.
View Add the views to the applic- The <Name of View> view includes the following field(s): Field X, Field
ation before adding the lay- Y, etc. Please add the field(s) to your application in order to proceed.
outs and fields.
Add the views to the applic- The <Name of View> view is referenced in the <Name of Layout> lay-
ation before adding the lay- out. Please add this view to your application in order to proceed.
outs and fields.
Add all views to the applic- The <object type> associated with the <view name> is required in order
ation before adding the to proceed. Please add this object to your application.
object types, with the excep-
tion of any non-dynamic
object types.
Layout Add the layouts to the applic- The <Name of Layout> layout includes the following field(s): Field X,
ation before adding the Field Y, etc. Please add the field(s) to your application in order to pro-
fields. ceed.
Add the views to the applic- The <Name of Layout> layout includes popup pickers using the fol-
ation before adding the lay- lowing view(s): View X, View Y, etc. Please add the view(s) to your
outs and fields. application in order to proceed.

Admin Guide 51
 Object
Notes for preparing the
you're Error you'll avoid
application for export
adding
Field Make sure all views, includ- The field <Name of Field> is a relational field. The view, Family Docu-
ing relational views, are ments, associated with this relational field must be added to your applic-
added to the application ation in order to proceed.
before you add the fields.
Make sure all unsupported Relativity applications don't support the Batch::Assigned To field.
fields are removed from the Remove Batch::Assigned To field from your application to proceed.
application.
Add all fields to your applic- The Handler associated with the choice <Name of Choice> is required
ation before adding the in order to proceed. Please add this field to your application.
choices with which they are
associated.
Remove all system fields The Document field <Name of Field> is a System field. You must
from the application. remove this field from the application in order to proceed.
Add all fields to the applic- The <object type> associated with the <field name> is required in order
ation before adding object to proceed. Please add this object to your application.
types, with the exception of
any non-dynamic object
types.
Dashboard Make sure all the fields The <Name of Dashboard> dashboard associated with the <Name of
found in the dashboards you Object Type> object type includes the following field(s): Field X, Field Y,
include in the application are etc. Please add the field(s) to your application in order to proceed.
added to the application.
Agent Make sure the correct <Name of Agent> agent is not assigned to the correct application
agents are attached with the domain.
application.
Rule Add all object types to your The <Name of Rule> Object Rule is associated with the <Name of
application before adding Object Type > Object Type. Please add the Object Type to your applic-
object rules separately. ation in order to proceed.
Saved Add all choices to the applic- The <Name of Saved Search> saved search is associated with the
Search ation before adding the <Name of Choice> choice. Please add this choice to your application in
saved searches. order to proceed.
Add all fields to the applic- The <Name of Saved Search> saved search includes the following field
ation before adding the (s) in its conditions: Field X, Field Y, etc. Please add these field(s) to
saved searches that contain your application in order to proceed.
them.
Event Hand- Make sure all event handlers Event Handler <Name of Event Handler> is not assigned to the correct
ler that you intend to add to the application domain.
application are correctly con-
figured.
Mass Oper- Add all object types to the The <Name of Mass Operation> mass operation is associated with the
ation application before adding <Name of Object Type> object type. Please add the Object Type to your
the mass operations with application in order to proceed.

Admin Guide 52
 Object
Notes for preparing the
you're Error you'll avoid
application for export
adding
which they are associated.
System Arti- Remove all system artifacts You have included one or more System Artifacts in the application. You
fact from the application. must remove these artifacts to proceed: Artifact X, Artifact Y, etc.

2.5.3 Application state settings on export

When you export an application, Relativity automatically updates the following state settings on the application:

l Locking - Relativity automatically locks any unlocked applications on export. See Locking and unlocking applic-
ations.
l applicationIsDirty flag - Relativity automatically resets the applicationIsDirty to false on any unlocked applic-
ations with the applicationIsDirty flag set to true. The value of false indicates that application is in a clean, uned-
ited state. This flag determined the type of upgrade required for an application installed in a workspace.
l Application version - Relativity increments the revision number of the application version with each export if
the application is unlocked, the application schema has been modified, or if Developer Mode is enabled.
l

Additionally, Relativity automatically increments the version of any application that contains saved searches, which
have been modified. For more information, see Modifying saved searches in a locked application on the Relativity
RelativityOne Documentation site.

2.5.4 Exporting an application

During export, Relativity automatically assigns a version number to any application that doesn't already have a
version.

Note: If you are writing custom code, you can also use the Export API to export an application programmatically.
For more information, see Export (.NET) on the RelativityOne Developers site.

Use the following procedure to export an application:

1. In the target workspace, select the Relativity Applications tab.

2. Click the name of the application that you want to export.
3. Click Export Application in the Application Console.

4. If your application contains external resources, click Export on the Confirm Application Export dialog. Relativity
only displays this dialog for applications with external resources, such as custom pages. It exports those applic-
ations as a RAP files.

Note: If you export an application with a Single or Multiple Choice field without choices, you receive a mes-
sage asking if you want to continue with the export. Click OK on this message dialog.

5. Click Save or Save As to download the file to your selected location.

Admin Guide 53
 6. Click Refresh Page in the Application Console. You can find the RAP file for your application in the folder that
you selected. Upload this file to the workspace or Relativity instance where you want to deploy the application.

2.6 Locking and unlocking applications

In Relativity, you can edit applications by unlocking them. You can also lock applications to prevent any modifications
to them. On the Relativity Application tab, use the Lock Application and Unlock Application buttons to perform
these operations. You need the appropriate system admin permissions to lock or unlock an application. For more
information, see Workspace security.
You can't lock or unlock system secured applications that are shipped with Relativity. The Relativity Application tab
doesn't display these options for system secured applications. See System secured applications.

2.6.1 Locking an application

You can't edit a locked application or any of its components except for saved searches, layout, views and default tab.
On the details view of the application, you can't add new components to an application, delete them, or unlink them.
On the details view of a specific component, you can't edit any of its fields without receiving an error message.
For example, you attempt to modify a locked application that contains a custom Entities object. Because the
application is locked, you can't remove this object from the application through its details view. You also can't add or
remove a field from the Entities object through its details view. For information about saved searches, see
Customizing locked applications below. For information about layouts, views, and default tab, see Customizing locked
applications below.
If you attempt to edit any of the following components in a locked application, you receive an error message:

l Choice
l Field
l Layout
l Object Type
l Relativity Script
l Tab
l View
l Dashboard

Note: Relativity automatically locks an unlocked application on export. See Exporting applications.

Use the following procedure to lock an application:

1. Navigate to the workspace containing the application that you want to lock.
2. Click the Relativity Applications tab.
3. Click the name of the application that you want to lock.
4. Click Lock Application in the Application Console.

2.6.2 Customizing locked applications

You can make the following customizations to locked applications without unlocking the application:

Admin Guide 54
 l You can set a tab in a locked application as the default tab for the workspace.
l You can use the Copy mass operation to copy views and layouts in a locked application.

l The copied views and layout are identical to the original and can be customized.
l When you open views and layouts in a locked application, Relativity displays a user-friendly alert:

If you later upgrade the application, Relativity preserves any changes made to the customized layouts, views, and
default tab.

2.6.3 Modifying saved searches in a locked application

You can perform the following tasks to modify saved searches included in locked applications:

l Move a saved search to a different folder in the saved searches browser. For more information, see Saved
search on the Relativity RelativityOne Documentation site.
l Change the index type for a saved search.
If you later upgrade the application, Relativity preserves any changes made to the saved searches. It also increments
the version when you export an application with modified saved searches.

Admin Guide 55
2.6.4 Unlocking an application
When an application is unlocked, you can add components to it, delete them, or unlink them. You can also edit the
fields on any the components in an unlocked application. For example, you want to modify an unlocked application
with a custom view. You can add or remove columns from the view when you unlock the application. Consequently,
you only want to unlock an application when you purposely want to update it.
The RelativityApplication object has the applicationIsDirty property. This property is set to true when you unlock an
application. The current state of an unlocked application is unknown because users may inadvertently modify it. The
applicationIsDirty property also determines the type of upgrade installation required for an application in a
workspace.
Use the following procedure to unlock an application:

1. Navigate to the workspace containing the application that you want to unlock.
2. Click the Relativity Applications tab.
3. Click the name of the application that you want to unlock.
4. Click Unlock Application in the Application Console.
5. Click OK on the confirmation message. You can now edit the application by adding or removing components. In
addition, you can update individual components by adding, removing, or making other changes to their fields.

2.7 Installing applications

Relativity provides you with several different options for installing applications. You can:

l Install an application that exists as an external file to the Application Library. The application becomes available
for installation to all workspaces. This is useful for when you need to install an individual application .xml file or
.rap file to multiple workspaces that Relativity support provided to you. For more information, see Installing an
application from an external file to the Application Library on the next page.
l Push an application that exists in a single workspace to the Application Library, so the application is available
for installation to other workspaces. This is useful for when you install an individual application .xml file or .rap
file to a single workspace, and then decide to install the application to other workspaces. For more information,
see Pushing an application from a workspace to the Application Library on the next page.
l Push an application from the Application Library to one or more workspaces. For more information, see Pushing
an application from the Application Library to a workspace on the next page.

l Install an application from the Application Library to a workspace. This is the standard route of adding an applic-
ation after you install or upgrade to a new version of Relativity and have access to the most up-to-date Applic-
ation Library. For more information, see Installing applications from the Application Library on page 58.
l Install an application that does not exist in the Application Library to a workspace as an external file. This is use-
ful for when you need to install an individual application .xml file or .rap file that was not included in a Relativity
upgrade or installation to a single workspace. For more information, see Installing an application from an
external file to a workspace on page 58.

2.7.1 Installing applications to the Application Library

You can add applications across multiple workspaces by installing them to the Application Library. You can do this by
installing applications as external files or pushing them from a single workspace.

Admin Guide 56
2.7.1.1 Installing an application from an external file to the Application Library
If you're a RelativityOne customer, and you wish to install an application from an external file to the Application Library,
contact Support before doing so, as your application may require agent configuration or other infrastructure
components.

2.7.1.2 Pushing an application from a workspace to the Application Library

When you want to add any application in a workspace to the Application Library, you can use Push To Library
available on the detail view of an application. You can then install the application to workspaces throughout your
Relativity environment. In Relativity, confirm that you have the appropriate system admin permissions to install an
application. For more information, see Workspace security on page 573.

Note: You override any existing applications with the same GUID when you push an application from a workspace
to the library.

1. Navigate to a workspace where the application you want to add to the Application Library is installed.
2. Click the Relativity Applications tab.
3. Click the name of the application to display its detail view.
4. Click Push To Library in the Relativity Application console.

2.7.2 Pushing an application from the Application Library to a workspace

To install an application from the Application Library to one or more workspaces, perform the following steps:
See an animated GIF of the installation steps
1. Navigate to the Application Library.
2. Open the application you wish to install on at least one workspace.
3. In the Workspaces Installed list, select Install to All Workspaces or select the workspaces you want to
install the application to through the following steps:
a. Click Select.
b. In the column on the left, select the workspaces you want to install the application to.
c. Use the single arrow between the columns to move the selected workspaces over to the column on the
right.
d. Click Apply.
4. Verify that the workspaces show up in the associated list view below with an initial status of Pending install-
ation and then a status of Installed.
Once installation is complete, navigate to any of the workspaces you selected, select the Relativity Applications tab,
and verify that the application was installed.

2.7.3 Installing applications to workspaces

You can install applications to workspaces from the Application Library tab or by importing an external application file.

Note: When you install an application, all components are public regardless of the permissions that you assign to
them in your application. The ADS framework ignores any permissions or security assigned to a component added
to an application during deployment in a workspace.

Admin Guide 57
2.7.3.1 Installing applications from the Application Library
If you added the application to the Application Library, you can install it to the current workspace without importing an
external file to Relativity. In Relativity, confirm that you have the appropriate system admin permissions to install an
application. For more information, see Workspace security on page 573.
Use the following procedure to install an application from the Application Library:

1. Navigate to a workspace where you want to install the application.

2. Click the Workspace Admin tab and the Relativity Applications tab.
3. Click New Relativity Application to display an application form.
4. Click the Select from Application Library radio button in the Application Type section.

Note: Global applications are not listed in the Select from Application Library option when attempting to
add an application to a workspace.

5. Click in the Choose from Application Library field.

6. Select the application that you want to add to your workspace on the Select Library Application dialog. This dia-
log displays only applications added to the Application Library.
7. Click Ok to display the application in the Choose from Application Library field. The application form also dis-
plays the following fields:
l Version—displays the version of the application that you are installing.
l User-friendly URL—displays a user-friendly version of the application's URL. This field may be blank.
l Application Artifacts—displays object types and other application components.
8. (Optional) Click Clear to remove the application from the form.
9. Map fields if necessary to prevent installation errors. If your application does not contain any fields cor-
responding to those currently in the workspace, the following message displays. Otherwise, the Map Fields sec-
tion displays a mapping grid. For more information, see Mapping fields on page 60.

10. Click Import to save your mappings and import the application.
Relativity installs the application into the workspace.
11. Review the import status of the application. Verify that the install was successful or resolve errors. See Viewing
import status on page 62 and Troubleshooting application installation errors on page 62.

2.7.3.2 Installing an application from an external file to a workspace

You can install an application to the current workspace by importing an external file if the application has not been
added to the Application Library tab. Relativity automatically stores shared components the application uses in the
Application Library and overwrites any lower versions. Shared components may include event handlers, scripts,
custom pages, mass operations, or agents. In Relativity, confirm that you have the appropriate system admin
permissions to install an application. For more information, see Workspace security.

Note: You can also use the Application Install API to import an application programmatically. For more information,
see Application Install (.NET) on the RelativityOne Developers site.

Admin Guide 58
Use the following procedure to install an application from an external file:

1. Navigate to a workspace.
2. Click the Relativity Applications tab.
3. Click New Relativity Application to display an application form.
4. Click Import from File in the Application Type section.

5. Click in the File field to browse for the application file.

Note: Relativity Applications use .rap files. If you upload the wrong file type, the following error message
appears: The uploaded file is not a valid Relativity Application file.

If the application includes a custom page of a restricted file type, you receive an error message and cannot
install the application. See Best practices for custom pages on the RelativityOne Developers site.

6. Click Open to upload the file to Relativity. The application form displays the following fields:
l Application Name—displays the name of the application.
l Version—displays the version of the application you're installing.
l File Name—displays the name of the application file. To remove the file from the form, click Clear in this
field.
7. Expand the tree to view the artifacts associated with your application in the Application Artifacts section. This
hierarchy tree includes Object Types, External Tabs, Scripts, Custom Pages, Agent Types, as well as Pre and
Post Install Event Handlers contained in your application.
8. Map fields if necessary to prevent installation errors. If your application does not contain any fields cor-
responding to those currently in the workspace, the following message displays. Otherwise, the Map Fields sec-
tion displays a mapping grid. For more information, see Mapping fields on the next page.

9. Click Import to save your mappings and import the application. Relativity installs the application into the work-
space.
10. Review the import status of the application. Verify that the install was successful or resolve errors. See Viewing
import status on page 62 and Troubleshooting application installation errors on page 62.

2.7.3.3 Installing applications containing saved searches

Relativity applications may contain saved searches that use keyword, dtSearch, and Analytics indexes. When you
install the application, Relativity creates the folder structure used to organize the searches in the saved search
browser of the workspace. It adds the saved search to the correct folder by matching the globally unique identifier
(GUID). If it does not find a match, Relativity continues to traverse the folder structure to the root before creating the
required folder. Otherwise, it adds any new or updated saved searches to the existing folder with the matching GUID,
even if the user has moved the folder to a new location in the saved search browser. For more information, see
Customizing locked applications on page 54.

Admin Guide 59
 Note: While Relativity 9 and above assigns a GUID to any saved search added to an application, older versions of
Relativity do not use GUIDs to identify saved searches. You can build an application using a saved search in a
template workspace created before upgrading to Relativity 9 or above. However, deploying your application in a
workspace created with this template results in duplicate copies of the saved search. Since Relativity identifies
saved searches by GUID, it does not recognize that the legacy search in the workspace is the same as the search in
the application, so it creates a new one with the matching GUID.

In general, you install these applications following the same steps used for other applications, but you may want to
complete the verification steps before you install them in a workspace. If the workspace does not contain a dtSearch
or an Analytics index with the same name as the one included in the application, Relativity creates it using the system
defaults. The post-installation steps require you to build the index after Relativity completes this process. For
information about building applications with saved searches, see the Creating an application in Relativity on the
Relativity RelativityOne Developers site.

Note: When you install an application, all saved searches are public regardless of the permissions that you
assigned to them in your application or folder structure. The ADS framework ignores any permissions or security
assigned to a saved search added to an application during deployment in a workspace.

Before you begin

You may want to complete the following verification steps before you install an application containing saved searches
using dtSearch and Analytics indexes to avoid possible errors:

l Saved searches using dtSearches—confirm that a file share for this index type exists in your environment.
The Relativity installer requires you to create this file share during the installation of the primary SQL Server.
l Saved searches using Analytics indexes—confirm that an Analytics server is installed in your Relativity
environment.

Installation steps
To install the application, follow the instructions in Installing applications from the Application Library on page 58 or
Installing an application from an external file to a workspace on page 58.

Post-installation steps
If your workspace already contains a dtSearch or Analytics index, Relativity automatically maps it to the saved search
using the index name and type. It ignores any spaces or case differences in the index name.
If your workspace does not contain an index with a matching name or type, Relativity creates a shell for a dtSearch or
Analytics index. You need to complete one of the following steps to build the index:

l dtSearch index—navigate to the Search Indexes tab in Relativity, and click the Edit link for your dtSearch
index. Select settings for the Order, Searchable set, Index share, or other fields as necessary, and save your
changes. Next, build the index by using Build Index: Full option on the index details page. For more inform-
ation, see dtSearch on the Relativity RelativityOne Documentation site.
l Analytics index—navigate to the Search Indexes tab in Relativity, and click the Edit link for your Analytics
index. Select settings for Analytics profile, Analytics server, Data source, Training data source, and fields
as necessary. Next, build the index. For more information, see Analytic Indexes on the Relativity
RelativityOneDocumentation site.

2.7.3.4 Mapping fields

When you import an application, you can optionally map the fields that are similar to those in an application currently
installed on the workspace. You can use mapping to avoid having multiple copies of a field that stores similar
information in your workspace.
For example, you might import a new application that contains a long text field on a Document object called Email Cc,
but your workspace already contains another application with a similar field on the Document object called Email Cc

Admin Guide 60
Addresses. Instead of two fields storing similar information, you might want all applications to use the same field for
this metadata. By mapping these fields, you can avoid renaming the new field and using two different fields to store
this metadata in your workspace.
Use these guidelines when mapping an application to workspace fields:

l Fixed length text fields—you can map application fields of this type only to workspace fields of equal or lesser
length. Workspace fixed text fields that have a length longer than the application fields are not displayed in the
Workspace Fields column of the mapping interface.
l Renaming fields—you can rename a field after you map it without impacting future application upgrades.
l Renaming fields and exporting—if you rename a field in an application installed on Workspace A, and then
export the application, this field is still renamed when you import the application to Workspace B. This practice
does not apply to Document System Fields.
l Target workspace fields renamed—when you map an application field to a workspace field, the application
renames the workspace field to match the application field. The application now owns the field.
l Handling of removed components—if you remove a component from an application installed in Workspace
A, and the export the application, this component is still part of the application when you import it to Workspace
B. In other words, the component that you removed from Workspace A imports to Workspace B. Application
components include choices, fields, object rules, and others.
Use the following procedure to map application fields to workspace fields:

1. Complete the steps for installing an application described in the previous sections.
2. Locate the Map Fields section on the application form. The Map Fields section displays the mapping interface if
the application contains fields corresponding to those in the workspace.

3. Complete these steps to map the available application fields of your choice through the Field Mapping interface:
l Highlight a field in the Application Fields box, and then click the arrow to move it to the center box. The
Workspace Fields box displays the fields in the target workspace that may match the application field.
The Workspace Fields box does not display any fields when no matches exist.
l Highlight a field in the Workspace Fields box, and then click the left arrow to move it to the center box.

Note: You can also double-click a field name to move it to a mapping box. To remove a field from the
mapping box, use the left arrow for the application fields, and right arrow for the workspace fields.

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2.7.3.5 Viewing import status
After you install an application through the Relativity Application tab, you can view the status page, which appears
immediately after this process completes. The Import Status section indicates whether your installation was
successful.
The Artifact Name section displays a list of all the artifacts in your application, which includes its Artifact Type, Artifact
ID, and installation status. For artifacts installed without errors, the Status column displays the message Updated
successfully.

For unsuccessful installations, the Import Status section indicates that your application installation failed as illustrated
in the following message. The message lists the number of errors encountered during the installation. In addition, the
Status column describes each error that occurred during a failed installation. For more information, see
Troubleshooting application installation errors.

To export the Status section report to a .csv file, you can click the Export Status Details. You can also view status
information for the installation of an application from the Application Library tab. Click on an application to display a
detail view, and then click its Installed link to display the status page.

2.8 Troubleshooting application installation errors

You can use this page to identify the causes of common application installation errors.

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2.8.1 Installation error list
Use the following table to identify common causes of errors that may occur when you attempt to install an application.
You can resolve some of these errors manually through the target workspace or you may be able to resolve them as
you install the application.

Error sources Possible resolutions

Application contains duplicate Object Type or field names l Rename the item in the target
workspace
l Rename the item in the application
l Remove the item from the applic-
ation
l Remove the item from the target
workspace
l Map fields before installing
Application file contains a relational field that uses a friendly name that a l Change the friendly name of the
relational field in the target workspace already uses relational field in the target work-
space
l Change the friendly name of the
relational field in the application
l Map fields before installing
Application contains an Object Type that already exists in the target work- l Unlock the application in the target
space inside a locked application workspace
l Remove the object type from the
application
Application has a malformed file l Re-export the application and try
again
Application contains an external resource of a restricted file type l Remove the external resource
from the application and re-install

2.8.2 Resolving installation errors

You can resolve conflicts through the Import Status page without having to modify the application or its artifacts in the
current workspace. This page displays errors by type, such as locking errors, name conflicts, or other errors.
You can view the Artifact Name, Artifact Type, and Artifact ID of the component associated with an error, as well as the
error status. In the artifact status section, you may have the option to resolve an error before retrying the installation.
Error resolution options vary according to error type.
After you finish resolving errors, click Retry Import. Relativity disables this button until you resolve all the errors.

2.8.2.1 Locking conflicts

To resolve a locking conflict, select the Unlock checkbox, and then click Retry Import.
You can use this operation to temporarily unlock the application while you resolve a locking conflict during installation.
After you successfully import the application, Relativity locks the application again so that you can't inadvertently
modify it. See Locking and unlocking applications.

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2.8.2.2 Name conflicts
You can rename the conflicting artifact so that you can import the components of your application.
Use the following procedure to resolve these errors:

1. Select an option in the Resolve Errors drop-down menu. Available options include Rename and Map Field.
2. Perform one of the following tasks:
l Rename - Enter a new name in this field to resolve the Name Conflict error. When you've entered a valid
name, a green check mark appears next to the new name field.
l Map Field - When you select this option, Relativity automatically maps the field that you're importing to
the conflicting field in the target workspace.

2.8.2.3 Other errors

For other errors, the Resolve Errors column may display a message that you can only resolve the error manually in the
workspace. You must resolve the issue in the target workspace before proceeding with the application import.

2.8.3 Pre and Post Install event handler errors

Your applications may contain custom code for Pre and Post Install event handlers that run during installation. These
event handlers configure your Relativity environment so that it can support your applications. If an error occurs while
the event handlers are running, the application fails to install. The third-party developer who created your application
may provide custom error messages to help you resolve these types of installation failures.

2.8.3.1 Failure of Pre Install event handler

When a Pre Install event handler fails, you may receive an error message that indicates the status of the event
handler.
In this case, follow the instructions provided in the message. After you resolve the error, reimport the application.

2.8.3.2 Failure of Post Install event handler

Post Install event handlers execute after the Application Deployment System (ADS) has updated all of the
components in the application. When a Post Install event handler fails, an error message appears on the details view
of the application.

2.8.4 Checking the error statuses

When a Pre or Post Install event handler fails from the Application Library, you can check the status of that error.
Use this procedure to check the error statuses:

1. From Home, click the Application Library tab.

2. Click on the name of your application.
3. In the Workspaces Installed section, locate the workspace containing the application with errors, and then click
the Errors link to display a pop-up containing an import status message.
You can review the error message returned by the failed event handler during the last installation attempt.

2.9 Uninstalling and deleting applications

You can control the applications that workspaces contain by exporting, uninstalling, and deleting them. When you
export an application, you have a file that you can use to import it into other workspaces. You can also uninstall or
delete applications that you no longer want in a workspace.

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2.9.1 Uninstalling applications
When you uninstall an application, Relativity deletes all child objects and associative objects, unless other
applications or dependencies prevent their removal. Relativity also deletes any saved searches your application
includes, but retains the associated indexes in the workspace because they are not part of the application. You need
system admin permissions to lock or unlock an application. For more information, see Workspace security.
For example, you might need to uninstall an application that you accidentally deployed to a template case. If you want
to remove only the application instance or if you created an application that you haven't added to the library, consider
deleting it instead of uninstalling it. See Deleting applications on page 72.

Note: Applications installed via the Application Library can only be removed by System Administrators.

2.9.1.1 Uninstalling an application

Use the following steps to uninstall an application.
To ensure optimum performance of Relativity, uninstall applications only during off-hours when users aren't actively
reviewing documents in any workspaces.

1. Select the Relativity Applications tab in the workspace that contains the application you want to uninstall.
2. Click the application name to display the details view.
3. Click Unlock Application, if necessary. You can't uninstall a locked application.
4. Click Uninstall Application to display the Component Summary page. This page lists object types fields, event
handlers, custom pages, and other components of your application.

5. (Optional) Click to expand the list of components. The hierarchy tree shows the parent-child relationships for
component types in your application.
6. (Optional) Clear the check box for any components that you don't want to uninstall.
7. Click Validate Components to Uninstall to view the Application Uninstall Alerts and Modification Alerts for
Non-Application Components reports. See Uninstall and modification alerts below.
8. Click Uninstall Application. When the confirmation message appears, click Yes to complete uninstalling the
application. You can manually uninstall custom pages if your application includes these components. See
Manually uninstalling custom pages on the next page.

2.9.1.2 Uninstall and modification alerts

The process of uninstalling an application deletes the same components that you would delete manually through the
Relativity UI. When you delete components manually, Relativity provides you with the option to view a dependencies
report. You can also view reports that provide information about object dependencies, and modifications to existing
objects, during the uninstallation process:

l Application Uninstall Alerts - lists dependencies that may prevent the removal of an application component.
For example, Relativity doesn't remove an object type referenced by a locked application or the parent object of
a child that you want to retain in the workspace.
l Modification Alerts for Non-Application Components - lists components that aren't part of the application
but must be modified to uninstall the application. Other objects may reference components deleted during the
uninstall process. For example, Relativity may delete an object type referenced by an unlocked application.
To view these reports, click Validate Components to Uninstall on the Component Summary page. See Uninstalling
an application above.

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2.9.1.3 Viewing application uninstall errors
Relativity displays the view for the Relativity Applications tab after you click Uninstall Application on the Component
Summary page. When an application fails to uninstall properly, Relativity locks the application and generates a list of
errors that occurred during the uninstall process. The application also continues to appear in the list view of the
Relativity Applications tab.
To view uninstall errors, click the application name in the list view to display the details page, and then click Show
Errors.

2.9.1.4 Auditing the uninstall process

When you uninstall an application, Relativity audits deleted and updated components. You can view this audit
information from the History tab in a workspace by selecting the All History view and filtering on a specific action. In
addition, you can view changes to specific objects by clicking View Audit on their details page.
If you want to disable auditing for update or delete actions during the uninstall process, set the
AuditApplicationUninstallEnabled AuditApplicationUninstallenabled instance setting to False.

2.9.1.5 Manually uninstalling custom pages

To uninstall custom pages developed for an application, manually delete them from the IIS where the application
resides. You can only uninstall custom pages associated with applications that you push to the application library or
install on a workspace.
To complete this task, you need permissions to the following machines:

l Web server (IIS) where you deploy the application.

l SQL Server where the EDDS resides.

Note: You should only uninstall custom pages when you don't want any workspace in your Relativity environment to
use the application associated with them.

Determining the application GUID

You need to know the GUID for the application to uninstall its custom pages deployed on the IIS. To determine the
GUID, open Microsoft SQL Server Management Studio. Run this query on the ApplicationServer table in the EDDS.
Replace YourApplicationName with the name of your application.

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select Name, [GUID] from EDDS.eddsdbo.LibraryApplication
where Name = 'YourApplicationName'

Uninstalling custom pages from the IIS

1. Open the IIS Manager on the web server where you deployed the application with custom pages that you want
to uninstall.
2. Expand the Default Web Site > Relativity > CustomPages folders. The CustomPages folder should contain
the application GUID associated with the custom pages that you want to uninstall.

3. Right-click on your application GUID, and then click Explore in the menu. Windows Explorer opens and dis-
plays a folder with the same name as your GUID. Minimize this window for later use in step 9.

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4. Highlight the Default Web Site, and then click View Applications.

5. Right-click on your application GUID, and then click Remove on the menu. Click Yes on the Confirm Remove
dialog.

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6. Click Application Pools located under the server name in the Connections pane.

7. Locate the GUID for your application in the Application Pools pane. Confirm that the Application column dis-
plays 0.

8. Right-click on the application pool with your GUID, and then click Remove on the menu. Click Yes on the Con-
firm Remove dialog.

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9. Maximize the Windows Explorer window that you opened in step 3. In the left pane, click the Custom Pages
parent folder for your GUID subfolder.

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10. Right-click on your GUID folder, and then click Delete. Click Yes on the Delete Folder dialog.

11. Right-click on the CustomPages folder in the Connections pane of the IIS Manager, and then click Refresh.
The tree no longer displays your GUID subfolder under the CustomPages folder.

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 12. Open Microsoft SQL Server Management Studio. To ignore the custom pages that you want uninstalled, run
the following update statement on the ApplicationServer table in the EDDS. Replace YourApplicationGUID
with the GUID assigned to your application.
update edds.eddsdbo.ApplicationServer
set State = 3
where AppGuid = 'YourApplicationGUID'
This statement sets the state of the custom pages to 3, which indicates that the custom pages should be
ignored.
13. Repeat these steps 1-12 on each server in your environment where you deployed the application.

Updating the state on custom pages

If you need to deploy the uninstalled custom pages, you can update their state to make them active. Run the following
update statement on the ApplicationServer table in the EDDS. Replace YourApplicationGUID with the GUID
assigned to your application.
update edds.eddsdbo.ApplicationServer
set State = 0
where AppGuid = 'YourApplicationGUID'
This statement sets the state of the custom pages to 0, which redeploys them.

2.9.2 Deleting applications

When you delete an application instance, Relativity deletes child objects and unlinks associative objects, but it doesn't
delete the associative objects from the workspace. To delete these objects, uninstall the application. Deleting an
application instead of uninstalling it can be useful when building and testing an application that hasn't been added to
the application library.
For complete details on uninstalling applications, see Uninstalling applications on page 65.
Use these steps to delete an application:

1. Select the Relativity Applications tab in the workspace containing the application that you want to delete.
2. Unlock the application if necessary. You can't delete a locked application. See Locking and unlocking applic-
ations on page 54.
3. Click the application name to display the details view.
4. Click Delete.
5. (Optional) Click Dependencies in the pop-up window to view a report containing the following information:
l Child objects to be deleted with the application
l Associative objects to be unlinked from the application
6. Click Delete. Relativity deletes the application and its children and unlinks any associative objects.

2.10 Upgrading applications

You can upgrade an existing application by using the Upgrade Application option available on its detail view.

2.10.1 Upgrading an application

Before you upgrade an application, review the following information:

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 l Some Relativity applications are pre-populated with instances of object types used to store settings, which you
can modify to control application functionality. Upgrading the application resets these instances, so any modi-
fications made to them are lost. As a best practice, create new instances of these object types in your applic-
ation instead of modifying the default settings. For example, you might create a new profile with your custom
settings in the Imaging application.

Note: You can avoid resetting instances of object types by developing applications that use Post Install event
handlers set to run only once. Using these event handlers, you can create instances of objects and set default
values on them during the initial application installation, but not on subsequent upgrades. See Post Install
event handlers on the RelativityOne Developers site.

l Relativity preserves modifications made to saved searches included in locked applications. For more inform-
ation, see Modifying saved searches in a locked application on the Relativity RelativityOne Documentation site.
l Confirm that any existing application jobs have completed before upgrading out-of-the-box Relativity applic-
ations, such as OCR, search terms report, transform set, or imaging. You may interrupt the current job if you
upgrade the application while it is running.

2.10.1.1 Upgrading an application in a workspace

Use the following procedure to upgrade an application:

1. Confirm that you have the appropriate system admin permissions to install an application in Relativity. For more
information, see Workspace security.
2. Select the Relativity Applications tab in the target workspace.
3. Click the name of the application that you want to upgrade.
4. Click Upgrade Application in the Relativity Application console. If you don't see this button, then you don't
have the appropriate system admin permissions.
5. Select Import from file in the Application Type field.
6. Click Browse to select a application file.
7. Click Open on the browse dialog.
8. Click Upload to initiate upgrade script.

2.10.1.2 Upgrading an application through the Application Library

1. Confirm that you have the appropriate system admin permissions to install an application in Relativity. For more
information, see Instance Security.
2. Select the Application LIbrary tab.
3. Click the name of the application that you want to upgrade.
4. In the Workspaces Installed associated object, select the workspaces in which you want to upgrade the applic-
ation and click Upgrade Installed Workspaces. If you don't see this button, then you don't have the appro-

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 priate system admin permissions.

5. Click Continue on the confirmation modal to proceed with upgrading the application in all the workspaces it's
installed in.

6. Select Import from file in the Application Type field.

Relativity will upgrade the selected application, and the new version will be visible in the applications list in the
workspaces it's installed in.

2.10.1.3 Application resource file purge

Beginning in July 2017, the application upgrade process purges assembly resource files (DLLs) no longer associated
to the newer application version:

l Physically deletes all DLL resource files that were part of the original application version.
l Removes event handler associations on objects types such as Document or Entities.
l Remaps object references in the workspace database to reference the new DLL.
l Eliminates workspace references to resources that no longer exist.
l If an agent of a removed type is currently running, it will complete its work and then self-destruct.
The following application components are not deleted by the upgrade process:

l Object types (fields, views, layouts, etc.)

l Scripts
l Saved searches
l Dashboards

2.10.2 Troubleshooting application upgrades

You can use the following information to identify and resolve issues that may occur when upgrading your applications.

2.10.2.1 Applications from older versions not available after upgrading to Relativity 7.0
If you have Relativity 6.8 or below installed on a workspace, and you upgraded the server to Relativity 7.0, your
application is no longer available. It continues to exist in the database, but the Relativity Applications tab no longer

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includes it. You can't export or upgrade the application.

2.10.2.2 Including object rules when upgrading from Relativity 6.10

If you have an application created in Relativity 6.10 installed on a workspace, and then you upgrade the server to
Relativity 7.0 or above, you must manually add any Object Rules that you want included in the application after
completing the upgrade.

2.10.2.3 Making older applications compatible with Relativity 7.0 or above

If you have applications from Relativity 6.8, 6.9 , or 6.10 that were both exported through the ADS, you can make them
compatible with Relativity 7.0 or above by running the Upgrade Legacy Applications script. This script is available in
the Relativity Script Library.

2.10.2.4 Exporting choices attached to single or multiple choice fields

When you update an existing application with a single or multiple choice field, you can make the choices attached to
these fields available for export by setting the Auto Add Choices field property to Yes. If you have a single or multiple
choice field that was added to an application prior to upgrading to Relativity 7.2 or above, that field still has all the
choices added to the application by default.

2.10.2.5 Custom pages not working properly when multiple application versions exist on the same server
If you have an application with custom pages in Workspace A, and import a new version of the same application to
Workspace B on the same server, then the custom pages may not function as expected since they are outdated.
However, they continue to display as components of the application.

2.10.2.6 Applications can't be downgraded

You can't import an application with an earlier version number into the Relativity applications library. However, an
application with an earlier version number can exist in a workspace even though the application in the environment's
library has a higher version number.

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3 Authentication
RelativityOne uses several industry-standard technologies, enabling versatile authentication options. It supports local
(such as password related) or external (such as external identification providers) authentication methods. You can
add and enable each type individually, as well as assigning at least one, and in some instances multiple methods, for
each user.

3.1 Permissions
Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

3.2 Authentication overview

Review the following sections to learn more about the authentication methods, the object model, and the permissions
model supported by Relativity:

3.2.1 Authentication methods

RelativityOne supports the following authentication mechanisms.

l Password—a method that includes a user name, the user's email address, and a password.
l OpenID Connect—a protocol for an external identity provider, authenticating against an external identity pro-
vider using the OpenID Connect protocol. OpenID Connect is a modern authentication protocol can be used to
connect to providers such as Azure Active Directory. See OpenID Connect for more information.
l SAML 2.0—a method that authenticates against an external identity provider using the SAML 2.0 protocol.
SAML 2.0 is an older authentication protocol that is still in widespread use. See SAML 2.0 for more information.

Notes:
l When implementing single sign-on (SSO) across Relativity instances, the following scenarios are supported:
l Identity Provider-initiated SSO using SAML 2.0
l ID provider and service provider-initiated SSO with OpenID Connect
l To log in using PIV/smartcard, configure RelativityOne with an OpenID Connect or SAML provider that sup-
ports PIV/smartcard logins. PIV/smartcards are not directly supported in RelativityOne.

In addition to the above protocols, Relativity has the following additional authentication features:

l Two-factor Authentication—when logging in with the Password method, you can require the user to pass an
additional two-factor check based on an email or message sent to the user's phone, through a mobile email
gateway.
l Mode—always required or require only for non-trusted IPs
l Method—Authenticator App or email. For more information, see the authenticator app's documentation.

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 l Trusted IP Range—limit access to the Relativity application based on the user's source IP address.

3.2.2 Authentication object model

Relativity provides several tabs or object types that are used to configure authentication. By combining these object
types, the system admin is able to control the Relativity login page and authentication options for the users in the
environment.
Authentication Provider- Authentication Providers allow you to configure the specific settings for a login protocol.
For example, you can add the Password Provider to your environment to set minimum and maximum password
length, password history settings, and more. Some protocols have multiple configuration options, while others have
very few. Every instance of Relativity has Default Password. You can't have additional (non-default) providers of those
types.
You can add OpenID Connect and SAML 2.0 external identity providers. Unlike the previous five protocols, you can
have as many of these Providers as you wish in an environment.
Login Method - Users can have one or more Login method objects that binds that user to a particular Authentication
Provider. For example, if you have a Password Authentication Provider in the environment, the Password Login
Method contains the specific password for a given user. If you have Azure Active Directory configured as a Provider,
each user's AAD subject identifier would be stored in an associated Login method.
User. The User object still holds the TrustedIPs setting. By setting a TrustedIP for a user, that user will only be able to
authenticate with Relativity from that IP range. All other authentication-related fields have been moved from the User
object to the Provider and Method objects.

3.2.3 Authentication object permissions

These default object permissions are recommended for managing user authentication:

l System admins only—full permissions, including view, update, delete, secure, add

l Authentication Provider Type

l Authentication Provider
l Login Method
l OAuth2 Clients
l Anyone with the ability to view a user—view

l Authentication Provider Type

l Authentication Provider
l Login Method
l Anyone with the ability to edit a user—update, delete, add

l Login Method

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3.3 Configuring Relativity authentication
System admins must assign users at least one authentication method in order for users to log in. To create and to
assign methods, follow these steps.

3.3.1 Creating authentication providers

Authentication providers are instances of authentication provider types. You create only the instances of the provider
types you need. For example, if you plan to support only password methods, you only have to create an authentication
provider for passwords, and not for any other provider types.

Note: Adding a new authentication provider of the same type overwrites the existing ones of the same type.

You may only have one instance of each provider type. The exceptions are for OpenID Provider and SAML 2.0
provided types. You can have multiple instances of those if they have different names.
To create an Authentication Provider:

1. Select the Authentication Provider tab.

2. Click the New Authentication Provider button.
3. Enter a Name. This is the friendly name of the provider instance.
4. Optionally select the Enabled status. By default, each authentication provider is enabled. If not enabled, then
users can't log in with that method.
5. Select a Provider Type from among the authentication provider types. You can select OpenID Connect or
SAML2.
The Authentication Provider Settings section appears.
6. Set the Authentication Provider Settings, if any. See Authentication provider settings below for the specific
method.
7. Click Save.

Note: For help with error messages, please see the SSO Troubleshooting console on page 106.

3.3.2 Assigning a login method to individual users

You assign an authentication method to each user for them to log in with. Each user must have at least one
authentication method in order for them to log in but you may assign multiple methods. See Managing user
authentication methods on the next page.

3.3.3 Enabling RelativityOne Connect

Enable RelativityOne Connect to connect two or more of your Relativity instances. Use a single identity to securely
connect multiple instances and let users navigate between them securely with cross-authentication using a single
sign-on provider (SSO). For more information, see RelativityOne connect on page 102.

3.4 Authentication provider settings

Authentication providers may have associated settings that you can configure and applies to all instances of that
authentication provider.

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Each provider instance has at least one setting: Enabled. If set to Yes, this authentication provider is available. If No,
you can't use this method to log in with. To enable an instance both this setting and the Enabled for the Authentication
Provider must be set to Yes. If either one is set to No, that method isn't available for the user.
Authentication providers that require additional settings:

l Default Password provider - additional settings for the Default Password provider include:
l Minimum Password Length – sets the minimum number of characters for a password.
l Maximum Password Length – sets the maximum number of characters for a password.
l Maximum Password Attempts Before Reset Required – sets the maximum number of consecutive
unsuccessful login attempts before being locked out. You must send the user a password reset request
before they can attempt to log in again.
l Maximum Password Age (in days) -sets the maximum number of days a password remains valid. The
user will be prompted for a new password on a logon at the expiration date. If set to zero, the password
does not expire.
l Users Can Change Password Default – enables the user to change their password.
l Allow Password Recovery via Email – enables the user to use email to recover a forgotten password.
Yes displays the Forgot Password link on the user's login screen.
l Password Recovery Request Limit – sets the maximum number of password resets before Relativity
locks out the user. You must send the user a password reset request before they can attempt to log in
again. This value resets to zero on each successful log in.
l Maximum Password History – sets the maximum number of previous passwords that users can't use
for a new password. The default value of zero enables any previous password.
l Additional Work Factor – increases the number of encryption hashes. Relativity already provides sev-
eral built in hash levels represented by the default zero value. Changing this value to 1, 2, or 3 adds addi-
tional encryption protection but may significantly increase login time.

Note: The following non-alpha-numeric characters are not allowed: \, ", <, >, £ in passwords.

l OpenID Connect with Microsoft Azure AD - see OpenID Connect on page 91 authentication provider flows.
l SAML 2.0 provider - see SAML 2.0 provider on page 84.

3.5 Managing user authentication methods

As a system admin, you must assign at least one authentication method to each user in order for them to log in. A user
can have multiple login methods but only one Password.

3.5.1 Invitation workflow

A significant security improvement to the Relativity authentication process is that the system admin no longer knows
or can set user passwords. The invitation workflow, called that because you invite users to log in to Relativity, is the
new mechanism for them to set and to manage their own passwords. Now, a system admin (when creating a new
user), or a user (if they forget their password) initiates an email sent to them at their specified address, and they create
or reset their password directly within Relativity.

Note: For help with single sign-on error messages, please see the SSO Troubleshooting console on page 106.

The invitation workflow applies to the following methods:

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 l Password below
l Two-factor authentication on the next page
l Password Outside Trusted IP on the next page

3.5.1.1 Password
The password option requires the user to enter only a password for authentication. It does not require an additional
check or two-factor criterion.
To assign and to configure this option for a user:

1. After creating a new user, edit their profile (Users tab, and click their full name).
2. In the Login Method (User) section, click New.
3. In the Login Method Information pop-up window, select the password provider method from the Provider
drop-down list.
The Default Password Settings section appears.
4. Disable the Enable Two-factor Authentication toggle. For more information, see Two-factor authentication
on the next page.
5. Set the Default Password Settings.
l Can Change Password - enable to let user change the password at any point.
l Require Change Password on Next Login - enable to have user change given password.
l Maximum Password Age - enable to set number of days a password can work. Set the number of days
in the text box.
l Set Password for User - enable to create a password for the user.
6. Click Save.
7. Click Send Invitation Email.

This sends an invitation email to the user at the email address listed in their profile’s User Information section.
By default, the link in the email is valid for one week (10080 minutes).

Note: You can use the InvitationLinkLifetimeInMin instance setting to increase the default invitation link expir-
ation period.
If the email can't be sent because your system email SMTP settings are not configured properly, a warning is
displayed.

You can also use the Invite mass action on the Users tab to send invitation email to multiple users.

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3.5.1.2 Two-factor authentication
The two-factor authentication is a variation of the Password method that requires a passcode in addition to a
password.
To assign and configure this option for a user,

1. Edit their profile (Users tab, and click their full name).
2. In the Login Method (User) section, click New.
3. In the Login Method Information pop-up window, select the password provider method from the Provider
drop-down list.
The Default Password Settings section appears.
4. Enable the Enable Two-factor Authentication toggle.
5. Select the Mode, "always provide passcode" or "ignore passcode for Trusted IPs."
6. Select the Method, use an "authenticator app" or "email" address.
7. Set the preferred Default Password Settings.
8. Click Save.
For authenticator app, the user will follow the instructions on the app or enter the app's passcode. For email two-factor
authentication, the system emails a passcode to the user during logon, and it's different each time. For more
information on signing in with an authenticator app, see the Admin Guide.

Note: The link in the email is valid for 5 minutes, and only the most recently-sent email can be used. The link
expiration time is not configurable.

3.5.1.3 Password Outside Trusted IP

The Outside Trusted IP is a variation of the Password method that requires a passcode only if the user logs in outside
of a specified IP range. If the log on is inside the trusted range, then only a password is required.

Note: Password reset emails are not generated for users logging in via 2FA from an untrusted IP address. To
initiate a password reset in these cases, an administrator must send a reset link from a trusted IP address.

To assign and to configure this option for a user:

1. After creating a new user, edit their profile (Users tab, and click their full name).
2. In the Login Method (User) section, click New.
3. In the Login Method Information section, select the password provider method from the Provider drop-down
list. The Login Method Settings section appears. You can assign only one instance from among Password
and RSA methods.
4. Select Require only for non Trusted IPs in the Two-factor Authentication section.
5. Enter the user’s email address you want to send the password to in the Email Address field. This address can
be different from the email in the user’s profile.
6. Click Save and then Back.
7. Click Send User Invitation Email.

3.5.1.4 To define a Trusted IP range:

You define an IP address or addresses as valid locations from which users can log in from in a combination of two
settings.

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The second setting specifies a valid IP address or addresses for each user. This can be an individual address, a range
of addresses, or combination of either. The specified range is called the Trusted IPs. Users outside of this range or
ranges won't be able to login except by using Password authentication with the Two Factor Mode set to Outside
Trusted IPs.
To set the user Trusted IP range:

1. Select the Users tab.

2. Click the user's name.
3. Click Edit.
4. Enter the IP range in the Trusted IPs field. If you have multiple trusted IPs, enter each IP range on a new line.

5. Click Save.
By default, no value is empty, which indicates any IP address is valid.
In case of setting the user's Trusted IP range, you can specify an individual address, a range of addresses, or a
combination of either, separate each one with a carriage return.
Addresses use the "###.###.###.###" format. The following wildcards are available for both settings:

Description Example
Asterisk (*) Matches zero or more char- 192.168.31.*. You can't use this notation with the match
acters. range of digits wildcard.
(Asterisk wildcard)
Hash (#) Matches any single digit 0-9. 192.168.31.##. You can't use this notation with the match
(Hash wildcard) range of digits wildcard.

[start-end] Matches a range of digits. 192.168.31. [0-255]. You can't use this notation with the
asterisk and/or hash wildcards.
(Match range of digits
wildcard)
16-bit mask A 16-bit number that masks 192.168.0.0/16 is the same as 192.168.0.0/255.255.0.0.
an IP address. Network address range is 192.168.0.0-192.168.255.255.
24-bit mask A 24-bit number that masks 192.168.31.0/24 is the same as 192.168.31.0/255.255.255.0.
an IP address. Network address range is 192.168.31.0 - 192.168.31.255.
25-bit mask A 25-bit number that masks 192.168.31.0/25 is the same as
an IP address. 192.168.31.0/255.255.255.128.
Network address range is 192.168.31.0 - 192.168.31.127.

3.5.1.5 Password reset

Sometimes it may be necessary to reset a user's password. In Relativity, passwords are reset by sending the user an
email with a reset link.
To reset a user's password:

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 l Click Send Password Reset Email.

The link within the email is valid for 15 minutes, and only the most recently sent email can be used.

Note: You can use the PasswordResetEmailExpirationInMinutes instance setting to increase the default
reset link expiration period.

3.5.2 Manually setting passwords

By default, system admins can't set or see user passwords. Instead, system admins can send a password reset email,
and users create and manage their own passwords. However, there are some situations, such as for testing or project
development, that may require system admins to explicitly and manually set passwords.
To set this option in your Relativity instance, add the AdminsCanSetPasswordsinstance setting to the
Relativity.Authentication section and set it to True. You must manually enter this setting and value because it is not
present from the default Relativity installation.
To set a password, use the following procedure.

1. After creating a new user, open their profile (Click the Users tab, and then click their full name).
2. In the Login Method (User) section, click New.
3. In the Login Method Information section, select the password provider method from the Provider drop-down
list.
The Login Method Settings section appears.You can assign only one instance from among Password and
RSA methods.
4. Select Set Password to True.
The password requirements appear.
5. Enter the password in the Password field.
6. Re-enter the password in the Retype Password field.
7. Click Save and then Back.
The password information doesn't appear except when you're editing it. If a current password exists, it doesn't appear
either. Each new password overwrites the existing password.

3.5.3 OpenID Connect

1. After creating a new user, edit their profile (Users tab, and click their full name).
2. In the Login Method (User) section, click New.
3. In the Login Method Information section, select the OpenID Connect provider method from the Provider
drop-down list. The Login Method Settings section appears.

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 4. Enter the subject identifier for the authentication provider as the OpenID Connect Subject.
5. Click Save and then Back.

3.5.4 SAML 2.0

1. After creating a new user, edit their profile (Users tab, and click their full name).
2. In the Login Method (User) section, click New.
3. In the Login Method Information section, select the SAML 2.0 provider method from the Provider drop-down
list. The Login Method Settings section appears.
4. Enter the subject identifier for the authentication provider as the SAML2 Subject. For example, if you select
Email as the application username in Okta, you must enter the Relativity user's email here.
5. Click Save and then Back.

3.6 SAML 2.0 provider

SAML is an open-standard format for exchanging authentication and authorization data between an identity provider
(IdP) and a service provider (SP).

Note: As a service provider, Relativity supports SAML IdP-initiated single sign-on (SSO). However, it does not
support SP-initiated SSO.

Relativity uses SAML assertions (tokens) to verify the users mapped to the identity provider. SAML assertions contain
information on the identity of the individual who has logged in. Assertions also contain the identity provider issuing the
assertion, known in Relativity as the Issuer URL. Each Assertion is typically prepared for a specific receiver, known as
the Audience. Assertions protect this information by cryptography signing it. An Assertion is only valid if it is from a
known Issuer URL to the expected Audience and correctly signed.

Note: This documentation contains references to third-party software, or technologies. While efforts are made to
keep third-party references updated, the images, documentation, or guidance in this topic may not accurately rep-
resent the current behavior or user interfaces of the third-party software. For more considerations regarding third-
party software, such as copyright and ownership, see Terms of Use.

3.6.1 Considerations
l SAML assertions must be cryptographically signed for Relativity to verify their authenticity. Make sure your
SAML IdP is configured accordingly.
l You can use Relativity with any SAML 2.0-compliant IdP, such as Centrify, Okta, Microsoft Active Directory
Federation Service (ADFS), or OneLogin.
l RelativityOne only supports the RSA-SHA256 assertion signing algorithm.
l After saving the Authentication provider for the first time, the system generates the Redirect URL. Placeholder
values may need to be added to the third-party Authentication setup before obtaining this value.

3.6.2 Configuring a SAML 2.0 authentication provider

To add a SAML 2.0 authentication provider, complete the fields below.
Authentication Provider Information

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 l Name—enter a user-friendly name for the authentication provider.
l Provider Type—select SAML2.
l Enabled—the provider is enabled by default, but you can disable it.
l Site URL—set the URL that users enter in the browser to access an instance of Relativity.
Authentication Provider Settings

l Audience—the unique identifier of the service provider (SP). We recommend using the same value as your
Site URL.
l Issuer URL—the unique identifier of the identity provider (IdP).
l Certificate—an x509 certificate provider by the identity provider.
l Subject Claim Type (Optional)—The attribute in the SAML subject used to validate the login. We recommend
to leave this blank.

3.6.3 Configuring specific SAML providers

The following sections provides the guidelines for integrating Relativity with Okta and ADFS.

3.6.3.1 Configuring Okta as a SAML 2.0 identity provider

This is an example of configuring Okta.
Initial configuration:

1. In the Okta admin console, navigate to Applications and search for Relativity.

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2. Navigate to the General tab and specify these SAML settings:

l For the single sign-on URL, for enter your Relativity Instance URL. This is the URL that is used for public
access to go to your web servers.
l For Recipient URL, put in a unique identifier, such as the URL for your instance. Note this value for later.

Note: Audience URI is case-sensitive. Specifying /relativity instead of /Relativity can break your
authentication.

l For the Name ID Format you would like to use for logging in, select Email.
l For Assertion Signature, select Signed.

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3. You have now partially configured you application in Okta to set up logging in to Relativity. You must now con-
figure the SAML provider in Relativity. These Okta values can be found under the Sign on tab.
l The Audience URI (SP Entity ID, from the previous step).
l The Identity Provider Issuer (In Okta, click View Setup Instructions on the Sign On tab).
l The X.509 Certificate (also in Setup Instructions).

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 Note: Single Sign On using SAML will not work until you configure the app to trust Okta as an IdP.

Next, set up the SAML 2.0 authentication provider in Relativity:

1. Log in to Relativity with system admin credentials.

2. Open the Authentication Provider tab.
3. Click New Authentication Provider. The Authentication Provider Information form opens.
4. Enter a name for your provider.

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 5. Select SAML2 from the Provider Type drop-down menu.

6. Enter the site URL. This is the URL users enter into the browser to access this instances of Relativity.
7. Enter the Audience URI (SP Entity ID) from Okta in the Audience field.
8. Enter the Identity Provider Issuer from Okta in the Issuer URL with.
9. Enter the X.509 certificate from in Okta in the Certificate field.
10. (Optional) If you are using a specific user identifier claim that is not the default claim, enter it as the Subject
Claim Type.
11. Click Save.

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 12. Note the Redirect URL on your new authentication provider.

js
You have now set up your Relativity instance to list for SAML 2.0 assertions at a given endpoint on your server (the
Redirect URL).
Next, finish setting up the SAML IdP in Okta:

1. Log in to Okta and navigate to the application you created earlier.

2. Update the single sign-on URL to be the Redirect URL given to us by Relativity on the authentication provider
you have created.

You have now configured Okta to send SAML 2.0 assertions to your Relativity instance, and Relativity is set up to
verify the SAML assertions.

Note: You must also assign Okta users to the SAML application, and then map the users to SAML login method in
Relativity. When configuring the login method, you must specify the user's email in the SAML2 Subject field (if you
select Email as the application username in Okta). For more information, see Managing user authentication
methods on page 79.

3.6.3.2 Configuring ADFS as a SAML 2.0 identity provider

You can also configure ADFS as a SAML 2.0 authentication provider for Relativity.
Note these terminology difference between Relativity and ADFS:

ADFS
Audience Relying Party Identifier(s) https://[company name].relativity.one/Relativity
Redirect URL End-Point URL https://[company name].relativity.one/Relativity/Identity/<random
string>
Issuer URL Services Trust End-Point http://<adfs-service>/adfs/services/trust
(SAML)
SAML Subject Claim Type Name ID, E-Mail Address, UPN (Leave blank in Relativity SAML Pro-
Name vider configuration)
n/a Claim Rules Incoming, Transformation, Outgoing Claim Rules (see below)
When setting up claim rules, you must send Name ID as default claim type for Relativity. Use these guidelines:

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 1. Add Send LDAP Attributes As Claims: Select Email Addresses or User-Principal-Name to E-Mail Address from
the AD store.
2. Add Pass Thru Claim for E-Mail Address or a Transforming claim.
3. Add Transforming Claim (from E-Mail Address to Name ID).

3.7 OpenID Connect

OpenID Connect is an identity layer on top of the OAuth 2.0 protocol. You can verify the identity of the end user based
on the authentication performed by an authorization server, as well as to obtain basic profile information about the end
user. You can use any provider that supports the OpenID Connect protocol.

Note: FedRAMP requirements for RelativityOne Gov instances mandate the customer's Authority URL must
undergo a review by the Relativity Security team. Following a successful review, the URL will be added to the
Relativity firewall allow list prior to setting up single sign-on authentication. The following Authority URLs are already
approved and do not require review: okta.com, login.microsoft.com, login.microsoftonline.com,
login.microsoftonline.us, and login.windows.net.

Note: This documentation contains references to third-party software, or technologies. While efforts are made to
keep third-party references updated, the images, documentation, or guidance in this topic may not accurately rep-
resent the current behavior or user interfaces of the third-party software. For more considerations regarding third-
party software, such as copyright and ownership, see Terms of Use.

3.7.1 Configuring an OpenID Connect authentication provider

To add OpenID Connect on top of your OAuth2 configuration, enter the required information in the fields listed below.

Authentication Provider Information

l Name—enter a user-friendly name for the authentication provider.

l Provider Type—select OpenID Connect.
l Enabled—the provider is enabled by default. However, you can disable it.
l Site URL—set the URL that users enter in the browser to access an instance of Relativity.
Authentication Provider Settings

l OAuth2 Flow—select either Implicit or Code.

l Client ID—enter your application's ID.
l Display on Login Screen—determines if the OpenID Connect button displays on the login page.
l Login Screen Button Text—determines the text that appears on the button displayed on the login page.
l Authority URL—enter the URL that hosts the OpenID configuration well-known endpoint.

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 l Scopes—the default value for this field is openid. The openid checkbox must be selected because it's a
required setting. However, you can also select the email or profile option. The identity provider responds with
the claims associated with the scopes that you request. In other words, the scopes translate into claims that you
can use.
l Redirect URL—After saving the new Authentication Provider RDO (Relativity Dynamic Object), it will be shown
in the settings.
l Example—<https://company.relativity.one/Relativity/Identity D7158859-3355-46FB-96D1-
78B1B0466AB1>
l Subject Claim Type—the default value for this field is sub. Enter one of the following values based on the
scopes that you set:
l If you selected only OpenID in the Scopes field, this field must be set to sub.
l If you selected OpenID and email in the Scopes field, set this field to email.
l If you selected OpenID and profile in the Scopes field, set this field to a property available from the iden-
tity provider. These properties differ for each provider.
The identity provider sends an identity token to you, which contains the claims for your selected scopes. When
you request only the openid scope, then sub is used as the claim type. It often represents a unique identifier for
the user within your system. If you are using Azure AD, then see Microsoft identity platform ID tokens for a full
list of token identifiers.
l Resource — what is being accessed by your OIDC provider

Note: This value should remain unchanged unless instructed otherwise by your IT department.

l Response Type—specifies how your provider responds to the authentication request. In this case, the
response includes a code.

Note: This value should remain unchanged unless instructed otherwise by your IT department.

l Trusted IPs— specifies a list of trusted IP addresses for a user. Authentication fails if a user attempts to log in
to Relativity from an unauthorized OP address. This list of IPs is evaluated in conjunction with the individual
user's trusted IP list.
l Alternative Issuer(s) - set this field to the issuer in your OpenID configuration if it does not match your authority
URL. Refer to your IT department for guidance on if this field needs to be set

3.7.2 OpenID Connect authentication provider flows

There are two authentication provider flows used with Relativity: code flow and implicit flow. Below are two images
showing a detailed OpenID Connect authentication flow for both.

3.7.3 Just-in-time provisioning

Just-in-time provisioning lets an admin control access Relativity environments through an external ID provider, such
as Okta. Instead of creating groups in Relativity, they can be created in Okta or similar provider. When created in
another provider and mapped in Relativity, the required login objects are automatically created in Relativity.
JIT provisioning takes user claims from the access token provided by the external ID provider and uses the claims to
setup a User for login to Relativity.
JIT User Provisioning automatically creates the objects necessary for login, and the Required Claims feature restricts
users from using JIT User Provisioning. For example, this feature can be used to restrict access to a tenant to users
within a geographic region.

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When a user logs in, Relativity checks to see if the client exists, then checks if the user exists. If both exist, Relativity
then checks to see if the user group exists. If all these items exist, the user can log into Relativity. Personal group and
Group claim mapping assignments are checked on every login. Users are assigned/removed to groups on every login,
based on the Group Claim Mappings. For more information, see Group claim mapping below .

Note: OpenID Connect only, not supported for SAML.

To set up just-in-time provisioning on the authentication provider page, complete the fields below.

l Implement—Whether JIT Provisioning is enabled or disabled.

l Client—This sets the Relativity Client a user is assigned to when provisioned.
l Username Claim Type—the Claim Type used to set a user’s username. This should be mapped the claim con-
taining the email address.
l First Name Claim Type—the Claim Type used to set a user’s first name.
l Last Name Claim Type—the Claim Type used to set a user’s last name.
l Personal Group—toggle used to set if a Personal Group should be created for a user.
l Personal Group Claim Type—the Claim Type used to set the personal group’s name.
l Group Claim Type—the Claim Type used with Group Claim Mappings when determining group assignments
for a user.
l Default Trusted IPs—a list of IP address values that are automatically set to the user’s TrustedIPs setting.

3.7.3.1 Group claim mapping

This section will add the users to the specified group on login. The groups need to be existing in Relativity. A token can
include two or more group mappings. Group assignments from Group Claim Mappings are performed on every login.
User Claims are provided by a client’s identity provider. Relativity does not control the claims assigned to a user.
Relativity only checks that the claims are present when provisioning a user. The claims are passed to Relativity in the
access token from the client’s identity provider during the login process.

Note: Group mapping claim values must be present in the token. Just-in-time user provisioning cannot query
external endpoints (such as AzureAD's graph API) to determine group membership.

Any matching claims are then compared to the Group Claim Mappings. Claim values that match the Group Claim
Mappings determine which group to assign a user as a member. If the user claims do not match any Group Claim
Mappings, then the user is removed from that group.
Groups that users are added to outside of group claim mappings need to be administered manually.

3.7.3.2 Required claim

Required Claims is an optional setting that System Admins can configure on their authentication providers. Required
claims is used to control what users gain access to a tenant. JIT user provisioning automatically creates the objects
necessary for login, and the Required claims feature restricts users from using JIT user provisioning. For example, this
feature can be used to restrict access to a tenant to users within a geographic region.
This setting is used with JIT-enabled authentication providers. Admins can set a list of claims that Relativity will check
for when provisioning a user. A user must have at least one required claim to be a provisioned user. System Admins
can set multiple claims as Required Claims, and a user must have at least one to pass the check.
The Required Claims check only works on the initial login. It will deny a user from being provisioned. If a user already
exists in the system, then Required Claims does not affect login.

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3.7.3.3 Personal claim group
The Personal Group feature allows for controlling permissions at the user level within Relativity. Normally,
permissions in Relativity are set on the Group object. By creating a group for every user in Relativity (a user’s personal
group), you can effectively set permissions for individual users. This is an optional feature.

3.7.4 Okta OpenID Connect

Okta can be set up as an OpenID Connect authentication provider to log users into a different Relativity instance.

Note: This documentation contains references to third-party software, or technologies. While efforts are made to
keep third-party references updated, the images, documentation, or guidance in this topic may not accurately rep-
resent the current behavior or user interfaces of the third-party software. For more considerations regarding third-
party software, such as copyright and ownership, see Terms of Use.

3.7.4.1 Pre-requisites
l To configure Okta as an OpenID Connect provider for Relativity, you, or your Okta admin, will need to set up the
Relativity app in Okta. To complete this part of the configuration, follow the steps in the Okta documentation.
During the process, select Web as the platform and OpenID Connect as the sign-on method. After completing
the steps provided by Okta and customizing the steps for Relativity, you will navigate back to Relativity.
l The Okta ‘Initiate login URI’ setting may need an HRD parameter. For more information, see Creating or editing
a federated instance.

3.7.4.2 Configuring Okta OpenID Connect

In Relativity, navigate to the Authentication Provider tab. On the Authentication Provider, fill in the fields as follows:

Authentication provider information

l Name—enter a user-friendly name for the authentication provider.
l Provider Type—select OpenID Connect.
l Enabled—the provider is enabled by default. However, you can disable it.
l Site URL—set the URL that users enter in the browser to access an instance of Relativity.
l Example—https://company.relativity.one/Relativity

Authentication provider settings

l OAuth2 Flow—select Code.
l Client ID—enter the Client ID from your Okta parameters Client ID.
l Client Secret—enter the Client Secret from your Okta parameters client secret.
l Display on login screen—determines if the OpenID Connect button displays on the login page.
l Login Screen Button Text—determines the text that appears on the button displayed on the login page.
l Authority URL—[the Okta domain parameter] (i.e. http://customer.okta.com). The Authority URL can be
retrieved from the Sign On tab in Okta. If you go to the OpenID Connect ID Token section and in the Issuer area.
l Scopes—the default value for this field is openid. The openid checkbox must be selected because it's a
required setting. However, you can also select the email or profile option.

The identity provider responds with the claims associated with the scopes that you request. In other words, the
scopes translate into claims that you can use.

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 l Subject Claim Type—the default value for this field is sub. Enter one of the following values based on the
scopes that you set:
l If you selected only OpenID in the Scopes field, this field must be set to sub.
l If you selected OpenID and email in the Scopes field, set this field to email.
l If you selected OpenID and profile in the Scopes field, set this field to a property available from the iden-
tity provider. These properties differ for each provider.
The identity provider sends an identity token to you, which contains the claims for your selected scopes. When
you request only the openid scope, then sub is used as the claim type. It often represents a unique identifier for
the user within your system

Configure Okta
Once you configure the authentication provider, you'll need to assign it as a login method to your users. To complete
the configuration in Relativity, navigate to the User and Group Management > Users tab. For complete steps on
configuring an OpenID Connect login method, see OpenID Connect on page 83.

3.7.5 Relativity OpenID Connect

Relativity can be set up as an OpenID Connect authentication provider to log users into a different Relativity instance.
For example you can set up a Relativity Server environment (primary instance) to act as authentication provider for a
RelativityOne cloud instance (secondary instance).

3.7.5.1 Pre-requisites
Before you begin you must have the following items completed.

l Ensure that the primary instance is set up to use HTTPS.

l Verify that the secondary instance can resolve the host address of the primary instance.
l Confirm that the authenticated users are defined in both systems.

3.7.5.2 Configuring Relativity OpenID Connect

To configure an OpenID Connect provider for Relativity:

1. Navigate to the primary instance and set up an OAuth2 client. You must specify Implicit as the OAuth2 Flow.
Note that initially you don't have the redirect URL value (you get it when you set up the Authentication Provider
on the secondary instance), so specify any placeholder URL instead. For more information, see OAuth2 clients
on page 99.After you save the OAuth2 client, note the generated value of the Client Id. This is required to set up
the authentication provider in the secondary instance.

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 2. Navigate to the secondary instance and configure a new OpenID Connect authentication provider using the Cli-
ent Id value from the previous step. Note that the OAuth2 Flow values must also be Implicit, and the Authority
URL must point to the Relativity Identity service of the primary instance. An example of a Redirect URL is
https://mycompany.relativity.one/Relativity/Identity.
3. After you save the provider, note the generated value of the Redirect URL. It is required to complete the OAuth2
client setup in the primary instance.
4. Set up the user(s) to use the Authentication Provider as the Login Method, specifying the user's email (Relativ-
ity user ID) as the OpenID Connect Subject field value. For more information, see Managing user authen-
tication methods.
5. Navigate back to the primary instance and update the OAuth2 provider with the Redirect URL.

6. In the primary instance, set up a federated instance pointing to the secondary Relativity instance. Note the use
of the Home Realm Discovery (HRD) URL parameter to provide a single sign-on experience. The Home Realm
discovery URL is generated when the Authentication Provider is created and can be found in the Authentication
Provider Information section of the Authentication Provider page. For more information, see Federated
instances on page 107.
7. Navigate back to the secondary instance and set up a federated instance pointing to the primary Relativity
instance. Don't set up the HRD redirect for that federated instance.
8. Log out of the secondary instance.
9. Use the federated instance link to log in to the secondary instance from the primary instance.

10. Use the federated instance link in the secondary instance to return to primary instance.

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You have now configured a Relativity environment to serve as an authentication provider for another Relativity
instance.

3.7.6 Microsoft Entra ID - OpenID Connect

Microsoft Entra ID can be set up as an OpenID Connect authentication provider to log users into a different Relativity
instance. You need to complete some steps within Microsoft Entra ID and Relativity to user Entra ID OpenID Connect.

Note: We support B2C (business-to-customer) SSO integration through the OIDC and SAML2 protocols.
Customers whose provider supports either of these protocols can integrate with RelativityOne. The following steps
focus on registering an Azure application and credentials for Entra ID. If you're setting up Relativity with EntraID
External ID (formerly known as AzureAD B2C), please refer to Microsoft's documentation.

Note: This documentation contains references to third-party software, or technologies. While efforts are made to
keep third-party references updated, the images, documentation, or guidance in this topic may not accurately rep-
resent the current behavior or user interfaces of the third-party software. For more considerations regarding third-
party software, such as copyright and ownership, see Terms of Use.

3.7.6.1 Registering an Azure application and credentials

Before you begin configuring Entra ID in Relativity, you will need to add Relativity as an application within Entra ID.

1. Log in to Azure Portal.

2. Navigate to App registrationsfor Microsoft Entra ID (formerly known as Azure Active Directory).
3. Click New registration.
4. Enter an application name in the Name field.
5. Accept the default setting, Accounts in this organizational directory only, as the supported account type.
6. Click Register.
7. Copy the Application (client) ID that was generated and past it to a safe location, as it will be used in a later
step.
8. Click the Endpoints button.
9. Copy the OAuth 2.0 authorization endpoint (v2) URL that was generated and past it to a safe location, as it
will be used in a later step.
10. Trim the oauth2/v2.0/authorize from the URL. For example:
https://login.microsoftonline.com/8a3fa923-3223-
th2/authorize
https://login.microsoftonline.com/8a3fa923-3223-4978-9d4

3.7.6.2 Configuring Entra ID OpenID Connect

Review the following list of settings that display on the Authentication Provider form. You can configure or update
these settings based on your authentication needs.

Authentication provider information

l Name—enter a user-friendly name for the authentication provider.
l Provider Type—select OpenID Connect.
l Enabled—the provider is enabled by default. However, you can disable it.
l Site URL—set the URL that users enter in the browser to access an instance of Relativity.

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Authentication provider settings
l OAuth2 Flow—select either Implicit or Code.
l Client ID—enter the Entra ID's Application ID.
l Display on Login Screen—determines if the OpenID Connect button displays on the login page.
l Login Screen Button Text—determines the text that appears on the button displayed on the login page.
l Authority URL—enter the Authority from the trimmed OAUTH 2.0 AUTHORIZATIONENDPOINT from step 9 in
Configuring your external identity provider.
l Scopes—the default value for this field is openid. The openid checkbox must be selected because it's a
required setting. However, you can also select the email or profile option. The identity provider responds with
the claims associated with the scopes that you request. In other words, the scopes translate into claims that you
can use.
l Subject Claim Type—the default value for this field is sub. Enter one of the following values based on the
scopes that you set:

Notes: In Microsoft Entra ID, email is an optional claim and is not included in the OpenID token by default.
Consider using upn instead. Consult with your Entra ID administrator to determine which claim type is best
suited for your organization. For more information, see the Microsoft documentation on optional claims.

l If you selected only OpenID in the Scopes field, this field must be set to sub.
l If you selected OpenID and email in the Scopes field, set this field to upn.
l If you selected OpenID and profile in the Scopes field, set this field to a property available from the iden-
tity provider. These properties differ for each provider.
The identity provider sends an identity token to you, which contains the claims for your selected scopes. When
you request only the openid scope, then sub is used as the claim type. It often represents a unique identifier for
the user within your system. If you are using Entra ID, then see Microsoft identity platform ID tokens for a full list
of token identifiers.

Completing your external identity provider set up

1. Log in to Azure Portal.

2. Navigate to the application you created earlier.
3. Click Authentication.
4. Add your Redirect URL from the Relativity Authentication Provider. Keep the Type field set to Web.
5. Complete the scenario that matches the value you selected for OAuth2 Flow.
l Scenario: you selected Implicit for OAuth2 Flow.
1. Check the ID Tokens box.
2. Click Save.
l Scenario: you selected Code for OAuth2 Flow.
1. Click Certificates & Secrets.
2. Click New client secret.
3. Click Add.
4. Copy the client secret value.

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 5. Navigate back to the Authentication Provider in Relativity.
6. Click Edit.
7. Paste the value for Client Secret with the value from step 4.
8. Click Save.

Adding users to the application in Azure

1. Click Azure Active Directory.

2. Click Enterprise Applications.
3. Click into the application that you created for Relativity authentication.
4. Click Users and groups.
5. Click Add user.
6. Select your users.
7. Click Assign.

3.8 OAuth2 clients

The OAuth 2.0 authorization framework enables a third-party application to obtain access to an HTTP service. OAuth2
clients allow you to configure external services and applications to authenticate against Relativity in a secure manner.
For example, a client application can present the user with the Relativity login page to get an access token to call
Relativity APIs. The application can then call the APIs to perform tasks for customizing e-discovery workflows and
automation. For background information on OAuth2, see OAuth2 Specification.

Note: This documentation contains references to third-party software, or technologies. While efforts are made to
keep third-party references updated, the images, documentation, or guidance in this topic may not accurately rep-
resent the current behavior or user interfaces of the third-party software. For more considerations regarding third-
party software, such as copyright and ownership, see Terms of Use.

OAuth2 clients can be used in conjunction with Relativity authentication providers and federated instances in different
enterprise integration scenarios, including:

l Relativity as an authentication portal for another instance of Relativity

l Relativity as an authentication portal for another website
l Authenticating to Relativity's APIs from a standalone application without needing a Relativity user's username
and password
l Embedding the Relativity login form in a native desktop application
l Embedding the Relativity login form in a mobile application
To set up an OAuth2 client in Relativity, you must correctly determine the grant type required for your application. The
OAuth2 client setup information also includes a client ID, a redirect URI, and a client secret key. These details will be
used to validate your application and authorize the API calls. Occasionally it may be necessary to reset the client
secret for security purposes.

3.8.1 Creating or editing an OAuth2 client

To create OAuth2 clients or edit information for an existing OAuth2 client:

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1. Open the OAuth2 Client tab.
2. Click New OAuth2 Client to create a new OAuth2 client, or click Edit next to the OAuth2 client you want to edit.
The OAuth2 Client Information form appears.
3. Complete the fields on the form. Fields in orange are required.
l Name—the descriptive name of the OAuth2 client. The name must be unique.
l Enabled—yes/no value indicating whether the client will be given access to Relativity.
l Flow Grant Type—the mechanism for acquiring an authentication token also known as OAuth2 grant
type. Relativity supports the following grant types:
l Client Credential—for applications such as background processes that may need to get an
access token for their own account, outside the context of any specific user. This grant type
requires a client secret.
l Code—for apps running on a web server. The grant type is used to obtain both access tokens and
refresh tokens and is optimized for server-side applications. The client must be capable of inter-
acting with the resource owner’s user-agent (typically a web browser) and capable of receiving
incoming requests (via redirection) from the authorization server. This grant type requires a client
secret.

Note: You can't change the flow value when editing an OAuth2 client.

l Implicit—for lightweight browser-based or mobile applications typically implemented using a

scripting language such as JavaScript. The implicit grant type is used to obtain access tokens (it
does not support the issuance of refresh tokens) and is optimized for public clients known to oper-
ate a particular redirection URI. The client receives the access token as the result of the author-
ization request. This grant type does not require a client secret.
l Resource Owner—suitable in cases where the resource owner has a trust relationship with the cli-
ent, such as the device operating system or a highly privileged application. The authorization
server should take special care when enabling this grant type and only allow it when other flows
are not viable. This grant type can be used for clients capable of obtaining the resource owner’s
credentials (username and password, typically using a command line prompt). It is also used to
migrate existing clients using direct authentication schemes such as HTTP Basic or Digest authen-
tication to OAuth by converting the stored credentials to an access token. This grant type requires
a client secret.
l Redirect URLs—the URLs that the user can be redirected back to after the request is authorized. Spe-
cify values only if Implicit or Code are selected in the Flow field. The URLs must include the http or https
protocol prefix.
l Context User—Relativity user context for OAuth2 client authorization. This enables an administrator to
restrict the access privileges on an OAuth2 client based on the user's permissions as well as audit. Con-
text User is required if Client Credentials is selected as the OAuth2 flow, and can't be specified for other
flows.
l Access Token Lifetime—the duration (in minutes) for which access tokens issued to the clients are
valid. The recommended value varies depending on the specified OAuth2 flow:
l Client Credentials and Code Flow must have a short lifetime. It is recommended that the value
match the Identity Server default of 1 hour (60). For more information, see Identity Server doc-
umentation (https://identityserver.github.io/Documentation/docsv2/configuration/clients.html).
l Resource Owner access token must also have a lifetime of 1 hour because a client secret and a
refresh token are available.

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 l Implicit flow tokens must match Relativity’s token lifetime of 10 hours (600), after which the user
must log in again.
l Allow Refresh Tokens - Enabling refresh tokens will require updates to the application. You must test
any changes in a sandbox instance before deploying to production.

Note: To obtain a refresh token, it is necessary to use an Authorization Code with a Proof Key for
Code Exchange (PKCE) flow.

l Trusted IPs - An optional feature for the OAuth2 client object. Enter each IP address on a new line, and
use CIDR notation to specify a range of IP addresses. The system checks trusted IPs whenever a token
is requested using the OAuth2 client's ID and secret. If the request comes from an IP address outside the
specified range, the system returns a 400 error with the message "invalid_client. IP address not
allowed."

Note: Changes to Trusted IPs take up to 5 minutes to apply.

4. Click Save. The form displays the new OAuth2 client with these generated field values:
l Enabled—yes/no value indicating whether the client will be given access to Relativity.
l Flow Grant Type—the mechanism for acquiring an authentication token also known as OAuth2 grant
type.
l Redirect URLs—the URLs that the user can be redirected back to after the request is authorized.
l Access Token Lifetime—the duration (in minutes) for which access tokens issued to the clients are
valid.
l IsSystem— specifies whether the OAuth2 client is part of an internal Relativity application.

l Client ID – the unique identifier for the Client autogenerated by Relativity.

l Client Secret – the unique secret used by the client. Also auto generated by Relativity if you select Client
Credential, Resource Owner, or Code as the value of the Flow field.
You have set up Relativity for access by an OAuth2 client application.

3.8.2 Resetting a client secret

You can reset an OAuth2 client secret for the following Flow values (grant types):

l Client Credential
l Resource Owner
l Code

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To reset an OAuth2 client secret:

1. From the OAuth2 client tab, locate and open the OAuth2 client you wish to delete.
2. Click Reset Secret in the OAuth2 Client console.

3. From the confirmation dialog, click Ok. The OAuth2 client secret is reset.

3.8.3 Deleting an OAuth2 client

To delete an OAuth2 client:

1. From the OAuth2 client tab, locate and open the OAuth2 client you wish to delete.
2. Click Delete.
3. From the confirmation dialog, click Ok. The OAuth2 client is removed.

Note: System clients can't be deleted.

Viewing an OAuth2 client audit history

Use the OAuth2 client audit history to view all actions taken on a record. Use this information to view what the values
were prior to a change.
To view an OAuth2 client's audit history:

1. From the OAuth2 client tab, locate and click the OAuth2 client for which you wish to view its history.
2. Click View Audit. A dialog appears, listing all actions taken on that OAuth2 client.
3. (Optional) Using the Export to File drop-down list at the bottom of the dialog, click Go to export the following
audit history details in a .CSV file:
l User Name
l Action
l Timestamp
4. Close the dialog when finished viewing the audit.

3.9 RelativityOne connect

Use a single login to access all your RelativityOne workspaces and instances with Connect. Securely connect multiple
instances and let users navigate between them securely with cross-authentication using OpenID Connect as the
single sign-on provider (SSO). With Connect you can log in to Relativity once and access workspaces across multiple
instances that are connected as federated instances.
Once the connection between the instances is created, the Relativity users can sign in and navigate between
workspaces in the different instances.

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 Caution: RelativityOne Connect allows you to leverage another instance as a trusted identity provider for your
environment. This functionality allows users within the connected instance to authenticate directly into yours. This
eliminates the need for a single user to have multiple credentials within RelativityOne. However, you must exercise
caution when assigning the Connect login method. Granting this access effectively cedes control over user
authentication to the external instance for users with the Connect login method. This means the connected instance
verifies user identities and grants access to your environment. Therefore, it's critical to reserve the Connect login
method exclusively for users whose identities you trust and whose access needs can be effectively managed by the
external instance. Assigning Connect to your internal users could compromise your security posture, as
unauthorized individuals from the connected instance could potentially gain access to your environment.

Note: RelativityOne Connect cannot be used to connect two instances owned by the same customer (or their global
entity). In order to connect two instances owned by the same customer, please see Linking additional Relativity
instances

3.9.1 Enabling RelativityOne Connect

To enable Connect and connect two or more Relativity instances, each party's RelativityOne primary contact must
complete a RelativityOne Connect Request form. This applies unless the two instances are owned by the same
customer (or their global entity).
To begin using RelativityOne Connect, the primary RelativityOne contact at your organization needs to navigate to the
Community site.
As your organization’s primary RelativityOne contact, navigate to the Community site. In the Community site, navigate
to RelativityOne Connect Request Form.

1. In the top navigation menu, click Support.

2. On the Support page, click the Submit or resume button under RelativityOne Requests.

Note: If you don't see the RelativityOne Requests section, you are not the RelativityOne Primary Contact.
Please make sure you are logged in as the primary contact to move forward in requesting a form.

3. In the RelativityOne Request page, click the Choose Request Type drop-down menu.
4. Select RelativityOne Connect.
5. Click Next.
This opens the RelativityOne Connect Request Form.

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In the request form, confirm that the name and the email address match your information. Then continue filling out the
form by entering the instance name of your RelativityOne tenant and the instance name of the RelativityOne instance
that you want to connect to by completing the following fields:

l Instance Name of your RelativityOne tenant—the name of your organization's instance.

l Instance Name of the RelativityOne tenant you want to connect to—the name of the instance name that
you want organization's instance to connect to.
Once entered, click Next. Confirm the request was submitted and click Finish.

Once submitted, Relativity can confirm the RelativityOne primary contacts email addresses and instance names.
Once confirmed, a new authentication provider option is available when updating a user's login method.

Note: To connect to more than one RelativityOne instance, you will need to submit multiple requests.

Once the request has been submitted, Relativity can confirm the RelativityOne primary contacts email addresses and
instance names. Once confirmed, a new authentication provider option is available when updating a user's login
method.

3.9.1.1 Finding instance names

Find the instance names in the User options drop-down menu. Copy the instance name from your instance and
retrieve the other instance name.

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3.9.2 Connecting users to different instances
To connect users to multiple instances with their one set of login credentials, navigate to the Admin-level Users tab.
Find the user that needs to be connected and select the user.
Once the user is selected and their user information page is available, add a new Login Method.

1. In the Login Method section, click New.

2. Click the Provider drop-down menu.
3. Select the instance name of the connected environment.
4. Enter the OpenID Connect Subject.

Note: The OpenID Connect subject is the user email address in the other instance.

5. Click Save.

An already existing user also needs the default password provider login method removed.
Each instance has that instance’s group and security permissions. If the users already exist from previous
engagements, no action is needed.

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3.9.3 Navigating between instances
As a user, the links to the connected instances appear in the User drop-down menu. The available instance names are
available in the Other Relativity Instances drop-down option. Hover over the Other Relativity Instances and click the
name of any instance.

Note: By default, the connected instances in the Other Relativity Instances drop-down option are visible to all
users. If you want to limit who can see the instances in the drop-down option, apply item-level security to the
connected instance in the Federated Instances tab. For more information on individual item security, see Relativity
object security.

Once clicked, you need to confirm your credentials with your SSO provider. Once confirmed, you can navigate within
the newly opened instance.

3.9.4 Billing information

To avoid double billing, we look at the domain for the user's email. So if a user with the same email address exists in
multiple instances, they will not be billed multiple times.

3.9.4.1 User type information

The User Type, is something that can be used to tag a user as someone coming from another instance. It is only for
organizational uses, and doesn't affect billing.
As a user, you can use it to categorize users that we create. If you'd like a user to work with RelativityOne Connect,
they need to work on the two instances that are connected. It's important to make sure that the user exists in both
instances, so you can use the user type to distinguish that this user was created, so you can log in.

3.10 SSO Troubleshooting console

The SSO Troubleshooting console eliminates the need for third-party tools when gathering essential information for
troubleshooting error messages. It offers administrators actionable error messages to help them address
configuration issues.

3.10.1 Considerations
l This console should not be utilized for auditing purposes.
l You must have the Edit permission on the Authentication Provider object to view the console.>
l The error log will only show the 10 most recent error messages.

3.10.2 Viewing the SSO Troubleshooting console

To view and manage the errors in the console:

1. Navigate and select your authentication provider

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 2. Click on the Errors Log button.

3. Review the errors and make the necessary updates to resolve the issue.
4. Once the errors have been resolved, clear the error log.

See this related pages:

3.11 Federated instances

Federated instances provide a way for reviewers to easily switch to other Relativity environments. In Relativity, links to
federated instances appear in the User drop-down.

You can use federated instances in combination with OAuth2 clients and authentication providers to enable single
sign-on for multiple environments in your Relativity ecosystem.

Note: Customers utilizing the same third-party OIDC provider (e.g., Okta, EntraID) in both instances can use the
Authentication provider's HRD hint to streamline the connection process, eliminating the need for manual linking.

3.11.1 Creating or editing a federated instance

To create a federated instance or edit information for an existing federated instance:

1. Open the Federated Instances tab.

2. Click New Federated Instance to create a new federated instance, or click Edit next to the federated instance
you want to edit. The Federated Instance Information form appears.
3. Complete the following fields:
l Name – the name of the federated instance. Enter a name that makes the instance easy for users to
recognize, like RelativityOne Reviewer.

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 Note: You can't change the name of an existing federated instance.

l Instance URL – the URL address of the instance you want to create a link to. To obtain this URL, nav-
igate to the Relativity instance you want to appear in the drop-down menu. Copy and paste the URL from
that instance into this field.

You can also choose to add the Home Realm Discovery (HRD) parameter to mimic single sign-on exper-
ience inside your Relativity cluster. HRD is a redirect URL to a configured authentication provider for the
federated instance. It is supported for OpenId Connect.

Locate the Home Realm Query Hint (HRD parameter value) within the provider-specific details section
of the Authentication Provider tab.

To establish a link to a specific instance, return to that instance and input the Home Realm Query Hint
(HRD parameter value) within the designated Instance URL field.

https://mycompany.com/Relativity?HRD=<Provider Name>

Note: The authentication provider must be set up correctly for single sign-on to work. If the authen-
tication by the provider fails, the user will be presented with the login screen of the Federated Instance.

4. Click Save.
The federated instance will appear in the User drop-down menu.
You can restrict access to the federated instances you create using the padlock icon and assigning the appropriate
groups access to the instance. If you restrict access to a federated instance, it doesn't appear in the User drop-down
menu.

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3.11.2 Deleting a federated instance
To delete a federated instance:

1. Navigate to the Federated Instance tab.

2. Locate and open the federated instance you wish to delete.
3. Click Delete.
4. From the confirmation dialog, click Ok.
The federated instance is removed.

Viewing a federated instance audit history

Use the federated instance audit history to view all actions taken on a record. Use this information to view what the
values were prior to a change.
To view a federated instance's audit history:

1. Navigate to the Federated Instance tab.

2. Locate and click the federated instance for which you wish to view its history.
3. Click View Audit. A dialog appears, listing all actions taken on that federated instance.
4. (Optional) Using the Export to File drop-down list at the bottom of the dialog, click Go to export the following
audit history details in a .CSV file:
l User Name
l Action
l Timestamp
5. Close the dialog when finished viewing the audit.

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4 Batches
You can create batches in Relativity by splitting a static set of documents into multiple document sets based on criteria
set by a system admin. With the appropriate permissions, users can then check out these batches and assign
themselves documents.
Batching can bring structure to managing a large-scale document review with multiple reviewers. You can generate
batches automatically or manually. Automatic document assignment reduces the chances of accidental redundancy in
the review process.

Note: You may want to consider using Review Center as a streamlined alternative. For more information, see the
Review Center guide.

4.1 Batch fields in Relativity

The fields in Relativity that store batch-related values are:

l Batch Set—the batch set to which the batch belongs.

l Batch—the name of the batch.
l Batch Status—the status of the batch. A batch may be:
l Blank—the batch is not checked out.
l In progress—the batch is checked out.
l Completed—the batch is checked in as completed.
l Batch Unit—the optional grouping condition on the batch.
l Assigned To—the reviewer to whom the batch is checked out.
l Reviewed—specifies whether the batch is reviewed.
l Batch Size—the number of records in the batch.

4.2 Creating and editing batch sets

Documents are pre-converted for viewing upon the checkout of a batch set based on the
NumberOfDocumentsToAutoPreconvert instance setting. This setting is set to 1000 by default and can be adjusted to
suit your needs.

Note: If the value is set to 0, pre-conversion will be disabled.

To create or edit a batch set, perform the following steps:

1. Navigate to the Batch Sets tab.

2. Click New Batch Set to create a new batch set, or click Edit next to the batch you want to edit.

Note: If you select a value in the Family Field, then the batch set will include family documents from that
related group that are also included in the data source.
The Batch Set Information form appears with required fields in orange.
Complete the fields to create or edit the batch set. See Fields on the next page.
3. Click Save.

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4.2.1 Batch Sets for Reviewers
Once you have created the batches, navigate to the Batch Sets tab using the quick search, CTRL + /, function. Here
you will see a reviewer's view of the newly created batches.

4.2.2 Fields
The following fields display on the New Batch Set information form:

l Name—the name of the batch set.

Note: If you are performing a multi-stage review with multiple batch sets per phase, be sure to include the
phase name in the batch set name. This helps you search for information within a specific phase.

l Maximum Batch Size—the maximum number of documents in one batch.

Note: Your batch may contain fewer documents than this value if there are no more documents to batch or no
more documents with the current Batch Unit value.

l Batch Prefix—sets the prefix for the batch numbering.

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l Batch Data Source—the saved search containing documents that you want to batch. If the saved search ref-
erences a dtSearch or an Analytics index, that index must be active. The sort order of the data source carries
over to the batch.
l Batch Unit Field—an optional grouping mechanism, enabling you to group similar documents in the same
batch. Documents with different values in a batch unit field are not included in the same batch unless the Family
Field would override this.

Note: A common batch unit field is custodian. However, you can use any single choice, multi-choice, single
object or non-relational and non-system fixed length text field.

Note: If you select a Batch Unit Field option and a Family Field option, batches will assign documents up to
the Maximum Batch Size for the Batch Unit Field using only parent documents. Once the parent documents
have been included, the family documents are then added to the batch. For example, if you have a Max Batch
Size of 100, and choose Record Type for the Batch Unit field, up to 100 documents with unique family iden-
tifiers are added to the batch first, and then the respective family documents are added afterward. This can
cause larger batches than using the Family Field alone.
When using multiple choice fields for the Batch Unit Field, the choice values must be the same in order for them
to be grouped in a batch. If the combination of choices is unique enough for the choice values, Relativity
batches the documents into separate batch groups.
l Family Field—you can select your workspace group identifier. Documents in a family group are not split across
batches, even if their batch unit field differs.

Note: When you select a value for Family Field, the resulting number of documents within each batch may be
larger than the value for the Maximum Batch Size field. For example, if you set the maximum batch size to
100, the first 100 documents that the batch source returns puts into the first batch. After this is done, any fam-
ily members to the documents in the first batch are then included in that batch. This may result in the batch
being larger than 100. Depending on the size of your family groupings, the size of your batches may vary sig-
nificantly.

l Reviewed Field—an optional field that you can select from any yes/no, single-choice, or multi-choice field from
the drop-down menu. Based on your selection, a tally is kept of how many documents in the batch have been
reviewed. The batch set monitors the field you specify as the Reviewed field. It also increments a count for each
document in the batch that has been coded with a value for that field.

l Auto Batch—enables the system to automatically generate batches.

l Disabled—the default, which enables standard manual batch processing.
l Enabled—automatically generates batches according to the settings below.
l Minimum Batch Size—only available if Auto Batch is enabled. This is the smallest possible number of doc-
uments in a batch.
l Auto Create Rate—only available if Auto Batch is enabled. This represents how often, in minutes, the system
attempts to create batches.
Newly created batches appear on the Review Batches tab. Any users with access to the Review Batches tab
will be able to see any batches that they have permissions for.

Note: With auto batching enabled, the Relativity service account runs the saved search specified as your
batch data source. The Relativity Service account is a system admin account.

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4.2.3 Batch Set console
Once you save your batch set, the Batch Set console displays the following options:

l Create Batches—creates the batches based on the entered settings. Created batches display on the bottom
half of the batch set details page.

l Purge Batches—deletes any batches associated with the entire batch set.
l View Batch Summary Report—displays the Batch Summary report. This field is only enabled after you have
created batches.
l Refresh Page—refreshes the page.

Note: Previously created batches do not update to include new properties. For example, if you create batches with
a batch size of 500 and then need to lower the size, you should purge the existing batches. You can then make any
changes and recreate the batches. You will lose any existing data in the original batch set when you purge those
batches.

4.2.4 Auto Batching Status

This section displays on a batch after it has been created to help you track the status of auto batching. The following
options display:

l Status—displays the current status of the batch: Pending, Processing, Error or Finished
l Documents to be Batched—displays the remaining documents that do not meet the minimum batch size. You
must manually create a batch for these remaining documents.
l Last Successful Run—the date and time stamp of the last successful batch run.
l Last Error Reported—the date and time stamp of the last error that occurred.

4.3 Deleting an individual batch

To delete an individual batch using the Delete mass operation, do the following:

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 1. Navigate to the Review Batches tab.
2. Select the individual batch you would like to delete from the list.
3. Select Delete from the mass operations drop-down menu in the bottom-left.
A pop-up window displays.
4. Click Delete in the pop-up.
The selected batch is removed.

4.4 Deleting a batch set

Use the following procedure to delete a batch set.

1. Navigate to the Batch Set tab.

2. Select the checkbox next to the batch you want to delete.
3. Select Delete in the mass operations drop-down menu, and click Go.
A confirmation message appears.
4. Click OK.
For more information, see Mass delete on page 326.

4.5 Searching for documents not in existing batch sets

In some cases, you may need to search for all documents not included in a batch set. To properly search for
documents not included in a batch set, use the following search criteria:

l Field: Batch
l Operator: not these conditions
l Value:
l Field: Batch::Batch Set
l Operator: any of these
l Value: select all existing batch sets
Documents included in the batch sets you select for the Batch::Batch Set field value are excluded from your search
results.

Note: If you want to run a search that excludes only certain batch sets select these conditions as the first operator.
Select none of these as the second operator. Documents belonging to more than one batch set may return in your
search results. Using this combination of search operators returns documents that belong to any batch set you don't
specify in the Batch::Batch Set value.

4.6 Assigning batches and checking batches in and out

Any batches you or another user create for your account appear in the Review Batches tab. You can control which
batches reviewers see by:

l Applying views to the batches tab, creating any list of batches you’d like to see. You can restrict these views.
l Securing batch sets, where you can then assign permissions to all batches in a batch set.
l Securing individual batches.

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You can also restrict the Batches tab so only workspace managers and system admins can see it. In this model, a
system admin or a user with Assign Batch permissions would need to check out batches to reviewers as needed.

Note: Reviewers can assign batches to other reviewers with the Assign Batches permission. Reviewers without this
permission can only check out batches for themselves. By default, reviewers don't have this permission.

4.6.1 Assign a batch or check a batch out

To check out batches, perform the following steps:

1. Click the Review Batches tab.

2. Click Edit next to the batch you want to check out.
Depending on permissions, you might see a drop-down menu where you can select other users to assign
batches to. If the drop-down menu is not available, you can only check out batches for yourself. You can't check
out batches that another user has checked out.
3. Click Check Outto assign the documents in the batch to the selected reviewers. Once you assign batches, the
Batch::Assigned To field contains the reviewer's name.

Note: System admins can't check out batches using the Me link.

Reviewers can check out batches one at a time but they may assign multiple batches to themselves or others as
needed. A batch may also be checked out for as long as desired. Reviewers need to check in the checked out batch
as Completed or Pending before they can check out another. A batch that has been checked in as completed can still
be checked out again.

4.6.2 Reassign a batch or check a batch in

A batch can be checked in at any time including when you have finished reviewing all of the documents in a batch. To
check a batch in, perform the following steps:

1. Navigate to the Review Batches tab.

2. Click the Edit icon in the row of your desired batch.
3. Select one of the options on the Batch Edit pop-up. Depending on permissions, you might not see the Reassign
To button.
l Check in as pending - you can check in the batch as pending for the assigned user.
l Check in as completed - you can check in the batch as completed for the assigned user.

Note: You can select the Check in as completed option even if not all of the documents have been
reviewed.

l Reassign - you can assign the batch to another user.

4.7 Building views for checked-out documents

4.7.1 Build a checked-out documents view

You can build views for a reviewer to see only their checked-out documents that either have not been reviewed yet or
have already been reviewed. We recommend creating or designating a field for coding documents before completing
these steps.

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 1. Navigate to the Views tab.
2. Click New View.
3. Complete the required fields. See Views on page 632 for more information.
4. Click Conditions.
5. Click the + Condition button.
6. On the Add Condition - Select Field modal, select Batch from the list.
7. Click the arrow next to the Batch button and select Batch::Assigned To from the list.
8. Click on the operators drop-down menu and select is logged in user.
9. Click Apply.
10. Click the arrow next to the Batch button and select Batch::Status from the list.
11. Click on the operators drop-down menu and select any of these.
12. Select the In Progress option from the list and click the Move selected from left to right icon.
13. Click Apply.
14. Click the + Condition button.
15. On the Add Condition - Select Field modal, select the field you use for coding decisions from the list.
16. Select is not set from the operators drop-down menu to create a view of unreviewed documents or select is
set from the operators drop-down menu for a view of reviewed documents.
17. Click Apply.
18. Click Save.
19. Optionally, repeat these steps and choose the alternate option for step 16 to create both an unreviewed and
reviewed view for checked-out documents.

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5 Choices
Choices are the predetermined values that you apply to single and multiple choice list fields. With the necessary
permissions, you can create choices for workspace fields and admin fields.
In a workspace, you use choices in coding fields to allow users to record decisions on a document. For example, a
Responsiveness field might have choices like Responsive, Not Responsive, and Not Sure. You can add and edit
workspace choices directly within Field forms and the Choices tab. Within the Field forms, any saved single or multiple
choice field contains the choice editor, so you can create and manage choices directly within the field. Within, the
Choices tab you may also add single or multiple choices, reorder choices, and create parent and child choices.
From Home, choices are predetermined values applied to pre-workspace objects, such as workspaces, clients, and
matters. These choices function the same as choices within a workspace.

5.1 Accessing the Choice editor

With the Choice Editor, you can add and edit choices from the Fields tab, the Choices tab, and layouts.

5.1.1 Accessing the Choice editor from the Fields tab

To access the Choice editor from the Fields tab:

1. Navigate to the Fields tab.

2. Click on the Name of an existing single or multiple choice field or create and save a new single or multiple
choice field.
3. Locate the Choice editor in the Choices section on the Fields form.

5.1.2 Accessing the Choice editor from the Choices tab

To access the Choice editor from the Choices tab:

1. Navigate to the Choices tab.

2. Click Edit next to a choice.
3. The Choice editor opens.

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5.1.3 Accessing the Choice editor from layouts
To access the Choice editor from layouts:

1. Open a document in the Viewer.

2. Click Edit on the layout.
3. Click Manage for the field that you want to add another choice.

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The Choice Editor opens.

5.2 Permission considerations for the Choice editor

In order for a group to be able to edit and add choices, you must grant them Edit and Add permissions on the Choice
object.
If the Add Field Choice By Link box is checked, users can view the Choice editor through the Manage link on the
layout, but they still cannot edit and add choices without those permissions.

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5.3 Adding choices
Using the Choice editor, you can add a single or multiple choices to a field.

5.3.1 Adding a choice from the Fields tab

To add a choice from the Fields tab:

1. Navigate to the Fields tab.

2. Click on the Name of an existing field or create and save a new single or multiple choice field.
3. Locate the Choice editor in the Choices section on the Fields form.
4. Click Add Choice at the top or bottom of the Choice editor.
Enter the name of the choice you want to add. The new choice is automatically saved.
5. (Optional) Click Details to customize the choice, and then click Save. See Choice detail fields on page 122.

5.3.2 Adding a choice from the Choices tab

To add a single choice from the Choices tab:

1. Navigate to the Choices tab.

2. Click New Choice.
3. In the Field section, select an Object.
4. In the Field section, select a Field that you want to associate the new choice with. The Choices section
appears.
5. In the Choices section, click Add Choice.
6. Enter the name of the choice you want to add. The new choice is automatically saved.
7. (Optional) Click Details to customize the choice, and then click Save. See Choice detail fields on page 122.

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5.3.3 Adding a choice from a layout
To add a choice from a layout:

1. Under the field that you want to add a new choice, click Manage. The Manage Choices window opens.
2. Click Add Choice or Click to add a choice.
3. (Optional) Click Options to customize the choice, and then click Apply.
4. Click Apply.

5.3.4 Adding multiple choices

To add many choices:

Note: You can't create more than 300 choices at one time. If you attempt to create more than 300 choices at one
time, then only the first 300 choices get created.

1. From the Choice editor, click Add List of Choices. The Add List of Choices textbox appears.
2. Enter each choice on a separate line. You can also copy and paste a large list of choices, but ensure each
choice is entered on a separate line.
3. (Optional) To create families of choices, use hyphens at the beginning of each separate line. Each hyphen rep-
resents a level between parent and child choices. If a choice contains a hyphen, but there is no parent relation,
a warning will display.
4. Click Save.

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5.4 Editing choices
After you create a choice, you can edit the name and the details of the choice using the Choice editor.

5.4.1 Editing choice names

To edit the name of a choice:

1. Navigate to the Choice editor. See Accessing the Choice editor on page 117.
2. Click on the name of the choice that you want to rename.
3. Enter the new name of the choice. The new name is automatically saved.

5.4.2 Editing choice details

To edit the details of a choice:

1. Navigate to the Choice editor. See Accessing the Choice editor on page 117.
2. Hover over the name of the choice that you want to edit.
3. Click Details.
4. Modify the details of the choice. See Choice detail fields below.
5. Click Save.

5.5 Choice detail fields

The Choice Details editor has two tabs: Choice Settings and Advanced Settings.
Choice Setting tab fields include:

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 l Order - 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. Pane order can be any positive or negative integer, but you can't use
decimals.
l Parent choice - sets the parent choice.
l Relativity Applications - associates an existing application in your workspace to the new choice, in order to
link to Relativity Dynamic Objects. See Building Relativity applications.See the Applications section in the
Admin guide.
l Keyboard Shortcut - designates a keyboard shortcut for the document choice you're editing or creating. You
can use the shortcut to code and edit documents in the Viewer. You need to be in edit mode before you can use
keyboard shortcuts for choices. This setting is only available for document fields and consists of the following
checkboxes. You have to use Ctrl and/or Alt or you get an <Invalid Keyboard Shortcut> warning next to the Key
drop-down field:
l Ctrl - sets the Control key as part of the combination used to trigger the keyboard shortcut.
l Alt - sets the Alt key as part of the combination used to trigger the keyboard shortcut.
l Shift - sets the shift key as part of the combination used to trigger the keyboard shortcut.
l Key - sets the key you want to use in combination with the key specified in one or more of the check-
boxes (Ctrl, Alt, and Shift).
A pipe character and the keyboard shortcut appear next to the name of the choice when you create a keyboard
shortcut.
Advanced Settings tab fields include:

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 l Keywords - keywords associated with the choice.
l Notes - any notes, such as a description, that you want associated with the choice.

5.6 Deleting choices

To delete a choice:

1. Navigate to the Choice editor. See Accessing the Choice editor on page 117.
2. Hover over the name of the choice that you want to delete.
3. Click Delete.
You can also delete multiple choices using the Delete mass operation from the Choices tab.

5.7 Performing mass operations on choices

You can perform mass Copy, Delete, and Export to File on choices from the Choices tab.

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 Notes:
l If you apply a mass operation on a parent choice, the mass operation is not automatically applied to the child
choice.
l When deleting a parent choice in the Choice editor, Relativity also deletes the children.
l When using mass delete from a list page, you must delete all the children choices of a parent choice first
before you can delete the parent choice.

5.8 Organizing choices

Using the Choice editor, you can reorder choices and create families of choices.

5.8.1 Dragging and dropping choices

To reorder choices, click the choice row you want to move and drag and drop the choice to the desired position. A blue
bar appears in the position where the choice is moved to.

5.8.1.1 Creating choice families

Using the Choice editor, you can create choice families by nesting choices to create a parent choice. When a child
choice is selected in a layout, the parent choice is automatically selected as well. A dotted gray line connects the
parent choice to its children. In the screenshot below, Fossil Fuels is the parent choice of child choices, Petroleum
and Natural Gas.

Note: You can only nest multiple choice field types.

To create a child choice, click the choice row and drag the choice into a preexisting choice. The preexisting choice
becomes the parent choice. A double blue bar appears under the new parent tab where the child tab is moved to.

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5.8.2 Alphabetizing choices
You can also alphabetize choices, parent choices, and child choices. To reorder choices in ascending alphabetical
order, starting with A, click the Reorder drop-down menu and select Reorder A-Z. To reorder choices in descending
order, starting with Z, click the drop-down on the reorder button and click Reorder Z-A.

Notes:
l You must have edit permissions for the field to reorder choices. If you don't have edit permissions for the field,
the Reorder A-Z button will not appear in the Choice editor.
l Once you alphabetize the choices you can also rearrange choices within the sort. The alphabetize button will
not automatically re-alphabetize the choices if you move choices individually.

5.8.3 Reordering top level choices

You can reorder top level choices in the Choices List using the Sort top level choices feature. You can use this
method to edit the sort order of choices according to your preferences without manually editing each choice directly.
This only reorders top level choices, not nested choices.
Follow these steps to Sort top level choices:

1. Click Select All Choices. The Choices List opens.

2. Click the Sort Top Level Choices link in the Sort Top Level Choices column for the field whose choices you
want to reorder.
3. Select a choice in the Order for codes of type window.
4. Use the Move Up or Move Down buttons to order your choices.
5. Click Save.

Note: It is a suggested practice to order your choices in multiples of 10 so that it is easier to insert more choices in
your intended order in the future. If you enter choices with orders that are not in multiples of 10 and use the Sort top
level choices feature to reorder your choices, then Relativity automatically reorders all previously entered order num-
bers in multiples of 10.

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5.9 Fields in workspaces
l Field - the single choice or multiple choice list field in which you want the choice to appear.
l Name - the choice value that appears to users. For example, if you want the choice to read "Responsive," name
it "Responsive." Choice names can be up to 200 characters.
l Order - 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 appear in alphanumeric order. Pane
order can be any positive or negative integer, but you can't use decimals.

Note: We recommend setting the tab order by 10's, starting with 10, then 20, 30, etc. Numbering in groups of
10 lets you later insert an item into any position without reordering all items (e.g., 10, 20, 25, 30, 40).

l Parent choice - when you create a sub-choice, you can select a parent choice under which the current choice
appears. Be aware that once you set your family of choices and tagged values, editing a parent choice causes
inconsistencies.

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

l Relativity Applications - associate an existing application in your workspace to the new choice, in order to link
to Relativity Dynamic Objects. See Building Relativity applications.See the Applications section in the Admin
guide.
l Keyboard Shortcut - designates a keyboard shortcut for the document choice you're editing or creating. You
can use the shortcut to code and edit documents in the Review Interface. You need to be in edit mode before
you can use keyboard shortcuts for choices. This setting is only available for document fields and consists of
the following checkboxes. You have to use Ctrl and/or Alt or you get an <Invalid Keyboard Shortcut> warning
next to the Key drop-down field:
l Ctrl - sets the Control key as part of the combination used to trigger the keyboard shortcut.
l Alt - sets the Alt key as part of the combination used to trigger the keyboard shortcut.
l Shift - sets the shift key as part of the combination used to trigger the keyboard shortcut.
l Key - sets the key you want to use in combination with the key specified in one or more of the check-
boxes (Ctrl, Alt, and Shift).

5.10 Admin choices

From Home, choices are predetermined values applied to pre-workspace objects, such as workspaces, clients, and
matters. These choices function the same as choices within a workspace.
To create or edit an admin choice:

1. Click your name in the upper right corner of Relativity and click Home.
2. Click the Choices tab.
3. Click New Choice. If you want to edit an existing choice, click the Edit link next to the Choice name.
4. Complete the fields on the form. See Admin fields on the next page.
5. Click Save.

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5.10.1 Admin fields
l Field - sets the type of admin choice. You can select one of the following options:
l Case status - choices available in the Status field on workspace objects.
l Client status - choices available in the Status field on client objects.
l dtSearch Index Share Location - choices available in the Index share field on dtSearch index objects.
l File location - choices available in the Default file repository field on workspace objects.
l Matter status - choices available in the Status field on matter objects.
l Processing Source Location - choices available in the Select source for files to process field in pro-
cessing set objects.
l User type - choices available in the Type field under user information for user objects.
l Name - the choice value that appears to administrators. For example, if you want the choice to read "Internal,"
name it "Internal." Choice names can be up to 200 characters.
l Order - 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 appear in alphanumeric order. Pane
order can be any positive or negative integer, but you can't use decimals. You can click the View Order button to
access the order of other choices.

Note: We recommend setting the tab order by 10's, starting with 10, then 20, 30, etc. Numbering in groups of 10 lets
you later insert an item into any position without reordering all items (e.g., 10, 20, 25, 30, 40).

You can also add or edit an admin choice on the Choices tab. See Adding choices on page 120.

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6 Clients
Clients are companies or organizations. In Relativity, link clients with associated users, matters, groups, and
workspaces.

6.1 Creating or editing a client

To create a client or edit information for an existing client, perform the following steps:

1. Select the Clients tab and then click New Client to create a new client, or click Edit next to the client whose
information you want to edit. The New Client form appears.

Note: If your Clients tab view list does not contain the Edit field, you can add it.

2. Complete the fields on the form. See Fields below.

3. Click Save. You can optionally enable tenancy on the client.

6.1.1 Fields
The following fields display on the Client Information form. Fields in orange are required.

l Name - the name of the client. The name must be between 1 and 210 characters.
l Client Number - the billing number for the client. This value must be between 1 and 50 characters.
l Status - 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 632.

6.2 Enabling client domains on a client

Note: You cannot convert an existing client to a client domain.

To request a new client domain, you must submit a RelativityOne request via the Community site by navigating to the
Support tab and then RelativityOne requests (as detailed in the following knowledge article). Please note that the
Client Domain creation process takes 3 business days. If an Utility Server was requested, you will also be contacted
with the following information:

l IP address to the new client domain Utility Server.

l Client domain user credentials to the new Utility Server.
The following things occur automatically after client domains are enabled:

l The system creates a new Everyone - [Client's Name] group and adds that group to the client domain. Only
users whose client field is set to the client domain are included in the client domain everyone group. The system
also removes those users from the default Relativity Everyone group. A system admin can add any users to any
group regardless of client domain status.

Note: The Everyone - [Client's Name] group should not be assigned as the workspace administrator group
for a given workspace that is part of a Client Domain.

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l The system creates a unique copy of all resource pools associated with any workspaces under the client
domain.

Note: Permissions assigned to groups override client domain isolation. If a non-client domain group has per-
missions to see a client domain's workspace or users, then those non-client domain users in the non-client
domain group can still access client domain items. Enabling client domains does not change previously con-
figured item level security settings applied to any objects within the client domain.

l The system creates a client domain admin group that permits its members to perform admin operations within
the client domain.
l The Billing statistics - RelativityOne - case rollup and Billing statistics - users reports include columns called Cli-
ent Domain Name and Client Domain Artifact ID. These columns display client name and artifact ID when you
enable client domains for a client.

Note: After enabling client domains, system administrators needing to make group or permission changes
should be extra cautious and thoroughly investigate the potential impact to client domain separation before
implementing any new group/permission changes.

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7 Dashboards
When you've created a page configuration you'd like to preserve, you can create a customized dashboard. You can
save multiple dashboards to quickly change the page configuration. The item list and any widgets on the dashboard
will update automatically in response to filtering or searching. Dashboards only report on data within the workspace
you are in.

Note: For a list of dashboards that provide an effective starting point for administrators to help review teams
visualize their data set, see Common commonly-used dashboards in the Admin Guide.

The page initially appears with the folder browser on the top left, the search panel on the bottom left and the item list to
the right. Within this new framework, you have multiple options for customizing your display.
You can resize, move, or collapse any panel on the page, including any widgets you create.

l To resize any panel, hover over the line separating the item list from the panel until you see the mouse pointer
change to horizontal arrows, then click and drag.
l To move, hover over the top of the panel until you see the Multi-Direction Cursor icon. Then, click and drag the
panel to the new location.
l To collapse the search panel or browser pane, click the Collapse icon. Once collapsed, click the Show
Browser Panel icon to restore the browser pane or the Show Search Panel icon to restore the search panel.
Additionally, you can drag and drop panels to rearrange on the page. Click any panel and drag it to a new location. The
other panels will automatically move to accommodate the panel you're dropping.

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Dashboards and widgets can be copied over to newly created workspaces if they are part of a template. Dashboards
only report on data within the workspace you are in if data is loaded in the workspace.

Note: You must have the correct workspace permissions to add, edit, or save a dashboard and to save pivot
widgets to your dashboard.
You can also export individual Pivot widgets to Excel or to PNG format from each widget's context menu. See
Exporting a Pivot widget in the Admin Guide for more information.

Note: To enable the Add Widgets button and Pivot functionality for an Relativity Dynamic Object (RDO), you must
select Enabled for the Pivot property in the Object Type Information section for the object.

7.0.0.1 Creating a dashboard

To create a dashboard:

1. Click the Dashboards drop-down menu in the top right corner of the screen.

Note: You can only access the drop-down if Pivot is Enabled for the given object type.

2. Click New Dashboard to save the current page configuration as a new dashboard.
3. Enter a name and an order number for the dashboard.

Note: The dashboard with the lowest order number will appear by default when you log in to Relativity.

7.0.0.2 Adding widgets to a dashboard

You can add the following widgets to customize your dashboard:

l Pivot charts and tables—you can use Pivot to summarize data in tables or charts to visually analyze trends in
your data.
l Cluster visualizations—on the Documents tab, you can use Relativity Cluster Visualization to render your
cluster data as an interactive visual map by adding a Cluster Visualization widget. This offers you a quick over-
view of your document cluster sets and quickly drill into each cluster set to view sub-clusters and conceptually-
related clusters of documents. Please note that there may be only one cluster visualization widget per dash-
board.
l Communication Analysis—after running the name normalization operation within structured analytics, you
can use this widget to visualize communication frequencies, patterns, and networks between the entities linked
to the documents in the view.

Note: When you reach the maximum number of widgets allowed on a dashboard, the Add Widget button will be
grayed out and a tooltip displays when you hover over it that lets you know the reason you cannot add any additional
widgets to your dashboard. This is controlled by the MaxNumberDashboardWidgets instance setting.

7.0.0.3 Saving changes to a dashboard

You can also make changes on the fly and save a dashboard with the changes. If a dashboard has not been saved, an
orange notification displays in the Dashboard drop-down menu until it is saved.

1. Click the Dashboards drop-down menu in the top right corner of the screen to display the list of dashboards
available on the current tab.
2. Click Save to save the changes to the existing dashboard. Click Save As to save the page configuration as a
new dashboard, and then enter a Name and Order number.

Note: If a dashboard is part of a locked application, the option to save the dashboard is unavailable.

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7.0.0.4 Deleting a dashboard
To delete a dashboard from the current tab you are in, click the Delete icon to the right of the dashboard you want to
delete in the Dashboards drop-down menu.
Click Delete in the Delete Dashboard Confirmation pop-up window to delete the dashboard.

Note: If a dashboard is part of a locked application, the option to delete the dashboard is unavailable.

7.0.0.5 Renaming a dashboard

To rename a dashboard:

1. Click on the Edit icon next to the name of the dashboard in the Dashboard drop-down menu.
2. Enter a Name and an Order number for the dashboard. The order number controls the order in which the dash-
board displays in the list.
3. Click Save to save your changes.

Note: If a dashboard is part of a locked application, the option to edit the dashboard is unavailable.

7.0.0.6 Filtering a dashboard

You can narrow the content in a dashboard so that only the results of a single field displays by double-clicking on a bar
in a bar chart or a portion of a pie chart. Alternatively, you can narrow the content in a line graph by clicking on a node
or to filter the results in a table, click on a field and then click Accept.
To clear the filters on a dashboard:

1. Ensure the search panel is expanded. If it is hidden, click on the Show Search Panel icon in the upper-left.
2. Ensure that the Auto-run field in the search panel is enabled.
3. Click Clear All Conditions.

7.0.0.7 Exporting a dashboard

You can export the pivot charts and cluster visualization images on your dashboard to Microsoft Excel. The charts can
then be modified as needed in Excel. Cluster visualization images cannot be modified using Excel, however, since
they are a PNG image of the visualization.

Note: Exporting to Excel functionality does not require Microsoft Excel to be installed (except for viewing of the
exported file).

To export your dashboard to Excel:

1. On your current dashboard, click the Export button to the right of the Dashboard drop-down to export your dash-
board with the currently selected export format settings.
Alternatively, click the drop-down arrow to the right to make the following export format setting selections, and
then click the Export button at the bottom of the drop-down menu. By default, all listed items are selected, but
the individual selections that you make persist until you change them.

l Dashboard name - selecting this means the name of the dashboard will be included in the export.
l Export date and time - selecting this means the date and time of the export will be included in the
export.
l Show data worksheets - selecting this means the data for the individual widgets will be included in the
export (and you can then modify this data).
l Relativity logo - selecting this means the Relativity logo will be included in the export.

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 l User Name - selecting this means the username that created the export will be included in the export.
l View Name - selecting this means the name of the view from which the export was generated will be
included in the export.
l Workspace Name - selecting this means the name of the workspace will be included in the export.
Relativity will automatically generate and download the new Excel workbook locally for you.
2. Click on the new Excel document that was downloaded locally to open it.

Note: If you export a scroll-able table widget, it will not be shown on the Full Dashboard worksheet tab.

3. You can modify the data on the relevant worksheet for the chart and all the charts including the Full Dashboard
worksheet update to reflect the modified data using Excel's built in chart functionality. Furthermore, the data
table is sortable and filterable—the chart will reflect the data listed in the table. You can refer to user doc-
umentation on how to use charts in Microsoft Excel for more information on modifying these charts for other pur-
poses.

Note: You cannot modify any cluster visualization using Excel, since this is just a PNG image of the visu-
alization.

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 Note: You can also export individual Pivot widgets to Excel or to PNG format from each widget's context menu. See
Exporting a Pivot widget in the Admin Guide for more information.

7.1 Commonly-used dashboards

This topic provides recommendations for the fields to group by and pivot on to create some commonly used
dashboards in your case life cycle.
With these dashboards, you and your case team will be better equipped to explore and prioritize your review, identify
patterns and trends across custodians, and develop better review strategies with real-time insight.

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Use the examples described below to generate ideas for dashboards you may want to create in your cases.
Note the following:

l The fields described here may differ in name than what you see in your workspace.
l When adding a widget, you cannot select fields that have not been enabled for pivot on or group by; you must
manually enable those fields in order to select them. If those fields are part of a locked application, you must
unlock it in order to edit them.
l A widget will not render if the included fields do not contain any data. For example, if you attempt to create an
STR-based dashboard without having run STR on key terms, you will see the following:

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7.1.1 Communicators
If you've run name normalization and want to create a Communicators dashboard within the Entities tab, group by and
pivot on the following fields:

l Group by Aliases: Domain

l Group by Aliases
l Group by Classification
l Group by Entity To

7.1.2 Data Load QC

To create the Data Load QC dashboard, group by and pivot on the following fields:

l Group by Custodian
l Group by Custodian and pivot on Sort Date (Year)

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7.1.3 Database Stats
To create the Database Stats dashboard, group by and pivot on the following fields:

l Group by Native Type

l Group by Extension
l Group by Sort Date
l Group by Key Term STR

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7.1.4 Document Characteristics
To create the Document Characteristics dashboard, group by and pivot on the following fields:

l Group by Unprocessable
l Group by Track Changes
l Group by Password Protected
l Group by File Type
l Group by Has Hidden Data - this widget is collapsed in the dashboard example below.

Note: You can collapse your widgets, as seen in Has Hidden Data below. If you save your dashboard with a widget
collapsed, it will remain collapsed.

7.1.5 Review Prioritization

To create the Review Prioritization dashboard, group by and pivot on the following fields:

l Cluster Visualization Widget

l Group by Key Term STR
l Group by Custodian

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7.1.6 Review Progress/QC
To create the Review Progress/QC dashboard, group by and pivot on the following fields:

l Group by Responsive Designation

l Group by Privilege
l Group by Issues
l Group by Key Term STR
l Group by Custodian
l Group by File Extension

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7.1.7 Privilege Review/QC
To create the Privilege Review/QC dashboard, group by and pivot on the following fields:

l Group by Privilege
l Group by Privilege Designation
l Group by Privilege Terms STR
l Group by Custodian

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7.1.8 Search Term Review
To create the Search Term Review dashboard, group by and pivot on the following fields:

l Group by Responsive Designation

l Group by Key Term STR
l Group by Issue Coding STR
l Group by Issues
l Group by Privilege
l Group by Privilege Terms STR

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7.1.9 Pre-Production QC
Note: The production fields in your environment may not be enabled for group by/pivot on, and you may be unable
to manually enable them if the application is locked.

To create the Pre-Production QC dashboard, group by and pivot on the following fields:

l Group by Custodian
l Group by Responsive Designation
l Group by Privilege
l Group by Key Term STR
l Group by Has Images
l Group by Issues

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7.1.10 Email Threading
To create the Email Threading dashboard, group by and pivot on the following fields:

l Group by Inclusive Email

l Group by Inclusive Reason
l Group by Custodian
l Group by Date Sent (year)

Note: We recommend using your Email Threading view with this dashboard.

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7.1.11 Language Identification
To create the Language Identification dashboard, group by and pivot on the following fields:

l Group by Primary Language

l Group by Docs_Languages::Language
l Group by Custodian

Note: We recommend using your Language Identification view with this dashboard.

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7.1.12 Special considerations
l Create a default Document List dashboard (lowest order number) with only the item/document list, no additional
widgets.
l You can only have one Cluster Visualization widget on a dashboard.
l You can create dashboards on other objects.
l Dashboards can be created in your template, so they carry over to your new workspaces. However, some dash-
boards, such as those with search term report widgets or cluster visualization, will need to be created in the indi-
vidual workspace once you’ve created your clusters and/or STRs.

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8 Fields
Fields store object information, document metadata, and coding choices within Relativity. You can use fields to display
metadata on views and layouts. You can also use fields to create associations between different objects in Relativity.

8.1 Fields permissions

The following permissions are needed to use fields:

Object Security Tab Visibility Other Settings

l Field - View, Edit, l Workspace

Delete, Add Admin
l Relativity Application l Fields
- View

8.2 System fields

All Relativity workspaces contain the following system fields:

l Artifact ID—uniquely identifies all database objects in Relativity.

l Batch, Batch::Assigned to, Batch::Batch Set, Batch::Status—stores values related to any document
batches.

l
Document Compare—displays the Document Compare icon. Use Document Compare to compare the
extracted text of one document to another.

Note: Document Compare is particularly useful when working with groups of near duplicates or conceptually
similar documents.

l Control Number—the workspace identifier. You can rename this field.

l Extracted Text—stores any full text or OCR text loaded into Relativity. It is available for searching and as a
radio button in the Viewer.
l FileIcon—an icon representing the document’s Relativity Native File Type.
l Folder Name—the name of the folder where the document resides.

Note: This is just the location folder, not the full folder path.

l Has Images—a single choice field indicating whether a document has images.
l Has Natives—a yes/no field indicating whether a document has natives.
l Has Inline Tags—a yes/no field indicating whether a document has a right-click tag markup.
l Relativity Image Count—the number of non-production images associated with a document.
l Relativity Native Time Zone Offset—This field adjusts how header dates and times appear in the Native
Viewer for emails. If the field is blank or set to 0, the Viewer displays dates and times in Coordinated Universal
Time (UTC).

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 l When Relativity processes documents, it populates this field with the UTC offset of the time zone selec-
ted in the Processing profile. If applicable, it also includes the Daylight Saving Time (DST) adjustment.
l For example, documents processed in Central Standard Time (CST) receive a value of -6.00
(UTC-6).
l Documents processed in Central Daylight Time (CDT) receive a value of -5.00 (UTC-5).
l You can manually update this field with a whole or fractional number—positive or negative—to offset the
time from UTC to the desired time zone.
l For example, to display UTC-processed documents in India Standard Time (IST), enter 5.50
because IST is UTC+5:30.
l You can also mass edit this field

l This field only affects how header dates and times appear for email messages in the Viewer. It does not
apply to images or extracted text, and it does not modify the actual metadata fields.

l If Relativity did not process the documents, the system calculates the time zone offset based on available
metadata in the following order:
1. EmailSentOn
2. EmailReceivedOn
3. LastModified
If none of these fields exist, the Relativity Native Time Zone Offset field remains empty.

Note: Relativity does not automatically account for DST adjustments for data processed outside of
Relativity. To apply DST, use the Set Native Timezone Offset with DST script. Only Relativity admin-
istrators can deploy this script. For more information, see Set native time zone offset with DST .

l Relativity Native Type—the type of native file loaded into the system. The system assigns this value.
l Supported by Viewer—a yes/no field indicating whether the viewer supports the native document.
l System Last Modified On—the date and time at which the document was last modified.
l System Last Modified By—identifies the user who last modified the document.
l System Created On—the date and time when the document was created.
l System Created By—identifies the user who created the document.
l <Markup Set Name>—created when a user creates a markup set. Its values are:
l Blank when the document has no highlighting or redactions for the markup set
l Has Redactions when the document has redactions for the markup set.
l Has Highlights when the document has highlights for the markup set.

Note: If a highlight or redaction is created using a third-party application or script, this field may not
automatically update.

l <Production Name>—created when a user creates a production. This field stores how the document was
added to a production. It is either blank, contains Images Only, Natives Only, or Images and Natives.
l Production Alerts—a yes/no field to warn of any production execution problems

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 Note: You cannot edit the Source value for processing fields that are system mapped. For a list of processing sys-
tem fields, see the Processing User Guide.

8.3 Creating and editing fields

To create a new field or edit an existing one:

1. Navigate to the Fields tab in your workspace.

2. Click New Field. To edit a field, click the Edit next to the field's name.

Note: You can add an Edit link to your field list view if it does not already exist.

3. Input and modify field information on the field details page. If you are creating a new field, the Field Information
section must be completed before the remaining sections will display. See Fields below.

Note: You can not change a field's type after creating the field. See Field types on page 160.

4. Click Save to save the field details.

If a field takes longer than ten seconds to be created, a modal appears with an option to cancel the field cre-
ation. This option can be used to limit performance issues in a very large workspace.

8.4 Fields
The fields object includes the following field sections:

l Field information
l Field settings
l Advanced settings
l List and dashboard settings
l Choices

8.4.1 Field information

Each field in the Field Information section must be completed before the fields in the remaining sections will display.
The options you select in this section will determine what fields display in the Field Settings and Advanced Settings
sections.

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 l Name—the field’s name. This must be between 1-50 characters.
l Object Type—determines which object Relativity uses to classify the field.
l You create object types in the Object Type tab.
l If you are not sure which Object Type to select, ask “What object do I want to add information to?” The
answer is your object type. For example, if you want your new field to store information about a doc-
ument, select Document.

Note: You can create new objects within Relativity. These dynamic objects are securable, non-doc-
ument objects within your workspace. By connecting objects to each other you can create powerful cus-
tom applications within your workspace.

l Field Type—determines the field’s functionality and presentation. For example, a Yes/No field type indicates
that the reviewer must choose a value of either yes or no to edit the field.
l Associative Object Type—an object that the single object or multiple object field type uses to create a rela-
tionship. The objects selected in the Object Type and Field Type options determine the available associative
object types.

8.4.2 Field settings

The fields in this section depend upon which options you selected in the Field Information section. You may see any of
the following options in this section:

l Available in Field Tree—places the field and its choices in the Field Tree browser.
l This field defaults to no.
l This field is only editable for Document object type fields. The field type must be one of the
following: single choice, multiple choice, single object, or multiple object.
l Available in Viewer—displays the field in the viewer. The user can then check text against the original doc-
ument or image. This setting is only editable for long text fields with a Document object type. If set to Yes, the
field is available in a drop-down menu on the Extracted Text setting in the viewer.

Note: Copies of reflected fields are not available in this drop-down menu. If you select an empty long text
field in the viewer, the viewer displays a blank page.

l Default Overlay Behavior—defines how Relativity handles multiple choice or multiple object fields when
importing a load file.

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 l Merge Values—merges previous values with load file values.
l Replace Values—removes previous values and replaces them with the values in the load file.

This field defaults to Merge Values and is only available for multiple choice and multiple object fields.
l Formatting—determines the field’s format and only applies to the following fields:
l Date—displays only the date.
l Date+Time—displays the date and time.
l Use Thousands Separator—if enabled, a comma displays between digits where appropriate for
decimal and whole numbers fields.
l Whole Number—none displays the value as a string of numbers. Integer displays the value with com-
mas separating each group of three digits.
l Identifier—indicates if the field is the workspace’s unique identifier with a value of yes or no. You are unable to
edit this field.

Note: Relativity does not enforce uniqueness.

l Include in Text Index—adds the field values to the workspace’s SQL text index, making the field searchable
via keyword search.
l Maximum Length—the value entered is the maximum number of characters permitted in the field. The value is
set to 50 by default.
l "No" Display Value—determines how a "no" value displays in a list. No is the default value but you may edit it
as desired.
l Required—determines whether the user must populate the field on a layout with information in order to con-
tinue coding documents. This does not apply when loading workspace data. Fields that are required on a cod-
ing layout display with a star next to them.
l Store in Data Grid—This option allows you to store Long Text fields in Relativity Data Grid, but it's only access-
ible if you've configured a valid endpoint URL. Once available, it's enabled by default with the filter type set to
"none".
l Disabled—saves all data imported into this field to the SQL Server.
l Enabled—saves all data imported into this field to the Data Grid.

Caution: If you have existing long text fields stored in SQL, you can use the Data Grid Text Migration
Application to migrate those fields from SQL to Data Grid. For more information, see Data Grid Text
Migration application.

Note: Once you enable a field for Data Grid, you cannot disable it. The option to edit the field is unavail-
able after you save.

l "Yes" Display Value—determines how a "yes" value displays in a list. Yes is the default value but you may edit
it as desired.

8.4.2.1 Storage of long text fields on document

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 l Storage—Choose whether to store Long-text fields in Data Grid, or SQL.
l Data Grid is recommended for input/output tasks in large jobs, such as translation, OCR, and search
index builds.
l SQL is recommended when you need to perform bulk operations (such as editing, replacing, tallying,
summing, averaging, and exporting) and apply filtering on the document page.

Note: When storing in Data Grid, users will not be able to use bulk operations, filter on document
pages, pivot and sort, or utilize fields in layouts (including on the document panel). For more inform-
ation about storage in Data Grid, please see Processing to Data Grid

8.4.3 Advanced settings

The fields in this section depend upon which options were selected in the Field Information section. You may see any
of the following options in this section:

l Auto Add Choices—adds all choices associated with a single or multiple choice field to an application. This
property only applies to single and multiple choice fields.

Note: If you are changing this property from No to Yes and you did not add the field to applications in your
workspace, the choices are not added until you re-add the field to each application. The Relativity Applic-
ations property in this section lists each application to which this field is currently assigned.

l Enable HTML—indicates whether or not to allow HTML code to execute within the field.
l Enabled—executes the code when the layout displays the field.
l Disabled—displays the field as plain text.

Notes: Using allow HTML, you can configure Relativity to throw an alert when the field appears in a layout.
HTML will always display as plain text in a view. The AllowHTMLVisible instance settings table value controls
whether or not the Allow HTML value displays on the Field page.

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l Field Tree View—determines the values and the order they appear in the field tree. It also determines the
views that appear in the pickers when you set conditions for searches and views. To select a view, the field
must be single object or multiple object.
l When Available in Field Tree is No, this property is disabled. When Available in Field Tree is Yes, this
property reflects the default value of <All Items>.
l When you select a view for Field Tree View, Relativity respects the sort order of that view. If you do not
define a sort order, it sorts by Artifact ID.
l If you choose search terms reports 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 appear in the field tree.

Note: For Field Tree View, you can select any view you have rights to see. However, a warning appears
when you attempt to save the field, if the selected view is personal. If you edit the view selected as the Field
Tree View, you receive a warning when you attempt to save it as a personal view.
The Field Tree View property includes two icons:
l
edits the view by opening Conditions, step 3 of 4, in the view wizard.

l
creates a new view from Basic Information, step 1 of 4, of the view wizard.
l Field Type—the type of the catalog field to which you are mapping. This must match the type of the field you
are creating or editing.
l Keyboard Shortcut—you can define a keyboard shortcut for the document field you are editing or creating with
keyboard shortcuts. You can then use this shortcut to code and edit documents in the Review Interface. This
setting is available only for document fields.
You can use the following key options to define the shortcut trigger. You must use Ctrl, Alt, and/or Shift, and the
workspace cannot have duplicate keyboard shortcuts.
l Modifier Keys—check the desired key option to define the shortcut trigger. You must use Ctrl, Alt,
and/or Shift. The workspace cannot have duplicate keyboard shortcuts.
l Main Keys—click on the drop list and click on the desired key to use in combination with the other spe-
cified keys.

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 l Show Keyboard Shortcuts—click to view a list of the current keyboard shortcuts.

Note: You can modify the key combinations for system keyboard shortcuts if you have the Modify System
Keyboard Shortcuts security permission.

l Keywords—allows you to enter words that describe the field you are creating. There is a 50 character limit.
l Length—the length of a fixed-length text field.
l Defaults to 255 characters.
l Maximum length is 4,999 characters.
l Maximum length is 4,000 if Unicode enabled.
l Linked in List—sets the field as a hyperlink. In the example below, the Date Sent field was set to Linked: Yes.
As a result, Date Sent appears as a hyperlink in the view. Clicking the date launches the related document in
the viewer. Similarly, clicking any link in the document record also launches the document in the viewer.

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 Note: When you create a Yes or No field, set the width to 30 pixels for the optimum column size.

l List Column Width—the width, in pixels, of the column in the view. To accept Relativity’s default, leave this
field blank.
l Notes—allows you to enter words that describe the field you are creating. There is not a character limit.
l Open to Associations—determines whether an object field can display its information on an associated object
field. Fields that are open to association are sometimes referred to as reflected fields. Reflected fields can be
re-named and exported via the Export to File mass action.
l When you open a field to association, that field’s information is viewable and editable on an associative
list found on the object with which you associate it.
l For example, you have two associated objects: Entity and Company. You want to add a field called
Address to hold addresses on the Company object and to display addresses on an Entity. To do this, cre-
ate a new field with an object type of Company and set the Open to Associations field to Yes. This cre-
ates two fields: a Company object field called Address and a Company::Address field on the Entity
object. If the generated reflected field name exceeds the maximum length of 100 characters, it is handled
as follows:
l Each field is allocated 50 characters, anything over that 50 character limit is truncated.
l The field's ArtifactID is appended to the field's name part.
l Additional space is truncated to allow room for the field's ArtifactID to become part of the new
name.
l The two field name parts are joined with "::", for example: "AAAAAAAAA BBBBBBBBB
CCCCCCCCC DDDDDDDDD EEEEEEE (1000012)::GGGGGGGGG HHHHHHHHH IIIIIIIII
JJJJJJJJJ KKKKKKK (1000013)".
l Propagation—forces a coding value to a specified group of related items. This value must be set to Yes before
you can propagate to a related item.
l Propagate To—click the Select button to access the propagation options. The available options depend on the

relational fields set for the workspace. Check the desired related items and click to move the selected items
to the right. Click Apply.
l Relational—you can make a fixed-length text field 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. If set to Yes, identifies the field as relational. Once set to Yes, the Friendly Name, Import
Behavior, and Order fields become required in order to save the field.

Note: You can only set relational field properties on fixed-length text fields that don't exceed 450 characters.

l Relational Properties—click the Select button to access the following relational options:
l Friendly Name—a label for the relational field that users can easily understand. For example, you could
change the relational MD5 Hash field to Duplicates, since it is used to group copies of the same doc-
ument. This name displays in the Include Related Documents menu in workspaces and in the Related
Items pane.
l Import Behavior—controls how blank values are handled when importing through the Import/Export.
Depending on how your vendor processes these group identifiers, the relational field on the parent doc-
ument may be blank. Select an option to determine how blank fields are imported:

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 l Leave blank values unchanged—Relativity imports the fields with blank values.
l Replace blank values with identifier—Relativity updates the blank relational field with the doc-
ument identifier.

Note: When you append documents through Import/Export, with a relational field’s Import Beha-
vior set to Replace blank values with identifier, blank values are replaced on that relational
field even if it is not mapped to a load file field. The same action occurs when you import blank
values mapped to the relational value using an overlay.

l Pane Icon—select and upload an icon for display in the Related Items pane of the Review Interface.
Users can click on the icon to display a list of items grouped by this relational field. You can download the
Relativity-provided Relational Field Icons.zip, or you can upload a custom icon. Icons shouldn't exceed
16 x 16 pixels.
l Order—controls the pane icon order on the bottom of the Related Items pane. Use the following
guidelines:
l Icons with low order numbers appear to the left.
l Icons with the same order number are sorted alphanumerically.
l The order number can be any positive or negative integer. We recommend using groups of 10,
such as 10, 20, and 30, so you can easily insert a new icon without having to reorder existing ones.
You can use the View Order button to see how icons are currently ordered in the Related Items
pane. The Order Reference window displays the leftmost icon at the top of the list.
l Relational View—controls the view that appears in the Related Items pane. Shared values in this field

determine the documents the view displays. This field contains and icons you can use to edit the
selected view or create a new view.

Note: You cannot select a view that contains conditions or add/edit conditions to a view referenced by
a relational field. You also cannot make a relational view personal. This view will control the fields dis-
played and sort order.

l Relativity Applications—associates the field with a Relativity application. Click the Select button to select an

existing application. Check the desired applications and click to move the selected items to the right. Click
Apply.
This option is only available for those who have the Manage Relativity Applications permission.
l Source—the list of fields that you can use when mapping processing fields. Click the Select button to access
the available field sources, which contain the following options:
l Standard Fields—contains a collection of fields from both the Metadata Fields and Other Fields options.
l Metadata Fields—contains fields extracted from the actual file or file system.
l Other Fields—contains static, or system fields such as control number, processing set name, custodian,
and so forth.

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 l Source Field Name—the name of the catalog field to which you are mapping the field you are creating
or editing.
l Field Type—displays the category of each field.
l Description—the description of the catalog field.
l Workspace Field Mapping(s)—the name of the Relativity field to which the catalog field is mapped.
This is blank if the field has not yet been mapped. Note the following about the field catalog:
l If you want to display every field available for mapping, switch to the All Fields view from the Field
Catalog view. All fields are accessible in the All Fields view, but the Field Catalog only provides the
processing-related fields.
l The Source field is disabled if you do not select Document as the Object Type.
l The Source field is disabled for processing fields that are system-mapped, meaning processing
system fields that were automatically mapped when you installed or upgraded the Processing
application.
l For more information on using the field catalog to map processing fields, see the Processing User
Guide.
l Unicode—special characters are permitted. This option must be enabled before you can load any Unicode
data into the field. We recommend keeping this option enabled.

Note: If Unicode data is loaded into a non-Unicode enabled field, then the data becomes unreadable.

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 l Wrapping—toggles text wrapping for the field.
l Enabled—wraps all of a field’s text, displaying the contents on multiple lines.
l Disabled—the field extends as far right as necessary within the screen to display the text.

8.4.4 List and Dashboard Settings

l Filter Type—determines type of filter available for the field.

Note: When using the new UI framework, Filter Type is not used except for the following scenarios: disabling
filtering on the field by selecting None, selecting List filters for Fixed Length fields, or selecting a custom pop-
up picker view for a multiple and single object fields.

l None—disables filtering on the field.

l List—displays a drop-down list of all the field’s values in the workspace. Users can select only one of the
values.

Notes:
l Fields that contain a large number of items may also cause the List filter to take longer to pop-
ulate. We recommend you only select the List filter type for Single Choice and Yes/No fields. For
fields that may contain a large number of choices, you can designate a pop-up filter instead.
l Fixed Length Text fields—if the field contains more than 255 items, the List filter type you spe-
cify for the field will revert to the text box filter type and an error will be written to the Error Log
when you visit a Document list view containing the field.
l Single Choice / Single Object fields—if the field contains more than 255 items, the List filter
type you specify for the field will revert to None (disabled) and an error will be written to the Error
Log when you visit a Document list view containing the field.

l TextBox—displays a text box that a user can query for text. You can use search operators in the filter
box. See Filters in the Searching guide.
l Multi-list—displays a list for a user to select one or more fields to filter.
l Boolean—displays Boolean choices for the field. Users can select one option.
l CustomOnly (Advanced)—searches with multiple search terms and operators. When you use this filter
in a view, the operators that display are dependent upon the field type. The CustomOnly filter type is avail-
able for the following field types:

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 l Fixed Length
l Long Text
l Decimal
l Whole Number
l Currency
l Date
l For more information on how the CustomOnly filter works, see Filters in the Searching guide.
l Popup—displays a pop-up picker where you can select values to use while filtering a list, or modifying cri-
teria in a saved search or view.
l You can access these pop-up pickers from layouts, field filters through a Select... button, view con-
ditions, advanced search conditions, and the mass edit window. You can access this picker via the check
and uncheck buttons next to the field name. For more information, see Mass edit on page 322.
l In the pop-up picker view drop-down field, you can select any view you have rights to see. However, a
warning appears when you attempt to save the field, if the selected view is personal. If you edit the view
selected as the Field Tree View, you receive a warning when you attempt to save it as a personal view.
Depending on the type of field you're creating, only certain filters are available.

Filter Field types

List Fixed-length text, single choice, single object, user
TextBox Fixed-length text, long text, date, whole number, decimal, currency, object
Multi-list Single choice, multiple choice, multiple object
Boolean Yes/No
Custom Only Fixed-length text, date, whole number, decimal, and currency
Popup Single object, multiple object, single choice, and multiple choice
l Enable Sort/Tally—if enabled, sorts document lists based on the field.
l Enable Group By—if enabled, makes the field available to group by when using Pivot. Relativity does not sup-
port Pivot On for Long Text fields due to the performance impact.
l Enable Pivot—if enabled, makes the field available to pivot on. Relativity does not support Pivot On for Long
Text fields due to the performance impact.

8.4.5 Choices
The Choices section contains the Choice editor, which you can use to add and edit choices for a single or multiple
choice field.

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8.5 Field types
Relativity supports the following field types:

l Fixed-length text
l Long text
l Date
l Whole number
l Decimal
l Currency
l Yes/No
l Single choice
l Multiple choice
l User
l File
l Single object
l Multiple object

8.5.1 Fixed-length text

The fixed-length text field type is a text field with a limited length. You can use up to 4,999 characters. Unicode-
enabled fixed-length text fields cannot exceed 4,000 characters.

l The sum of all fixed-length text fields for any individual object should be no larger than 8,060 bytes. To see how
many of your 8,060 bytes remain, go to object you are checking. The control panel section displays remaining
bytes in the usage field.

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 l Examples: Email from, Email subject, Conversation, Document extension, File Name, Parent Document ID,
Subject.

8.5.2 Long text

You can add more than 4,999 characters in a long text field.

l The technical limitation of a long text field is 2 GB. Relativity usually defaults to streaming only files smaller than
50 MB.
l Examples: Full text, Conversation ID, Email BCC, Email To, Source File, Title

8.5.3 Date
The date field type stores the date or date and time. Dates must be in a valid format. For example, 01/00/2000 is not
valid. Attempting to load an invalid date produces an error.

l Relativity accepts many formats, including SQL-accepted formats that match your SQL Server’s regional set-
tings. However, the date displays as mm/dd/yyyy for the US or dd/mm/yyyy for the UK. When entering a date
field, you can use the picker to choose from a calendar or enter a date directly in the field.
l Example: Email sent date, Date Created, Date Last Modified, Date Received, Date Sent.

Note: When you search on a user-created date field using a relative date, Last 7 Days for example, you may see
different results between a saved search and a search from the search panel if you are not in the same timezone as
your Relativity instance.

8.5.4 Whole number

The whole number field type stores any natural numbers or their negatives.

l This value cannot exceed 2,147,483,647. In other words, 2,147,483,648 and higher is invalid.
l Example: Page count, Number of Attachments.

8.5.5 Decimal
The decimal field type stores numeric values that may include decimals.

l With this field you can have a maximum of 15 digits before the decimal and two digits after the decimal.
l Example: Percentage, File Size.

8.5.6 Currency
The currency field type stores numeric values in a currency format. Ten digits is the maximum for this field.

l Your currency symbol is set based on Windows regional currency settings in the server hosting Relativity. The
formatting, such as decimal, commas, negative number sign, the position of currency symbol, are based on the
browser's language. When using RelativityOne, the settings of the regional server cannot be changed. They are
set to the US currency symbol.
l Example: Amount sold.

8.5.7 Yes/No
The Yes/No field type accepts one of two values. The default values are Yes and No.

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 l You can edit the display values in the Yes/No display values section. See Fields on page 149.
l Example: Reviewed.

Note:
l Use Single Choice fields rather than Yes/No fields when possible - creating Single Choice fields will not
impact reviews and may improve search performance. Before doing so however, check to confirm whether
your workflow can support Single Choice fields.
l If you are exporting a Yes/No field type with Import/Export or Integration Points, the values will display as
True/False in the exported files.

Yes/No fields are useful, but consider the following caveat:

Searching for yes/no fields can be difficult, especially if the field displays as a checkbox. The check box only displays
as checked or unchecked; however, a yes/no field has three potential values. These values include yes, no, or null.
Because of the searching difficulties, you may want to display yes/no fields as drop-down menus.

8.5.8 Single choice

The single choice field type provides a predetermined set of values called choices.

l You can choose only one value.

l Example: Responsiveness, Custodian

8.5.9 Multiple choice

The multiple choice field type provides a predetermined set of values called choices.

l You can choose multiple choices. You can also nest the choices in a hierarchy structure.
l Example: Issues, Deponent

Note: If Overlay Behavior is set to Replace Values on this field, a warning message appears stating that on import
that the current values for this field will be deleted and replaced with the values included in the load file. The Overlay
Behavior setting must be set to Merge Values in order to merge the values from the load file with the field's current
values.

8.5.10 User
The user field type contains users with rights to the current workspace. Depending on the function of the field,
Relativity filters the list of users to display only members of certain groups.

Note: A user field with a [removed] tag signifies that the user wasn't assigned to any of the workspace groups.

8.5.11 File
With the file field you can upload files for a non-document object. You can click on the Select button to choose a file to
upload or drag-and-drop the file onto this field to upload it. When you add a file field, Relativity automatically creates
file size, file icon, and text fields for the object. Once you upload a file, you can click on Pop Out icon to open the file in
the Viewer.
The text field contains the extracted text of all files uploaded to the file field. The Text Extraction Manager agent must
be running in the Relativity environment to populate the text field.

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 Note: Relativity prohibits users from uploading certain file types to file fields. The RestrictedNativeFileTypes
instance setting value defines the prohibited file types. To receive assistance with this instance setting, contact our
Support team through the Support page.

8.5.12 Single object

The single object field type defines a one-to-many relationship between two objects. You add a single object field on
the selected object under the Object Type option. You can then create a one-to-many relationship with the selected
object using 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 to a Document object and associate it
with a Domain object. 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 domain options are available.

8.5.13 Multiple object

The multiple object field type defines a many-to-many relationship between two objects. You add the Multiple Object
field on the selected object under the Object Type option. You can then create a many-to-many relationship with the
object selected in the Associative Object Type option.
For 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.

Note: If Overlay Behavior is set to Replace Values on this field, you will be prompted with a warning message on
import that the current values for this field will be deleted and replaced with the values included in the load file. The
Overlay Behavior setting must be set to Merge Values in order to merge the values from the load file with the field's
current values.

You add the Recipient Domains field on a Document object and associate it with a Domain object. By doing so:

l 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.
l Relativity automatically creates two fields when you define Multiple Object field type. The first Recipient
Domains field has a Document object type. The second Recipient Domains field represents the relationship
between the Recipient Domains object type and the Domain associative object type.

Note: The Assigned to field displays user information in the format "last name, first name." You must use
the user's email address when loading this field in Relativity. For example, you would load a user named John
Smith as johnsmith@example.com.

8.5.14 Fields and performance

Field configuration can dramatically impact database performance. Use the following guidelines to improve field
efficiency:

l Set fixed-length text fields to the minimum size needed and to no more than 400 characters.
l Store choice data in single or multiple choice fields if possible.
l Use separate objects to store repetitive content when possible.
l Set up fields as Unicode in advance because the system will have to re-index a field if you make the change fol-
lowing data load.
l Only include fields in the text index when it is truly necessary to do so.

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8.5.15 Linking Fields to Field Categories
Once a field has been created, you can link it to a field category to help you efficiently find that field and apply it when
adding conditions in the search panel. To learn more about linking a field to a field category, visit Field categories.

8.6 Applying propagation to documents

The propagation function can help enhance your document review workflow to save time spent coding documents.
For example, you can tag a document as Responsive and have the value propagate to that document’s family
members.
To enable propagation, toggle Propagation on.

Click the icon in the Propagate To row.

The available options depend on the relational fields set for the workspace.

When you code a document in a field on which propagation is enabled, the propagation function automatically codes
related documents with the same value. Click Save or Save & Next in the layout to apply the field propagation rules.

Note: Propagation works on all document object field types. Associative Object Lists do not work with propagation.

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Propagation doesn't cascade or cause chain reactions, meaning that only the documents in the saved document’s
groups receive the propagated values. For example, if you create a responsiveness field to propagate both family and
duplicates, and you code a parent email as Responsive, these actions occur:

l Family propagation - codes child email attachments as responsive

l Duplicate propagation - codes duplicate emails of the parent as responsive
Duplicates of the child attachments aren't coded as responsive. This action would be a duplicate propagation triggered
by family propagation.

8.6.1 Propagating to documents in multiple groups

When you code a document that's a member of multiple related groups – for example, Duplicates and Email Families
– it's important to understand how coding decisions propagate in specific scenarios.
The following scenarios illustrate how propagation applies to a set of documents. Assume that propagation is active
for both email families and duplicates.
There are two email families:

l AS000001 – AS000005
l TS000007 – TS000011
Within these families, two documents are duplicates:

l AS000003
l TS000009

Coding AS000001 as Responsivetags only the family, shown in blue.

Coding AS000003 as Responsive tags the family, and the duplicate, shown in blue.

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Mass editing AS0000001 and AS000002 as Responsive tags only the family, shown in blue.

Mass editing AS000002 and AS000003 as Responsive tags the family and the duplicate, shown in blue.

Mass editing AS000003 and TS000009 as Responsive tags all of the listed documents.

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9 Field categories
Field categories allow you to quickly and accurately apply field conditions to the document list, a saved search, or a
view. Once a field category has been created, it can be linked to as many fields as desired. The field category can then
be selected when adding fields or conditions in the search panel, a view, or a saved search to conveniently access
and apply the linked fields.
All Fields is a system default field category that displays every non-secured field in your workspace. It cannot be
edited or secured from other users and it will always display at the bottom of the Field Categories drop-list. All Fields
allows you to conveniently switch between viewing all of the fields and the fields included in a particular field category.
Field categories have object permissions so that they can be created and limited to a specific group or workflow within
in Relativity. Securing a field category only determines whether it is visible in the drop-list of field categories that can
be selected when adding conditions in the search panel.

Note: Field categories that you create are carried over during workspace upgrades and when those cases are used
as templates. The All Fields field category will also carry over after an upgrade, though it is currently a system
default that cannot be configured by users.

9.1 Creating a field category

To create a new field category, do the following:

1. Navigate to the Field Categories tab.

Note: All Fields is a field category that is always present in Relativity but it does not display on the Field Cat-
egories tab since it cannot be edited.

2. Click New Field Category.

3. Enter the desired information for the following fields:
l Name - the title of the field category
l Order - determines where the field category appears within the view drop-down list. Items that share the
same value are sorted in alphanumeric order.
l Order can be any integer (positive or negative). No decimals are allowed. You can use the View
Order button to see how items are currently ordered.

Note: Ordering by 10's, starting with 10, then 20, then 30, etc. is recommended because you
can insert an item into any position later in the workspace, without the need to reorder all items.

4. Click Save to create the new field category.

9.2 Viewing fields associated with a field category

Before linking and unlinking fields to a field category, it can be helpful to see what fields are associated with each field
category. To do this, add the Fields field to the desired field category view and select that view on the Field Categories
tab.

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9.3 Link a field or fields to a field category
To link a field or fields to a field category, do the following:

1. Navigate to the Field Categories tab.

2. Click on the desired field category in the list.
3. Click Link.

4. Filter the field list as needed and check any desired fields.
5. Once the desired fields have been selected, click the Move selected left to right icon.

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 6. Click Apply.
The selected fields are linked to the field category and display in the Fields section.

9.4 Unlink a field or fields from a field category

To unlink a field or fields from a field category, do the following:

1. Navigate to the Field Categories tab.

2. Click on the desired field category in the list.
3. Click the checkbox on the left side of the row for any fields you wish to unlink.

4. Click Unlink.
5. Click Unlink again in the pop-up.
The selected fields are no longer linked to the field category.

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10 Filters
Filtering provides a fast and easy way to search for items in a list in Relativity. You can use filters to search for values
in the fields on the active view, and across all records available in the searchable set. Filters are also available for item
lists on tabs and pop-up windows.
The field type associated with each column determines the available filter types, such as text boxes, pop-up pickers,
and drop-down lists. You do not need any specific security permissions to use filtering.

10.1 Showing and hiding filters in the item list

You enable filters by clicking an icon located at the top of the document list. You can:

l
Show/Hide filters ( )—to display the field filters at the top of each column. This icon turns orange when you
activate a filter. Click the icon again to hide the filters. Your filter settings remain unchanged.

l
Clear all ( )—to remove the current filter settings. This option is only available after you set a filter.
The filter type determines the steps required to set the filtering criteria that it uses. See Filter types for details on filter
types and their use.

Note: When you create or edit a field, you can select its Filter Type. See Fields in the Admin guide.

After enabling filters, you are ready to enter criteria for the fields in your list.

Note: Before defining a new search filter, click the Clear All ( ) icon or the Clear All Conditions link in the
Search Conditions panel to remove any filter settings. For example, say you create a filter on the Privileged field, but
now want to search only by the Custodian field. If you do not clear the filter, Relativity filters your documents by both
the Privileged and Custodian fields, and your results may include fewer documents than you expect.

To use a filter:

1. If filtering is not enabled, do so by clicking the filter icon to display the filtering fields below the column head-
ings. The icon will change to orange.
2. Enter your filter criteria. The filter type determines how you enter the criteria and how to use operators to further
define the filter. See Filter types for details on filter types and their use.

3. Press Enter to display the filter results.

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The field column header displays the filter icon, letting you know which fields have filters applied. This persists whether
you have the filters shown or hidden.

The Search Conditions panel also shows the filtering conditions.

You cannot edit the Search Conditions cards by clicking on them. However, you can clear all the conditions by clicking
the link at the bottom of the panel.

10.2 Filter types

Relativity contains the following filter types:

l Boolean—Yes/No fields.
l Numeric—decimal, whole number, and currency fields.
l List—single choice, single object, user, and fixed-length text fields.
l Date—date fields.

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 l Multi-list—multiple choice, multiple object, and single choice fields.
l Text box—fixed-length text, long text, date, whole number, decimal, currency, and object fields.

10.2.1 Using Boolean filters

Boolean filters are available for Yes/No field types. To use a Boolean filter, click the drop-down menu and select Yes,
No, or (Not Set) from the list. Click Apply to set the conditions. Click Select all to select all the options. Click Clear to
remove the filter settings.

10.2.2 Using numeric filters for numbers

The numeric filter is available for the following field types:

l Decimal
l Whole Number
l Currency
To use a numeric filter, click the drop-down menu and select an operator. Operators include:

l Equal to (=)
l Not equal to (!=)
l Greater than (>)
l Less than (<)
l Less than or equal to (<=)
l Greater than or equal to (>=)
Enter a numerical value in the filter text box. After you enter the value in the text box, press Enter to apply the filter. For
example, you might search for documents having a file size greater than 500000 bytes.

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When you click inside a filter text box, the Advanced link appears. Clicking this link opens the advanced filters screen
for the filter type.

Here, you can adjust the operator and add conditions to further define the filter. Click Apply to set the conditions.

10.2.3 Using List filters

The List filter is available for the following field types:

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 l Single Choice
l Single Object
l User
l Fixed Length Text
List filters are often associated with fields used for coding documents. The options displayed in the drop-down menu
vary by the type and purpose of the associated field. For example, a field called Responsiveness might have the filter
conditions of Responsive, Not Responsive, or Needs Further Review. Select the options that you want to filter for, and
click Apply. Alternatively, you can click Select all to select all filters in the list. Click Clear to remove all selections.
Click (Not Set) to show items where the field is empty (null).

If there is a single filter choice you want to apply immediately, hover over the item's row and click Only when it appears
on the right side.

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Click the Advanced filters ( ) icon to the right of the Select all - Clear options to launch the advanced filters
dialog. This dialog has more operators and you can add or remove list items to the field's drop-down menu. Click
Apply to set the conditions.

10.2.4 Using date filters

The date filter is available for Date field types to filter on dates and date ranges.

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The following operators are available:

l (All)
l (Not Set)
l Is
l Is before
l Is before or on
l Is after
l Is after or on
l Between
For example, if you only want to view items sent before or on January 21, 2024 7 AM, do the following:

1. Select the is before or on operator.

2. Use the calendar interface to select the date, January 21, 2024. You can enter the date directly into the text
boxes, or use the forward and back arrows to scroll through the calendar months.

Note: When you select the Between operator, two calendars display in the drop-down date filter, allowing you
to pick the starting and ending dates and times.

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 3. Enter the time of 7:00 AM.

Note: Filtering on fields using the date and time format does not support using @Today. If you do not enter a
specific time, Relativity enters the default time of 12:00 AM.

4. Click Apply to set the conditions. Only items sent on or before 7 AM on January 21, 2024 appear in your doc-
ument list.

Click the Advanced ( ) link at the bottom of the calendar interface to launch the advanced filters screen. This
screen has more operators where you can add additional date and time conditions. Click Apply to set the conditions.

10.2.5 Using multi-list filters

The multi-list filter is available for the following field types:

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 l Multiple Choice
l Multiple Object
l Single Choice
Using multi-list filters, you can select multiple conditions from a drop-down menu. These filters are often associated
with fields used for coding documents.
To apply a multi-list filter, click the drop-down menu to display the conditions list. Select the conditions that you want to
filter on. Click Select all to select all filters in the list. Click Clear to remove all selections. Select (Not Set) to show
items where the field is empty (null). Click Apply to set the conditions.
If there is a single filter choice you want to apply immediately, hover over the item's row and click Only when it appears
on the right side.

To find a specific list item in a large list, use the search box to enter a term. The list filters automatically as you type.

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Click the Advanced filters ( ) icon to the right of the Select all - Clear options to launch the advanced filters
screen. This screen has more operators where you can add or remove list items to the field's drop-down menu. Click
Apply to set the conditions.

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10.2.6 Using text box filters
The text box filter is available for the following field types:

l Fixed-length Text
l Long Text
l Date
l Whole Number
l Decimal
l Currency
l Object
You can use text box filters to search on specific terms, numbers, and dates. Enter one or more terms in the filter text
box. Connect multiple terms using the following operators:

l AND
l OR
l IS SET
l IS NOT SET
l BETWEEN

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 l = (equal)
l >= (greater than or equal to)
l <= (less than or equal to)
When entering terms and operators directly into a text box filter, you must use the proper syntax. See Text box filter
search examples for more information.
You can also use the advanced text box filter feature to build more advanced filter queries on the selected text field.
See Using advanced text box filtering.

10.2.7 Text box filter search examples

Using operators, you can perform text searches by entering search strings directly into the filter text box. Additionally,
you can use the advanced filtering feature to build more detailed queries. See Using advanced text box filtering for
more information.

10.2.7.1 Search operators

The following table lists examples of valid search strings using search operators.

Valid search strings Description of search results

cubs OR sox Matches either cubs or sox or both.

cubs AND sox Matches both cubs and sox. Both terms must appear for a successful match.
cubs OR sox AND kcura Matches either cubs or sox or both, and kcura.
percent sign ( % ) Acts similar to a wildcard, or the is like operator in a query.
%chard matches Richard, Pritchard.
underscore ( _ ) Acts as a wildcard for a missing character. Do not use the underscore to
check a field's value. It is slower and more resource-intensive than using the
percent sign (%).
= with term Matches an exact phrase.
cubs sox Matches an exact phrase, cubs(space)sox.
IS SET Returns only items where the field has a value.
IS NOT SET Returns only items where the field does not have a value (null).
The following table shows examples of invalid search strings.

Invalid search strings Description of search results

cubs AND The AND operator requires a right search term.
cubs OR The OR operator requires a right search term.
AND cubs The AND operator requires a left search term.
OR cubs The OR operator requires a left search term.

10.2.7.2 Alphabetical filtering

The following table lists examples of valid search strings you can use to filter text alphabetically.

Alphabetical filtering Description of search results

>= c Matches any term or phrase where the first letter is c or later in the alphabet.

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 Alphabetical filtering Description of search results
<= c Matches any term or phrase where the first letter is c or earlier in the alphabet.
= cubs sox Matches the exact phrase cubs(space)sox.
cubs BETWEEN sox Matches terms or phrases where the first letter of the phrase falls between c
and s in the alphabet.

10.2.7.3 Dates and numbers

The following table lists examples of valid date and number searches, and the expected result set. When entering
dates, do not place a zero (0) in front of single-digit values. For example, use 7/24/2024 and not 07/24/2024.

Valid search strings Description of search results

>= 7/24/2024 Matches 7/24/2024 and later dates.
<= 7/24/2024 Matches 7/24/2024 and earlier dates.
= 7/24/2024 Matches the exact date of 7/24/2024.
>= 7/24/2024 1:23 PM Matches 7/24/2024 1:23 PM and later dates and times.
<= 7/24/2024 1:23 PM Matches 7/24/2024 1:23 PM and earlier dates and times.
= 7/24/2024 1:23 PM Matches the exact date and time of 7/24/2024 1:23 PM.
7/24/2024 BETWEEN Matches dates that include and fall between 7/24/2024 and 8/24/2024.
8/24/2024
7/24/2024 1:23 PM Matches dates and times that include and fall between 7/24/2024 1:23 PM
BETWEEN 8/24/2024 and 8/24/ 2024 3:45 PM.
3:45 PM
7/24/2024 Matches the exact date of 7/24/ 2024.
>= 100 Matches numbers that are greater than or equal to 100.
<= 100 Matches numbers that are less than or equal to 100.
= 100 Matches 100 exactly.
The following table includes examples of invalid data and number search strings.

Invalid search strings Description of search results

> 7/24/2024 You must use the equal sign with the greater than operator (>=).
< 7/24/2024 You must use the equal sign with the less than operator (<=).
>= 0/24/2024 The search string starts with 0 for the month. Instead of 01/24/2024, use
1/24/2024.
= 0/24/2024 The search string starts with 0 for the month. Instead of 01/24/2024, use
1/24/2024.
07/24/2024 BETWEEN The search string starts with 0 for the month in the starting date. Instead of
8/24/2024 01/24/2024, use 1/24/2024.
7/24/2024 BETWEEN The search string starts with 0 for the month in the ending date. Instead of
08/24/2024 01/24/2024, use 1/24/2024.

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10.2.8 Using advanced text box filtering
You can use the following operators with advanced filtering:

l Is
l Is not
l Is set
l Is not set
l Is less than
l Is greater than
l Is like
l Is not like
l Contains
l Does not contain
To use advanced text box filtering:

1. Click inside the filter text box for a column. The Advanced link appears.
2. Click the Advanced link.
3. Choose an operator (such as is greater than.) See Fixed-length, long, or extracted text operators in the Search-
ing guide for a list of definitions of the available operators.

4. Enter a value into the query text box(such as 100.) The filter returns items where the value of the field is greater
than 100.
5. (Optional) Click Add condition to add a new filter condition. For example, you may want to also return items
where the text field contains the word privilege.

Note: Multiple conditions are automatically connected with an OR operator.

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 6. Click Apply to set the conditions.

10.3 Changing item sets per page

You can use the set selector menu to change the number of items that appear per page. The set selector menu is at
the top of the document list. The option you select remains the default setting during your session until you select
another option.

10.4 Saving filters as a search

To save your filtered item set as a saved search:

1. Click the Save Search button located at the bottom of the screen.
2. Select or enter the following required information:
l Name—enter a title for the search. The title appears in the saved searches browser.
l Owner—select Public to make the search available to all users or choose a specific user from the list.
Click Me to select your name from the list, making the search private. (You must have the appropriate
privileges to view searches.) See Controlling the visibility of saved searches in the Searching guide.
l Search Folder—click the Selectbutton to launch a pop-up window where you can save the new search
to a specific folder on the saved searches browser. Highlight the folder where you want to save the
search, and click OK to select it.
3. Add to or change the search criteria as needed. See Create and edit a saved search.
4. Click Save.

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11 Groups
With groups you can organize users in Relativity. A user can be a member of one or more groups. You can grant
groups permission to view admin tabs from Home. You can also add groups to workspaces and set permissions per
group on a workspace-by-workspace basis.

11.1 System groups

Relativity workspaces include the following default system groups:

l Everyone - All users are members of the Everyone group. System admins can manage the permissions all
users have on system level views and scripts. You are unable to revoke certain permissions for the Everyone
group.
l System Administrators - Relativity system admins have rights to see every item in a Relativity environment.
System admins have full access to all admin tabs. System admins can then create and edit new clients, mat-
ters, users, groups and views, among other capabilities. System admins also have the following script and
applications-related permissions: view, run, preview, create/write, edit (unlocked scripts only), link, and import
applications.

Note: Regardless of permissions, system admins can't edit locked scripts.

Note: Relativity Lockbox is enabled for all RelativityOne customers. When the Relativity Lockbox feature is
enabled, Relativity system admins must also belong to a group within a workspace in addition to the System Admin-
istrators group to access and administer security within that workspace. Refer to Support if you need more inform-
ation on this feature.

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

The following table shows script permissions for each group.

Edit Edit
View Run Preview Write Link
(locked scripts) (unlocked scripts)
System Admin √ √ √ √ √ √
Standard User √ √ √

11.2 Creating and editing groups

To create a new group or edit an existing group:

1. Click your name in the upper right corner of Relativity, and then click Home.
2. Click the Groups tab.

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 3. Click New Group. To edit group information, click the Edit link next to an existing group name.

Note: If your groups list doesn't show Edit links, edit the All Groups view to display the Edit link.

4. Add or edit the fields on the group details page. See Fields for details.
5. Click Save to save the group information.
The group details page displays a list of users added to the group as well as group-accessible workspaces. For more
information, see Managing security in the Admin guide.

11.3 Fields
The groups object contains the following fields:
Group Information

l Name - the group’s name, which is a required field for creating a group.

Note: As your Relativity environment grows, arbitrary group names like "Group 1" can produce a confusing
administrative workflow. Name each group according to their purpose and permission level, such as "ACME
Co. Reviewer" and "ABC Corp. Administrators."

l Client - a required field that makes the group a child object of the chosen client.
l Group Type - an uneditable field that displays one of the following categories:
l System Admin
l System Group
l Personal
l Everyone
l Workspace Admin
l Keywords - an optional field where extra group information may be recorded.
l Notes - an optional field where extra group information may be recorded.

11.4 Adding users to groups

You can add and/or remove users from groups from either the group details page or the user details page. The
procedure is the same for both.

Note: A job is executed when you add users to a group or when you remove them from one.

To add or remove users:

1. Click your name in the upper right corner of Relativity, and click Home.
2. Click the User and Group Management tab. You can complete the following steps from either the Users or
Groups tabs:
l From the Users tab, click the name of a user and scroll down to the Groups section on the form.
l From the Groups tab, click the name of a group and scroll down to the Users section on the form.
3. To add a user to the group, click Add in the Users or Groups section depending on the tab.

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 4. Choose an item on the selection dialog, and click OK.
5. Click Close on the message indicating that you have submitted a job.

Note: Relativity sends an email message notifying you when the job is completed. If an error occurs, the
email message contains a link that you can use to retry the job. You must be logged into Relativity before you
click the retry link. The Errors tab also displays the retry link.

Note: In 2025, Relativity is deprecating the (Admin) Errors tab in RelativityOne. This change is part of our effort to
transform the error-handling experience by making it easier to address job-specific errors as they occur at their
source within your workspaces. Starting in April 2025, we'll hide the Errors tab from all production instances in a
phased rollout. In July 2025, we'll permanently remove it from RelativityOne and disable the ability to read errors
through the API. For more details, see Errors tab deprecation.

6. To remove a user from a group, click Remove. Click OK on the confirmation message, and then click Close.

Note: You can preview the security of a group to determine whether or not the appropriate permissions are
granted to that group over particular workspaces. For more information about previewing group security see
Preview security.

11.5 Adding external users through groups

1. At the instance-level, navigate to the Clients tab.
2. Click the New Client button.

3. Create a new client to associate the external group to and click Save.

Note: The 'client number' field can either be the 'client name' value again, or a unique identifier.

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 4. Once the new client has been created, navigate to the Group tab and select New Group.

5. Enter a Group name to associate the external users to and connect it to the newly created client.

6. Add any users to this group who will need access to the workspace.
7. Next, navigate to the workspace you want to give them access to and click on Workspace Details on the right
side of the screen.

8. Select Add/Remove Groups and filter to the newly created group. Select Add, then Save.

9. Click on the newly created group and select the Copy option. After copying permissions, you can select the Pre-
view option to confirm what level of access they will have within the workspace.

10. Select the template group from which you want to assign permissions.

Note: Choices can vary depending on the workspace's template. Reviewer groups usually start with a Level
1, which grants the least permissions. More permissions are offered as the level increases. In contrast,
Admin Groups often have most or all permissions within a workspace. If you are unsure, it is recommended to
select the group with the lowest level of permissions. You can always copy a group with higher permissions
later if you need to grant more capabilities.

11.6 Adding or removing groups from a client domain

You can add or remove objects from client domains if you activate the client domains feature.

Note: Moving a group into a client domains may cause the group to lose previously configured permissions.

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 Note: Relativity displays a warning message when a sys admin attempts to edit or copy permissions for any group
in a client domain. This warning makes the sys admin aware that modifying permissions may have significant
consequences. For example, changing permissions may allow client domain users to modify items outside their
tenancy. The sys admin can click Manage Permissions to proceed with the update or Cancel to exit the pop-up
window.

Use the following steps to add a group to a client domain:

1. Navigate to the Groups tab.

2. Select the group you want to add to the client domain from the list.
3. Click Edit.
4. Click Select next to the Client field in Group Information section.
5. Select the client with client domains enabled from the list.
6. A warning message requires you to confirm your decision by clicking Save.
7. Click Save.
Use the following steps to remove a group from a client domain:

1. Navigate to the Groups tab.

2. Select the group you want to remove from the client domains from the list.
3. Click Edit.
4. Click Select next to the Client field in Group Information section.
5. Select a client not associated with a client domain from the list.
6. Click Save.

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12 Imaging
You can use imaging to convert a group of documents to images using imaging profiles and sets. You can fine-tune
how your images generate by creating reusable profiles that use specific image settings.
With imaging sets, you can image a group of documents by selecting a saved search and a specific imaging profile.
Imaging sets also provide error-handling functionality you can use to view error messages and rerun imaging on
specific documents or jobs.

12.1 Required security permissions for imaging

The following security permissions are required to image documents in Relativity. These apply to all imaging options,
including image-on-the-fly, mass image, and imaging sets, unless otherwise noted.

Object security Tab visibility Other settings

l Document – Add, View l Documents Mass

Operations
l Imaging Profile - View, Edit, Add l Imaging Pro-
files l Image
l Imaging Set - View, Edit, Add
l Imaging System Field
Note: You can still use mass imaging and image-on-the-fly even if requirements
Sets
you don't have the Edit permission on the Imaging Set object. l Has
Images
l Native Type - View
field
Note: View permission for the Native Type object is needed to cre-
ate a new Basic and/or Native Imaging Profile.

Note: When you run imaging on a specific saved search used in an imaging set, documents that don’t have the
"Add Image" permission will be skipped.

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

12.2 Troubleshooting imaging

In the event a user reports missing Image commands (in the Viewer or mass operations menu), or the Imaging Sets
Run button is disabled, address the following potential causes:

l The Imaging application was uninstalled from Relativity Applications

l The user is a member of a group that doesn't have one or both of the following security permissions granted:
l Mass Images (Mass Actions permissions)
l Add Image (Document security permissions)

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12.3 Image on the fly
By using the Imaging option in the Viewer, you can image a single document on the fly with any imaging profile you
have permissions to. For more information, see Imaging on the fly on page 674.

12.4 Mass image

You can image multiple documents at the same time by using the Mass Image operation in the document list. Select
an Imaging Profile to use when imaging a group of documents. For more information on mass imaging, see Mass
image on page 330.

12.5 Imaging profiles

An imaging profile controls the settings used to image a group of documents. You can convert documents to black and
white TIFF files or colored JPEG files. After you create a profile, you can use it in multiple imaging sets, update the
profile settings, and set permissions on it. Imaging profiles, as well as any updates to the default profile, are included in
workspace templates.
Relativity includes a default imaging profile that has the recommended default settings preset. It's best practice to
make a copy of this default profile and make changes as appropriate when creating additional profiles. The mass
image and the image-on-the-fly functionality defaults to this profile, but you can select any other profile when
converting documents to images.

Note: Imaging profiles are to be used solely on the needs of your case, such as on document type or on the format
needed for production. Imaging profiles don’t correspond directly to Relativity user types, in which case there is no
single imaging profile type that is better suited for a case/project manager, reviewer, or lit support specialist than any
other.

There are two main options for creating an imaging profile:

l Basic Imaging Engine Options—provides a select number of simple settings for creating the profile.
l Native Imaging Engine Options—provides an expanded range of settings for creating a profile with Relativ-
ity’s worker manager server.

12.5.1 Creating and editing an imaging profile

To create or edit an imaging profile:

1. Navigate to the Imaging Profiles tab in a workspace.

2. Click New Imaging Profile to launch the Imaging Profile form.
3. Complete all required fields. See Fieldsfor details.
4. Click Save.

Note: When you create a new profile from scratch, no default values exist for any profile fields. If you'd like to create
a new profile with default values already in place, you can copy the Default profile provided by Relativity, give it a
unique name, and use it as a base for an imaging job.

Note: Relativity propagates native file types to imaging profiles only when the profile is created.

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12.5.2 Fields
Expand the below drop-downs to view the fields and their descriptions associated with each section of the imaging
profile.

Note: * indicates fields that are set automatically with default settings. You can change these settings as needed.

Imaging Profile Options

l Name—the name of the imaging profile.

Note: You can not rename the default profile.

l Imaging Method—sets the type of imaging for the profile. The imaging engine options appear for the selected
imaging method.
l Basic—uses a select number of user-specific settings to image documents using Oracle.
l Native—uses an expanded range of user-specific settings to image documents using the worker man-
ager server.

Note: A warning appears if you cannot perform native imaging.

Basic Imaging Engine Options

l Basic Image Output Quality (DPI)*—controls the resolution and density of an image in dots per inch. The
higher the DPI, the more detail is shown in the image. A typical range for DPI is 200-600.The default for this field
is set to 300; this is the value found in the Default profile.
l Basic Image Format*—sets the image format for files sent to the basic imaging engine for the profile, the
default for this field is set to TIFF. The options are:
l JPEG—renders the image as a color JPEG file. Selecting this can possibly decrease imaging per-
formance because JPEGs have larger file sizes than TIFFs and therefore require more disk space.

l TIFF—renders the image as a black and white TIFF file. This is recommended; this is the value in the
Default profile.
l Basic Image Size*—sets the image size for all images rendered with the basic imaging engine profile, the
default for this field is set to Original setting. The options are:
l Original setting—renders the image with the original document settings.
l Letter (8.5 in x 11 in)—renders the image in standard letter size.
l A4 (8.27 in x 11.69 in)—renders the image in A4 size.
l Legal (8.5 in x 14 in)—renders the image in legal paper size.

l Custom—sizes the image by using either or both values in the Maximum Image Width and Maximum
Image Height fields. When you enter a value in either or both of these fields, Relativity converts the doc-
ument to an image size that fits within these parameters, while maintaining the aspect ratio. If both of
these fields are empty, Relativity displays an error message indicating that you must enter a value in one
of them.
l Maximum Image Height (Inches) and Maximum Image Width (Inches) specify the largest allowable size for
the generation of custom images. Relativity converts the document to an image size that fits within these para-
meters, while maintaining the aspect ratio. Only the Custom option references these fields, requiring you to
enter a value in at least one of them.
RSMF Options

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Select the Include cover sheet toggle to include or exclude a cover sheet.

Native Imaging Engine Options

l Native Image Output Quality (DPI)*—controls the resolution and density of an image in dots per inch. The
higher the DPI, the more detail in the image. A typical range for DPI is 200-600.The default for this field is set to
300; this is the value found in the Default profile.

l Native Image Format*—sets the image format for files sent to the native imaging engine for the profile, the
default for this field is set to TIFF. The options are:
l JPEG—renders the image as a color JPEG file. Selecting this can possibly decrease imaging per-
formance because JPEGs have larger file sizes than TIFFs and therefore require more disk space.

l TIFF—renders the image as a black and white TIFF file. This is recommended and is the value in the
Default profile.
l Automatically detect and render color pages to JPEG*—(Overrides ‘Native Image Format’ selection of
TIFF) auto-detects and images color pages as JPEG files even if you selected TIFF as the Native Image
Format. If you select Yes, Relativity overrides the TIFF Native Image Format for color pages only. If you select
No, color pages remain as TIFFs. The default for this field is set to No.
l Maximum pages imaged per file—a native global setting for all document types that sets the maximum num-
ber of document pages that are imaged. For example, if you set this value to 50 and have a 100-page doc-
ument, Relativity only images the first 50 pages of the document. Use this option to image only the number of
pages entered in this box.
l Dithering Algorithm*—the procedure the native imaging engine uses to convert images from color to black
and white TIFFs. This setting is only used if Native Image Format is set to TIFF, the default for this field is set to
Floyd Steinberg. The algorithm options are:
l Clustered 6x6—groups pixels into clusters of 6x6.
l Clustered 8x8—groups pixels into clusters of 8x8.
l Clustered 16x16—groups pixels into clusters of 16x16.
l Dispersed 4x4—disperses pixels in a 4x4 matrix.
l Dispersed 8x8—disperses pixels in an 8x8 matrix.
l Dispersed 16x16—dispersed pixels in a 16x16 matrix.
l Floyd & Steinberg—diffuses the difference between the actual analog value and quantized digital value
of a pixel to its neighboring pixels.
l Threshold—compares each pixel value against a fixed threshold. During this process, individual pixels
in an image are marked as object pixels if their value is greater than the threshold value. If their value is
less, they're marked as background pixels. If you select this, you must provide a value between 0-255 in
the Dithering Threshold field.
l Dithering Threshold—sets the threshold against which all pixels are compared. This is required if you chose
Threshold for the Dithering Algorithm field above. You can provide any value between 0 - 255. The recom-
mended default threshold is 128. When the pixel RGB color model in an image is greater than the threshold, it's
converted to black. When less, it's converted to white.

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 l See Native imaging - dithering algorithm options on page 232 for details on the various dithering
algorithms available within Relativity native imaging, as well as use cases for each algorithm, including
the size and clarity of images you create.
l Native Image Time Zone—determines what time zone is used to display dates/times in a document image.
While this field updates the date sent when native imaging an email, the native document and metadata stays
unchanged.

Notes:
l For Native Image Time Zone to apply, you must select Date Sent for the Native Image Date field. If you
don't make a selection, Native Image Time Zone will not apply and defaults to the current date.
l Native Image Time Zone field only supports MSG and EML files for email.

To set the time zone value on documents in Relativity, click the drop down next to the Native Image Time Zone
field and then select a time zone field from the picker. If you don't select an option here, the time zone defaults
to Coordinated Universal Time (UTC).
To add an option to the Native Image Time Zone picker list:
1. From the Fields tab, click New Field.
2. Set these fields:

l Name—type the name of the Native Image Time Zone option that you are creating.
l Object Type—select Document.
l Field Type—select Single Object.
l Associative Object Type—select Relativity Time Zone.
3. Click Save.
l Native Image Date - select any document-level date field available in the pop-up picker as the current date
used when rendering date-related document field codes. If no selection is made here, the Native Image Date
defaults to the current date (today’s date). Microsoft Visio documents are incompatible with Native Image Date.
If this field is set set for an imaging profile with linked time and date Application Field Codes, the linked Applic-
ation Field Codes override the Native Image Date setting on the profile.
Spreadsheet Options (Native)
l Paper size/orientation*—specify a paper size and orientation for your spreadsheet, the default for this field is
set to Original setting. The options are:
l Original setting
l Letter (8.5 in x 11 in)
l Letter (11 in x 8.5 in)

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 l Tabloid (11 in x 17 in)
l Ledger (17 in x 11 in)

l Page Order*—determines the order used to render spreadsheets when data exceeds one page, the default for
this field is set to Original setting. Options include:
l Original setting—renders a spreadsheet based on the spreadsheet's original page setting.
l Down, then over—renders a spreadsheet first from the top of the page to the bottom and then from the
left to the right.
l Over, then down—renders a spreadsheet first from the left of the page to the right and then from the top
to the bottom.
l Print Area*—override any pre-defined print area in an Excel file. When you select Ignore Print Area, Relativity
images the entire document, the default for this field is set to Ignore print area. The options are:
l Original setting—uses the original print area settings of the document.
l Ignore print area—ignores the original print area settings of the document.
l Hide and page break after _ consecutive blank rows and columns*—sets a maximum value for con-
secutive blank rows or columns. By default, the native imaging engine checks for a run of 10 blank rows or
columns and compresses them to limit the number of pages rendered for a spreadsheet. The default for this
field is set to 10.
l Show track changes in spreadsheet*—displays any modifications made to the document through the Track
Changes option in Excel, the default for this field is set to Yes. The options are:
l Yes—shows track changes.
l No—doesn't show track changes.
l Include row and column headings*—renders row and column headings (the number assigned to rows and
the letters assigned to columns). The options are:
l Original setting - uses the original row and column headings of the document.
l Yes - renders the row and column headings.
l No - doesn't render row and column headings.
l Include comments*—determines whether Relativity renders comments found in the spreadsheet, the default
for this field is set to Yes. The options are:
l Yes—renders comment found in the spreadsheet. This is the value used in the Default profile.
l No—doesn't render comments found in the spreadsheet.
l Include headers and footers*—renders headers and footers in the spreadsheet. The printing of these items
interferes with the ability of the native imaging engine to detect blank pages – for this reason, it's recommended
that you leave this set to No, the default for this field is set to Yes. The options are:
l Original setting—uses the original header and footer settings of the document.
l Yes—renders the headers and footers of the document.
l No—doesn't render the headers or footers of the document.
l Include gridlines*—renders the gridlines between rows and columns in the spreadsheet, the default for this
field is set to Yes. The options are:

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 l Original setting—uses the original gridline settings of the document.
l Yes—renders the gridlines between rows and columns in the spreadsheet.
l No—doesn't render the gridlines between rows and columns in the spreadsheet.
l Include borders*—renders the borders of the spreadsheet, the default for this field is set to Yes. The options
are:
l Yes—renders the borders of the spreadsheet.
l No—doesn't render the borders of the spreadsheet.
l Unhide hidden worksheets*—displays hidden worksheets, the default for this field is set to Yes.
l Limit spreadsheet rendering to _ pages—images only the whole number value of pages entered in this
field’s textbox. This value must be less than or equal to the maximum pages imaged per file value entered in the
Native Imaging Options section above.
l Zoom Level % resets the zoom level for a spreadsheet. This value overrides the default settings internally
stored in the file. The zoom level range is 10% - 400%.
l Fit to _ pages wide—resets the page width for a spreadsheet. This value overrides the default settings intern-
ally stored in the file.
l Fit to _ pages tall—reset the page height for a spreadsheet. This value overrides the default settings internally
stored in the file.
l Formatting—determines the formatting of the spreadsheet with the following options:
l Auto-fit rows—expands the dimensions of rows to accommodate their content. When you select these
options, Relativity displays any hidden rows. This option is selected by default.
l Auto-fit columns—expands the dimensions of columns to accommodate their content. When this
option is selected, any hidden columns display. This option is selected by default.
l Clear formatting in empty rows—clears the formatting from entire rows that do not have content in any
of their cells and whose adjacent rows are both empty. This option does not remove the formatting from
an empty cell that is a part of a row that has cells with content. With this option, the number of pages

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 rendered is reduced.

l Clear formatting in empty columns—clears the formatting from entire columns that do not have con-
tent in any of their cells and whose adjacent columns are both empty. This option does not remove the
formatting from an empty cell that is a part of a column that has cells with content. With this option, the

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 number of pages rendered is reduced.

l Text Visibility—determines the visibility of the text in a spreadsheet through the following options:
l Remove background fill colors—removes background color and ensures that any hidden text or rows
formatted to match the background color appear.
l Set text color to black—displays the font color of text as black and ensures that any hidden text
appears, such as text with a white font on a white background.

Note: If an Excel spreadsheet contains comments, those comments appear on a separate page after Relativity
renders the spreadsheet. Also, native imaging clears any filters set in a spreadsheet.

Email Options (Native)

l Orientation*—determines the orientation of the email when it's rendered, the default for this field is set to Por-
trait. The options are:
l Portrait—selects a standard portrait display in which the height is greater than the width.
l Landscape—selects a standard landscape display in which the width is greater than the height.
l Resize images to fit page*—modifies the image sizes to make them compatible with the page size. Select
Yes for resizing. Select No to prevent resizing. The default for this field is set to Yes.
l Resize tables to fit page*—modifies the table sizes to make them compatible with the page size. Select Yes
for resizing. Select No to prevent resizing. The default for this field is set to Yes.
l Split tables to fit page*—wide tables are split and re-printed on a new line when they are imaged, so no con-
tent is lost. Select Yes to split tables. Select No to prevent table splitting. The default for this field is set to Yes.

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 l Download images from Internet*—download images from the Internet. This option also applies for Word
files. The default for this field is set to Yes.
l Clear indentations*—removes the tabs from e-mail threads to improve their display. Select Yes to prevent the
entries in the thread from aligning too far to the right. Select No to keep tabs in email threads. The default for this
field is set to No.
l Detect character encoding*—analyzes text in the email body to determine the best language encoding to use
during imaging. Select Yes for the native imaging engine to determine the language encoding to use during ima-
ging. Select No for the character encoding specified in the email header metadata to set the language encoding
used during imaging. The default value is set to Yes.
l Display SMTP addresses*—renders SMTP addresses for To, Cc, and Bcc fields instead of Microsoft
Exchange information. Select Yes for rendering. Select No to prevent rendering. The default for this field is set
to No.
l Show message type in header*—adds text in the header identifying the image as a message, appointment,
distribution list, etc. Select Yes for the addition of text. Select No to prevent the addition of text. The default for
this field is set to No.

Note: Imaging email settings do not affect emails with a native file type of MHT within Processing application.

Word Processing Options (Native)

l Show track changes*—renders any markups added to the document through the Track Changes feature in
Word, the default for this field is set to Yes. The options are:
l Yes—renders the document’s markups.
l No—doesn't render the document’s markups. No is the default.
l Page Orientation*—determines the rendered page orientation of Word files, the default for this field is set to
Original setting.
l Original setting—retains the original page orientation.
l Portrait—renders the imaged Word file in portrait mode.
l Landscape—renders the imaged Word file in landscape mode.
l Show—determines which additional document attributes to render. The options are:
l Comments—renders any comments added to the document through the Review feature in Word.
l Field codes—renders the field that Microsoft Word used as a placeholder for potentially changing data
rather than the actual data in the document. Selecting Show Field Codes shows all field codes when ima-
ging Word documents with the native imaging profile. If any Word field codes associate with a rendering
option other than Show Field Codes or Document Default are linked to the native imaging profile, that
behavior overrides this setting. See Microsoft Word field code considerations.

l Hidden text—renders any comments or directions added to the text of a document through the Hidden
text feature in Microsoft Word. Selecting this makes the hidden text specified in the Microsoft Word file
visible in the same manner as the normally-entered text.
Microsoft Word Options (Basic)
l Show Comments—renders any comments added to the document through the Review feature in Word.
l Show track changes—renders any markups added to the document through the Track Changes feature in
Word, the default for this field is set to No. The options are:

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 l Yes—renders the document’s markups.
l No—doesn't render the document’s markups.
Presentation Options (Native)
l Show speaker notes*—renders the slide at the top of the page and the speaker’s notes at the bottom. If you
select Yes, the orientation of the presentation is portrait. If you select No, the orientation is landscape with the
slide only. The default for this field is set to Yes.
l Slide Orientation*—determines the rendered page orientation of slide files. If you have "show speaker notes"
selected, the image orientation is in portrait mode to accommodate the notes. The default for this field is set to
Original setting.

l Original setting—retains the original page orientation.

l Portrait—renders the imaged PowerPoint file in portrait mode.
l Landscape—renders the imaged PowerPoint file in landscape mode.

Note: Native imaging unhides any hidden slides in a presentation.

PowerPoint Options (Basic)

l Show speaker notes*—renders the slide at the top of the page and the speaker’s notes at the bottom. If you
select Yes, the orientation of the presentation is portrait. If you select No, the orientation is landscape with the
slide only. The default for this field is set to Yes.
l Comments—renders any comments added to the document through the Review feature in PowerPoint.
l Comments—renders any comments added to the document through the Review feature in PowerPoint.
HTML Options (Native)
l Remove non-breaking space (NBSP) codes*—removes long rows of non-breaking spaces (NBSP) codes.
These prevent the text from wrapping properly. Native imaging automatically formats page breaks without cut-
ting text or margins when rendering HTML as PDF. The default for this field is set to No.

12.5.3 Native file imaging profile validation

Native imaging profiles must follow specific validation guidelines. Imaging profile validation reviews the following rules
for all Native Imaging Engine Options:

l Valid numerical values—numerical values fit within a designated range based on individual numerical field
requirements
l Configuration specific to format type—option selections and requirements vary based on the Native Image
Format selection
l Field dependencies—specific fields require additional field configurations to satisfy groups of settings avail-
able for native imaging, and specific fields are ignored based on the configuration of a related field
Native File Imaging profile validation only runs when using the default Native Imaging Profile Layout for new
imaging profiles.

12.5.3.1 Numerical Field Values

The following table provides valid numerical value ranges and recommended values for select numerical configuration
fields. Valid value ranges include the minimum and maximum values provided.

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 Field Minimum Value Maximum Value Recommended Value
Native Image Output Quality (DPI) 0 2400 300
Dithering Threshold 0 255 128

12.5.3.2 Format Specific Requirements

The following table states whether a field is set required or ignored based on the selected Native Image Format. If
applicable, select the required field value.

Native Imaging Field Required Field Value (if applic-

Field
Format Required/Ignore able)
JPEG Images/Dithering Ignored
Algorithm
JPEG Dithering Threshold Ignored
JPEG Render color pages to Ignored
JPEG
TIFF Images/Dithering Required
Algorithm
TIFF Render color pages to Required Yes
JPEG

12.5.3.3 Field Dependencies

The following table lists field dependencies and required field values if applicable. The Field 1 and Field 1 Value
columns list fields and values that require you to configure the fields and values listed in the Required Field 2 and
Required Field 2 Value columns.
For example, if Images/Dithering Algorithm is set to Threshold, you must configure a value for the Dithering Threshold
field.

Field 1 Field 1 Value Required Field 2 Required Field 2 Value

Images/Dithering Algorithm Threshold Dithering Threshold <any>
Dithering Threshold <any> Images/Dithering Algorithm Threshold
Fit to ___ pages wide <any> Fit to ___ pages tall <any>
Fit to ___ pages tall <any> Fit to ___ pages wide <any>
When fields in the Field Set column are configured, values set for fields listed in the Field Ignored column are ignored:

Field Set Field Ignored

Zoom Level % Fit to pages ___ wide
Zoom Level % Fit to pages ___ tall
Fit to ___ pages wide Zoom Level %
Fit to ___ pages tall Zoom Level %

Note: With validation rules you can only configure Zoom Level % or the set of Fit to ___ pages fields. Don't set
values for all three fields.

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12.5.4 Viewing imaging profile details
On the Imaging Profile Details page, Relativity displays profile settings and a list of restricted native type files.

12.5.4.1 Restricted native types

The Restricted Native Types section lists the file formats that Relativity won't convert into images. It also includes
features that you can use to modify this list. You see the following columns and options displayed in the Restricted
Native Types section:

l Name—lists file formats.

l Category (Basic)—indicates a grouping of related file types or formats. For example, Word Processor is the
category for common word processing formats such as Word, WordStar, WordPerfect, and others. (Additional
super types are Database, Spreadsheet, Graphic, Multimedia, and Other.)
l Link—adds existing native types to the restricted list through the Select Items pop-up.
Select one or more file types in the Available Items list, click Add to include them in the Select Items list, and
then click Set to link them to the profile.

Note: You can't add new native file types to Relativity. For a list of native types that Relativity supports, see the
Native Types tab or Viewer-supported file types on page 692. Contact Support if you have additional questions
about supported native types.

l Unlink—removes restricted native types from the list. When you use this profile, Relativity images these doc-
uments.
Select one or more file types, and click Unlink.

l
Resize, export, filter— —resize columns, export, and filter the list of restricted native types.
These features function similarly to those available on views.

l
Export the list —creates a list of restricted native types in Excel.

12.5.4.2 Application field codes

Application Field Codes is how Relativity refers to fields that Microsoft documents use to store document data. For
example, [Date] is a field code in Microsoft that shows the date of document creation. Excel and PowerPoint refer to
these fields as header and footer, Word refers to them as field codes, and Visio refers to them as fields. But for
simplicity, Relativity refers to them as field codes, regardless of which Microsoft application document you’re viewing.
When imaging Microsoft application documents in Relativity, field codes embedded within a document can contain
incorrect or irrelevant information. The imaged field code functions as it should, but instead of using the original Date,
for example, the field code captures the date the document was imaged within Relativity instead of the date the

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document was actually created. By creating Application Field Codes in Relativity, however, you can determine how
various field codes appear on imaged documents.
Relativity comes with 17 of the most commonly-used field codes automatically linked to the default native imaging
profile with the most common rendering options supported. You can edit these linked field codes or remove them from
the default native imaging profile based on your rendering preferences. You can also add additional field codes to
Relativity beyond the 17 we include.

Note: Application Field Codes are only configurable with native imaging.

For more information on Application Field Codes and how to link them to native imaging profiles, see Application Field
Codes.

12.6 Imaging sets

An imaging set consists of an imaging profile and a saved search containing the documents you want to image. You
run the imaging job from the imaging set console. In addition, on the Imaging Set Details page, you can view
document-level error messages and rerun an imaging job if it failed.

Note: In 2025, Relativity is deprecating the (Admin) Errors tab in RelativityOne. This change is part of our effort to
transform the error-handling experience by making it easier to address job-specific errors as they occur at their
source within your workspaces. Starting in April 2025, we'll hide the Errors tab from all production instances in a
phased rollout. In July 2025, we'll permanently remove it from RelativityOne and disable the ability to read errors
through the API. For more details, see Errors tab deprecation.

12.6.1 Using imaging sets

You need to provide reviewers in England with a group of 500 TIFFs so that they can redact and apply markups to
them in the Viewer1 without having to first image them individually. You've already created an imaging profile
specifically tailored to their needs.
Now you just need to create a saved search containing the 500 documents you want to provide as TIFFs to your
reviewers. This is required because you need to select it as a data source when you go to create the imaging set.
Next you create an imaging set that references both the profile and the saved search you created. Once you save the
set, you select to image the documents through the set's console. When this imaging job is complete, your reviewers
can redact and apply markups to the images you created.

12.6.2 Creating and editing an imaging set

Note: You need to install the Imaging Request and Imaging Response agents in order to perform image on the fly,
run an imaging set, or execute a mass imaging operation. The maximum recommend amount of Imaging Response
agents is 8, any more can cause database issues. The standard configuration is 4, for details on installation and
activation of these agents, see Imaging.

To create or edit an imaging set:

1. Navigate to the Imaging tab, and then click Imaging Sets in a workspace.
2. Click New Imaging Set.
The Imaging Set Form appears.

1The Viewer is the area of the core reviewer interface in which document review takes place. It displays loaded forms
of documents from the workspace and provides options for controlling the mode in which those documents display.
Reviewers can apply markups, redactions, and persistent highlights to documents in the viewer.

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 3. Complete all required fields. See Fields for details.
4. Click Save. The saved set layout provides the set details and the imaging set console, from which you run the
imaging job.

12.6.3 Fields
The imaging set form contains the following fields:

Imaging Set Information

l Name - the designation for the imaging set.

l Data Source - a saved search, which includes a group of documents to image. Only documents in the saved
search are imaged.
l Imaging Profile - a pre-determined set of parameters that control how the images generate. The list you
encounter when clicking the ellipsis contains both Native and Basic profiles.
l Email Notification Recipients - adds email addresses of those who require notification of the completion of
processes within the imaging job. Separate multiple email addresses with a semi-colon delimiter. Those pro-
cesses are:
l Imaging Set completed successfully
l Imaging Set completed with errors
Imaging Status

l Start Time - this field will appear with the following conditions are met:
l The imaging set is in the Submitting status.
l The imaging set is in the Imaging status and the job has commenced.
l Status - the current state of the imaging job. This value depends on issues encountered during the job and will
automatically refresh to show progress. The possible values for this field are:
l Staging - you've started the job, but no documents from the imaging set have been sent to the worker
manager server yet.
l Preparing files - Relativity is preparing files to be submitted by splitting them into batches, creating data
tables and getting the files ready for the imaging job. A percentage tracker reflects the progress of this
status.

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 l Submitting - Documents are being submitted to the queue and getting ready to be picked up for ima-
ging. A percentage tracker reflects the progress of this status.
l Imaging - the job is currently being performed in the worker manager server. A percentage tracker
reflects the progress of this status.
l Completed - the last document in the set has come back from the worker manager server and there is no
longer a job in the ImagingJob database table.
l Completed with Errors - the last document in the set has come back from the worker manager server,
there were errors in the job that are now visible in the Errors tab, and there is no longer a job in the Ima-
gingJob database table.
l Stopped - the imaging set was stopped by Relativity.
l Stopped by User - the imaging set was manually stopped by the user through the Stop Imaging button
on the console.
l Image Completion - refreshes automatically to show progress and lists the following information:
l # documents pending submission - the number of documents from the imaging set that have yet to be
submitted to the worker manager server to be imaged.
l # documents submitted - the number of documents that have already been submitted to the worker
manager server.
l # documents remaining - the number of documents remaining that do not have a status of Imaged,
Errored, or Skipped. This number starts at a maximum number of documents and decreases as the ima-
ging job progresses.
l # documents successfully imaged - the number of documents that were imaged by the worker man-
ager server without any errors.
l # documents with errors - the number of documents that were submitted to the worker manager server
and that received an error during imaging.
l # documents skipped - the number of documents from the imaging set that were never submitted to the
worker manager server to be imaged.
l Completion Rate - lists the following information:
l # documents submitted per hour - during the submission phase, this is the average number of doc-
uments submitted to the worker manager server per hour. It is calculated by normalizing the number of
documents submitted over a 10 minute interval, and then scaling up to an hour.
l Image QC Review Status - the number of documents set to be hidden from QC review, per your selection for
the Hide Images for QC Review option right after clicking Image Documents on the console. This also lists the
number of documents that currently have viewable images.
l Last Run Error - the date and time of the last error.

12.7 Image upload

Use Relativity's image upload feature to open a file in the viewer and upload a single image for that record.
You can manage review and productions more efficiently by reducing the number of steps involved and avoiding some
of the errors that were previously common when importing an image.
With this feature, you're able to upload the following file types:

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 l GroupIV TIFF
l JPEG
l PDF

12.7.1 Required security permissions

To use the image upload feature, you must have the following permissions enabled in the Object Security console:

l Upload Image
l Add Image
l Delete Image

Note: You need to install the Imaging Request and Imaging Response agents in order to perform image on the fly,
run an imaging set, or execute a mass imaging operation. The maximum recommend amount of Imaging Response
agents is 8, any more can cause database issues. The standard configuration is 4, for details on installation and
activation of these agents, see Imaging.

12.7.2 Uploading an image

To upload an image for a file in the viewer, click the file name and select Upload images for this document. In the
menu, select the imaging profile you want to upload the image with. For more information see, Imaging profiles on
page 191.

If an image already exists for a document, you can replace it by clicking the document name and selecting Replace
images fore this document. In the menu, select the imaging profile you want to upload the new image with.
Replacing the image with a supported image type replaces the entire image not just a single page of an image. For
example, if you have a 5 page document, but you upload a JPG or TIFF file, you will have 1 image. If you upload a 5
page PDF file, then 5 images will upload.

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Once you choose an image profile after selecting Upload images for this document or Replace images for this
document, the upload/replace image window will appear. Select click to select a file to open the folder containing the
image you want to upload. You can also drag a single file from your local machine and drop it into the upload window.

Once you select the file in the folder, Relativity automatically begins to upload it. When the upload is successful, the
image is visible in the viewer.
If you've redacted or added highlights to an image in the viewer and then you attempt to upload a new image, you'll
receive a message informing you that you're about to remove those redactions or highlights when you replace the
image. Note that replacing an image with redactions will update the Has Redactions field for that file to No and
remove all existing redactions and markup.

If you attempt to upload an unsupported file type, you'll receive an error message.

From here, you can click Upload New Image to select a new image to upload.

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12.7.3 Audits for image upload
The following actions are available in Relativity to assist in identifying how the logged-in user has been using image
upload.

l Images - Created - indicates that the logged in user generated an image in the viewer.
l Images - Deleted - indicates that the logged-in user deleted an image from the viewer.

12.8 Application Field Codes

Application Field Codes is how Relativity refers to fields that Microsoft documents use to store document data. For
example, [Date] is a field code in Microsoft that shows the date of document creation. Excel and PowerPoint refer to
these fields as header and footer, Word refers to them as field codes, and Visio refers to them as fields. But for
simplicity, Relativity refers to them as field codes, regardless of which Microsoft application document you’re viewing.
When imaging Microsoft application documents in Relativity, field codes embedded within a document can contain
incorrect or irrelevant information. The imaged field code functions as it should, but instead of using the original Date,
for example, the field code captures the date the document was imaged within Relativity instead of the date the
document was actually created. By creating Application Field Codes in Relativity, however, you can determine how
various field codes appear on imaged documents.
Relativity comes with 17 of the most commonly-used field codes automatically linked to the default native imaging
profile with the most common rendering options supported. You can edit these linked field codes or remove them from
the default native imaging profile based on your rendering preferences. You can also add additional field codes to
Relativity beyond the 17 we include.

Note: Application Field Codes are only configurable with native imaging.

12.8.1 Application Field Codes in Relativity

Use the following table to view the 17 Application Field Codes that come with Relativity. An asterisk denotes the
default rendering behavior.

Field Code Supported Rendering Options

Show Field Code Show Nothing Document Default Replace with Relativity Field

Microsoft Word
Date ✓* ✓ ✓ ✓
FileName ✓ ✓ ✓* ✓
NumPages ✓ ✓ ✓* ✓
Pages ✓ ✓ ✓* ✓
Time ✓* ✓ ✓ ✓
Microsoft Excel
Date ✓* ✓ ✓ ✓
File ✓* ✓ ✓ ✓
Page ✓ ✓ ✓* ✓

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 Field Code Supported Rendering Options

Show Field Code Show Nothing Document Default Replace with Relativity Field
Pages ✓ ✓ ✓* ✓
Path ✓* ✓ ✓ ✓
Time ✓* ✓ ✓ ✓
Microsoft Powerpoint
DateTime ✓* ✓ ✓ ✓
Footer ✓ ✓ ✓* ✓
Slide Number ✓ ✓ ✓* ✓
Microsoft Visio
Directory ✓* ✓ ✓ ✓
FileName ✓* ✓ ✓ ✓
Now ✓ ✓ ✓* ✓

Note: For PowerPoint, Relativity only supports field codes for headers and footers. Field codes for speaker notes
and text boxes are not supported.

If you need to add field codes beyond the 17 that come pre-loaded, Relativity provides additional field codes you can
select via a pop-up picker or enter manually. Those field codes are:

Field Code Supported Rendering Options Relativity Availability

Show Field Show Noth- Document Replace with Relativ- Popup Manual
Code ing Default ity Field Picker Entry
Microsoft Word
Author ✓ ✓ ✓ ✓ ✓ ✓
Citation ✓ ✓ ✓
CreateDate ✓ ✓ ✓ ✓ ✓ ✓
Embed ✓ ✓
Link ✓ ✓
PrintDate ✓ ✓ ✓ ✓ ✓ ✓
SaveDate ✓ ✓ ✓ ✓ ✓ ✓
Microsoft Excel
Picture ✓ ✓ ✓ ✓ ✓ ✓
Tab ✓ ✓ ✓ ✓ ✓ ✓
Microsoft Visio
DocCreation ✓ ✓ ✓ ✓ ✓ ✓

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 Field Code Supported Rendering Options Relativity Availability

Show Field Show Noth- Document Replace with Relativ- Popup Manual
Code ing Default ity Field Picker Entry
DocLastEdit ✓ ✓ ✓ ✓ ✓ ✓
DocLastPrint ✓ ✓ ✓ ✓ ✓ ✓
PageCount ✓ ✓ ✓ ✓ ✓ ✓
PageNumber ✓ ✓ ✓ ✓ ✓ ✓
Please note that Relativity currently does not support the following Microsoft Word field codes:

l AutoNum
l AutoNumLgl Time
l AutoNumOut
l Custom
l GoToButton
l IncludePicture
l MacroButton
l PageRef
l Seq

12.8.2 Application Field Code formats

If you want to add field codes beyond the 17 that come with Relativity or the field codes available in the pop-up picker,
you can manually enter the field code for each Microsoft application. Code means any string of non-special
characters, for example, DateTime.
Microsoft Word format
Acceptable formats are {Code}, [Code], and Code.
Microsoft Excel format
Acceptable formats are [Code], Code, &Code, &[Code].
Microsoft PowerPoint format
Acceptable formats are [Code] and Code.
Microsoft Visio format
Acceptable formats are [Code] and Code.

12.8.3 Creating or editing an Application Field Code

You can create a field that's available in the pop-up picker, create a field code that isn't available already in Relativity,
or edit one of the pre-loaded 17 field codes or a field code you've already created. To create a new Application Field
Code:

Note: When creating Application Field Code RDOs, when the option is Relativity Field, you cannot use the following
system fields: System Modified By, System Created By, or Folder Name.

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 1. In a workspace, navigate to the Job Admin tab and select the Application Field Code tab.
2. Click New Application Field Code, or click the Edit link of an existing Application Field Code. The Application
Field Code Information layout opens.
3. Complete all required fields. See Fields below for details.
4. Click Save.

12.8.4 Fields
The Application Field Code Information fields are:

l
Field Code - The field code that appears on your document set. Click to see a full list of available field
codes. See Application Field Codes on page 208 for details.

Note: You can add a field code to your imaging profile even if the field code isn't a part of the default or avail-
able lists. See Application Field Code formats on the previous page for details.

l Application - The application used to create the documents. This field automatically populates once a field
code is selected.
l Option - The way field codes render on the imaged document set.
l Select from the following options:
l Show Field Code - This option displays the field code in the imaged document.
l Show Nothing - This option hides the selected field code in the imaged document.
l Document Default - This option applies the default setting of the document to the field code in the
imaged document.
l Replace with Relativity Field - This option replaces the selected field code text with a Relativity
date, fixed-length, or whole number field value that you choose in the imaged document.
l Relativity Field - The Relativity field value to replace the selected field code text. This option is required when
Replace with Relativity Field is selected.

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12.8.5 Linking an Application Field Code to a native imaging profile
Note: View permission needs to be selected on Application Field Code for the Application Field Code layout to
display in the imaging profile page.

Once you create your Application Field Code, link the field code to the appropriate native imaging profile. This is only
required if you create a new Application Field Code that isn't linked to a native imaging profile by default. The Imaging
Profile (Field Codes) section lists the available native imaging profiles in a workspace.
To link an Application Field Code to an existing native imaging profile:

1. Click Link. The Select Items - Imaging Profile (Field Codes) popup picker opens.
2. Select the imaging profile where you want to link the Application Field Code.
3. Click Add.
4. Click Set.

12.9 Running an imaging set

To run an imaging set, click Image Documents on the imaging set console. This kicks off the conversion of
documents to images. While the job is running, this button toggles to Stop Imaging. Use the Stop Imaging button to
stop the imaging job. With the Image Documents Options prompt you can Hide Images for QC Review. See QC
Review on page 227 for more information.

12.9.1 Special considerations

Keep in mind the following special considerations:

l You can't delete an imaging set while it is running.

l Imaging Sets will not re-image documents that already have an image.
l Frequent worker updates can result in minor inconsistencies if files are imaged days apart using Native Ima-
ging.

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12.9.2 Imaging Set console

Depending on the progress of the job, the following options are available on the console:

l Image Documents - begins the imaging job.

l Release Images - allows users to see the images after the QC review process is complete.
l Hide Images - prevents users from viewing the images until the QC review process is complete.
l Retry Errors - reruns documents with imaging errors. This is only enabled if errors have occurred during the
imaging job.

Note: Retry Errors will use the same imaging profile the documents with imaging errors were created with,
even if the imaging profile is changed.

l View Document Errors - redirects you to the Imaging Document Error tab, where the results are filtered by all
imaging errors associated with the documents in the imaging set. You can expand the results by modifying the
filters.
l View Document Warnings - redirects you to the Imaging Warnings tab, where the results are filtered by all
Imaging Warnings associated with the documents in the imaging set. You can expand the results by modifying
the filters.
l Show Errors - provides the option to view document-level errors for an imaging set run prior to September
2018. When you click this button, a pop-up displays a filterable list of documents and fields. The fields include:
l Control Number - the control number of the item in error.
l Artifact ID - the artifact ID of the item in error.
l File Type Identification (Native) - the file type of the item in error as identified by the native imaging
engine. This is only populated if the native imaging engine runs the imaging set.
l File Type Identification (Basic) - the file type of the item in error as identified by the basic imaging
engine. This value is populated when the basic engine identified the document when you import the doc-
ument into Relativity.
l Imaging Method - the method selected in the Native Types table for the identified file type in error –
Basic or Native.

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 l Actual Imaging Method - the method that was used to image the item in error – Basic or Native.
l Message - the description of the cause of the error.
l Full Text - the complete error text string the system provides, including stack trace.
l Refresh Page - refreshes the page and see the current state of the imaging job.

Note: When you mass image, image on the fly, run an imaging set, and retry an imaging set, the list of passwords
specified in the password bank accompanies the imaging job so that password-protected files are imaged in that
job. For more information see Password Bank in the Processing User Guide.

12.9.3 Imaging profile caching

Relativity caches all imaging profile settings until the imaging job you kick off through the imaging set console
completes. The only exceptions to this are the following scenarios:

l In the case of fatal errors, the imaging profile information remains cached until you delete the set or you delete
the job record associated with that set from the ProcessingQueue table.
l In the case of non-fatal errors, Relativity no longer caches all profile information except for the Time Zone and
Last Modified Date information.

12.9.4 Password Bank

The Password Bank stores passwords used to protect certain files. When you process or image files protected by the
passwords in this bank, Relativity sends the passwords to the respective engine, which then uses them to unlock the
corresponding file.

Notes:
l The Password Bank tab appears under both the Imaging and the Processing applications and is updated in
each to reflect the most current entries are added, deleted, or edited.
l Save as PDF does not integrate with the Password bank. If you select Save as PDF when imaging a native
document that is password protected, an error occurs.

For more information see Password Bank in the Processing User Guide.

12.10 Monitoring imaging status

In the imaging status section, you can monitor the progress of the imaging job by referring to the Status field after
clicking the Refresh Page link on the console. The Imaging Set status information is also available in the default
Imaging Set view.
The Imaging Status section provides the following fields:

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 l Start time - displays the start time and date of the imaging set. Only available when the imaging set is in Sub-
mitting or Imaging states.
l Status - provides any of the following values, depending on the imaging job in the imaging status section and in
the default Imaging Set view:

Status
What Happened What It Means
Value
Staging User clicked Image Docu- Job is in queue table and the Imaging Set is awaiting execution.
ments.
Preparing The Imaging Request Agent is Relativity is preparing files to be submitted by splitting them into
files preparing files to be submitted. batches, creating data tables and getting the files ready for the ima-
ging job. A percentage tracker reflects the progress of this status.
Submitting The Imaging Request Agent is The Imaging Request is creating the imaging job and doing neces-
submitting documents to the sary work to submit documents.
Processing and Imaging Documents are being submitted to the queue and getting ready to be
Queue. picked up for imaging. A percentage tracker reflects the progress of
this status.
Imaging All documents have been sub- Invariant workers are creating images of the documents.
mitted to Processing and Ima- The job is currently being performed in the worker manager server. A
ging Queue. percentage tracker reflects the progress of this status.
Completed Job has completed. All documents imaged successfully.
Completed Job has completed with ima- One or more documents encountered an error during imaging job.
with errors ging errors.
Error - Job Job manager encountered an Manager terminated imaging job due to exception.
Failed exception.
Stopping User clicked Stop. Processing and Imaging Queue is stopping worker jobs, and Docu-

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 Status
What Happened What It Means
Value
ments are being updated to Has Images = No
Stopped by Job has stopped. All worker agents have stopped imaging documents; job manager
user has stopped the job.
l Image completion - displays the number of remaining documents, successfully imaged documents, doc-
uments with errors, and skipped documents.
l Completion Rate - displays the rate at which documents are submitted. For example, X documents submitted
per hour or X documents imaged per hour.
l Last Run Error - displays the most recently run job that completed with errors.
Note the following:

l During the conversion process, Relativity skips documents that already have images, documents with restricted
native types, and documents with images in a pending state (that's with the Has Images field set to Yes). It
includes these items in the skipped documents count.
l If you need to delete an Imaging Set, you should only delete those with the following statuses:
l Stopped by User
l Error - Job Failed
l Completed with Errors
l Completed

12.11 Imaging errors

Document level imaging errors are common when you run an imaging set, and you may encounter several of them
when you go to check the progress of your set.

12.11.1 Viewing imaging errors

To view document level imaging errors, go to the Imaging Document Error tab. The Imaging Document Error tab
contains all imaging error history, including errors that are resolved. The error name provides succinct descriptions for
easy understanding and resolution, these include:

l Document Type is not supported.

l OI EXOpenExport failed - 11: file is password protected or encrypted.
l OI EXOpenExport failed - 4: no filter available for this file type.
l OI EXOpenExport failed - 9: file is corrupt.
l OI EXOpenExport failed - 10: file is empty.

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 Note: Legacy errors in the system before upgrading to 9.7.229.5 stay in the Show Errors pop-up dialogue and do
not migrate to the Imaging Document Errors tab.

To learn more about an imaging error, click the Name field for a document on the Imaging Document Error tab. The
Imaging Document Error Layout will open. Layout fields include:

l Relativity Document Identifier - the document identifier of the document.

l Status - the status of the imaging error - Ready to retry, Retried, or Resolved.
l Imaging Method - the method that was used to image the document – Basic or Native.
l Native Type - the file type of the item in error as identified by the native imaging engine.
l Job Type - the method used to image the document - Imaging Set, Mass Imaging, or Image on the fly.
l Imaging Set - the imaging set that the document belongs to if the Job Type is Imaging Set. If you click on the
Imaging Set, you will be taken to the Imaging Set Layout.
l Notes - space to record any notes that you have about the imaging error.

You can also navigate to the Imaging Document Error Layout from the

l Imaging Sets tab on the next page.

l Documents tab on the next page.
l Review Interface on page 219.

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12.11.1.1 Imaging Sets tab
To see imaging errors via the Imaging Sets tab:

1. Go to the Imaging Sets tab.

2. Click on an Imaging Set. The Imaging Set Layout will open.
3. Click View Document Errors on the Imaging Set console. This brings up the Imaging Document Error tab with
a list of the errors that occurred during the job. By default, this action will add a filter to the Imaging Document
Error tab to show only errors with a status of Ready to retry.

4. Click on the Name field for a document to obtain more information about the error. The Imaging Document Error
Layout will open.

12.11.1.2 Documents tab

To see documents with imaging errors via the Documents tab:

1. Go to the Documents tab.

2. Create a new view.

Fields Conditions Sort

l Originating Imaging Docu- l Has Images, any of l NA

ment Error these: Error

3. Select the view you just created from the View bar.
4. In the Document list, click on the Originating Imaging Document Error link for a document. The Imaging
Document Error layout will open.

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12.11.1.3 Review Interface
To see imaging errors on the Review Interface layout:

1. Click on the Layout.

2. Add the Originating Imaging Document Error field to the Layout.
3. Click Save and Close.
4. In the layout, click on the Originating Imaging Document Error link for a document that has an imaging error.
The Imaging Document Error layout will open.

12.11.2 Imaging error scenarios

Errors will occur in your imaging job in any of the following scenarios:

l The Native Imaging engine attempts to render a corrupted native file.

l The Native Imaging engine attempts to render a password-protected native file that doesn't have a valid cor-
responding entry listed in the password bank tab. For more information, see Password Bank in imaging work-
flow on the next page.
l The Native Imaging engine attempts to render a document when the native file for that document is deleted
from the repository.
l The Native Imaging engine attempts to render a native file when the FileShare repository is unavailable (access
is denied).
l The Native Imaging queue service is stopped when the user attempts to run an imaging job.
l The Native Imaging queue service becomes disabled in the middle of an imaging job.
l The Native Imaging engine attempts to render a native file when there is no hard drive space in the file share
repository.
l The Native Imaging engine is installed but the imaging job is not pointing to a valid server because the Native
Imaging URL in the instance setting table is incorrect or invalid.
l The conversion request failed.
l The imaging request is no longer tracked. Something occurred on the server that resulted in a request key get-
ting wiped out. This error is only visible in the population table and not in the Errors tab. This is usually the result
of an IIS reset. This applies to running an imaging set, mass image, and image-on-the-fly jobs.
l The request key has become invalid because Invariant was attempting to report on a conversion or imaging job
that Relativity isn't tracking anymore because Invariant failed to recognize that the job timed out. This could be
caused by an IIS reset. This applies to running an imaging set, mass image, and image-on-the-fly jobs.
When Relativity Native Imaging encounters an error, it retries the imaging job one time. Relativity logs additional
errors in the error report.

12.11.3 Error email notification

When errors occur in an imaging set, an email is sent to all users included in the Email Notification Recipients field for
that imaging set. The email notification summarizes the errors and directs you to the Imaging Document Errors tab in
Relativity.

12.11.4 Retrying imaging errors

To retry errors that occurred during the completion of your imaging set, click View Document Errors on the console.

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When you retry imaging errors, you are simply imaging those documents again. Thus, the retry errors button changes
to Stop Imaging once the retry job begins and reaches a status of Initializing. Click Stop Imaging to stop the error retry
job.

12.11.5 Password Bank in imaging workflow

The following steps depict how the Password Bank typically fits into the imaging cycle.

1. You create a password bank that includes a list of passwords that correspond with the files you intend to image.
2. You create an imaging set with the data source that contains the encrypted documents.
3. You start imaging the documents in the imaging set by clicking Image Documents in the Imaging Set console.
4. All passwords you supplied to the password bank become synced via an agent and accompany the job as it
goes to the imaging engine.
5. The imaging engine images the files in the imaging set and refers to the passwords provided in the password
bank. It then sends the imaged files back to Relativity.
6. Once the imaging status changes to Completed, you review and release images from QC review.
7. The imaged documents become available for review in the workspace, along with all the other previously-
encrypted documents whose passwords you provided.

Note: The Password Bank works with both Native and Basic imaging.

To view and resolve password-protection errors:

1. Click View Document Errors in the Imaging Set console after you run an imaging set.
2. Outside of Relativity, locate the passwords designated to unlock those files.

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 3. Return to Relativity, go to the Password Bank, and create entries for every password that corresponds with the
errored files.
4. Click Retry Errors in the Imaging Set console to retry imaging the files that previously resulted in password-pro-
tection errors.
For more information, see Password bank in the Processing User Guide.

12.12 Imaging Warnings

The Imaging Warnings object identifies possible cut-off content on imaged MSG or EML files and stores that
information.

Note: Though MSG, P7M, P7S, ICS, VCF, EML, EMLX, and TNEF email file types are supported for imaging only
EML and MSG file types are supported for imaging warnings.

To view a list of documents that have Imaging Warnings, go to the Imaging Warnings tab. You can also add Imaging
Warning fields to a Core Reviewer layout or Document view.

12.12.1 Special considerations

Keep in mind the following special considerations when working with Imaging Warnings:

l If you delete an image, the Imaging Warnings associated with the deleted image will still exist.
l If you delete a document that has associated Imaging Warnings, the warnings will no longer be visible and can-
not be searched for later.
l Relativity will not perform the warning detection process on images uploaded using the image replacement fea-
ture in the Document viewer.
l Relativity will not perform the warning detection process on images longer than 25 pages. Documents longer
than 25 pages will be marked as Cut-off Detection Not Performed in the Warning Type field.

12.12.2 Imaging Warnings tab

The Imaging Warnings tab displays information related to current Imaging Warnings.

Historic imaging warning information is not preserved. If a document with an Imaging Warning is re-imaged, the
previous Imaging Warning is deleted.

12.12.2.1 Imaging Warning layout

When you click on the Imaging Warning field for a particular document, the Imaging Warning layout opens.

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 Note: The Imaging Warning layout cannot be accessed from the Documents tab. Access the Imaging Warning
layout from the Imaging Warnings tab or from the Core Reviewer layout by clicking on the Imaging Warning field for
a particular document.

The Imaging Warning layout has the following fields:

l Relativity Document Identifier - the control number of the document imaged along with a link to that doc-
ument in the Viewer.
l Imaging Warning - a description of the problem detected. Description options are:
l Possible cut-off embedded image detected.
l Possible cut-off text detected.
l Cut-off detection not performed.
l Split performed on table larger than page width.
l Possible missing or invalid Rich Text Format content detected in the email body.
l Possible invalid character coding detected.
For more information, see All imaging warnings on the next page.
l Warning Type - a predefined list of options that facilitates searching when trying to group warnings. This field
has better searching performance than a text-based field, such as Imaging Warning. Warning Types include:
l Cut-Off Text.
l Cut-Off Embedded Image.
l Cut-Off Detection Not Performed.
l Table Split.
l Missing or Invalid Rich Text Format Content.
l Character Encoding Mismatch.
l Warning Details - additional information related to the problem found, such as the page range where problems
are detected.
l Imaging Method - Basic or Native.

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 l Native Type - the Relativity supported file type of the document before it was imaged.
l Job Type - the method used to create the image. Job Types are:
l On-the-fly.
l Mass imaging.
l Imaging Set.
l Imaging Set - links to the Imaging Set that the image was produced through if the image was created via an
Imaging Set.
l Notes - a space for you to enter notes.

Note: Except for the Notes field, you cannot modify the Imaging Warning fields, and you cannot link or unlink
Imaging Warnings to documents.

12.12.2.2 Warning Type pivot table

In the Imaging Warnings tab, you can create a pivot table based on the Warning Type field and then export the pivot or
dashboard. See the Admin Guide.

Note: You can only create the Warning Type pivot in the Imaging Warnings tab. The Warning Type field is not
available for widgets on the Documents tab.

12.12.3 All imaging warnings

The following table lists the all the imaging warnings:

Imaging
Warning Why the warning occurred Next step
Type
Character Text in this document could be encoded in a way that may produce invalid Create a saved search
Encoding or unreadable characters when imaged. Specifically, email metadata with this warning type as a
Mismatch indicates that the message body is encoded in <format>, but part of the search condition and
body text was also encoded in <another format>. Example formats manually QC the returned
include: documents.

l utf-8
l Windows-1252

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 Imaging
Warning Why the warning occurred Next step
Type

l us-ascii
Cut-Off Email that is greater than 25 pages cannot have cut-off detection per- Create a saved search
Detection formed on it. with this warning type as a
Not Per- search condition and manu-
formed ally QC the returned doc-
uments.
Cut-Off Embedded images within a table go beyond the boundaries of the page. Use different imaging pro-
Embedded file options, such as land-
Image scape, auto-fit tables, split
tables and auto-fit images.
Cut-Off Text Text within a table goes beyond the boundaries of the page. Use different imaging pro-
file options, such as land-
scape, auto-fit tables, and
split tables.
Missing or Rich Text Data within the email is possibly missing or incorrect. As a Create a saved search
Invalid Rich result, text in the email body may be missing from the image generated. with this warning type as a
Text Format search condition and manu-
Content. ally QC the returned files.
Table Split Tables that go beyond the boundaries of the page have been split and re- Create a saved search
printed on a new line. with this warning type as a
search condition and
manually QC the returned
files.
Table Split Tables that are beyond boundaries of the page could not be split. Use different Imaging
Not Com- Reasons for this include an abnormally wide first column, when there are Profile options, such as
pleted rows that span across multiple columns, or a table within a table. The landscape, auto-fit tables,
and split tables.
exact page where the table begins will be reported.

12.12.4 Core Reviewer layouts

To facilitate the QC of documents, you can link the Imaging Warnings layout to a Review layout. See the Admin Guide.
You can also add Imaging Warnings fields to a Core Reviewer layout. The Core Reviewer layout can be configured to
show Imaging Warning details or create pop-ups with that information. See the Admin Guide.
Imaging Warnings fields that you can add to a layout include:

l Imaging Warning - a description of the problem detected. Description options are:

l Possible cut-off embedded image detected.
l Possible cut-off text detected.
l Cut-off detection not performed.
l Split performed on table larger than page width.
l Possible missing or invalid Rich Text Format content detected in the email body.
l Possible invalid character coding detected.

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 l Warning Type - a predefined list of options that facilitates searching when trying to group warnings. This field
has better searching performance than a text-based field, such as Imaging Warning. Warning Types are:
l Cut-Off Text.
l Cut-Off Embedded Image.
l Cut-Off Detection Not Performed.
l Table Split.
l Missing or Invalid Rich Text Format Content.
l Character Encoding Mismatch.
l Warning Details - additional information related to the problem found, such as the page range where problems
are detected.

12.12.5 Re-imaging emails with tables

You can image large tables in emails without the table being cut-off in the resulting image by setting the Split tables to
fit page width field in the Native imaging profile to Yes. When this field is set to Yes, wide tables are split and re-printed
on a new line when they are imaged with no content lost.
The following screen shot shows an imaged email where the Split tables to fit page width field was set to No on the
imaging profile.

This screen shot shows an imaged email where the Split tables to fit page width field was set to Yes on the imaging
profile.

Selecting the Split tables to fit page width field will slow down your imaging time. As a result, you may want to image
documents without the field set to Yes first and then re-image all of the documents that acquire an Imaging Warning.
To re-image documents that have an imaging warning:

1. Create a saved search that brings back documents with Imaging Warnings.
l Select Imaging Warning from the Add Condition drop-down menu. A pop-up window will open.
l Select these conditions from the Operator.

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 l Click Add Condition and select Imaging Warning::Warning Type.
l Select any of these from the Operator drop down.
l Move Cut-Off Embedded Image and Cut-Off Text from Available to Selected and click Apply.

l Click Apply.
For more information, see the Admin Guide.
2. Delete the images in documents that have Imaging Warnings.
l Filter on the saved search you just created.
l Select Delete from Mass Operations.
l Select Delete only images from selected documents.
l Click Delete.
3. Create a Native Imaging Profile, and in the Email Options tab, set the Split tables to fit page width field to Yes.
For more information, see the Admin Guide.

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 4. Create an Imaging Set.
l Select the saved search you just created for Data Source.
l Select the native imaging profile you just created for Imaging Profile.
l Click Save.
For more information, see the Admin Guide.
5. Open the Imaging Set.
6. Click Image Documents from the Imaging Sets console.

12.13 QC Review
Using QC Review you can prevent users from viewing or editing images in an Imaging Set until a QC reviewer has a
chance to review the images. The QC reviewer has access to the images, but the images are hidden from other
groups until you release them. A permission setting in the Admin Operations section of the Workspace Details tab
determines whether or not members of a particular group are able to view images held for QC Review. If a user
without sufficient permissions views a document in an Imaging Set that is held for QC Review, the Image radio button
is unavailable in the Viewer until you release the Imaging Set.
Sometimes it's necessary to have one team of professionals perform a preliminary review of the images in a particular
data set before releasing the images to a larger group of reviewers. With QC Review you can restrict access to a
collection of images from one group, while another group performs quality checks. When the QC review process is
complete, you can release the images to other groups to view.

Note: QC Review of Imaging Sets that contain large volumes of documents can be optimized with Random
Sampling. See Sampling on page 540

12.13.1 Hiding images for QC

The suggested workflow for the QC Review feature is as follows:

1. Click the Imaging Set tab.

2. Select an Imaging Set.
3. Click Image Documents.

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 4. An option to Hide Images appears. Selecting this checkbox prevents all users without sufficient permissions
from viewing the document images in that particular Imaging Set.

5. Click OK.

Note: The ImageQCOnByDefault instance setting value makes this checkbox default to checked. See the
Instance setting guide.

All images in that Imaging Set are only viewable by users whose groups have the permission to View Images Hidden
for QC Review. Apply this permission to any group from the Workspace Details tab.

12.13.2 Releasing images

When the QC review process is complete use the following steps to grant other groups to access the images of all
documents associated with that Imaging Set.

1. Click the Imaging Set tab.

2. Select the Imaging Set.

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 3. Click the Release Images button. A Release Images Confirmation window prompts you to confirm your inten-
tion to release all images in this Imaging Set.

4. Click OK.
If the documents in the Imaging Set you want held for QC Review already have images:

1. Click the Imaging Set tab.

2. Select an Imaging Set.

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 3. Click the Hide Images button in the QC Review section of the Imaging Set.

12.13.2.1 QC Review fields

If you image a document in more than one Imaging Set, the Imaging Set system field lists the most recent Imaging Set.
The following two fields are relevant to QC Review:

l Image QC Status - this choice field defines whether or not the image for the document is Hidden for QC. The
value is null if it is not hidden.
l Imaging Set - this field displays the most recent Imaging Set associated with that document. If the document's
image originates from outside of Relativity or with Image on the fly functionality, this field is null.

12.13.2.2 Image QC Review Status

l Documents set to hidden - displays the number of images hidden during the imaging process.
l Documents viewable - displays the number of documents with viewable images.

12.14 Imaging jobs in the Processing and Imaging Queue

The Imaging Queue displays all current imaging jobs running in your environment. You can view the queue if you have
system admin rights to see the tab. Select the Queue Management tab, and click Processing and Imaging Queue.

The Imaging Queue view displays the following fields:

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 l Workspace- indicates the workspace associated with the imaging set, Mass Image, or Image-on-the-fly job.
l Imaging Set Name- indicates the imaging set, Mass Image, or Image-on-the-fly operation used for the job.
Mass Image and Image-on-the-fly jobs are named and auto-incremented when they are added to the queue.
l Set Name- indicates the imaging set, Mass Image, or Image-on-the-fly operation used for the job. Mass Image
and Image-on-the-fly jobs are named and auto-incremented when they are added to the queue.
l Data Source - only populated for processing jobs.
l Job Type- indicates the job being run, will say "Imaging" for all types of Imaging jobs.
l Imaging Set Artifact ID- is unique identifier for the imaging set. The artifact ID will be set to blank for Image-on-
the-fly or Mass Image jobs because these operations do not have imaging sets.
l Imaging Profile - lists the name of profile used to create the document images.
l Documents Remaining- lists the number of documents waiting to be imaged. the "Submitting" status indicates
the number of Documents remaining for submission to the Worker Manager Server. The status "Imaging" indic-
ates the number of Documents remaining for the Worker Manager Server to image.
l Status- displays the current stage of the imaging job. Image-on-the-fly or Mass Image operations have only
Waiting and Processing statuses. When it is "Submitting," the Imaging Request Agent is submitting Documents
to the Worker Manager Server. When it is "Imaging," all Documents have been received by the Worker Man-
ager Server and are waiting to be imaged.
l Priority- indicates the order in which the imaging job will be run. Jobs initiated through image sets or Mass
Image operations have default values of 100, while jobs initiated by Image-on-the-fly have default values of 1
(which means they will be worked on before mass image operations).
l Submitted Date- indicates the date and time when an imaging job was submitted, or an attempt was made to
resolve errors in a job through the Imaging Set Console.
l Submitted By- lists the name of the user who initiated the imaging job.
Relativity sends jobs to the imaging engine by priority, and then orders them by submitted date. To change the priority
of a job, click Change Priorityat the bottom of the view. Enter a new integer value in the Priority field, and then click
Update. Jobs assigned a lower value have a higher priority.

To cancel imaging jobs, select one or more jobs, and click Cancel Imaging Job. You can only cancel jobs that are in
a Status of 'Imaging.' Requests to cancel during 'Submitting' will be ignored.

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 Note: If you cancel an imaging job or delete an imaging set during an imaging job, all images from imaged
documents within that set remain in the database.

Note: To change the priority of a job where Customer lockbox is enabled, you must be in a permission group
having access to the workspace where the job originated, along with the System Administrator's group. For more
information, see Customer lockbox.

12.15 Native imaging - dithering algorithm options

Relativity native imaging offers multiple dithering algorithms you can apply towards imaging your documents.
This topic provides details on the various dithering algorithms available within Relativity native imaging, as well as use
cases for each algorithm, including the size and clarity of images you create.

12.15.1 Dithering algorithm details

System admins can select from one of eight different dithering algorithms when they choose to image with native
imaging:

l Clustered 6x6
l Clustered 8x8
l Clustered 16x16
l Dispersed 4x4
l Dispersed 8x8
l Dispersed 16x16
l Floyd & Steinberg
l Threshold

12.15.1.1 Dithering results for text-rich documents

Below are the testing results with the different algorithms for text-rich documents. All results are 300DPI B&W only.

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Image Dithering Type Size Image Sample Magnified (150% scale)
Clustered 6x6 27 KB

Clustered 8x8 25 KB

Clustered 16x16 23 KB

Floyd & Steinberg 24 KB

Dispersed 4x4 24 KB

Dispersed 8x8 24 KB

Dispersed 16x16 24 KB

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 Image Dithering Type Size Image Sample Magnified (150% scale)
Threshold 0 2 KB

Threshold 127 22 KB

Threshold 215 22 KB

Threshold 255 22 KB

12.15.1.2 Dithering results for image-rich documents

Below are the testing results with the different algorithms for image-rich documents. All results 300DPI B&W only.

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Image Dithering Type Size Image Sample Magnified (150% scale)
Clustered 6x6 45 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Clustered 8x8 39 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Clustered 16x16 33 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Floyd & Steinberg 70 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Dispersed 4x4 64 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Dispersed 8x8 52 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Dispersed 16x16 69 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Threshold 0 2 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Threshold 127 79 KB

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Image Dithering Type Size Image Sample Magnified (150% scale)
Threshold 215 27 KB

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 Image Dithering Type Size Image Sample Magnified (150% scale)
Threshold 255 20 KB

12.16 Imaging native types

On the Native Types tab, you see a list of file types that Relativity supports. Refer to this list when selecting file types
that you want to restrict from imaging. Import/Export also supports the same list of file types.

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To locate specific file types, use the Show Filters option or create a new view to customize the content that appears
on the tab. Default restricted file types propagate to new imaging profiles. You can edit the default value for the option
that restricts the imaging of a file type and also edit the option that prevents native download for specific file types by
clicking the Edit link.
If you restrict a particular file type, Relativity doesn't apply the restriction you choose to previously-existing Imaging
Profiles. Restricted file type settings only affect Imaging Profiles that you create after you edit the setting.

12.16.1 Editing a native type

1. Click the Edit link for a file type. You can also click the Edit button on the details page.
2. On the edit form, select the Yes or No radio button for the Restricted From Imaging By Default option. This
value is set to No by default.
3. Select the Yes or No radio button for the Prevent Native Download option. This value is set to No by default. If
the Prevent Native Download option is set to Yes, all users of that workspace will not see the Native button in
the Viewer for files of that particular type.

4. Click Save.

12.16.2 Generating a complete list of native types and their respective imaging
engines
Use the following steps to generate a .CSV file that lists all native types and their imaging methods, categories,
restriction status, and native download prevention status:

1. Navigate to the Native Types tab.

2. Select All in the mass action drop-down menu in the lower left.
3. Select Export to File in the mass action drop-down menu.
4. Click Go.

Note: Relativity doesn't support Framesets in MHT files.

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12.17 Supported file types for imaging
Relativity Imaging supports many different file types. The table below lists supported and unsupported file types for
Native and Basic imaging.

l √ - indicates that the file type is supported.

l If the cell is empty, the file type is not supported.

Native Basic Ima-

File type Extensions
Imaging ging
Adobe files PDF, FM, PS, EPS √ √
AppleDouble AppleDouble-encoded attachments in e-mails √
CAD files DXF, DWG, SLDDRW, SLDPRT, 3DXML, SLDASM, PRTDOT, √
ASMDOT, DRWDOT, STL, EPRT, EASM, EDRW, EPRTX, EDRWX,
EASMX
Compressed files 7Z, ZIP, TAR, GZ, BZ2, RAR, Z, CAB, ALZIP √
Database files DBF
Email MSG, P7M, P7S, ICS, VCF, EML, EMLX, TNEF √ √
Email containers PST, OST, DBX, MBOX, NSF, and Bloomberg XML √
EnCase E01, Ex01, L01, LX01
Excel XLSX, XLSM, XLSB, XLAM, XLTX, XLTM, XLS, XLT, XLA, XLM, √ √
XLW, UXDC
Hangul Word Pro- HWP √
cessor
HTML HTML, MHT, HTM, MHTML, XHTM, XHTML √ √
Image files JPG, JPEG, ICO, BMP, GIF, TIFF, TIF, JNG, KOALA, LBM, PBM, IFF, √ √
PCD, PCX, PGM, PPM, RAS, TARGA, TGA, WBMP, PSD, CUT,
XBM, DDS, FAX, SGI, PNG, EXF, EXIF, WDP
Image files WEBP √

Note: This extension can be imaged using the native imaging

method on Server 2022, Server 2023, Server 2024 and
RelativityOne. It cannot be imaged on Server 2021.

JungUm Global GUL √ √

Microsoft Project MPP √
2013

Note: Microsoft
Project 2016 is
not supported

OneNote ONE √ √
OpenOffice ODC, ODS, ODT, ODP, XPS √ √

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 Native Basic Ima-
File type Extensions
Imaging ging
PowerPoint PPTX, PPTM, PPSX, PPSM, POTX, POTM, PPT, PPS, POT √ √
Publisher PUB √ √
Relativity Col- RCC
lection Container
Short message RSMF √
Text files TXT, CSV, and others √ √
Vector files SVG, SVGZ, WMF, PLT, EMF, SNP, HPGL, HPG, PLO, PRN, EMZ, √ √
WMZ
Visio VSD, VDX, VSS, VSX, VST, VSW, VSDX, VSDM √ √
Word DOCX, DOCM, DOTX, DOTM, DOC, DOT, RTF √ √
WordPerfect WPD, WPS √ √

Note:
Supported file types differ slightly in processing, imaging, and the viewer. See Supported file types for imaging and
Viewer-supported file types for details specific to those features.

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13 Instance Details tab
The Instance Details tab provides basic information for managing instance security and any messages you want users
to see after they log into the environment.

13.1 Security
In the Security section, you can manage group permissions and generate a group permissions report.

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13.1.1 Manage Permissions
Click Manage Permissions to open the Admin Security console. See Instance security for more information on how
to manage group permissions.

13.1.2 Group Permissions Report

Click Group Permissions Report to open the Script: Admin Group Permissions console. See Instance security for
more information on how to run a group permissions report.

13.2 Message of the Day

The Message of the Day is a message that appears to all users when they log in to Relativity. This is most commonly
used to inform users of planned system maintenance, but you can use this feature to display any content you want.
Only System Administrators can modify the Message of the Day.

To activate or edit the Message of the Day:

1. Click Edit in the Message of the Day section. The button is in the upper right corner of the section.

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2. Enter a new message or edit an existing message. Use the text editor controls to customize the look and feel of
your message.

3. Select the Will Display checkbox to activate the message for users when they log into Relativity.
4. Select the Allow Users to Dismiss checkbox to allow users to hide the message.
l If you enable this setting, users will see a checkbox in the message stating Do not show me this mes-
sage next time. Users will not see the message again, including when they log back in to Relativity,
unless it is changed to a new one.
l If you disable this setting, users will see the message after 8 hours of inactivity.
5. Click Save.

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14 Keyboard shortcuts
With keyboard shortcuts you can edit and navigate in the Review Interface. Using keyboard shortcuts, you can change
Viewers, populate choices, save edits, cancel edits, and move between and within documents. Keyboard shortcuts
are enabled by default. To disable shortcuts while using the Review Interface, click on the Viewer Settings menu in the
upper-right and select the Disable Keyboard Shortcuts option.
Users with permissions to edit fields and choices can create additional shortcuts using the Keyboard Shortcuts
property on the choice.
You can modify the key combinations for system keyboard shortcuts if you have security permission for the Admin
Operation called Modify System Keyboard Shortcuts. For more information about this permission see workspace
security in the Admin guide.

14.1 Keyboard shortcuts legend

By default, standard user actions use system keyboard shortcuts. Keyboard shortcuts are listed in the Keyboard
Shortcut Legend along with those used by the browser. You can access the legend by clicking on the Viewer Settings
menu in the upper-right of the Review Interface and selecting the Keyboard Shortcut Legend option.

Within the legend, you can sort, filter, Export to Excel, and print. You can print by right-clicking and choosing the
browser's print option.
The Keyboard Shortcuts Legend includes the following sortable columns:

l Keyboard Shortcut - the key combination used to execute the shortcut during document review.
l Action - the action that results from using the keyboard shortcut.
l Viewer Mode - the type of Viewer for which each shortcut is available. You can use most of the system cat-
egory shortcuts in all viewer modes.
l Category - the shortcut type. Below, the legend displays only those shortcuts designated by the System and
the browser. This column also lists all field and choice shortcuts that your system admin configured via field and
choice properties.

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14.2 Special considerations for keyboard shortcuts
Keep in mind the following when working with Relativity’s keyboard shortcuts feature:

l For Mac users, keyboard shortcuts marked with Ctrl map over to the Command key.
l Keyboard shortcuts are active when:
l Keyboard shortcuts are enabled.
l Focus is in the Review Interface.
l The Viewer is either docked or undocked while the browser only has one tab open.
l If the shortcut overlaps with a Windows shortcut, both shortcuts are triggered. For example, if a program
installed on a user’s computer uses the Ctrl + Alt + R shortcut, clicking Ctrl + Alt + R triggers that action
regardless of whether a user is in any of Relativity's supported browsers.
l Keyboard shortcuts aren't triggered when:
l Keyboard shortcuts are disabled.
l Focus is not in the Review Interface.
l The Viewer is undocked or in standalone mode, and the browser has more than one tab open.
l When the numbers 0-9 are used as shortcuts, they only fire when you press these digits in the main section of
the keyboard. The shortcut doesn't fire if you press those digits found in the keypad.

l Keyboard shortcuts only execute in the Review Interface.

l Keyboard shortcuts only execute in the Viewer Modes listed in the legend.

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 l If the document viewer is undocked, shortcuts that move the cursor focus to a text box only execute if the
browser has a single tab open.

14.3 Document field type shortcuts

The following table outlines what document field types users can define shortcuts for and what behavior the shortcuts
trigger. You can also define keyboard shortcuts on individual choices for single & multiple choice fields, rather than the
field itself. See the Document choice shortcuts table below for information on setting keyboard shortcuts for individual
choices.

Field Type Can define shortcut? Layout Display Type Behavior

Fixed Length Text Yes Text Focus jumps to textbox
Long Text Yes Text Only Focus jumps to textbox
Rich Text NO ACTION
Date Yes Date Focus jumps to textbox
Whole Number Yes Integer Focus jumps to textbox
Decimal Yes Decimal
Currency Yes Currency
User Yes Drop-down menu Drop-down menu choices are toggled
Picker NO ACTION
Boolean Yes Checkbox Checkbox state is toggled
Drop-down menu Drop-down menu choices are toggled
Radiobutton Radio button selected
Single Choice No
Multiple Choice No
Single Object No
Multiple Object No
File No

14.4 Document choice shortcuts

The following table outlines what document individual choices users can define shortcuts for and what behavior the
shortcuts trigger:

Can define short- Layout Display

Choice Type Behavior
cut? Type
Choice associated with Document Single Yes Radio button Choice is selec-
Choice Field ted/deselected
Drop-down menu Choice is selec-
ted/deselected
Choice associated with Document Multiple Yes Checkbox Choice is selec-
Choice Field ted/deselected

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 Can define short- Layout Display
Choice Type Behavior
cut? Type
Popup Picker NO ACTION

14.5 Creating keyboard shortcuts

Any user with permissions to create or edit a choice can create keyboard shortcuts.
The action that a shortcut triggers depends on the layout display type selected for the fields and choices. See
Document field type shortcuts on the previous page and Document choice shortcuts on the previous page.
You can't define shortcuts for system actions or browser-defined shortcuts. See Keyboard shortcuts on page 252 and
Keyboard shortcuts on page 252 for details.
You can configure user defined keyboard shortcuts on the Choices tab. These properties are identical to each other.
To configure a choice shortcut, perform the following steps:

1. Navigate to the Choices tab.

Note: You can also edit an existing Document field in this manner. See Fields on page 147.

2. Click the Edit icon in the row of the choice you would like to edit.
3. Click the Select button next to the Keyboard Shortcut field.
4. Select the desired key for the Modifier Key(s) field.
5. Choose the desired key from the Main Key drop-down menu.
6. Click Apply.
If this shortcut is valid, you receive a message saying <Valid Keyboard Shortcut>
7. Click Save.
8. Navigate to the Documents tab and open a document.
9. Click on the Viewer Settings menu in the upper-right and select the Keyboard Shortcut Legend option.
10. Edit any layout and add a field that contains the choice that you assigned a keyboard shortcut to.
11. Using your keyboard, verify that the keyboard shortcut is working by holding down and pressing the assigned
keys.

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15 Layouts
Layouts are web-based coding forms that give you the ability to view and edit document fields. You can use layouts to
develop workflows specific to the needs of your case. You can develop layouts that contain only the fields required to
complete specific review tasks, making the review process clean and intuitive. You can also use object-level
permissions to turn layouts on and off as necessary.

15.1 Layouts permissions

The following permissions are needed to use layouts:

Object Security Tab Visibility Other Settings

l Layout - View, Edit, l Workspace

Delete, Add Admin
l Relativity Application - l Layouts
View

15.2 Creating and editing layouts

To create a new layout or edit an existing one:

1. Navigate to the Layouts tab.

2. Click New Layout. To edit a layout, click the Edit link next to the layout's name. The Layout Information details
layout opens.
3. Complete the required fields on the Layout Information layout. An orange bar to the right of the field name indic-
ates that it is required. See Layout Information fields below
4. Click Save.
5. From the Layout console, click Build Layout to open the layout builder. See Using the layout builder on
page 259.

15.3 Layout Information fields

The Layout Information contains the following fields:

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Layout Information

l Owner drop-down—determines which users can view the layout. Select from the following options:
l Public—all users can see the layout. This is the default selection.
l Specific User—limits the visibility of the layout to the selected user in the drop-down.
l Me—limits visibility to the logged in user.

Note: System admins can view layouts and other securable items that users have made private.

l Object Type—the object type that the layout uses to modify or code. For example, select Document as the
object type if you were creating a layout for coding documents.

l
Note: The Document layout is the only layout that contains the Enable Copy From Previous field. See
Copy from Previous on page 270
.
l Name—the name of the layout. There is a 50-character limit for this field.
l Order—the number that represents the position of the layout in relation to the other layouts. The lower the num-
ber, the higher the position on the list. Layout order can be any positive or negative integer, but you can't use
decimals.
l View Order—click to open up a pop-up window displaying the order of existing views.
l Overwrite Protection—prevents a user from saving changes to an item that another process has modified
since the user opened or edited the layout. By default, this field is set to Disabled.
l You can edit this field only when the instance setting AllowChangesToOverwriteProtection is set to
True in the instance setting table in SQL. By default, this value is False. Contact Relativity Support if you
would like to edit this instance setting in your environment.

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 l If you disable Overwrite Protection, we recommend that you avoid using Save & Next while coding doc-
uments because there is a possibility that your coding decisions may not be saved if another user is edit-
ing the same document at the same time. Instead, as a best practice, we recommend clicking Save and
then carefully reviewing the layout to ensure your coding selections have been saved before navigating
to the next document.
l Relativity Applications—associates the layout with an application created in the Relativity Applications tab.
Click Select to display the Select Items pop-up, and choose an application. To set this option, you must have
the permission Manage Relativity Applications, available under Admin Operations on the Security page.If users
have many layouts that they use during document review, you can add a new layout with dashes in the Name
field, (-----------) and an appropriate order number to serve as a separator. This assists in organizing layouts and
building the workflow.

Other

l Keywords—include any key words to associate with the layout.

l Notes—contains any notes regarding the layout.

15.3.1 Changing layouts

The layout with the lowest order number displays by default when a user opens a document. Depending on your
screen resolution and the length of the current layout's name, it may appear truncated in the layouts drop-down menu.
To display a tool-tip with the layout's full name, hover your cursor over the layouts drop-down menu.
You can change layouts before or while you are reviewing documents by doing the following:

1. Click on the layouts drop-down menu.

2. Select the desired layout.

Note: If you have entered a coding decision and have not saved it before selecting a new layout, a pop-up will
display. Click Cancel to go back and save the coding decision before changing layouts or click OK to discard
the coding decision and proceed to the new layout.

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15.4 Using the layout builder
The layout builder is a customizable screen where users can create a layout. The layout console exists within the
layout builder, which is available once you save a layout or when you select an existing layout from the Layout List
page.
To build a layout, click Build Layout in the Layout console. The layout builder appears.

The layout builder contains the following components:

l Edit Layout Information: [Layout Name]—click this link to navigate back to edit mode for the layout you are
currently updating. See Creating and editing layouts on page 256.
l Category—contains fields on the layout. See Adding and editing categories on page 269.
l Layout group—consists of one or more categories or object lists in a tabular format. See Creating and editing
a layout group on the next page.

15.4.1 Layout Options console

Use the Layout Options console to build your layout. Clicking an item to the left of the console displays that item's
properties for you to interact with.
The Layout Options console contains the following items:

l Properties—depending on the selected item in the layout, that item's properties appear here. See Field prop-
erties on page 268 or Object list properties on page 264.

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 Note: From the Properties section, click to collapse the properties or click to expand an item's prop-
erties.

l Add Category/Add Object List drop-down—use these buttons to add a category or an object list to the layout.
l Add Category—adds a new category to the layout. See Adding and editing categories on page 269.
l Add Object List—adds a new object list to the layout. See Adding and editing an object list on page 263.
l Fields—drag and drop available fields onto the layout category or object list. See Adding fields and text on
page 264.

Note: You cannot add fields stored in Data Grid to layouts.

15.4.2 Creating and editing a layout group

A layout group consists of one or more categories or object lists that display in a tabular format to maximize screen
space and eliminate scrolling in the layout. Use layout groups on the Document or RDO layout.

Note: A layout group may consist of both categories and objects.

To create a layout group:

1. From the layout builder, click and drag a category/object list over another category/object list, then let go of your
cursor click. A plus sign appears to the right of the category that you're dragging the other category onto.

The category/object list appears in a new tab.

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 2. Click or drag another existing category/object list onto the layout group to add more items to the group.
3. Click Save or Save and Close.

To delete a category/object list, click next to the item. If the category/object list contains fields, a warning appears
before deletion.

To move a category/object list outside of a layout group, click and drag that item out of the group and place anywhere
on the layout.

15.4.2.1 Layout Group properties

When you select a layout group, the Layout group properties appear in the Layout Options console.

Note: From the Properties section, click to collapse the properties or click to expand an item's properties.

The layout group properties contain the following items:

l Name—the name of the layout group property.

l Tabbed Display—this option determines when to render the layout group as tabs. When the layout group does
not display as tabs, it displays in a sequential, vertical list.

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 l Edit—displays the tabbed layout group only when a user is in edit mode. Once the user saves and views
the layout, the categories render in a list.
l View—displays the tabbed layout group only when a user is in view mode. When the user is editing the
layout, the categories render in a list.
l View & Edit—displays the tabbed layout group when a user is in view and edit mode.

15.4.3 Saving the layout

Changes made to a layout are applied when you click Save. The next time a user loads the layout when editing or
selecting to go to the next document, the changes are visible.
If a user is in the process of editing a document when a change is made to the layout, the Overwrite Protection setting
determines whether the user can successfully save those edits, or if they need to re-open the layout and make their
selections again before saving.
By default, Overwrite Protection is enabled and stops a user from saving edits made to a document before reloading
the layout after changes have been made to that layout.

15.5 Adding a choice to a layout

To add a choice to a layout in edit mode:

1. Click the Manage link on a single choice or multiple choice field on the layout. The Choice editor modal opens.
2. Click Add Choice,Add Many Choices, or Click to add a choice.
3. Enter a name for the choice or many choices.
4. (Optional) Click Details to further customize the choice.
5. Modify the details of the choice.
6. Click Close.
New choices appear at the bottom of the list of choices. New choices also appear in the Choices tab and Field forms.

Note: If you have edit permissions, you can reorder the choice.

15.6 Pop-ups on the layout

In most instances, choices and objects appear as check boxes and radio buttons. Occasionally there are too many
options to reasonably display on the layout, such as in a large list of issues. In these cases, you can display the

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choices in a pop-up picker. To add a field with a pop-up display, select Popup Picker on the Display Type field on the
Add or Edit Field to Layout form.
To access the pop-up display for a field, click Select. You can filter the choices in the pop-up to locate the desired one.

15.7 Adding and editing an object list

You can add a list of child objects to layouts for the parent object type, and you can add associative object lists to
objects related by a single or multiple object field. Use the Layout Options console to add these lists to layouts when
child or associative objects exist for the current object type.

Note: Child and associative objects frequently refer to user-created objects in Relativity. These Dynamic Objects
are securable, non-document objects that you can add to a workspace. You can link Dynamic Objects to documents
and to other object types to create powerful custom applications within your workspace.

15.7.1 Adding and editing an object list

To add an object list:

1. From the Layout Options console, click the Add Category drop-down > Add Object List. A new Object List
appears in the layout builder and its corresponding properties appear in the Layout Options console. To edit an
existing object list, click the object list.
2. Make changes to the properties as applicable. See Object list properties on the next page.
3. Click Save or Save and Close.

To delete an object list, click next to the item. If the object list contains fields, a warning appears before deletion.

To move an object list, click and drag the item to anywhere on the layout.

15.7.1.1 Child and associative object lists

Once you add an object list to a layout, the child object layout details includes a child list of all items. The list provides
the following option for working with the child objects:

l New - creates a new object of the type represented in the list.

l Delete - removes objects from Relativity.
The associative object list provides the following options:

l New - creates a new object of the type represented in the list.

l Link - displays a pop-up for adding objects of the same type to list.
l Unlink - removes objects from the list.

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15.7.1.2 Object list properties

Note: From the Properties section, click to collapse the properties or click to expand an item's properties.

The object list properties contain the following items:

l Object - displays available object types (child or associative). Your selection determines the type of objects that
appear in the list. If there are no available linked objects, a warning appears.
l View - displays views available for the selected child or associative object.
l Link View - determines which fields are available when clicking the Link button to link to an existing object to
the current layout's object.
l Links Point to Popup - creates a hyperlink that displays object details in a pop-up. Select Yes to create the
link or No if you do not want the link available.
l Friendly Name - re-name the object list to a more user-friendly name.

15.8 Adding fields and text

Use the fields in the Layout Options console to create your layout. Search for available fields in the search box.
Relativity automatically places wild cards at the beginning and end of the entered characters. The list of available
fields is dependent on the layout Object Type and any fields created with the same Object Type.

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15.8.1 Layout options
The Layout Options contain the following fields:

l Field - displays the name of the field that is added. You can select any available workspace field. You can add a
specific field only once to the layout.

Note: You can't add fields stored in Data Grid to layouts.

l Display Type - controls how the field appears on the layout. The field type determines the available display
options:
l Fixed length - text appears as text.
l Whole number - appears as an integer.
l Date - appears as a date.
l Yes/no - has three values - blank, yes, or no. This field can be displayed as a drop-down menu, check-
box, or radio button list.
l Long text - appears as text.

Note: If a field with long text is selected and it contains enough text, the long text field may affect the
display of other fields in the layout that are beneath it.

l Rich text - appears as text with bold and italics. This option is only available if the field has the Allow
HTML property set to Yes.

Note: The Sanitizer object controls whether HTML attributes are sanitized and how specific HTML
content is sanitized from fields on page render. You can modify the sanitizer object to add HTML alerts
and links. We recommend not modifying the default setting.

l Single-choice list - appears as a drop-down menu or radio button.

l Decimal - appears as a decimal.
l Currency - appears as currency.

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 l Multiple-choice - list can appear as a checkbox list or pop-up picker. A pop-up picker displays the field

label and a box containing the current field values. Reviewers click , which displays a filterable
list of field choices. Filtering can be applied to pop-up picker views to find choices. For more information
on the pop-up picker, see Pop-ups on the layout.

Note: If a coding layout becomes long and cumbersome, change the field display from checkbox list to
pop-up picker. This unclutters the layout by effectively hiding the field's choices and presenting them
only if necessary. Displaying a large number of choices with check boxes, drop-down menus, or radio
buttons on a layout can also slow performance. The display type automatically flips to a pop-up picker
if the number of choices exceeds the configurable choice display limit.

l User can appear as a drop-down menu or a picker.

l Repeat Columns controls how single and multiple-choice lists appear on a layout. When you select this option
for a multiple-choice field, choices are ordered left to right, and top to bottom.
l Single Column Display: Enter 0, 1, or leave the option blank.

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

A value of 3 results in a three column display.

l
Custom label is used to display your own text instead of the field name. Click button to enter your custom
label.

15.8.2 Adding fields to a category

To add fields to a category, drag and drop a field from the Fields section to the category. Drop Field placeholder text
appears to indicate where you can place fields on the category.

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15.8.3 Removing fields from a category

To remove a field from a category, click next to the field. The layout builder moves that field back to the Fields list
for future use.

15.8.4 Making a field one or two column

To make a one column field two columns, click .

To make a two column field one column, click .

15.8.5 Making a field read-only

To make a field read-only, click .

Note: The option Allow Copy from Previous is disabled for fields that have their Read-Only option set to Yes, as
well as for system and relational fields such as MD5 HASH. See Copy from Previous on page 270.

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15.8.6 Other fields considerations
l You can drag and drop fields from one category to another.
l You can drag and drop fields from one column to another.
l Add custom text by dragging and dropping the Custom Text field to a layout. To edit, select the Custom Text
field and edit the Custom Text in the text box or the rich text editor. If you enter rich text, the message Rich text
added appears. See Using the rich text editor on page 272.
l Certain HTML-enabled text fields such as Email Threading Display may not display correctly if you add them to
a layout.

15.8.7 Field properties

Depending on the field selected in the layout builder, different properties appear. Below is a list of the following field
properties:
Display Type - controls how the field appears on the layout. The field type determines the available display options:
l Fixed length - text appears as text.

l Whole number - appears as an integer.

l Date - appears as a date.
l Yes/no - has three values - blank, yes, or no. This field can be displayed as a drop-down menu, checkbox, or
radio button list.
l Long text - appears as text.

Note: If a field with long text is selected and it contains enough text, the long text field may affect the display
of other fields in the layout that are beneath it.

l Rich text - appears as text with bold and italics. This option is only available if the field has the Allow
HTML property set to Yes.
l Single-choice list - appears as a drop-down menu or radio button.
l Decimal - appears as a decimal.
l Currency - appears as currency.
l Multiple-choice - list can appear as a checkbox list or pop-up picker. A pop-up picker displays the field label

and a box containing the current field values. Reviewers click , which displays a filterable list of field
choices. Filtering can be applied to pop-up picker views to find choices. For more information on the pop-up
picker, see Pop-ups on the layout.

Note: If a coding layout becomes long and cumbersome, change the field display from checkbox list to pop-
up picker. This unclutters the layout by effectively hiding the field's choices and presenting them only if
necessary. Displaying a large number of choices with check boxes, drop-down menus, or radio buttons on a
layout can also slow performance. The display type automatically flips to a pop-up picker if the number of
choices exceeds the configurable choice display limit.

l User can appear as a drop-down menu or a picker.

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

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 l Rows (long text only) is used to set the number of visible lines in a long text box, such as attorney comments.
l Custom label is used to display your own text instead of the field name. Edit the Custom Text in the text box or

click to open the rich text editor. See Using the rich text editor on page 272. If you enter rich text, the mes-
sage Rich text added appears.

15.9 Creating a new category

Categories act as headers that visually divide the layout into different sections. You can create a category for each
sub-task in a review.
For each layout, Relativity automatically creates a default category. The category contains a default name field that
Relativity assigned to it based on the layout's object type. For example, the default category contains the document
identifier when the object type of the layout is document and a Name field when the object type is OCR Set or
Analytics Profile.

15.9.1 Adding and editing categories

A category contains fields on your layout. Use categories to organize layout content.
To add a new category:

1. From the Layout Options console, click Add Category. A new Default Category appears in the layout builder
and its corresponding properties appear in the Layout Options console. To edit an existing category, click the
category.
2. Make changes to the properties as applicable. See Category properties below.
3. Click Save or Save and Close.

15.9.2 Category properties

Note: From the Properties section, click to collapse the properties or click to expand an item's properties.

The category properties contain the following items:

l Name - the name of the category. This name appears as a section header in the layout.
l Contextual Help - add contextual help text to the layout to further guide users as they are interacting with the
fields in this category.

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 l Enter text in the field to add plain text contextual help.

l
Click to load a web-based rich text editor where you can enter and edit rich text contextual help.
See Using the rich text editor on page 272. If you enter rich text, the message Rich text added appears.

l
Contextual Help appears as in the layout. Users can click this icon to display the contextual help mes-
sage.
l Collapsible - Determines whether the category can be collapsed or not in a layout. If Yes is selected, the cat-
egory can be collapsed by the user. If No is selected, the category cannot be collapsed by the user even if Col-
lapsed By Default is set to Yes.

l Collapsed By Default - Determines whether the category is collapsed when each document is loaded in the
Viewer or not. If Collapsible is set to Yes and Yes is selected for this option, the category will be collapsed by
default whenever a document is opened in the Viewer. If No is selected, the category will be expanded
whenever a document is opened in the Viewer.

15.10 Copy from Previous

You can design a layout to include the Copy from Previous toolbar. This enhances review by providing the ability to
copy coding values from one document to another within a review session.
Copy from Previous is not available for the following fields:

l Single object fields

l Multi-object fields
l Read only fields
l System fields
l Relational fields
l Control Number (Document ID)

15.10.1 Adding the Copy from Previous toolbar

You can add the Copy from Previous toolbar to any layout with a Document object type. To add this toolbar:

1. Navigate to the Layouts, click the layout on which you want to enable Copy from Previous.
2. Click Edit.

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 3. On the layout, click on the desired field and set Enable Copy from Previous to Yes.

4. Ensure that all applicable fields on the layout have the option Allow Copy from Previous set to Yes. If those
fields are set to No and you want their values to be copied during review, set the Allow Copy from Previous
option to Yes. If you need to remove the Copy from Previous option from a layout click Disable Copy from Pre-
vious. This button only becomes available after you add the toolbar to a layout.

5. Click Save or Save and Close.

15.10.2 Using Copy from Previous

When the toolbar appears in the Coding card, it provides the following options:

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 l Copy - applies the coding values to fields that have the option Enable Copy from Previous set to Yes. The
coding values from the copyable fields are applied to the document currently displayed in the Viewer. The
reviewer can modify the values as necessary, and then save these changes.

l
Previous icon - displays to the left of any fields that were previously saved. The copyable coding values
assigned to this document are applied to current document, when the reviewer clicks the Copy button.

Note: Copy from previous is not available for system fields.

Relativity displays next to fields with values that you can copy from the previous document. After you copy the

value into the field, this icon is replaced with . The icon redisplays next to a copied field that you have modified.
To use Copy from Previous:

1. When you start a review session, code the values for the first document and click Save & Next. This enables
the Copy option on the document layout. The Previous field is updated with the document identifier of this first
document.
2. Click Copy when you want to copy the coding values of the designated fields from the previously-saved doc-
ument to the current one. After Relativity populates the layout with these coding values, you can continue to
modify them.
3. Click the Save & Next button to save your changes, and continue the review process.
l If you click Save or Cancel, the layout appears as read-only and the Copy is disabled. You can click Edit
to restart the review. You must then code the first document, and click Save & Next before the Copy but-
ton is enabled. Whenever you leave Edit mode or select a different layout, you need to repeat this pro-
cess.

l
In the layout, the Previous icon displays to the left of the field that you previously saved.

Note: The default keyboard shortcut for the Copy from Previous button is Alt + Shift + Z. However,
your workspace may be configured with a custom keyboard shortcut. Contact your system admin for
additional information.

15.11 Using the rich text editor

The rich text editor provides support for hyperlinks, images, and tables.
It also features the following:

l Supports both inline and pop-up display type for a more seamless experience. See Adding fields and text on
page 264.
l You can configure the maximum text values for long text fields using the instance setting Max-
imumNumberOfCharactersSupportedByLongText in the Instance setting guide.
The rich text editor is available in several circumstances:

l Long Text field—the Enable HTML field option is enabled on a long text field which is added to a layout. See
Enable HTML in Field information on page 149.

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 l Set the long text field with the Display Type: Inline Rich Text.
l On the layout builder, make the long text field two column. This will render the inline text editor as a two
column width in an RDO layout. See Adding fields and text on page 264.
l Contextual help or Custom text—when adding contextual help or custom text to a layout. See Layouts on
page 256.
l Custom Label—when adding a custom label to a field.

Note: The Sanitizer object controls whether HTML attributes are sanitized and how specific HTML content is
sanitized from fields on page render. You can modify the sanitizer object to add HTML alerts and links. We
recommend not modifying the default setting.

15.11.1 Rich text editor features

The rich text editor contains the following features:

- change the font type. Arial is the default font type. You can configure the default font
using the instance setting, RichTextEditorFontDefault. See RichTextEditorFontDefault in the Instance setting
guide.

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 Note: In Microsoft Internet Explorer and Edge, the font type drop-down menu does not appear. You can, how-
ever, change the default font face in IE using the RichTextEditorFontDefault instance setting. See RichTex-
tEditorFontDefault in the Instance setting guide.

—change text font size.

l
—changes selected text background highlight color.

—changes selected text color.

l
—bolds selected text.

l
—italicizes selected text.

l
—underlines selected text.

—adds a strikethrough to selected text.

—add subscript or superscript to selected text.

—arrange content in a bulleted or numbered list, outdent or indent

text, and align text left, center, or right.

l
- customize the space between each line of text.

l
—insert hyperlink. Here, you can specify the URL, link text, and whether the link opens in a new tab.
l Relativity requires HTTPS links only. Links need to follow the following format: start with https://, and can
include forward slashes, periods, and alphanumeric characters. For example, <a href-
f=”https://www.relativity.com/customers/” >Relativity Customers</a>.
l To add a link, you must be in the Legal Hold admin group, or a group that has view permission for the
Object security permission InstanceSettings. For more information, see the Admin guide.
l To add a link, you must update the DomainNameWhiteListUrls instance setting. It's a semicolon-delim-
ited list of allowed domains. For example, "google.com;mozilla.org".

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 l

—insert an image from a URL. You can re-size the image in the text editor.

Note: RelativityOne requires HTTPS links only. Links will need to follow the following format: start with
https://, and can include forward slashes, periods, and alphanumeric characters. Example: <img src-
c="https://i.imgur.com/m1TEWWW.png" />.

—insert a table.

—use to undo or redo actions taken in the rich text editor.

15.11.1.1 Copying and pasting

You can copy and paste from Microsoft Word with most formatting staying intact. Always double-check formatting
before saving the communication because formatting from another application may not be carried over.
Copying and pasting bullet or numbered lists from MS Word, Chrome, and Firefox convert into HTML lists in the rich
text editor. The HTML lists will consist of <ul/> and <ol/> tags in the editor. These pasted lists can then be edited in like
other lists in the editor.

Note: Copying and pasting into the rich text editor only works when copying from MS Word, Chrome, and Firefox.
This is currently not possible for Internet Explorer 11.

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16 Lists
Lists provide a simple way to save a list of objects, such as documents, without specifying the types of conditions you
do for a saved search. Since lists aren't based on conditions, they remain constant unless you replace an existing list.
Lists are especially useful when saving a list of sampled items. When using Sampling, you can save a random sample
set of documents as a list in order to access the same sample set again later. See Sampling on page 540. When
saving a list of documents, you can view the list later by creating a saved search with the list set as search criteria. The
Lists console includes a command to automate the creation of a saved search from a list.
Auditing is performed when a user creates or deletes a list. Individual documents are not audited when added to a list.

16.1 Enabling lists on an object

The option to save items to a list is available on any object type that has the Lists field enabled.
To enable an object to be saved to a list:

1. Navigate to the Object Type tab.

2. Click Edit on an object type.
3. Toggle the Lists Enabled field on..

4. Click Save.

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After enabling Lists for an object, you can perform a Mass Save as List operation to save a search as a list. For more
information, see Mass Save as List in the Admin guide.

16.2 Viewing items in a list

To view items in a saved list, create a new saved search or view based on the list.

Note: The Create Search from List button has been deprecated. To create a search from a list, create a new saved
search that includes the desired list as a condition.

16.2.1 Incorporating a list of documents as a search criterion in a saved search

Follow these steps to create a new saved search using a saved list of documents as the search criteria:

1. On the Documents tab, click the Saved Searches browser icon.

2. Click Create New Search.
3. Type a name for the saved search in the Name field.
4. Add a condition with the following column settings:
l Field—select Lists.
l Operator—select these conditions.
l Value—select the following value criteria:
l Field—select Lists.
l Operator—select any of these.
l Value—select one or more saved lists to include in the search criteria.
5. In the Fields category, select the fields you want to include when viewing your saved search results. Select the
Lists field to show the list(s) with which an object is associated.
6. Click Save to save the search. Or, click Save & Search to save and execute the search.
For more information on creating a saved search, see the Searching guide.

16.2.2 Creating a view from a saved list

To view the items saved as an object list, create a view with a field condition using the Lists field. Follow these steps to
create a new view that displays the items saved in a list for any object type.

1. Click the object's tab in your workspace. For example, if the name of the object type for which you saved a list of
items is Media, click the Media tab.
2. Click the Create View icon.
3. Type a name for the new view in the Name field.
4. Verify Object Type is set to the object type for which you saved a list.
5. Click Next.
6. Add the fields you want to include in your view to the Selected Fields box.
7. Click Next.

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 8. Add a condition with the following settings:
l Field - select Lists.
l Operator - select these conditions.
l Value - click the ellipsis and select the following Lists criteria:
l Field - select Lists.
l Operator - select any of these.
l Value - select and add one or more saved lists to include in your view.
9. Click Next.
10. (Optional) Select one or more fields with ascending or descending sort order for your view.
11. Click Save.
12. Select your new view from the view drop-down menu on your object tab to display the saved list of items.

Note: For more information on creating a view, see Creating a view with field categories on page 634.

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17 Relativity Script Library
The following is a list of standard scripts available in Relativity. This list may vary per version of Relativity.
These scripts are available in the Relativity Script Library. To access the script library:

1. Navigate to Home.
2. Click the Relativity Script Library tab.
To add library scripts to your Script tab in a workspace for your users to run, refer to the Relativity Admin Guide.

Caution: Changes to SQL fields executed by Relativity Scripts do not produce Audit logs.

Script Description
Analytics billable Allows a partner to assess the billable size of a potential Analytics index submission.
estimate
Billing statistics - Reports on peak billable data for all cases in a Relativity environment; this can be used in envir-
case rollup onments where the auto-emailed statistics feature is not possible.
Billing statistics - Reports on all users who have had access to the case at any time during the month.
users
Case permission Reports on all users, workspaces, groups, and each group's permissions in a Relativity envir-
audit onment.
Choice field Selects a specified number of sample documents across categories chosen by the user, ensur-
stratified sampling ing that each category is represented equally.
Create Cluster Creates job entries in the EDDS database to upgrade Analytics clusters for CAAT 3.17.2.
Upgrade Jobs
Globally administer Forcibly assigns a keyboard shortcut to a specific system function; this script runs against all
keyboard shortcuts workspaces.
Monitor Cluster Checks and reports the status of all Analytics cluster upgrade jobs recorded in the EDDS data-
Upgrade Jobs base.
Lockbox report The Lockbox Report script will list out all workspaces where anyone at Relativity ODA LLC has
current access to along with the name of the group that the Relativity ODC LLC user is linked
to.
Lockbox Bypass The Lockbox Bypass Report script provides audit history of changes to the Lockbox instance
report setting, by whom, and when.
Populate parent to Populate parent to child is a workspace-level script propagates the Document ID of the parent
child document to any children of that document.
Processing Provides a report of processed data sizes per processing set and user in all workspaces in the
statistics environment and a summary of all processed data in all workspaces in the environment.
Propagate sent Sets all email families' documents to the same sent date as their parent documents in a case.
date to family
documents
Report sample- Generates reports for the deprecated sample-based learning feature.
based statistics
Reviewer statistics Reports on the efficiency of reviewers over the specified date range; the returned statistics
provide a count on how many documents were reviewed over a certain period of time.

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 Script Description
Saved search gap Identifies documents with gaps in Bates numbers or overlapping Bates numbers in a work-
and overlap check space.
Set duplicate flag Identifies and sets a Yes/No field on all case documents to indicate it as a duplicate or primary.
field
Set native file size Stores the native file size (in KB), for each case document in a decimal field.
field
Set production Populates the production beginning and end attachment range fields for each case document
beg/end attach included in a production.
fields
Set Relativity folder Stores the current Relativity folder path of each document in a long text field.
path field
Total Automated Reports on the number of automated workflows in your instance.
Workflows in
Instance
Upgrade legacy Upgrades a legacy application (v 6.8 and earlier) to a Relativity Application object
applications
The Relativity Script Library includes all scripts installed with your version of Relativity. To request additional scripts,
contact Relativity Customer Support.
The following scripts are available outside the script library:

Script Description
Australian Renumbers your Relativity documents and Host/Family fields into a standard Prefix, Box, and
Document ID Document format.
Get database Displays size and location information for all database files in a specific workspace. Use the
size following SQL command to run this script:
exec sp_helpdb <databaseName>

17.1 Analytics billable estimate

This script allows a partner to assess the billable size of a potential Analytics index submission. This script allows a
user to select a saved search, and returns the total number of native documents, the total number of image
documents, the total number of text only documents, and the total file size of documents which are not already part of
an Analytics index or structured analytics set.

17.1.1 Special considerations

l This script must be run from a workspace.
l Documents already included in an Analytics index and structured analytics sets are not reported on during the
execution of this script.

17.1.2 Inputs
1. Create a saved search that returns the documents you would like to index. No special fields are required.
2. Navigate to the Scripts tab.

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 3. Select the Relativity Analytics Billing Estimate script. If the script is not present in the workspace's script tab,
you must add it.
4. Click Run.
5. Select the saved search created in step 1.
6. Click Run.

17.1.3 Results
The following fields are returned:

l Document Total
l Documents with Natives
l Documents with Images
l Documents with Text Only
l Total Billable Size in GB

17.2 Australian Document ID

The Australian Document ID Relativity script gives you the flexibility to renumber your Relativity documents and
Host/Family fields into a standard Prefix, Box, Folder and Document format. For example, ABC.001.001.0001.
The script will maintain an audit of all changes.

Note: This script is not included by default in the Relativity Script Library. To request this script, contact Relativity
Support.

17.2.1 Installing to the Relativity Script Library

Note: Upload the RAP first to the Application Library, which then produces the script.

Perform the following steps to install Australian Document ID to Relativity’s Application Library:

1. Log into Relativity as a system admin.

2. Navigate to the Applications & Scripts tab and click New Relativity Script.
3. Paste the contents of the script file in the provided Script Body field.
4. Click Save. The script is now added to the Script Library.

17.2.2 Installing Australian Document ID application to a workspace

You can install the Australian Document ID application to your workspace from the Application Library tab from Home
or from the Relativity Applications tab within the workspace.
Follow these steps to install the application from within the workspace:

1. Access your workspace and navigate to the Scripts tab.

2. Click New Relativity Script.
3. Under the Script Type section, select the radio button next to Select from Script Library.
4. Click the Select button to browse the script library.

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 5. Select the Australian Document ID script and click Set.
6. Click Save.

17.2.3 Running the solution

You can run the solution by completing the following steps:

1. Access your workspace and navigate to the Scripts tab.

2. Click the Australian Document ID Format script.
3. Click Run Script.
4. Complete the following required fields:
l Saved Search – a required list of documents to renumber
l Document Identifier – a required Identifier field, e.g. “DocumentID” or “Control Number”
l Document Group – an optional family host/field, e.g. “Document Host”
l Prefix - a required alphanumeric field (3-6 characters), e.g. “ABC”
l Box - an optional numeric field (3-6 characters), e.g. “001”
l Folder - a required numeric field (3-6 characters), e.g. “001”
l Document - an optional numeric field (3-6 characters), e.g. “0001”
5. Click Run.

17.3 Billing statistics - case rollup

Note: Please be aware that effective July 31, 2025, Relativity will deprecate this script for RelativityOne
commercial customers. We strongly recommend that you begin creating custom reports via Usage Reports within
the Management Console.

The Billing Statistics - Case Rollup script is a billing script that reports on peak billable data for all cases in a Relativity
environment. The peak billable data is the highest value within the range of a single month. This script can be used in
environments where the auto-emailed statistics feature is not possible. The results of this script will only update after
an off-hours agent runs.

Note: You must run this script in Admin mode and not from within a workspace. Otherwise, you will receive a
warning and the script will not complete.

Note: Billing Statistics - Case Rollup stores data for 13 months by default to ensure high performance. If you would
like to store this data for a longer period of time, edit the BillingDataRetentionPeriodInMonths instance setting
from its minimum value of 13 months to your desired value.

Refer to the Billing FAQs in the Relativity Community for more detailed information:

l Understanding and Measuring Cost in RelativityOne

17.3.1 Inputs
After clicking Run on the Script console, enter values for the following fields:

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 l Usage Period Year (YYYY)—the year you wish to report on.
l Usage Period Month (MM)—the month you wish to report on.
l Replace Case Name With Artifact ID—determines whether the name of the case is replaced by the case arti-
fact ID in the report results.
l Replace Matter Name With Hash Value—obfuscate the matter names in billing metrics.
l Replace Client Name With Hash Value—obfuscate the client names in billing metrics.

17.3.2 Results
After you run the script, the Billing Statistics – Case Rollup report is displayed for the specified month and year. In this
table, the term peak refers to the highest value within the range of a single month.
File categorization is as follows:

l Native files include Native and transcripts

l Image files include TIFF and PDF files
l Production files include Stamped TIFF, produced PDF, and produced redacted natives
The linked file sizes in the script do not immediately report as the underlying process to populate the linked data for the
script runs on a nightly basis with the Repository Billing Agent.
The report includes the following columns (shown in alphabetical order):

Column Definition
Account The name designated as the account name.
Activity Status Reflects whether a workspace was Active or Inactive in a specific month. This
determination is based solely on a single document view within the workspace
during that month. No other actions within the workspace (e.g., adding/deleting
documents, user activity) affect its activity status.

Note: Data for the timeframe of June to August 2023 may be inaccurate due
to a field being temporarily disabled.

Archive Status Indicates a status of Archived if an ARM workspace restore is in progress. Other-
wise the status is Online.
AuditRecordCount The total number of audit records stored in Data Grid per workspace. We will
deprecate this field starting in April 2025, and queries by month will return a
value of 0 from April onwards.
AuditSize The total size of audits in GB for the workspace. If the workspace does not have
the Audit application installed, this calculation will be blank. We will deprecate
this field starting in April 2025, and queries by month will return a value of 0 from
April onwards.
CA Image Documents Number of documents with images and without natives run through a Analytics
Index or Structured Analytics Set for the first time during the reported month.
CA Native Documents Number of Native documents that were indexed with Content Analyst for first
time, during the reported month.
CA Native Size Size in GB of all Native documents indexed with Content Analyst for first time,
during the reported month.

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 Column Definition
Case Artifact ID Unique artifact ID associated with a workspace in the environment.
Case GUID The case Globally Unique Identifier (GUID) associated with the workspace to
that environment.
Case ID Unique identifier for the workspace across all environments which combines
Instance and workspace artifact ID.
CA Text Only Documents Number of documents without an image or native that were run through a Ana-
lytics Index or Structured Analytics Set for the first time during the reported
month.
CA Total Documents Total number of all documents run through a Content Analyst Index for the first
time, during the reported month.
Client Artifact ID Unique artifact ID of the client associated with the workspace. If the workspace
is deleted, no value is reported.
Client Domain Artifact ID The unique Artifact ID associated with a client domain. Relativity populates this
value only when you enable client domains for a client. If you remove the asso-
ciated workspace from Relativity, this column displays the word Deleted. For
more information, see client domains on the Relativity RelativityOne Docu-
mentation site.
Client Domain Name The name of the client domain associated with the workspace. Relativity pop-
ulates this value only when you enable client domains for a client. If you remove
the associated workspace from Relativity, this column displays the word
Deleted. For more information, see client domains on the Relativity Relativ-
ityOne Documentation site.
Client Name The name of the client associated with the workspace. If the workspace is
deleted, no value is reported.
Client Status The current value of the Workspace Status field in a given month. This value is
automatically inserted by the system based on a setting in Workspace Details
Advanced Settings.
CurrentBillableFileSize Current day's data for BillableFileSize in GB.
CurrentDataGridFileSize Current day's data for DataGridFileSize in GB.
CurrentDocumentCountTextOnly Current day's data for DocumentCountTextOnly.
CurrentFileCount Current day's data for FileCount.
CurrentFileSize Current day's data for FileSize in GB.
CurrentImageFileSize Current day's data for ImageFileSize in GB. This includes Tiff files and PDFs
classified as PDF.
CurrentNativeFileSize Current day's data for NativeFileSize in GB. This includes native and transcript
files.
CurrentProductionFileSize Current day's data for ProductionFileSize in GB. This includes stamped Tiff and
PDFs classified as produced PDF and produced redacted native files.
Data Generated UTC The time when the Billing Agent ran to generate the metrics used by the Case
Statistics report.

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 Column Definition
Data Grid File Size The sum of all files in GB that are stored in Data Grid per workspace.
Document Count The peak total document count in the workspace.
Document Count Text Only The number of documents that do not have any images, natives, or productions
per workspace. This value is calculated as the number of documents that are in
the document table but not the file table, aggregated per workspace, and repor-
ted as the maximum found for the month (similarly to the Document Count
column).
DtSearch Index Size Column currently not used.
ECA Application Installed This application is no longer supported and will always return a false value.
File Count The peak count of the total number of files in the workspace.
File Size The peak total file size of files in the workspace in GB. This value only counts
items in the file table and does not include container files in the repository.
Therefore, not everything in the file repository is necessarily included in this
value. For example, the file size total does not take into account working
files/copies generated by a processing job. This value also does not count the
SQL database.
Image File Size The peak size in GB of images files in the workspace that have not been impor-
ted using Integration Points with file pointers. This value is taken from the peak
of Total Billable File Size field. This includes TIFF files and PDFs classified as
image.
Instance The name designated as the instance name.
LDF Size The peak database log data file (LDF) size of the workspace in GB.

Note: Customers cannot directly control the size of LDF within the Relativity
infrastructure. This aspect is classified as an infrastructure detail, and
Relativity does not assure its reduction. The size of LDF can be
influenced by database modifications aimed at optimizing performance.

Matter Artifact ID Unique artifact ID of the matter (through client) associated with the workspace.
If the workspace is deleted, no value is reported.
Matter Name The name of the matter associated with the workspace. If the workspace is
deleted, no value is reported.
MDF Size The peak database primary data file (MDF) size of the workspace in GB.

Note: If your MDF is split into multiple NDFs, the sum of all NDF sizes is
returned.

Note: Customers cannot directly control the size of MDF within the Relativity
infrastructure. This aspect is classified as an infrastructure detail, and
Relativity does not assure its reduction. The size of MDF can be
influenced by database modifications aimed at optimizing performance.

Name The instance name and the workspace name; if the workspace name is obfus-
cated, it is replaced by the workspace identifier.
Native File Size The peak size in GB of native and transcript files in the workspace that have not
been imported using Integration Points with file pointers. This value is taken

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 Column Definition
from the peak of Total Billable File Size field in GB.
Peak Status The peak value of the Workspace Status field in a given month. If any work-
space was active during the reported month, the status is Active; otherwise, it is
Inactive.
Prior CA Image Documents Number of documents with images and without natives run through a Analytics
Index or Structured Analytics Set for the first time during the prior month.
Prior CA Native Documents Number of Native documents that were indexed with Content Analyst for first
time, during the prior month.
Prior CA Native Size GB Size of all Native documents indexed with Content Analyst for first time, during
the prior month.
Prior CA Text Only Documents Number of documents without an image or native that were run through a Ana-
lytics Index or Structured Analytics Set for the first time during the prior month.
Prior CA Total Documents Total number of all documents run through a Content Analyst Index for the first
time, during the prior month.
Prior CA Year Month The prior month for the Analytics data. For example if the report is running in
October, the metrics are from September.
Production File Size The peak size in GB of production files in the workspace that have not been
imported using Integration Points with file pointers in GB. This value is taken
from the peak of Total Billable File Size field. This includes stamped TIFF, pro-
duced PDF, and produced redacted native files.
Relativity Case Name The name given to the workspace in Relativity.
Relativity Integration Point Pushed True/False value indicates if documents were pushed from a workspace using
Documents Integration Points.
SQL FT Size The peak size of the disk space that is allocated to the index (the file group) in
GB. This will be within 5-10% of the actual size of the index. To estimate the
actual size of the Full Text index, reduce the value reported by 5-10%.
Status Column currently not used.
Time Executed Date on which the report was generated.
Time Executed UTC The UTC time when the report is generated.
Total Billable File Size The peak billable size of all files in the workspace in GB (this does not include
files that have been imported using Integration Points with file pointers).
Total Billable File Size and the size of SQL database files are not directly
related. Total Billable File Size is reporting on the size of natives, images,
productions in the file repository. No SQL database files are included in this
calculation.
Usage ID The usage ID given to the workspace. This is a unique identifier which combines
instance, workspace artifact ID, year, and month.
Year & Month The year and month of the reported data.
Cold Storage State Shows the current Cold Storage position of the workspace including whether it
is moving in or out.

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17.4 Billing statistics - users
Note: For a faster and more modern method of gathering information across your instance, we recommend creating
custom reports via Usage Reports within the Management Console instead of using Relativity scripts. See Usage
Reports documentation for more information.

This script is a billing script that reports on all users who had their Relativity access enabled, and belonged to a group
which was assigned to a workspace during a specific month. The data is taken as a snap shot daily when the Billing
Agent runs. This script can be run at any time from Home.

Note: Billing Statistics - Case Rollup stores data for 13 months by default to ensure high performance. If you would
like to store this data for a longer period of time, edit the BillingDataRetentionPeriodInMonths instance setting
from its minimum value of 13 months to your desired value.

17.4.1 Inputs
After clicking Run on the Script console, enter values for the following inputs:

l Usage Period Year (YYYY)—the year you wish to report on.

l Usage Period Month (MM)—the month you wish to report on.
l Replace User Name With Hash Value—determines whether the username portions of user e-mail addresses
are replaced by a hash value.
l Hide Case Names—determines whether the case names are hidden in the report.

17.4.2 Results
After you run the script, the Billing Statistics - Users report displays.
The report includes the following columns:

Column Definition
Case The name given to the workspace in Relativity.
Name
Case Arti- The unique Artifact ID associated with the workspace specific to that environment.
fact ID
Usage ID The usage ID given to the workspace. This is a unique workspace and month identifier which combines
Instance, Case Artifact ID, Year, and Month.
Case User The unique identifier for that workspace, user, and month which combines Usage ID and User Artifact
ID ID.
User Arti- The unique system-level Artifact ID associated with the user.
fact ID
Relativity The user's name as entered in the Relativity workspace.
Case User
Name
Original The original e-mail address of the user if changed during the month.
Email
Address

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 Column Definition
Flag Indicates whether the user e-mail associated with that account, changed during the month.
Is System Indicates whether the user is associated to the System Administrators group.
Admin
Logged In If a user accesses the instance, a 1 appears in this column.
This Month
Last Login Date on which the user last logged into the system.
Last Login The time the user last logged into relativity in UTC time.
UTC
Replace Indicates whether the username portions of user e-mail addresses are replaced by a hash value.
User
Name With
Hash
Time Date on which the report was generated.
Executed
Time The UTC time when the report was generated.
Executed
UTC
Client The name of the client domain associated with the workspace. Relativity populates this value only when
Domain you enable client domains for a client. If you remove the associated user from Relativity, this column dis-
Name plays the word Deleted. For more information, see client domains on the Relativity RelativityOne Docu-
mentation site.
Client The unique Artifact ID associated with a client domain. Relativity populates this value only when you
Domain enable client domains for a client. If you remove the associated user from Relativity, this column dis-
Artifact ID plays the word Deleted. For more information, see client domains on the Relativity RelativityOne Docu-
mentation site.

17.4.3 Retrieving historical data

When you upgrade to Relativity 9.7 or above, the roll-up script pulls information for the following columns from a table
that is pre-populated with data from the month that you upgrade as well as the previous month:

l Last Login UTC

l Last Login
l Logged In This Month
If you want to use this script to pull older historical data, contact our Support team for the Billing statistics – users script
version 11, which supports this functionality. Additionally, verify that your Audit table contains the historical data that
you need.

17.5 Choice field stratified sampling

This script selects a specified number of sample documents across categories chosen by the user, ensuring that each
category is represented equally. These documents can then be reviewed or set aside for any process which benefits
from sampling a broad variety of documents.
Examples of how to use this script include:

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 l Sampling documents with different coding tags
l Sampling documents across different folders
l Sampling across clusters
l Sampling documents coded by different reviewers for quality checks
The most common use of this script is sampling documents from each cluster in a conceptual cluster, then pre-coding
those documents before starting a prioritized review queue in Review Center. The variety of content in the sample
gives the AI classifier a strong foundation for its relevance predictions, and it can increase the accuracy of those
predictions early in the queue.

17.5.1 Special considerations

Consider the following when running this script:

l If you plan to sample documents across clusters, you must create the clusters first. For more information, see
Clustering in the Analytics guide.
l You can use any single-choice or multiple-choice field to define the categories for the script.
l When used on a multiple choice field with parent and child choices, this script only considers the child choices.
In a cluster visualization, these are represented as the outermost ring of clusters.

17.5.2 Inputs
1. Before running the script, create a Yes/No field to track which documents have been selected by the script. If
you use a previously created Yes/No field, the script will overwrite any existing values.
2. Create a saved search which includes documents from all categories you want to sample. If you are sampling
from a specific set of clusters, make sure only the desired clusters are selected when creating your saved
search.
3. Navigate to the Scripts tab.
4. Select the Choice Field Stratified Sampling script. If the script is not present in the workspace's Script tab, you
must add it.
5. Click Run.
6. In the pop-up window, fill out the following fields:
1. Choice to sample from - select the choice field containing the categories you want to sample.
2. Saved Search - select the saved search created in step 2.
3. Number from each choice - enter the number of documents you want to sample from each category.
4. Is Sampled Field (Yes/No) - select the Yes/No field created in step 1.
7. Click Run.

17.5.3 Results
Once run, this script updates the Yes/No field to Yes for the sampled documents. To view all sampled documents, go
to the Document List view and search for a Yes value in that field. You can then code the documents or create a saved
search to set them aside for later.

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17.6 Copy To Legacy Document Fields
This script updates Bates fields you create on the Document table with the Bates numbering information stored in the
Production Information RDO of a production you select.

Note: This script is available as a feature in Post Production. Using Post Production has several benefits over using
script. It is run automatically, improves performance, provides information about progress and gives an indication on
the Production Set console that something has been run. See Production sets for more information.

17.6.1 Special considerations

Consider the following risks before running this script:

l You can't undo this script after you run it.

l This script updates the Document table and may impact performance. Run this script during off-hours.
l Users must have View Script permissions to run this script.

17.6.2 Inputs
Before running the script, perform the following tasks:

l Run and produce a production. For more information, see Production console.
Before running the script, ensure you create the following Document fields in the workspace:

l Begin Bates
l End Bates
l (Optional) Begin Bates Attachment
l (Optional) End Bates Attachment
l (Optional) Batch Size (Default 10000)
Running the script populates these fields on the Document table.

17.6.3 Results
This script updates and stores the Bates fields you create on the Document table so you may continue using previous
production workflows.

17.7 Create sample set

This script is no longer supported.

17.8 Forgotten password reset audit

This script is no longer supported in RelativityOne.

17.9 Globally administer keyboard shortcuts

The Relativity script for globally administering keyboard shortcuts forces the assignment of a keyboard shortcut for a
specific system function across all workspaces. The script overwrites existing keyboard shortcuts currently assigned

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to other system functions, fields, or choices. After the script runs, the updated keyboard shortcut is available for use in
the Review Interface. For more information about these shortcuts, see the Admin Guide.

17.9.1 Category
System Functionality

17.9.2 Special considerations

This script overwrites an existing keyboard shortcut combination assigned to a system function, field, or choice across
all Relativity workspaces. You may want to review your current review workflows to determine how they are affected
by modifications to the shortcut combinations.

17.9.3 Inputs
Use the following steps to run the script Globally Administer Keyboard Shortcuts:

1. Navigate to the Relativity Script Library tab.

2. Use the Name column to filter on the script Globally Administer Keyboard Shortcuts.
3. Click on Globally Administer Keyboard Shortcuts in the list.
4. Click Run Script to display the Script: Globally Administer Keyboard Shortcuts modal.
5. Select options in the following boxes:
l Shift, Alt, and Ctrl list the options On or Off for enabling or disabling these keys. You must select a value
for each of these options.
l Key lists alphanumeric values from 0-9, and A-Z. It also lists options for the keys: End, Home, Space,
Return, Down Arrow, Up Arrow, Left Arrow, Right Arrow, Page Down, and Page Up.
l System Action lists the system keyboard shortcuts used in the Review Interface, and Keyboard Short-
cut Legend. For more information about these shortcuts, see the Admin Guide.
6. Click Preview to view the script that runs across the workspaces.
7. Click Run to display a confirmation message.
8. Click OK to display the results of the update.

Note: If you later want to modify this keyboard shortcut, you need to rerun the script with the new settings.
You cannot rollback the changes.

17.9.4 Results
In the Results section, you can review the list of workspaces updated with the new keyboard shortcut combination. A
list of parameters used by the script to perform the update appears. To download a list of workspaces with the updated
shortcut, click the Go button next to the Export to File option.

17.10 Propagate sent date to family documents

This Relativity script sets all email families documents to the same sent date as their parent documents in a case. This
allows for chronological sorting within all documents.
This is a case functionality script to be run at a case level.

17.10.1 Special considerations

Consider the following when running this script.

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 l This script cannot be undone.
l The script may run for some time without reporting any progress.
l This script updates the Document table.

17.10.2 Inputs
Before running the script, complete the following inputs:

l Date Field - Original - the date field that is read.

l Date Field Sort - the date field that date is written to.
l Family Identifier - the relational field used to identify which documents are grouped together.
l Date Propagated - a Yes/No field that indicates which documents the script updates, also letting the user know
where data is changed.
l Document Sort Field - instead of using ArtifactID to order documents in each family, use this input to select
your choice field in which to order documents by. This accounts for some document families where the lowest
ArtifactID isn't the parent.

17.10.3 Results
Once this script has been run, the Sent Date field will be updated so all family documents in a case have the same
value as their parent document. The parent must be the record with the lowest ArtifactID.

Note: This script ignores records where the field assigned to Date Propagated field is set to Yes. As a result, this
script will only affect documents where this field is empty or set to No.

17.11 Billing statistics - RelativityOne - case rollup

Note: Please be aware that effective July 31, 2025, Relativity will deprecate this script for RelativityOne
commercial customers. We strongly recommend that you begin creating custom reports via Usage Reports within
the Management Console.

The RelativityOne Billing Statistics - RelativityOne - Case Rollup reports peak data sizes for all cases in a
RelativityOne environment, including metrics related to Repository and Cold Storage Workspaces.
The peak data sizes represent the highest recorded sizes for any given Workspace within a single month. This is not in
line with how Relativity bills. For detailed insights into your specific billing, please use the Cost Explorer.
Note the following:

l You must run this script in Admin mode and not from within a workspace. Otherwise, you will receive a warning
and the script will not complete.
l This script can be used in environments where the auto-emailed statistics feature is not possible.
l The results of this script will only update after an off-hours Billing Agent runs.
For more details on billing, see the Understanding Cost in RelativityOne knowledge base article on the Relativity
Community.

Note: Billing Statistics - Case Rollup stores data for 13 months by default to ensure high performance. If you would
like to store this data for a longer period of time, edit the BillingDataRetentionPeriodInMonths instance setting
from its minimum value of 13 months to your desired value.

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17.11.1 Installation
If your RelativityOne Instance is missing the Billing Statistics - RelativityOne Case Rollup script, please follow
these instructions to install it:

1. Log in to the Relativity Community and save the Billing Statistics - RelativityOne Case Rollup (filename: Relativ-
ity_BS-R1_Case_Rollup.xml) file locally.
2. Navigate to the Relativity Script Library tab and click, New Relativity Script.
3. Copy the contents of the downloaded script to create a new entry and click Save.
4. Once the script is saved, it will be readily available for use in your environment.

17.11.2 Inputs
After clicking Run on the Script console, enter values for the following fields:

l Usage Period Year (YYYY)—the year you wish to report on.

l Usage Period Month (MM)—the month you wish to report on.
l Replace Case Name With Artifact ID—determines whether the name of the case is replaced by the case arti-
fact ID in the report results.
l Replace Matter Name With Hash Value—obfuscate the matter names in billing metrics.
l Replace Client Name With Hash Value—obfuscate the client names in billing metrics.

17.11.3 Results
After you run the script, the Billing Statistics – Case Rollup report is displayed for the specified month and year. In this
table, the term peak refers to the highest value within the range of a single month.
File categorization is as follows:

l Native files include Native and transcripts

l Image files include TIFF and PDF files
l Production files include Stamped TIFF, produced PDF, and produced redacted natives
The linked file sizes in the script do not immediately report as the underlying process to populate the linked data for the
script runs on a nightly basis with the Repository Billing Agent.
The report includes the following columns (shown in alphabetical order):

Column Definition
Account The name designated as the account name.
Activity Status Reflects whether a workspace was Active or Inactive in a specific month. This
determination is based solely on a single document view within the workspace
during that month. No other actions within the workspace (e.g., adding/deleting
documents, user activity) affect its activity status.

Note: Data for the timeframe of June to August 2023 may be inaccurate due
to a field being temporarily disabled.

Archive Status Indicates a status of Archived if an ARM workspace restore is in progress. Other-
wise the status is Online.

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 Column Definition
AuditRecordCount The total number of audit records stored in Data Grid per workspace. We will
deprecate this field starting in April 2025, and queries by month will return a
value of 0 from April onwards.
AuditSize The total size of audits in GB for the workspace. If the workspace does not have
the Audit application installed, this calculation will be blank. We will deprecate
this field starting in April 2025, and queries by month will return a value of 0 from
April onwards.
CA Image Documents Number of documents with images and without natives run through a Analytics
Index or Structured Analytics Set for the first time during the reported month.
CA Native Documents Number of Native documents that were indexed with Content Analyst for first
time, during the reported month.
CA Native Size GB Size in GB of all Native documents indexed with Content Analyst for first time,
during the reported month.
Case Artifact ID Unique artifact ID associated with a workspace in the environment.
Case GUID The case Globally Unique Identifier (GUID) associated with the workspace to
that environment.
Case ID Unique identifier for the workspace across all environments which combines
Instance and workspace artifact ID.
CA Text Only Documents Number of documents without an image or native that were run through a Ana-
lytics Index or Structured Analytics Set for the first time during the reported
month.
CA Total Documents Total number of all documents run through a Content Analyst Index for the first
time, during the reported month.
Client Artifact ID Unique artifact ID of the client associated with the workspace. If the workspace
is deleted, no value is reported.
Client Domain Artifact ID The unique Artifact ID associated with a client domain. Relativity populates this
value only when you enable client domains for a client. If you remove the asso-
ciated workspace from Relativity, this column displays the word Deleted. For
more information, see client domains on the Relativity RelativityOne Docu-
mentation site.
Client Domain Name The name of the client domain associated with the workspace. Relativity pop-
ulates this value only when you enable client domains for a client. If you remove
the associated workspace from Relativity, this column displays the word
Deleted. For more information, see client domains on the Relativity Relativ-
ityOne Documentation site.
Client Name The name of the client associated with the workspace. If the workspace is
deleted, no value is reported.
Client Status The current value of the Workspace Status field in a given month. This value is
automatically inserted by the system based on a setting in Workspace Details
Advanced Settings.
CurrentBillableFileSize Current day's data for BillableFileSize in GB.
CurrentDataGridFileSize Current day's data for DataGridFileSize in GB.

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 Column Definition
CurrentDocumentCountTextOnly Current day's data for DocumentCountTextOnly.
CurrentFileCount Current day's data for FileCount.
CurrentFileSize Current day's data for FileSize in GB.
CurrentImageFileSize Current day's data for ImageFileSize in GB. This includes Tiff files and PDFs
classified as PDF.
CurrentNativeFileSize Current day's data for NativeFileSize in GB. This includes native and transcript
files.
CurrentProductionFileSize Current day's data for ProductionFileSize in GB. This includes stamped Tiff and
PDFs classified as produced PDF and produced redacted native files.
Data Generated UTC The time when the Billing Agent ran to generate the metrics used by the Case
Statistics report.
Data Grid File Size The sum of all files in GB that are stored in Data Grid per workspace.
Document Count The peak total document count in the workspace.
Document Count Text Only The number of documents that do not have any images, natives, or productions
per workspace. This value is calculated as the number of documents that are in
the document table but not the file table, aggregated per workspace, and repor-
ted as the maximum found for the month (similarly to the Document Count
column).
DtSearch Index Size Column currently not used.
ECA Application Installed This application is no longer supported and will always return a false value.
File Count The peak count of the total number of files in the workspace.
File Size The peak total file size of files in the workspace in GB. This value only counts
items in the file table and does not include container files in the repository.
Therefore, not everything in the file repository is necessarily included in this
value. For example, the file size total does not take into account working
files/copies generated by a processing job. This value also does not count the
SQL database.
Image File Size The peak size in GB of images files in the workspace that have not been impor-
ted using Integration Points with file pointers. This value is taken from the peak
of Total Billable File Size field. This includes TIFF files and PDFs classified as
image.
Instance The name designated as the instance name.
Cold Storage State Shows the current Cold Storage position of the workspace including whether it
is moving in or out.
Is Repository Workspace True/False value indicates if the Repository application is installed to a work-
space.
LDF Size The peak database log data file (LDF) size of the workspace in GB.

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 Column Definition

Note: Customers cannot directly control the size of LDF within the Relativity
infrastructure. This aspect is classified as an infrastructure detail, and Relativ-
ity does not assure its reduction. The size of LDF can be influenced by
database modifications aimed at optimizing performance.

Linked Image File Size GB Size in GB of all linked Image documents. This includes TIFF files and PDFs
classified as image
Linked Native File Size GB Size in GB of all linked Native and transcript documents.
Linked Production File Size GB Size in GB of all linked Production documents. This includes stamped TIFF,
produced PDF, and produced redacted native files.
Linked Total Billable File Size GB The billable size in GB of all linked files in the workspace. Linked Total Billable
File Size is reporting on the size of linked natives, images and productions.
Matter Artifact ID Unique artifact ID of the matter (through client) associated with the workspace.
If the workspace is deleted, no value is reported.
Matter Name The name of the matter associated with the workspace. If the workspace is
deleted, no value is reported.
MDF Size The peak database primary data file (MDF) size of the workspace in GB.

Note: If your MDF is split into multiple NDFs, the sum of all NDF sizes is
returned.

Note: Customers cannot directly control the size of MDF within the Relativity
infrastructure. This aspect is classified as an infrastructure detail, and Relativ-
ity does not assure its reduction. The size of MDF can be influenced by
database modifications aimed at optimizing performance.

Name The instance name and the workspace name; if the workspace name is obfus-
cated, it is replaced by the workspace identifier.
Native File Size The peak size in GB of native and transcript files in the workspace that have not
been imported using Integration Points with file pointers. This value is taken
from the peak of Total Billable File Size field in GB.
Peak Status The peak value of the Workspace Status field in a given month. If any work-
space was active during the reported month, the status is Active; otherwise, it is
Inactive.
Prior CA Image Documents Number of documents with images and without natives run through a Analytics
Index or Structured Analytics Set for the first time during the prior month.
Prior CA Native Documents Number of Native documents that were indexed with Content Analyst for first
time, during the prior month.
Prior CA Native Size GB Size of all Native documents indexed with Content Analyst for first time, during
the prior month.
Prior CA Text Only Documents Number of documents without an image or native that were run through a Ana-
lytics Index or Structured Analytics Set for the first time during the prior month.
Prior CA Total Documents Total number of all documents run through a Content Analyst Index for the first
time, during the prior month.

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 Column Definition
Prior CA Year Month The prior month for the Analytics data. For example if the report is running in
October, the metrics are from September.
Production File Size The peak size in GB of production files in the workspace that have not been
imported using Integration Points with file pointers. This value is taken from the
peak of Total Billable File Size field. This includes stamped TIFF, produced
PDF, and produced redacted native files.
Relativity Case Name The name given to the workspace in Relativity.
Relativity Integration Point Pushed This value will always return as False. The results will not include documents
Documents pushed from a workspace using Integration Points.
SQL FT Size The peak size of the disk space that is allocated to the index (the file group) in
GB. This will be within 5-10% of the actual size of the index. To estimate the
actual size of the Full Text index, reduce the value reported by 5-10%.
Status Column currently not used.
Time Executed Date on which the report was generated.
Time Executed UTC The UTC time when the report is generated.
Total Billable File Size The peak billable size of all files in the workspace in GB (this does not include
files that have been imported using Integration Points with file pointers).
Total Billable File Size and the size of SQL database files are not directly
related. Total Billable File Size is reporting on the size of natives, images,
productions in the file repository. No SQL database files are included in this
calculation.
Usage ID The usage ID given to the workspace. This is a unique identifier which combines
instance, workspace artifact ID, year, and month.
Year & Month The year and month of the reported data.

17.12 Report sample-based statistics

This script generates reports for the deprecated sample-based learning feature. If you have legacy sample-based
learning projects in your workspace, you can select one and generate several types of reports based on its contents.
Because the sample-based learning feature is now deprecated, you cannot modify the data within the projects or
create new ones. These reports show each legacy project as-is, regardless of whether the project was completed.

17.12.1 Report types

The available reports are:

l Project Summary—this provides a consolidated set of quality metrics from the entire project so that you can
see the state of the project based on the last round completed. It includes manually coded documents, project
categorization results, project overturn results, and control set statistics.
l Overturn Summary—this provides a high-level view of a project’s overturn percentages and tallies from round
to round. The accompanying table gives even greater detail, including a breakdown of responsive and non-
responsive overturn rates.
l Round Summary—this report is split into two graphs. The first graph provides a categorization breakdown of
each category per round, allowing you to track categorization results as the project progressed. The second

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 graph displays the volatility of each category per round, while accompanying tables provide additional inform-
ation such as document tallies and population size changes.
l Issue Summary—this provides a breakdown of issue coding categorization results. The table version of the
report also displays document tallies and previous round information.
l Designation Issue Comparison—this provides insight into designation and issue coding categorization res-
ults and how they relate to one another.
l Rank Distribution—this provides insight into categorization results according to their rank score. The accom-
panying table also provides document tallies.
l Control Set Statistics—this displays a project’s accuracy trends from round to round. The report displays pre-
cision, recall, and F1 scores for each round in a single line chart.

17.12.2 Inputs
1. Navigate to the Scripts tab.
2. Select the Report Sample-Based Statistics script. If the script is not present in the workspace's Script tab, you
must add it.
3. Click Run.
4. In the pop-up window, fill out:
1. Project—select the legacy project you want the report based on.
2. Report Type—select the type of report.
5. Click Run.
6. Click Accept on the pop-up confirmation.
This script may take a few minutes to process.

17.12.3 Results
After the script finishes, a custom URL will appear in the Script Output pane. To view the report, copy and paste the
URL into a new browser tab.
This report can be exported into a variety of formats using the drop-down menu in the upper right corner.

17.13 Reviewer statistics

Note: If the workspace has a large amount of audit data, we recommend breaking up the date ranges to smaller
data sets to be able to retrieve the data efficiently. If a data set becomes too large, the report performance begins to
degrade and may result in an error.

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The Relativity Reviewer Statistics scripts report on the efficiency of reviewers over the specified date range. The
returned statistics provide a count on how many documents were reviewed over a certain period of time. Time zone of
the reviewers must be specified in order for the report to accurately account for reviewers in different time zones.
The returned statistics provide a count of how many documents were reviewed over a certain period of time. For
simple coding fields like textbox, radio button, drop down, etc., edit tracking occurs when a user clicks Save, or Save
and Next. For example, when a user commits coding changes.
You can use the following scripts to generate this information:

l Reviewer Statistics - use this script to generate a report that lists the system admins.
l Reviewer Statistics - No System Administrators - use this script to generate a report that does not include
system admins.

Note: Ensure that users running this script have both the Relativity Script Object Security > View permission
enabled and View All Audits checked in the Admin Operations section of Other Settings.

17.13.1 Inputs
Enter the following field information:

l Reviewer Time Zone - The reviewer time zone for which you wish to report on.
l Start Date - the start date for which you wish to report on.
l End Date - the end date for which you wish the report on.
l Include Additional Action - set this field to add statistics for Mass Edits and Propagation.
l Downtime threshold (minutes) - this field helps to calculate the Total Usage Time metric and determines
whether two audits belong to the same group of action. The default value for this field is 60 minutes. If the time
difference between the two actions is less than the Downtime threshold, that time will be included to add up to
the Total Usage metric; if it's greater than the Downtime threshold, only two minutes will count for these two
actions (one minute for each action).

Note: If the Audit application is installed in your workspace, the script pulls audit data from Elasticsearch.

17.13.2 Results
Once you run this script, the Reviewer Statistics report displays.

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The report includes the following columns:

Note: By default, the following columns are not included in the output. To include these columns, in the Include
Additional Action drop-down list, select Mass Edits and Propagation.
Propagations
Distinct Propagations
Propagations Per Hour
Propagations Per Day
Distinct Propagations Per Hour
Distinct Propagations Per Day

Column Definition

Full Name The reviewer’s full name.

Total Usage The total usage time is calculated as the difference between the time the user first views or edits any
Time document in the workspace and the time the user last views or edits any document in the workspace
per session. A session is anytime the user has logged in to Relativity. All sessions for the selected
date range are then totaled per user.
When audits are stored in Elasticsearch, the session ID is used to calculate the total usage time for
the session.
Views The total number of documents a reviewer looked at over the reported period.
Distinct Views The number of unique documents a reviewer looked at over the reported period.
Edits The total number of editing/coding decisions made over the reported time period.
Distinct Edits The total number of documents edited, excluding repeated edits of the same document. The "dis-
tinct" classification is meant to account for duplicate actions performed against unique documents.
Edits Per Hour The number of edits per hour based on the reviewer’s total usage time.

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 Column Definition
Edits Per Day The number of edits performed per day over the period reported on.
Distinct Edits The number of distinct edits per hour based on the reviewer’s total usage time.
Per Hour
Distinct Edits The number of unique edits performed per day over the period reported on.
Per Day
Mass Edits The total number of document edits using the Mass Edit action.
Distinct Mass The total number of unique document edits using the Mass Edit action.
Edits
Mass Edits The number of Mass Edits per hour based on the reviewer's total usage time.
Per Hour
Mass Edits The number of Mass Edits per day over the period reported on.
Per Day
Distinct Mass The number of distinct Mass Edits per hour based on the reviewer's total usage time.
Edits Per Hour
Distinct Mass The number of distinct Mass Edits per day over the period reported on.
Edits Per Day
Propagations The total number of documents that were updated via propagation.
Distinct The total number of unique documents that were updated via propagation.
Propagations
Propagations The number of propagations applied per hour based on the reviewer's total usage time.
Per Hour
Propagations The number of propagations applied per day based on the period reported on.
Per Day
Distinct The number of unique documents that had propagations applied per hour based on the reviewer's
Propagations total usage time.
Per Hour
Distinct The number of unique documents that had propagations applied per day based on the period repor-
Propagations ted on.
Per Day

17.14 Set duplicate flag field

This Relativity script identifies and sets a Yes/No field on all case documents to indicate them as original or duplicate.
This is a case functionality script to be run at a case level.

17.14.1 Special considerations

Consider the following when running this script:

l This script cannot be undone.

l The script may run for some time without reporting any progress.

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 l The script skips any documents which already have their duplicate flag field already set to Yes. (It updates only
documents on which this field isn't set.)

17.14.2 Inputs
Note: Before running this script, you must create a Yes/No field to act as the Duplicate Indicator.

l Duplicate Indicator - the Yes/No field that determines whether documents are duplicates.
l Relational Field - the field that shows document relationship (such as MD5 Hash).
l Document Sort Field - the sort order field for duplicate documents. For example, if MD5 Hash is specified as
the Relational Field and Control Number as the Document Sort Field, the document with the lowest Control
Number will be flagged as original; the other documents with the same MD5 Hash field value will be flagged as
duplicates.

17.14.3 Results
When you run this script, all documents that are duplicates are marked Yes and all documents that are original are
marked No.

17.15 Set extracted text size field

Note: This script is no longer supported. You can use the Set long text size mass operation in place of this script.
For more information, see the Admin Guide.

17.16 Set native file size field v4

This Relativity script stores the native file size for each document in the workspace in a decimal field.

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17.16.1 Special considerations
Consider the following when running this script:

l The script cannot be undone.

l The script may run for some time without reporting any progress.
l The script updates the Document object. If you create a new field for the native file size, you must manually add
it to your views to see the script results.
l The script will only set the field if it is blank. It does not update or change existing file size field values.
l When running this script against documents that do not have the file size field set, the file size value will be in
kilobytes.
l When running this script against documents imported through the Processing New Document option, the file
size value will be in bytes.
l Depending on the method used to upload or import files, you may see different file size formats (bytes or kilo-
bytes.)
l This script populates the file size field for any files, including third party documents not processed in Relativity.
This script also include files that were transferred into the workspace as Links only Natives via Integration
Points.

17.16.2 Inputs
Before running the script, create a decimal field to store the script's native file size output. You can map to this field in
the script. Be sure to add the field to your views to see the results.

17.16.3 Results
Once run, this script updates the Native File Size field with the file size for any document in the workspace. Note that
there could be a mix of file size values in bytes and kilobytes.

17.17 Set production beg/end attach fields

This script populates the production beginning and end attachment range fields for each document included in a
production. This is a case functionality script to be run at a case level.

17.17.1 Special considerations

The risks outlined below must be considered when running this script:

l This script can't be undone.

l The script may run for some time without reporting any progress.
l This script utilizes the Family Identifier field, which must be present and valid.
l This script updates the Document table.

17.17.2 Inputs
Before running the script:

l Run a production
Also, ensure that the Attachment relational field is set in the production settings for the following multi-object fields:

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 l Production::BegAttach
l Production::EndAttach

Note: You can still run this script after running a production if the Attachment relational field wasn’t set on the
production.

17.17.3 Results
Once run, this script updates:

l The BegAttach field with the beginning bates of the family group
l The EndAttach field with the end bates of the family group
If you want to combine the attachment bates range data into one field for a singular range, run the Copy to Legacy
Document Fields script, then mass replace those fields into the document object fields. See Copy to Legacy
Document Fields in the Admin Guide.

17.18 Set Relativity folder path field

This Relativity case script stores the current Relativity folder path of each document in a long text field. A document
cannot be in more than one folder path. See the full path structure of a folder for example, Custodian / J Smith / Inbox.
This script populates the new long text field with the current case folder structure.
This is a case functionality script to be run at a case level.

Note: The script will not work on long text fields stored in data grid. You must disable the Stored in Data Grid option
when creating the long text field.

17.18.1 Special considerations

The risks outlined below must be considered when running this script:

l This script cannot be undone.

l The script may run for some time without reporting any progress.
l This script updates the Document table.
l If, at any time, a folder is renamed or a document is moved, the folder path value is inaccurate.

Note: For workflows where you need to run this script on a document that had a previously populated folder path,
the Set Relativity Folder Path field may not populate fields on one workspace. For more information and a solution,
see Set Relativity Folder Path Field not populating fields on one workspace.

17.18.2 Inputs
By default, this script will only update documents that do not have an existing folder path. To update the folder path of
documents with existing folder paths, ensure the following are in place before running the script:

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 l Create a long text field to store the folder path.
l Ensure the Folder Path field is not populated. Otherwise, the script won’t return results.

Note: If you want to able to search the original folder path after running the script, save the original folder path
in a separate field before you clear the existing folder path.

17.18.3 Results
Once the script has run, it reports on each distinct folder path in the case, returning the number of documents per path,
and the execution time of the script. It also updates the Folder Path field with the Relativity folder path of that
document.
A table with the following is returned:

Column Definition

Timestamp An indication of when the step or path finished processing.

Message The name of a distinct Relativity folder path or an execution step in the script.
DocCount The count of documents for a folder path or, if -1, the execution step of the script.

17.19 Upgrade legacy applications

This Relativity script performs an upgrade of version 6.8 Relativity applications and earlier. It can also be used to
upgrade a 6.9 or 6.10 Relativity application if it was exported with the ADS Utility.

17.19.1 Inputs
Choose an application from the Application field. Only applications from Relativity 6.8 or earlier and 6.9 or 6.10
applications that were exported with the ADS utility are available in this drop-down menu.

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17.19.2 Results
Once this script is run, a Completed message appears.
After running, this script the application is available in the Relativity Applications tab. Use this to export the application
and import/upgrade the application using the Relativity Desktop application.

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18 Markups
Markups in Relativity refer to highlights and redactions. You can add markups to documents that contain an image
using the Image Viewer. When you open a document in the Native Viewer that has not been imaged, select Image on
the Fly from the Document actions menu to image the document which can then be opened in the Image Viewer.

Note: If two people edit a markup at the same time, an error occurs.

18.1 Highlights
When you create a highlight, a colored box appears in the area you select, just like using a highlighter.

18.1.1 Creating highlights

To create a highlight:

1. Click the Highlight Color icon.

Blue is the default color. Click the drop-down menu to select a different color.
2. Draw the highlight across the sections of text you want to highlight.
When you create a highlight, it appears in the Markup Navigation Pane. See Using the Markup Navigation pane on
page 313.

18.2 Redactions
A redaction hides text on a page. In Relativity, you can create several different types of redactions:

l Creating basic redactions below

l Creating inverse redactions on the next page
l Creating full-page redactions on the next page
l Creating mass redactions on page 309
When you create a redaction, it appears in the Markup Navigation Pane. See Using the Markup Navigation pane on
page 313.

18.2.1 Creating basic redactions

To apply a basic redaction to a document:

1. Click the Redaction Type icon.

The black redaction tool is the default. Click the drop-down menu to select a different tool. You can select from
the following:
l Black Redaction—creates a solid black box, like using a black marker. While you draw the box, a gray
translucent fill appears.
l Cross Redaction—creates a white redaction box black border and a black X from corner to corner.
l Text Redaction—creates a white redaction box with black text. The text will fill the box by default. To
change the font size, keep the redaction box selected and click Font Size, and then select a new font
size from the drop-down menu. You can right-click a textbox redaction to apply different text. See Editing
redaction text on page 312. The system admin determines which text options are available.

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 l White Redaction—creates a solid white box with a gray border. The gray border does not print or pro-
duce.
2. Draw the redaction boxes across the sections of the page you want to redact. You can draw in any direction.

18.2.2 Creating inverse redactions

An inverse redaction creates a black redaction across the full page except on the locations where you draw boxes. To
create an inverse redaction, perform the following steps:

1. Click the Redaction Mode icon and select Inverse Redact from the drop-down menu.
2. Draw the inverse redaction boxes across the sections of the page you do not want to redact.
A blue cast indicates where you will add the black redaction, and the white box indicates the area that is not
redacted. You can move or re-size the white box using the controls. You can also highlight text that is not redac-
ted.

18.2.3 Creating full-page redactions

A full-page redaction creates a redaction across the entire page. To apply a full-page redaction, click the Redaction
Modeicon and select Full-Page Redact from the drop-down menu. The black full page redaction tool is the default.
Click the Redaction Type drop-down menu to select a different tool. You can select from the following:

l Black Redaction—creates a solid black box, like using a black marker.

l Cross Redaction—creates a white redaction box with a black border and a black X from corner to corner.
l Text Redaction—creates a white redaction box with black text. You can right-click a text box redaction to apply
different text. See Editing redaction text on page 312. The system admin determines which text options are
available.
l White Redaction—creates a solid white box with a gray border. The gray border will not be printed or
produced.
You can also create a keyboard shortcut to apply a full-page redaction. See Creating keyboard shortcuts on page 255.

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After you apply a full-page redaction, you can resize it to make it smaller than the full page and then work with it like a
normal redaction. Additionally, you can create new redactions on top of a full-page redaction if desired.

18.2.4 Creating mass redactions

You can use the mass redact option to apply full-page redactions of any type to a set of pages in your document. To
apply mass redactions:

1. Click the Redaction Modeicon and select Mass Redact from the drop-down menu.
The Mass Redact Options pop-up appears.
2. Select the type of redaction to apply. You can select from the following:

l Black—creates a solid black box, like using a black marker.

l Cross—creates a white redaction box with a black border and a black X from corner to corner.
l Text—creates a white redaction box with black text. In the Text Options section, you can select the font
size and text to apply to the redactions. To apply custom text, select <Enter Custom Text> from the
Text drop-down menu, then enter the text in the Text field.
l White—creates a solid white box with a gray border. The gray border will not print or produce.
3. Specify a range of images to apply the redaction to. Select Pages and enter a set of pages or select All pages
in document to apply the full-page redactions to the entire document.
4. Click OK. The redactions apply to the set of pages you specify.

18.3 Editing markups

To re-size a single markup,

1. Click inside the markup shape.

Blue dot controls appear on the corners and edges of the markup.
2. Select any control and drag to re-size the markup.

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 3. Optionally, you can also re-size markups using the arrow keys.
l To re-size a markup in a larger increment, press Shift + the arrow key on your keyboard that points in the
direction you would like to expand the markup.
l To re-size a markup in a smaller increment, press Ctrl + Shift + the arrow key on your keyboard that
points in the direction you would like to expand the markup.
You can move markups individually or as a set. To select multiple markups on a page,
click the Selectoricon and drag across the markups. Alternatively, press Shift or Ctrl and click to select individual
markups, or click Ctrl + A to select all markups on an image. Controls appear on the corners and edges of all selected
markups.
To move, click and drag the selected markups to a new location. You can also move selected markups using the arrow
keys. To move a markup in a larger increment, press the arrow key on your keyboard that points in the direction you
would like to move the markup. To move a markup in a smaller increment, press Ctrl + the arrow key on your keyboard
that points in the direction you would like to move the markup.

18.4 Deleting markups

You can delete markups individually or as a set. To delete a single markup, right-click a markup and click Delete. You
can also press the Delete key with a markup selected and click Yes on the Confirm Delete pop-up. For Mac users,
press Fn + Delete.
To delete multiple markups:

1. You can use any of the following methods to select markups for deletion:
l Left-click and drag the selection box over the markups you wish to delete.
l Hold down on Ctrl on your keyboard, and left-click on each markup you wish to delete.
l Right-click on a markup after selecting any other markups you would like to delete.
2. Select Delete from the right-click menu.
The Delete Markups modal displays.
3. Verify that you wish to delete the number of markups displayed in the modal and click the Delete X Markups
button.
The selected markups are deleted.

Note: If you have a full-page redaction applied to an image, then you apply an additional full-page redaction, the
most recently applied full-page redaction appears on top. If you then delete the second redaction, the first full-page
redaction persists.

18.4.1 Working with overlapping markups

If you have multiple markups on a page that overlap each other, when you hover over the markups, translucent
controls appear. Click the markup you want to work with, and the controls become active to indicate which markup is
active. In the following example, the black box redaction is active.

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18.4.2 Working with markups outside of page boundaries
If you have markups that exist outside the boundaries of an image, such as those created by custom applications, they
will render in their currently saved coordinates in the Viewer. Interacting with the markup by attempting to move or
select it will move the markup within the page boundaries. This change is saved and audited in the workspace.

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18.4.3 Editing redaction text with a markup set
When you create a text redaction, it will display the most recent word or phrase you entered while editing a redaction.
If you have never edited or created a text redaction before, it will display Redacted instead.
To perform this task you need the permissions for the markup sets object as well as the individual markup set you wish
to use.
To edit the text in a text box redaction using the default text for a markup set:

1. Choose the desired markup set from the drop-down list in the bottom-left corner of the Viewer.
2. Right-click the redaction and select the default redaction text from the markup set.

18.4.4 Editing redaction text

To edit the text in a text box redaction, perform the following steps:

1. Right-click the redaction and select Edit.

The Edit Redaction Text pop-up opens.
2. Enter the new redaction text in the field and click Edit Redaction.
The new text appears in the redaction. Any new redactions you create will display the same text until you edit a
redaction or use the default Redacted option.

18.4.5 Editing font size in text box redactions

The font size for text box redactions defaults to fill the entire text box. To edit the font size, perform the following steps:

1. Select the text box redactions.

You can press Ctrl or Shift and click to select multiple text box redactions.
2. Click the Font Size drop-down menu and select a font size.
The font size applies to the text in all selected text box redactions.
When you create a new text box redaction, the last selected font size automatically applies to the text.

18.5 Mass deleting markups

You can mass delete markups from a single page, from a range of pages, or from your entire document at once using
the delete redactions and highlights option. To mass delete markups:

1. Click the Delete Highlights icon.

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 2. Select the markup types you want to delete. You can select Non full-page redactions, Full-page redactions,
Highlights, or any combination of these.
3. Select the range of pages from which to delete the selected markups. You can select Current page, Pages,
enter a set of pages, or All pages in document.
4. Click Delete Markups. The selected markup types are deleted from the range of pages you selected.

18.6 Controlling markup visibility

You can toggle redaction visibility between visible, transparent, and invisible. Use the Change Markup Visibility icon
to change the setting.

l Click once to set the markups to transparent.

l Click a second time to set the markups to invisible. The redactions are not deleted, just temporarily hidden.
l Click a third time to return the markups to full visibility.

18.7 Viewing markup history

To view the history of any highlight or redaction, right-click it and select Show Markup History. The Markup
Information pop-up appears with information identifying each action, the user who performed the action, and the date
and time at which the user performed the action .

18.8 Using the Markup Navigation pane

In the Viewer, you can locate markups in a document using the Markup Navigation pane. To open this pane, click the
Markup Sets icon in the lower left corner of the Viewer. The Markup Navigation pane displays a list of all redactions
and highlights that reviewers created in the document, as well as references to their page numbers and parent markup
sets.

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You can click anywhere on the markup row to jump to the page where the markup occurs. In addition, Relativity
updates the active markup set to the one associated with your row selection in the Markup Navigation pane.

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19 Markup sets
A markup set contains highlights and redactions grouped together so that they can conveniently be applied to
documents in the Viewer.
For example, if you want to mark certain redactions as Confidential and others as Private, you can create a markup set
containing the words Confidential and Private and apply them to your document set without manually entering the
words for each textbox redaction.

Note: The only proper way to secure the text behind a redaction is to the produce the document that contains the
redacted text. If a group has View rights only to a markup set (not Edit or Delete rights) and a reviewer in that group
loads a document in the Viewer because they have no other way to view that document, they can actually see the
text behind the redaction.

While viewing a document, you can change markup sets in the drop-down menu and see different highlights and
redactions in the document. Multiple reviewers can redact the same document at the same time using different
markup sets.
In the Viewer, you can locate markups in a document using the Markup Navigation pane. To open this pane, click the
Markup Sets icon in the lower left corner of the Viewer. The Markup Navigation pane displays a list of all redactions
and highlights that reviewers created in the document, as well as references to their page numbers and parent markup
sets.

You can click anywhere on the markup row to jump to the page where the markup occurs. In addition, Relativity
updates the active markup set to the one associated with your row selection in the Markup Navigation pane.

Note: Before you apply markup to a document, note that the Native Time Zone Offset field controls the date and
time that displays on redacted and highlighted images. You may want to review and adjust the UTC value to avoid
placing incorrect time designations on documents you intend to produce.

19.1 Permissions
The following permissions are needed to use each part of markup sets:

Object Security Tab Visibility

l Markup Set - View, Edit, l Markup

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 Object Security Tab Visibility

Delete, Add Sets

19.2 Creating and editing a markup set

To create or edit a markup set:

1. Navigate to the Markup Sets tab.

2. Click New Markup Set. If you want to edit an existing markup set, click the Edit link next to the markup set
name.
3. Complete the fields on the markup set form. See Fields below.
4. Click Save.
The markup set is created and can be selected on the Image Viewer. With a markup set selected, you can apply
markups to a document.

19.3 Fields
Markup sets contain the following fields:

l Name - the name of the markup set.

l Order - indicates the placement of the markup set in the markup set drop-down menu in the viewer. Use the fol-
lowing guidelines when ordering markup sets:
l The Markup Set drop-down menu displays markup sets with low order numbers near the top of the list.
(The default markup set has the lowest order number.)
l Sets with the same order number sort alphanumerically.
l You can use any positive or negative integer for the order number. You can't use a decimal as an order
number.

Note: We recommend ordering markup sets by groups of 10, such as 10, 20, 30, and so on. Using this
numbering scheme you can easily insert another markup set without having to reorder the existing
ones.

l Redaction text - enter the words or phrases that you want to set as textbox redaction options. To set multiple
options, enter each term on a separate line.

19.4 Copying markup sets

On the markup set list, you can use the Copy mass operation to duplicate a markup set. When you copy a markup set,
you also copy any existing redactions that have been applied to documents.
For example, you redact documents with the markup set Attorney, and then you copy this markup set, and rename it
Expert. In the viewer, you open a document previously redacted with the Attorney markup set, but now you select the
Expert markup set. The viewer displays the document with the redactions previously applied with the Attorney markup
set.
To copy a markup set, follow these steps:

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1. Navigate to the Markup Sets tab.
2. Select the checkbox next to the markup set(s) you want to copy.
3. Select Copy from the mass operation drop-down list, and click Go.
The markup set automatically copies and appears in the markup set list. To edit the name of the new markup
set, click the Edit link, enter a new name, and click Save.

Note: When copying a Markup Set, any existing associated redactions on documents are also copied to the
new Markup Set.

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20 Mass operations
Using mass operations, you can perform actions on a set of documents at once instead of performing the same action
for each individual document. Some mass operations are available to reviewers, while other mass operations will only
display in the mass operations bar if you are a system administrator. Access to each mass operation can be granted
individually.
For details on how to monitor the status of a mass operation that you've started, see Mass operation jobs.

Notes:
l Some mass operations like Edit, Replace, and Delete can temporarily lock down the document table while
executing. In a workspace with a large number of records and users, the table may be locked for an extended
period of time and prevent users from performing standard edits. In such cases, we recommend carrying out
mass operations at night or an off-peak time.
l You can't use mass operations on Data Grid-enabled fields.

20.1 List of standard mass operations

The following table provides a list of the most standard mass operations, specifically those available on the Document
object. Click any of the links below for more details.
There are other feature-specific mass operations that occur only on a limited number of objects. These are not listed
below, but instead are found in their corresponding feature topics. For example, the Republish operation is available
only on the Files tab within the Processing feature.

Mass operation Description

Edit You can use the mass edit operation to modify fields and coding values for multiple documents
or objects at the same time.
Copy Use Mass copy to copy items within Relativity. By using mass copy you can easily copy and
rename items to improve workflows.
Move You can use the mass move operation to move selected documents from their current folder to
another existing folder. If you mass move any documents, any custom security applied to
those documents is lost.
Delete You can use the Mass delete operation to remove a group of documents or objects from
Relativity in a single operation. When you delete documents, you can also remove their
images and natives from the file servers.
PDF With the Mass PDF operation you can create PDF files from natives, images, and produced
documents, and save those PDFs on your computer. The Mass PDF operation also allows you
to store PDFs created from native files or original images in Relativity and review them in the
PDF Viewer.
Replace You can use the mass replace operation to replace existing long or fixed-length field text with
new content.
Image Mass imaging creates TIFF or JPEG images for a document set based on the settings in the
imaging profile you select. Relativity also provides a default imaging profile that you can use
out-of-the-box.
Tally/sum/average You can use the tally/sum/average operation to tally, sum, or average the values of fields
associated with documents or objects. This operation is commonly used to determine the
number of pages in a print job or production.

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 Mass operation Description
Export to file Use the Export to file option from the Mass Operations bar to export the current View to a file
(e.g., .xls, .cvs, .dat). If no individual records are selected, Relativity will export all records in
the current view, regardless of how many records are displayed per page.
Convert Use Mass convert to pre-convert a large set of documents into HTML5 format before review.
By using mass convert you can eliminate document load time in the viewer.
Save as List Use this to save a group of documents as a list, follow this procedure. The same steps apply to
other objects with Lists enabled.
Detect Sentiment Use this to score documents on the likelihood that they contain specific emotions. For more
information, see Sentiment analysis in the Analytics guide.

20.2 Mass operations permissions

l Assign to Entity—gives group members the rights to select and re-assign an alias to a different entity when
using name normalization in Analytics.
l Cluster—gives group members the rights to cluster documents using Analytics clustering.
l Convert—gives group members the ability to convert a large set of documents into HTML5 format for faster
document load times within the viewer.

Note: Mass convert is not available in repository workspaces.

l Copy—gives group members the rights to copy securable objects such as views and layouts.
l Delete—group members can mass-delete documents. Mass delete also requires the rights to delete doc-
uments.
l Edit—gives group members the rights to use their layouts to simultaneously edit document field values for mul-
tiple documents.
l Export—gives group members the rights to export audit data via Audit.

Note: This permission only appears if Audit is installed and configured.

l Export to File—gives group members the right to export the contents of a view to a .csv, .xls or .dat file.
l Image—group members can simultaneously send image requests for multiple native files.
l Move—gives group members the right to simultaneously move documents from one or more folders to one tar-
get folder. Mass Move also requires add and delete document rights.
l Merge—gives group members the rights to select and merge multiple entities into a single entity when using
name normalization in Analytics.
l PDF Actions—gives group members the ability to download, create, store, or number PDFs. For more inform-
ation, see Mass PDF permissions
l Print Image—gives group members the right to simultaneously print images from multiple documents.

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 Note: While the Print Image mass operation may be visible in the security console, it is not available to use in
RelativityOne. Mass printing of images is only available if you revert back to the ActiveX control, which is not
an option in RelativityOne. Instead of mass printing images in RelativityOne, you can use the option to save
an image as a PDF from the document viewer.

l Produce—gives group members the right to simultaneously add multiple documents to a production set.
l Replace—group members can perform a replace operation on multiple documents. Examples include:
l Copying the contents of one text field to another.
l Adding a set string to the beginning or end of an existing field.
l Merging the values of a source field with the values of a target field.
l Process Transcript—group members can process imported transcripts for viewing in Relativity.
l Send To Case Map—group members can send multiple documents to CaseMap.

Note: CaseMap is not compatible with Windows 8.

l Tally/Sum/Average—group members can tally, sum and average the values of any numeric fields. This action
is recorded under the document history.
l Custom mass operations—may appear in this list. They include mass operations that you added to Relativity
or that are available in applications currently installed in your environment.

20.3 Mass Operation Jobs status

The Mass Operation Jobs page shows in-progress and recently completed mass operations from the last 5 days
across your RelativityOne instance that don't have a dedicated queue. This page only displays jobs submitted by the
current signed-in user.

Note: Users with permissions for the Queue Management tab in the Tab Visibility section of the Admin Security con-
sole automatically gain access to the Mass Operation Jobs tab.

An Edit mass operation job appears on this page. However, a mass Save as PDF job doesn't appear here because it's
already included in the PDF Queue. For more details, see the Mass Operation Type list below.
The Mass Operation Jobs page contains the following fields:

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 l Workspace—the name of the workspace in which the mass operation was started.
l Mass Operation Type—the specific mass operation that was kicked off. This could include any job for which
there is not a dedicated queue, such as:
l Edit
l Replace
l Move
l Save as List
l Export to file
l Status—the current state of the job. This will display one of the following:
l Idle—the job has not yet been picked up by an agent and is not yet in progress.
l Percent complete—the job is in progress at the displayed percentage of completeness. During this
time, you can click Cancel to cancel the job.
l Completed—the job has completed without errors.
l Canceled—the job has been canceled.
l Action—any mass operation that is in progress and displays a completion percentage is also eligible to be can-
celed. To cancel a mass operation, click Cancel on the job in the Action column. To confirm the cancellation,
click Cancel job. The mass operation remains in progress until you confirm its cancellation, which means it is
possible for the job to complete before you are able to completely cancel it. If you want to return to the jobs page
and allow the job to proceed, click Go back.

l Start Time—the date and time at which the mass operation was started.
l Artifact Type—the object on which the mass operation was run. For example, if you started a mass Edit job on
any number of items from the Document list in your workspace, this will display Document.
l Artifact Count—the number of artifacts returned from the job.

20.4 Cancel production job

To cancel multiple production jobs from the Production Queue tab, use the Cancel Production Job mass operation.

20.4.1 Security configuration

You must configure certain instance level permissions to use Cancel Production Job.
To configure the security permissions:

l Navigate to the Instance Details tab.

l Click Manage Permissions.

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 l Click Edit Permissions for a group on the Group Management tab.
l Enable the following security permissions:

Object Security Tab Visibility Admin Operations

l N/A l Queue Management l Change Queue

(parent) Priority
l Production l View Admin
Queue (child) Repository

Note: As long as users have the listed security permissions, they do not need view permissions to the work-
spaces or the production jobs to use Cancel Production Job.

20.4.2 Using Cancel Production Job

To cancel multiple production jobs from the Production Queue tab:

l Navigate to the Production Queue tab.

l Select the productions jobs that you want to cancel.
l Click Cancel Production Job from the mass operations bar. The Cancel production job window opens.

l Click Ok.
For more information about the Production queue, see Production queue.

20.5 Mass edit

You can use the mass edit operation to modify fields and coding values for multiple documents or objects at the same
time. You can use any layout that you have rights to.

Note: You cannot use mass operations on Data Grid-enabled fields.

Note: To perform mass operations on an object type, ensure that the 'Use Relativity Forms' setting is enabled for
that specific object type.

To perform a mass edit operation:

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 1. From the mass operations bar on the document list, choose whether to edit All searchable items or Checked
items.
2. Select Edit in the drop-down menu.
The Mass Edit form displays. Using the drop-down menu, you can select from all layouts you have rights to see.

3. Select the layout and fields. There are three options for multiple-choice field values, known as a tri-state check
box:
l Blank removes the value from any of the selected documents.
l Shaded leaves any values on the selected documents as-is.

Note: When mass editing Yes/No fields, the shaded check box sets the value to null.

l Checked applies the option to all selected documents.

4. Click Save to apply your changes.

20.5.1 Working with multi-choice fields on the mass edit form

In the mass edit form, there are two options for editing multi-choice fields: a checkbox or a pop-up picker. When you
select the pop-up picker as the display type during the layout build, there are two options to edit the field: Check and
Uncheck.

1. Click Check to create a list of items to add to the field or click Uncheck to create a list of items to remove from
the field. Items not selected remain unchanged. Clicking either Check or Uncheck opens the Available Items
window.
2. From the Available Items window, you can move choices and objects into the Selected Items list. Select the
check box next to the desired selection, and move it to the right panel. This builds a list in the bottom window of
selected items. To remove something from this list, select it and move it to the left panel.
3. Click Apply to proceed with the action to Check or Uncheck the items from the field. Clicking Cancel stops any
action.

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 On the sample screen below, the mass edit form reflects checked and unchecked objects and choices.

4. Once values have been set, a Clear link displays next to the Check and/or Un-Check buttons. You can then
clear the set values without returning to the Items to Check window to remove them. You can add a new choice
to a multi-choice field using the Add link.
5. Click Save to apply your updates and redisplay the item list. If the item list loads slowly, and you cancel the
request, your updates to the documents remain saved.

Note: When you attempt to mass edit documents in the Related Items pane while there are unsaved changes
in the current layout, Relativity displays a message indicating that your changes will be lost. If you continue,
the coding values in the layout are updated to match those selected for the mass edit.

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20.6 Mass copy
Use Mass copy to copy items within Relativity. By using mass copy you can easily copy and rename items to improve
workflows. Mass copy is not available on the Document object.

Note: You cannot use mass operations on Data Grid-enabled fields.

To perform a mass copy:

l From the mass operations bar on the document list, choose whether to copy All searchable items, Checked
items, or These items in the current returned set.
l Select Copy in the drop-down menu.
The Copy window displays.
1. Click Ok to copy the items.

20.7 Mass move

You can use the mass move operation to move selected documents from their current folder to another existing folder.
If you mass move any documents, any custom security applied to those documents is lost. The document inherits the
rights of the new parent folder.

Note: You cannot use mass operations on Data Grid-enabled fields.

l From the mass operations bar on the document list, choose whether to move All searchable items, Checked
items or These items in the current returned set.
l Select Move in the drop-down menu.
The mass move select folder form displays.
l Select the target location and click OK. Note that all documents move to the target directory. The subdirectory
structure of the source folder is maintained.

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20.8 Mass delete
Remove documents and objects efficiently with Mass delete. This feature lets you delete a group of documents or
objects from Relativity in one go. You can even choose to remove their associated images and native files from the file
servers for a more comprehensive cleanup.
Access Mass delete from the Mass operations toolbar. If you have the necessary permissions, you can even execute
a force delete, which permanently removes documents and certain objects, including unlinked associative entities
and child objects. This option requires the Delete Object Dependencies permission within the Admin Operations
section of the security settings.

Note: Mass delete is a permanent action, so ensure you double-check your selections before proceeding, as
this operation cannot be undone. Additionally, Mass operations are not supported for Data Grid-enabled fields.

20.8.1 Performing a mass delete on documents

Users need the following permissions to successfully mass delete documents:

Object Security Other Settings

Document Mass Operations Admin Operations

l View (Eye icon) l Delete l Delete Object Depend-

encies
l Edit (Pencil icon) l Edit
l Delete (Trash l Image
can icon)
l Add Image
l Delete Image

Deleting documents that were published through Processing has two key effects:
l Marking deleting: The deleted documents get flagged as “Yes” in the “Processing Deletion” field on the Dis-
covered Files page. This helps track which documents no longer exist after being published.

l Recalculating deduplication and publishing new primaries: Relativity automatically analyzes the remain-
ing data to identify duplicates and adjust its understanding of the primary documents. If applicable, new primary
documents may be published to replace the deleted ones. This ensures an exact data representation and
avoids issues with missing information. For more details on this behavior and its implications, refer to the doc-
umentation section on Post-publish delete.
To mass delete documents after publishing, follow the steps in the Processing topic, Post-publish delete > Running a
post-publish delete.

20.8.1.1 Considerations
Deleting Documents:

l >Full deletion: By default, this removes everything - documents, duplicates, and associated files. You can
choose to preserve the document record by keeping it in place and only deleting images or native files.
l Force delete: When performing a full deletion, this permanently removes the selected data. For image and nat-
ive file deletions, you can disable force delete as immediate or permanent removal might be necessary.
l Create audit snapshot: Enable this option to create an extra audit record for every deleted document, helping
you track changes and keep a detailed history.

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20.8.2 Performing a mass delete on other objects
To perform a mass delete operation on other objects, execute the following steps:

1. Navigate to the tab for the object that you want to delete.
2. Select Checked items or All items in the current returned set.
3. Select Delete. The Delete Details form prompts you to confirm the deletion.

l
Note: Depending on your access level, you may see a warning on the Delete Details Form when deleting cer-
tain objects. This means that removing these objects will also automatically delete their associated objects
(like child items) and unlink related objects (like associative links).

l This is only applicable when deleting specific types of , such as:

Analytics Categorization Sets: Categories and associated data will be deleted.
Search Terms Reports: Reports and associated data will be deleted.
OCR Sets: OCR data and associated documents will be deleted.
Image Sets: Images and associated documents will be deleted.

4. Click Delete to delete the object and its children, as well as unlink associative objects. This message displays
when you have the security permission Delete Object Dependencies listed in the Admin Operations section of
the Security page.

5. (Optional) To view a report showing affected objects, click View Dependencies. When the current object
doesn't have any children or associative objects, the View Dependencies toggle is turned off.
To improve mass delete performance when deleting large numbers of documents, turn snapshot auditing off. See
Enabling or disabling snapshot auditing on delete below.

20.8.3 Enabling or disabling snapshot auditing on delete

l Enabling the "snapshot audit" creates a full copy of the current value of every field for every deleted document.
This means you retain a full historical record of their contents even after deletion, enabling you to track doc-
ument changes over time. However, be aware that it can considerably expand the audit table size and poten-
tially add some delay to mass deletions.

l Even with "snapshot audit" turned off, the system meticulously tracks every field change for every document,
creating a detailed record. So, even when you delete a document, its audit trail remains preserved, capturing all
alterations made before its deletion. This effectively meets the need to document coding decisions on deleted
documents, as they were finalized and registered before the document's removal.

l While enabling "snapshot audit" offers valuable historical documentation, it comes at a cost: a noticeably larger
audit table and potentially sluggish mass deletions. This occurs because the system meticulously captures
every deleted document, replicating its entirety. This can be resource-intensive and delay your deletion tasks.

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 l For a quicker and more efficient mass delete experience, consider these two optimizations:
l Disable the "snapshot audit" setting. This eliminates the need to create and store complete copies of
every deleted document, significantly reducing the size of the audit table and the overall resource
demands of the deletion process.
l Remove any "PreDeleteHandlers" attached to the document object. These custom pre-deletion scripts
can add unnecessary steps and delays to the process. By removing them, you allow documents to be
deleted directly, streamlining the workflow and improving performance. For information on PreDe-
leteHandlers, see Pre Mass Delete event handlers.

Feature Description Impact on Mass delete performance

Snapshot audit Creates a full copy of every Significantly increases the size of the audit table and slows
deleted document down the Mass deletion process

PreDeleteHandlers Custom code that runs before Can slow down the Mass deletion process
deleting a document

20.9 Mass Operation Jobs status

The Mass Operation Jobs page shows in-progress and recently completed mass operations from the last 5 days
across your RelativityOne instance that don't have a dedicated queue. This page only displays jobs submitted by the
current signed-in user.

Note: Users with permissions for the Queue Management tab in the Tab Visibility section of the Admin Security con-
sole automatically gain access to the Mass Operation Jobs tab.

An Edit mass operation job appears on this page. However, a mass Save as PDF job doesn't appear here because it's
already included in the PDF Queue. For more details, see the Mass Operation Type list below.
The Mass Operation Jobs page contains the following fields:

l Workspace—the name of the workspace in which the mass operation was started.
l Mass Operation Type—the specific mass operation that was kicked off. This could include any job for which
there is not a dedicated queue, such as:
l Edit
l Replace
l Move

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 l Save as List
l Export to file

l Status—the current state of the job. This will display one of the following:
l Idle—the job has not yet been picked up by an agent and is not yet in progress.
l Percent complete—the job is in progress at the displayed percentage of completeness. During this
time, you can click Cancel to cancel the job.
l Completed—the job has completed without errors.
l Canceled—the job has been canceled.
l Action—any mass operation that is in progress and displays a completion percentage is also eligible to be can-
celed. To cancel a mass operation, click Cancel on the job in the Action column. To confirm the cancellation,
click Cancel job. The mass operation remains in progress until you confirm its cancellation, which means it is
possible for the job to complete before you are able to completely cancel it. If you want to return to the jobs page
and allow the job to proceed, click Go back.

l Start Time—the date and time at which the mass operation was started.
l Artifact Type—the object on which the mass operation was run. For example, if you started a mass Edit job on
any number of items from the Document list in your workspace, this will display Document.
l Artifact Count—the number of artifacts returned from the job.

20.10 Mass replace

You can use the mass replace operation to replace existing long or fixed-length field text with new content.

Note: You cannot use mass operations on Data Grid-enabled fields.

To perform a mass replace operation, perform the following steps:

1. From the mass operations bar on the document list, choose whether to replace text in Checked items or All
items in the current returned set.
2. Select Replace in the drop-down menu.

The Replace Documents form displays.

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 3. Complete the fields on the Replace Documents form.
l Field - the field you want to update. Select from workspace fixed length or long text fields.
l Action - determines the action to be performed:
l Replace Entire Field - replaces the field entirely.
l Append to End - adds the new value to the end of the field. A delimiter option appears. Enter a
character to separate the existing and appended values.

l Insert at Beginning - adds the new value to the beginning of the field. A delimiter option appears.
Enter a character to separate the existing and prepended values.
l Search For - use to search (and thus replace) only selected text in the field instead of the entire
field. A new text option displays, where you can enter the text you want to replace.
l Update With - determines what is applied to the field.
l Text - adds text to the field.

l Field - adds another field’s value to the field set above.

l Click Add Another Field at the top of the form to add an additional replacement action to the form.

20.11 Mass image

Mass imaging creates TIFF or JPEG images for a document set based on the settings in the imaging profile you
select. Relativity also provides a default imaging profile that you can use out-of-the-box. You can customize profiles to
create color JPEG images, adjust image size, and leverage other formatting options.
The mass image operation uses the same technology as the Relativity native file viewer.

Note: The mass image operation is disabled if the Imaging application isn't installed.

To perform a mass image operation, perform the following steps:

Note: You cannot use mass operations on Data Grid-enabled fields.

l From the mass operations bar on the document list, choose whether to image Checked items or All items in
the current returned set.

Note: The maximum number of documents you can select at one time for the mass image action is 10,000
documents. If the number of documents selected exceeds this value, a warning appears and prevents the job
from running. If you want to image more than 10,000 documents, create and run an imaging set.

l Select Image in the drop-down menu.

The Image Documents pop-up displays.
l Select a Source Type.
l Select an option in the Imaging Profile drop-down menu. Only profiles that you have permissions to use
appear. You can also use the Default profile for the imaging job.

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 l Click OK to create the images. Depending on the number of documents you submit, this may take some time.
Image-on-the-fly jobs take precedence over batch image jobs.

Note: If any of the documents you selected to image is of a type that is included in the Restricted Native Types
object on the imaging profile you selected for the mass image job, that document can't be imaged and you receive a
corresponding error message.

20.12 Tally/sum/average
You can use the tally/sum/average operation to tally, sum, or average the values of fields associated with documents
or objects.
This operation is commonly used to determine the number of pages in a print job or production. For documents, it's
recorded under the document history.

Considerations
l You can only use tally/sum/average on fixed-length text, choice, user, and number fields.
l You can't use mass operations on Data Grid-enabled fields.
l Tally/Sum/Average calculates the mean of a column without counting null as 0. When a column contains null
values, the operation yields a different result from an average calculated by summing the column and dividing

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 the total document count. To include null values in the denominator of a Tally/Sum/Average calculation, you
must change the null value to 0 to ensure the inclusion of those documents.
To perform a tally/sum/average operation, perform the following steps:

1. Choose whether to tally/sum/average Checked items or All items in the current returned set
2. Select Tally/Sum/Average in the drop-down menu. The Tally/Sum/Average pop-up displays with options for
the following fields:
l Field - used as the basis of the calculation. For example, you could select a custodian field if you want a
tally of these entries.
l Function - the option performed on the field:
l Tally - lists a count for each item type in the specified fields of all selected documents or objects.
l Sum - adds the values in the specified numeric fields of all selected documents or objects.
l Average - calculates mean value of the specified numeric fields for all selected documents or
objects.

The result of a tally is similar to a summary report; it outlines the values of a field and the count for each. The
tally runs across the entire section, but only reports the top 100,000 values. After your results appear, you can
perform the following actions:
l Filter the results.
l Clear All filter text.
l Browse through the results using the blue arrows.
l Sort the results.
l Export results to an external file.

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20.13 Mass export to file
Use the Export to file option from the Mass Operations bar to export the current View to a file (such as, .xls, .cvs, .dat).
If no individual records are selected, Relativity will export all records in the current view, regardless of how many
records are displayed per page. For example, if a saved search returns 1,000 records and you ‘Export to File’ the view
without selecting individual records, Relativity will export 1,000 records.
All fields in the current view and its content are exported, including unicode characters.

20.13.1 Considerations
l Mass exports do not guarantee any sort order in the exported data, nor does mass export to file necessarily
save data in the same order as it is displayed in the interface.
l The Mass export to file option displays in the mass operations bar on the Views, Tabs, and Relativity Scripts
Library tabs.
l You cannot use mass operations on Data Grid-enabled fields.

20.13.2 Using mass export to file

To perform the Export to file mass operation:

1. Select the records you want to export from the view. Do not select any records if you would like to export all of
them.
2. Select Export to File in the drop-down menu.
The Exporting form displays.
3. Select values for the fields on the Exporting Documents form. See Fields below.
4. Click Run to export the file or Cancel to cancel the export.

20.13.3 Fields
l Format
l Excel spreadsheet via HTML (.xls) creates an Excel file. Fields are placed into separate cells in the .xls
file. Fields are placed into separate cells in the .xls file.
l Comma Separated Values (.csv) creates a comma delimited text file. Fields are separated by semi-
colons. Fields are separated by semicolons in the .csv file.
l Concordance DAT format (.dat) creates a DAT text file with the standard concordance delimiters. Fields
are separated by semicolons in the .dat file.

Note: The names of exported files include the word export, the date (YYYYMMDD), the time
(HHMMSS in UTC), and a file extension. For example, the name of an exported file might be export_
20131119_16073.xls.

l Encoding—select the desired encoding for the output file.

l Escape Formulas—select Yes or No. When you select Yes, any line starts with the following special char-
acters: =,@,+,-, or if the line starts with any combination of spaces before those characters, Relativity prepends
a single quote to the beginning of the line.

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20.14 Move to folder path
Note: The Document Utilities application is required to use the move to folder path mass operation.

You can use the move to folder path mass operation to move documents to a new folder that you specify in a text field
on the document object. Relativity automatically creates the new folder when you run this mass operation. You can
also specify a default folder that Relativity uses when the destination folder path isn't set on a document. You must
install the Document Utilities application to add the Move to folder path mass operation to your workspace.
A sample use case for this mass operation involves updating the folder path for documents loaded into the wrong
folder on a workspace. For example, you may have inadvertently selected file path as the folder path when importing
documents via Import/Export.
In addition, the move to folder path mass operation provides you with the ability to move multiple documents to
different folders simultaneously. Unlike the mass move operation, where you can only select a single folder when
moving documents. For more information, see Mass move on page 325.

20.14.1 Prerequisites for the move to folder path mass operation

You must complete the following prerequisites before you can use the move to folder path mass operation:

20.14.1.1 Installing the Document Utilities application

You must install the Document Utilities application to add the Move to folder path mass operation to your workspace.
The installation process follows the same steps used to install other Relativity applications. For more information, see
Installing applications on the Relativity RelativityOne Documentation site.
You must have system admin permissions to install an application. See Workspace security on page 573.
Complete these steps to install the application:

1. The Document Utilities application requires Relativity 9.4 or above of Relativity. Confirm that you are running
Relativity 9.4 or above in your environment.
2. Log in to the Relativity Community (https://community.relativity.com/s/files), and search on Document Utilities.
When the search results appear, locate the Relativity.DocumentUtilities.rap in the Files section.

Note: You need to register to access the Relativity Community if you don't currently have an account. You
also must have an Admin Contact account type in the Relativity Community to download applications. If you
don't currently have this account type, contact an Admin Contact in your organization, who can then request
that Customer Support assign this account type to you. For more information, contact Customer Support via
the Community site.

3. Download the Relativity.DocumentUtilities.rap file.

4. Install the Document Utilities application in a workspace or add it to the Application Library tabs making it avail-
able for installation in workspaces across your environment. For more information, see Installing applications
on the Relativity RelativityOne Documentation site.
After installing the application, Relativity displays the Move to folder path option in the drop-down menu on the mass
operations bar.

20.14.1.2 Setting required security permissions

You must have the following security permissions to run the move to folder mass operation:

l Mass operations - Under the Mass Operations section of the Other Settings Tab in Workspace Security, you
need permissions to the following:

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 l Move
l Move to folder path
l Object security - you need to have the following permissions on these objects in the Object Security tab under
Workspace Security:
l Document - requires Add and Delete permissions.
l Folder - requires Add and Edit permissions. If you want to remove empty folders, you also need Delete
permissions.
l Layout security - you need to have View permissions on the Move Documents to Folder Path Layout in the
Layouts tab.
l Folders security - you need permissions to Folders in the Browsers section of the Other Settings tab.

20.14.1.3 Creating a destination folder path field

Before you can run this mass operation, create a fixed-length or long text field type for storing a destination folder path
on the document object.
Use these guidelines for formatting your folder path:

l Separate nested folders in the path with forward slashes (/) or backward slashes (\).
l Don't use a slash as the initial character in your folder path. A final slash isn't required in the folder path.
l Don’t use these special characters (/ \ : ? " * < > |) in your folder names. If your folder names include these char-
acters, Relativity strips them out, except for back and forward slashes used as delimiters. For example, a path
with folders named Custodians|<>/Revie\wed/Ja*?ne would become Custodians/Reviewed/Jane.
l Folder paths may include Unicode characters.
l Folder paths may include the workspace name, but it isn't required. For example, if you have a document with a
destination path of <WorkspaceName>\Custodian and another one with the path of Custodian, this mass oper-
ation moves both documents to the Custodian folder under the workspace root.

20.14.1.4 Populating the folder path field on the document object

After creating a folder path field on the document object, you must populate it with a destination folder path for the
documents that you want to move.
Perform one of the following tasks to populate this field with the destination folder path:
l Edit the field - click the Edit link that appears on the Documents tab, and update this field on the document

when Relativity displays the layout containing it.

l Run a mass edit operation - see Mass edit on the Relativity Documentation site.
l Overlay the destination folder fields on documents - see Importing document metadata, files, and
extracted text on the Relativity Documentation site.
The following screen shot illustrates a list of documents with a folder path field set to a specific destination:

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20.14.2 Running the move to folder path mass operation
When you run the move to folder mass operation, Relativity moves all the documents with the same destination folder
in a single batch. While the Move to folder path mass operation batches documents moving to the same folder, the
MassCustomBatchAmount and the MassMoveBatchAmount instance settings control the batching process. The
MassCustomBatchAmount instance setting controls the number of documents per batch for each unique destination
folder. The MassMoveBatchAmount value controls the number of documents for each batch size. See Instance
settings on the Relativity Documentation site.
For optimum performance, use these guidelines when running this mass operation:

l Perform a test on a small sample set of documents before moving a large number of them.
l Execute only one move to folder path mass operation at a time.
Use these steps to move documents to a new folder:

1. Navigate to the Documents tab in your workspace.

2. Select the documents that you want to move to the destination folder path.
3. In the first drop-down menu in the mass operations bar, choose Checked or All based on your selections from
the current document set.
4. Select Move to folder path in the second drop-down menu, and then click Go.
5. Complete the fields in the Folder path settings dialog. See Fields for move to folder path mass operation on the
next page.
6. Click OK to run the mass operation. Relativity creates any destination folders that don't currently exist, and
moves the documents to their specified destination folders. It also moves any documents with an empty folder
path field to the location specified in the Empty folder path placeholder field. See Fields for move to folder
path mass operation on the next page.

Note: To stop the mass operation, click Cancel. The mass operation finishes moving the current batch of doc-
uments before it stops. Relativity then displays a message indicating the percent of documents that were
moved.

7. Optionally, refresh the page to see the newly created folders. See the following screen shot for an example of a

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 new folder structure:

20.14.2.1 Fields for move to folder path mass operation

The Folder path settings dialog includes the following fields:

l
Folder Path Field - click to select the field that you populated with the destination folder path. See Move
to folder path on page 334.
l Delimiter - select forward slash (/) or back slash (\) as the delimiter for any nested folders.
l Move documents with empty folder path - select this checkbox if you want to move documents with empty
folder path fields to the location specified in the Empty folder path placeholder option. If you don't select this
checkbox, Relativity doesn't move documents with empty folder path fields.
l Empty folder path placeholder - enter the name of a folder where you want to move documents that don't
have a destination specified in their folder path field. If the path contains subfolders, separate the folders with

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 the same delimiter as you selected in the Delimiter field. This folder path may include Unicode characters.The
following list describes how Relativity handles empty folders:
l If a folder path contains one or more empty folders, then Relativity replaces the blank location with the
name in the Empty folder path placeholder field. For example, it updates the folder path MyFolder-
\\MySubfolder to MyFolder\[BLANK]\MySubfolder, if the name in this field is [BLANK].

l If a folder path contains consecutive empty directories, Relativity consolidates them into a single dir-
ectory, so that MyFolder\\ \\\MySubfolder becomes MyFolder\[BLANK]\MySubfolder when the name
in this field is [BLANK].
l If a folder path contains two consecutive delimiters separated by a space, Relativity sets the name of the
newly created folder to blank.
l Delete empty folders - select this checkbox to delete any folders within the entire workspace that are empty
after you move the documents. Relativity doesn't delete empty folders when they have dependencies.

Note: If an error occurs during the deletion of empty folders, Relativity stops this process and displays an
error message. It also logs any errors on the Error tab.

20.15 Mass Save as List

To save a group of documents as a list, follow this procedure. The same steps apply to other objects with Lists
enabled. Always begin by clicking the tab of the object for which you want to save a new list. Mass Save as List is
available from the mass operations bar.

Note: You cannot use mass operations on Data Grid-enabled fields.

To save a group of documents as a new list or replace an existing list:

1. Navigate to the Documents tab.

2. Display the documents you want to save to a list by selecting a folder, view, saved search, or performing a doc-
ument search.
3. From the mass operations bar on the document list, choose whether to save Checked items or All items in the
current returned set.

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 4. Select Save as List. The Save as List pop-up window opens.

5. Complete all required fields.

l Action - creates a new list or replace the contents of an existing list. Select one of the following options:
l Create new list - creates a new list with the list name specified in the Name field.
l Replace existing list - replaces an existing list with the currently selected objects. Select an exist-
ing list from the Select Item - List window.
l Name - stores the name of a new list. Type the new list name.
6. Click Save.

20.16 Mass PDF

With the Mass PDF operation you can create PDF files from natives, images, and produced documents, and save
those PDFs on your computer. The mass PDF operation also allows you to store PDFs created from native files or
original images in Relativity and review them in the PDF Viewer. The Mass PDF application is available from the mass
operations bar on the document list.

20.16.1 Considerations

l The mass PDF operation support jobs up to 10,000 documents or 1,000,000 images.
l You cannot use mass operations on Data Grid-enabled fields.
l The PDF application is not available in workspaces created from the RelativityOne ECA Template or in work-
spaces where the Repository Workspace application is installed.
l The PDF application needs to be manually installed on any workspace that was restored using ARM.
l If you are having problems running a PDF job, verify that you have both the PDF Manager and PDF Worker
agents are running and enabled. You can check this on the Agent tab.

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20.16.2 PDF permissions
The PDF application has the following associated permissions:

l System administrators can configure the PDF Actions permission for individual users or groups by restricting
download, create, store, and numbering operations.

l The PDF permission within "Tab Visibility" settings manages access to the PDF and PDF Profile tabs.
l The PDF Profile permission within "Object Security" settings controls access and operations over the
PDF Profile object.
In order to PDF production images, the user group needs View rights to “Production Data Source.”

Note: System administrators with the correct permissions setup for Save as PDF are unable to test this in Preview
Security mode. This is done to prevent downloading documents that haven't been authorized.

Relativity Dynamic Object (RDO) Permission Mass PDF Action

View
Edit Overwrite PDFs
Delete Delete PDFs
Add Store PDFs
Download PDF (custom permission) Download PDF
Brand PDF (custom permission) Brand PDF
Count PDF (custom permission) Count PDF

20.16.3 PDF profile

Use the PDF profile to customize how to create your PDFs when using the following actions from the PDF Mass
Operation: Store, Download and Brand.
To create a new PDF profile:

1. Navigate to the PDF Profile tab.

2. Click New PDF Profile and enter a name.

Note: The settings defined in the PDF profile do not apply to the following actions from the PDF Mass Operations:
Count and Delete.

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20.16.3.1 PDF Profile Types
First you must choose whether you are creating a PDF or Branding PDF:

l Creating PDF below—Select “Creating PDF” to display options associated with the “Store” and “Download”
action from the PDF Mass Operation. When selecting this option, the Select Identifier option will enable you to
stamp your PDFs with the content of a single field in a single location: bottom, top, left, right, center.
l Branding PDF on page 346—Select “Branding PDF” to display options associated with the “Brand” action
from the PDF Mass Operation. Select this option to add different branding fields on any of the available loc-
ations: bottom, top, left, right, center. To apply Branding PDF to a PDF, you need to first create your stored
PDFs and then run the Mass PDF operation to add the new branding.

20.16.4 Creating PDF

When selecting “Creating PDF,” the system will give you the option to select the rendering engine of your preference
to create your PDFs.

l Relativity PDF—Select this option to create a PDF profile that will generate PDFs using Relativity’s proprietary
PDF engine.
l Native Application PDF—Select this option to create a PDF profile that will generate PDFs using the Native
applications. This is equivalent to how imaging works in Relativity. Basic imaging is equal to relativity PDF and
native imaging is equal to native application PDF.

20.16.4.1 Rendering options for Relativity PDF engine

These options apply to every file type: natives, original images, and produced images.

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l Stamp Identifier—select this option to add a single identifier on each page of the resulting PDF in a specific
page location. You can choose to stamp your PDFs which one of the following options:
l Document Identifier—choose this option to stamp each page of the PDF with the document identifier.
For example: REL_00001.

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 l Document Identifier and Page Number—this option will stamp [Document Identifier]_[page number].
You can choose among three options:
l Add the page number to every page of the PDF
l Page 1: REL_00001_0001
l Page 2: REL_00001_0002
l Start the page numbering on the second page
l Page 1: REL_00001
l Page 2: REL_00001_0001
l Start the page numbering on the second page with 2
l Page 1: REL_00001
l Page 2: REL_00001_0002
l Field—choose this option to stamp the PDFs with a field value, then select the desired Field Name.
l Free Text—choose this option to stamp the PDFs with the text of your choice as entered in the Text field.
l Stamp Location—select the area of the page where you want to add your stamping from the drop-down list.
l Order—enter a value in the order field to determine the position of the newly created PDF profile in the drop-
down selection from the Mass PDF function.
l If there is a numeric value in the order field, the PDF profiles will be ordered in ascending order of those
values.
l If there is no value in the order field, the PDF profiles will be ordered by name in ascending order.
Native Source Files Options
The options on this tab are available when the “File Type” selected in the Mass PDF operation is “Natives.”

l Paper Size—select the size for both the PDFs that you create to download and the PDFs you store in Relativity.
The paper size option only applies when the source file type of the PDF job is natives. The paper sizes available
are: Letter, Legal, A5, A4, A3, and original. The original option will maintain both the original paper size and ori-
entation of each page on the native file. The Letter, Legal, A5, A4, and A3 options will create a PDF with portrait
orientation in the selected paper size.
l Burn Native Redactions—indicates that you want to include redacted natives as part of the PDF job. Toggling
this field on makes the Native Options Markup Set field required below.
l Native Options Markup Set—this field is only visible if you selected to Burn Native Redactions above. It indic-
ates which markup set is used to apply native redactions to the documents you are about to convert to PDF.
Select the desired markup set from the drop-down.
Image Source Files Options
The options on this tab are available when the “File Type” selected in the Mass PDF operation is “Original Images.”

l Make Text Searchable—select this option to translate images of text, such as scanned and redacted doc-
uments, into actual searchable text characters in the resulting PDF.

Note: This function applies only to Original Image and Produced Image file types.

l OCR Profile—select the OCR profile to be used to translate images of text into actual searchable text char-
acters.

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 Note: If there are not OCR profiles created in the workspace, Relativity will use a default OCR profile.

l Include highlights—select this option to include persistent highlights in the resulting PDFs. This option applies
only when converting original images to PDF, and is only for highlights which are associated with a markup set.
You will be required to specify the markup set profile to use.
l Include redactions—select this option to include redactions in the resulting PDFs. This option applies only
when converting original images to PDF, and is only for redactions which are associated with a markup set. You
will be required to specify the markup set profile to use.
l Include Slip Sheet—select this option to include a slip sheet on the first page of the generated PDF. Available
options are: Blank Page, identifier only, and coding layouts.
Microsoft Word Options
When converting native file types that are MS Word Documents into PDFs using Relativity PDF Engine, the following
options can be configured in the PDF Profile:

l Show Track Changes—if the native MS Word document has track changes, this option will include those track
changes in the resulting PDF.
l Show Comments—if the native MS Word document has comments, this option will include those comments in
the resulting PDF.
Microsoft PowerPoint Options
When converting native file types that are MS PowerPoint Documents into PDFs using the Relativity PDF Engine, the
following options can be configure in the PDF Profile:

l Show Speaker Notes—if the native MS PowerPoint document has track speaker notes, this option will include
those speaker notes in the resulting PDF.
l Show Presentation Comments—if the native MS PowerPoint document has Presentation Comments, this
option will include those comments in the resulting PDF.
Placeholder Options
Select Never, Always, or For Errors/Unsupported File Types when assigning a PDF placeholder for a document
during PDF Rendering.

20.16.4.2 Rendering options for Native Application PDF

The “Native Application PDF” engine uses the following options available in a Native Imaging Profile:

l Spreadsheet Options with their corresponding Advance Options

l Email Options
l Word Processing Options
l Presentation Options
To use the Native Application Engine when creating Stored PDFs, first create an Imaging Profile with the desired
configuration.

Note: The PDF profile supports the following options available in the selected Imaging Profile: Email files, Word
files, PowerPoint files and Excel files. Options selected on the Imaging profiled related to HTML files are not
supported when by the PDF profile.

Then, you can select it from the Native Imaging Profile drop-down menu.

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Placeholder Options
Select Never, Always, or For Errors/Unsupported File Types when assigning a PDF placeholder for a document
during PDF Rendering.
Once a PDF profile is created, it is available on the Mass PDF action and from the Viewer.

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20.16.5 Branding PDF
When adding branding to produced PDFs, the following options can be configured in the PDF Profile.

Branding options

l Branding Font—select a font for branding.

l Branding Font Size—select a font size.
l Branding Field—select a field for branding. You can only select and use one branding field.

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 l Wrap Branding Text—if the text being stamped is too long, wrap the text to fit multiple lines. Flip this option to
true to wrap text within the allotted field.
l Left Header—select a left header. Choose Document Identifier, Document Identifier + Page Number, Field,
Free Text, or Level Numbering.
l Left Footer—select a left footer. Choose Document Identifier, Document Identifier + Page Number, Field, Free
Text, or Level Numbering.
l Center Header—select a center header. Choose Document Identifier, Document Identifier + Page Number,
Field, Free Text, or Level Numbering.
l Center Footer—select a center footer. Choose Document Identifier, Document Identifier + Page Number,
Field, Free Text, or Level Numbering.
l Right Header—select a right header. Choose Document Identifier, Document Identifier + Page Number, Field,
Free Text, or Level Numbering.
l Right Footer—select a right footer. Choose Document Identifier, Document Identifier + Page Number, Field,
Free Text, or Level Numbering.
Level Numbering options
When selecting “Level Numbering” as a Branding option, the following Level Numbering options became available in
the PDF Profile. These options allow you to add new sequential numbers to rendered PDFs:

l Numbering type—select Page Level or Document Level numbering.

l Prefix—enter a prefix to be used for numbering.
l Minimum Box Number—enter a minimum box number. This is set to 1 by default and indicates the Start Num-
ber.
l Minimum Folder Number—enter a minimum folder number. This is set to 1 by default.
l Minimum Page Number—enter a minimum page number. This is set to 1 by default.
l Delimiter—select period, hyphen, or underscore.
l Relational Field Behavior—select none or keep in same folder
l Relational Field Behavior—select a relational field such as Family Group or
l Maximum Box Number—enter a maximum box number. This is set to 9999 by default.
l Maximum Folder Number—enter a maximum folder number. This is set to 9999 by default.
l Maximum Page Number—enter a maximum page number. This is set to 9999 by default.
Once a PDF profile is created, it is available on the Mass PDF action and from the Viewer.

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The PDF application comes with a default profile that is not listed on the PDF profile tab and that cannot be modified.
This is a basic profile that creates non-searchable PDFs without highlights, redactions, slip sheet or stamp identifier.
The default PDF profile is only available if there are no other PDF profiles created in the workspace. Once a system
administrator creates a new PDF profile, the default Profile is no longer available for the users.

20.16.6 Creating PDFs via mass operation

Note: If you are creating PDFs to open in the Viewer, it is important to note that the Viewer displays PDF text by
mapping the character codes to Unicode in most cases. To check whether PDF text has been properly encoded and
will display correctly in the Viewer, copy the text in the original PDF file and paste it into another application like
Microsoft Word or Notepad. If the pasted text does not display correctly, the PDF is not properly encoded. If the pas-
ted text displays correctly in another application but not in the Viewer, contact Support for assistance.

To convert multiple documents into PDFs:

1. From the mass operations bar on the document list, select either Checked items or All items in the current
returned set.
2. Select PDF in the mass operations drop-down menu. The PDF options window displays.

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3. Select the appropriate settings:

Notes:
l The settings available depend on the file type selected. Natives, original images, or produced images.
For example, production options are available if you select Produced Images. Likewise, if you are
going to save all your documents in a single PDF, then there are no options on how to name the indi-
vidual PDF.
l When saving your PDF as a zip or PDF portfolio you can choose to name your individual PDFs using
just the control number or the control number plus a field.
l You also have the option to decide whether to include a numbering prefix on the file name. In the past
that prefix was always added.
Action
l Download—download your PDFs. When selecting multiple documents, a toggle option is available to
"Combine PDFs by Document Family." Once selected and downloaded, users will receive a single com-
bined PDF for documents that share the same ID for the chosen relational field.

Note: This option is available only when you select Individual PDFs in a Zip under the PDF Option
setting.

l Store—creates a PDF from the native or imaged version of the documents. Those PDFs will be stored in
Relativity and can be reviewed using Relativity's PDF Viewer.
l Brand—sequentially numbers documents with a structured Document ID and stamps the Document ID
on each page of a PDF. Only profiles that have branding options set can be leveraged for this action.

Note: Selecting the Brand option when using a PDF profile that has Level Numbering configured
could conflict with the control number.

l Count—calculates and updates the PDF Page Count field when document page counts need to be
updated in the database. This only works for counting rendered PDF documents.
l Delete—deletes the stored PDFs associated with the selected natives.

Note: If you import PDF Images and the PDF Page Count is not set, you cannot brand the documents.
You must run the Count action beforehand to make sure the field is populated.

File Types
l Natives—saves the native of the documents.
l Original Images—saves the imaged versions of the documents.
l Produced Images—saves the produced versions of the documents.
l Stored PDF—saves the PDFs that are currently stored in Relativity and can be reviewed using Relativ-
ity's PDF Viewer. Single file Stored PDFs will be downloaded as a Zip file.

PDF Options
l Individual PDFs In A Zip—saves resulting PDFs as a zipped file.
l Single PDF—creates one PDF with all documents.

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 l PDF Portfolio—creates one PDF Portfolio with all documents.

Note: When you Mass Save as PDF a group of documents, the documents retain their sort order
based on the order in which they appear within your document list.

When saving a PDF as a .zip or PDF portfolio you can:

l choose to name your individual PDFs using the control number, the control number plus a field, or
just a field.
l decide whether to include a numbering prefix on the file name. In the past, that prefix was always
added.

Naming Options
This option defines the name of the individual PDFs created when documents are saved as Individual PDFs In
A Zip or PDF Portfolio. The zip file or the portfolio file itself that contains the PDF files is always named result.
[extension].
l Control Number—choose this option to name the PDFs after the control number of the original doc-
ument.
l Control Number And Field—this option appends value of a field to the original control number name.
When using this option, the resulting name of the document is [control number]_[field value].
l Field—choose this option to name the PDFs after a field value.
l Append File Type—appends native, image, or production at the end of the file name based on the type
of documents used to create the PDF.
l Prefix Sequential Number—this option appends a numeric prefix based on the sort order in which they
appear within your document list. For example, 01_FirstDocument.pdf.

Note: If the length of file name is longer than 251 characters, the system will use the first 251 char-
acters.

Production Options
l Include original images for documents that haven’t been produced—if a document has not been
produced, you can check this option to create PDFs from the images associated with that document
instead.
l Modify Production Order—select which produced version of the document to include in the PDF set.
l The save job first looks at the production set at the top of the list. If the document is included in this
production that version is saved. If not, the save job checks if the document is in the next pro-
duction. Only one production per document is saved.
l The list includes only the productions related to the documents selected, those productions are sor-
ted by recent to oldest. For example, if there are 8000 productions in your workspace, but the
selected documents are produced across only 100 productions, the list will show only those 100
productions.
PDF Profile Options
The PDF Profile section displays the selected profile and all the corresponding values set on that profile.
For details, see PDF profile on page 340.
4. Once you have applied all the desired settings, click Download, Store, or Delete, depending on the action you
specified at the top of the layout. The system submits your PDF job. Once completed, the browser automatically
downloads the resulting file. You also receive a confirmation email with a link to your PDFs to download.

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20.16.6.1 Using the Password Bank to Create PDFs from Password-Protected Natives

Note: Ensure you have a set of password banks uploaded to your workspace.

Documents that have been password encrypted and/or have a .pfx certificate can successfully undergo download
and/or store PDF operations as long as the passwords and certificates in the password bank are correct. Only native
file types that are downloaded or stored are supported.
Select the checkbox option to Decrypt password protected documents. When you select this checkbox, a warning will
appear, providing best practices and cautioning about potential performance issues if those practices are not followed.

Note: Using a PDF profile with the Native Application Engine may result in slow performance. The operation's
speed depends on the size of the password bank (more than 100 entries) and the position of correct passwords
within the bank (if the correct password is the last one). This can lead to slow performance, potentially taking several
hours and possibly timing out.

20.16.6.2 Mass PDF progress bar

The PDF application has a progress bar where you can see the status of your job, the number of documents
completed, percentage completed, and the total duration of the job from start to completion. The progress bar will
show the following status:

l Creating—your PDF job is being created and added to the queue.

l Picked up—your PDF has been picked up from the queue.
l In Progress—your PDFs are being created.
l Packaging—all PDF were created and now the ZIP file, or the Portfolio file is being created.
l Completed—job is complete.

If the job completes with errors, you have the option to download a .csv file with the list of errors. For example, if
you try to create a PDF for a native file that is password protected, or if you try to create a PDF from images and
a document doesn't have images, those PDFs will not be created and those documents are included in the .csv

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 error file.

20.17 PDF Queue

PDF Queue is a sub-tab of Queue Management. From this screen, you can monitor all PDF jobs across an instance of
Relativity that are not yet complete.

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

20.17.1 PDF Queue columns

l Workspace ID—the ID of the workspace that contains the products set used for the job.
l Job ID—the unique ID assigned the job.
l Job Type—the type of job submitted. For example, Single, Mass, or Delete.
l Input File Type—the type of file submitted. For example, Native, Image, or Production.
l Status—the current stage of the production job.
l Created - the system has created the PDF job but it has not yet been picked up by an agent.
l PickedUpByAgent - an agent has picked up the PDF job.
l QueueCreated - the backing queue in the system has captured all the documents within the PDF job that
need to be worked on.
l InProgress - an agent is currently working on the PDF job, specifically by converting documents to
PDFs.

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 l JobError - the job has stopped due to an error.
l FinalizingInitiated - an agent has converted all the documents within the PDF job; the final step of zip-
ping all the PDFs has been queued up.
l FinalizingInProgress - finalization of the PDF job is in progress, in that an agent is now zipping all the
PDFs.
l Cancelled - a user has cancelled the PDF job.
l Staged Documents—the number of staged documents.
l Submitted Documents—the number of documents that were originally submitted.
l In Progress Documents—the number of documents in progress.
l Errored Documents—the number of documents that errored during the process.
l Completed Documents—the number of completed documents during the process.
l Total Documents—the total number of documents processed.
l Skipped Documents—the number of documents skipped.
l User Artifact ID—the unique ID of the user starting the job.
l Submitted Date—the date and time when a PDF job was run.

20.17.2 Cancel a PDF job

To cancel a PDF job:

1. Select the job(s).

2. Click the Cancel PDF Job button.

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 3. Click Yes, Cancel PDF Job on the confirmation modal.

20.18 Mass convert

Use Mass convert to pre-convert a large set of documents into HTML5 format before review. By using mass convert
you can eliminate document load time in the viewer. This operation is only available on the Document object.

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 Notes:
l Mass convert is not available in repository workspaces.
l You can't use mass operations on Data Grid-enabled fields.

To perform a mass convert:

l From the mass operations bar on the document list, choose whether to convert Checked items or All items in
the current returned set.
l Select Convert in the drop-down menu.
l Complete the fields on the Convert Documents layout.
l Natives
l Yes - converts any natives
l No - doesn't convert natives
l Images
l Yes - converts any images in the documents
l No - doesn't convert images in the documents
l Productions If the selected documents are contained in a production set, the production set(s) appears
here.
l None - this option appears if there are no production sets containing the selected documents.
l Re-convert if previously converted - select this checkbox to convert selected documents, regardless if
they've already been converted. The newly converted documents are stored in the cache.
l Click Run to convert the documents. Once you click Run, you are unable to cancel the convert job.

Note: Converting a large number of documents can deplete the available disk space on the file server.

20.19 Retry Production Job

To retry multiple production jobs from the Production Queue tab, use the Retry Production Job mass operation.

20.19.1 Security configuration

You must configure certain instance level permissions to use Retry Production Job.
To configure the security permissions:

1. Navigate to the Instance Details tab.

2. Click Manage Permissions.
3. Click Edit Permissions for a group on the Group Management tab.
4. Enable the following security permissions:

Object Security Tab Visibility Admin Operations

l N/A l Queue Management l Change Queue

(parent) Priority

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 Object Security Tab Visibility Admin Operations

l Production l View Admin

Queue (child) Repository

Note: As long as you have the listed security permissions, you do not need view permissions to the work-
spaces or the production jobs to use Retry Production Job.

20.19.2 Retrying production jobs

To retry production jobs from the Production Queue tab:

1. Navigate to the Production Queue tab.

2. Select the productions jobs that you want to cancel.
3. Click Retry Production Job from the mass operations bar. The Retry production job window opens.

4. Click Ok.

20.20 Set long text field size

You can use the set long text field size operation to calculate long text size and save the value in a decimal field for
each selected document. You can use the mass operation with Data Grid-enabled or SQL extracted text fields. This
feature is useful when creating views and saved searches of documents based on long text size. In Relativity, long text
is declared as an uncompressed nvarchar(max). This means it will always hold each character as 2 bytes in terms of
how this operation calculates the size of the long text field.

20.20.1 Before you begin

To enable the mass operation in your Relativity instance, you must import the Long Text Size application from the
application library. To do this, you must have the appropriate admin rights.
To install the Set Long Text Field Size application in your workspace:

1. Navigate to the Relativity Applications tab.

2. Click New Relativity Application.
3. Select Select from Application Library.

4. Click on Choose from Application Library.

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 5. Select Set LongText Field Size, and click OK.
6. Click Import.

Note: After the application is installed, review the workspace permissions and remove the Set Long Text Field Size
permission for the groups that should not have access to the mass operation.

20.20.2 Using the mass operation

To set long text size:

1. Create a decimal field for saving the extracted text size. For more information, see Fields on page 147.
2. From the mass operations bar on the document list, choose whether to select Checked items or All items in
the current returned set.

Note: The set long text size mass operation permits the user to edit documents even if they have read-only
permissions.

3. Select Set long text field size in the mass operations drop-down menu.
The Set LongText Size form displays.
4. Select a source field to calculate long text size. The drop-down menu includes all long text fields you have per-
missions to see.
5. Select a decimal field to store the calculated long text size. The drop-down menu includes all decimal fields you
have permissions to see.
6. Click Run to apply your changes.

Note: The mass operation stores the size of the text, in kilobytes, in the decimal field.

20.21 Invite users

You can use the Invite operation to send out invitation to newly-created users to log in to Relativity and set their
passwords. This feature is useful when you setting up a large number of reviewers in a new case.

Note: You cannot use mass operations on Data Grid-enabled fields.

To send invitations to multiple users:

l Navigate to the Users tab.

l From the mass operations bar, choose whether to select Checked items or All items in the current returned
set.
l Select Invite in the mass operations drop-down menu.

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l The Invite Users dialog opens.

If any of the users can't be invited, they are listed in the dialog. The reasons may include:
l The user you are inviting doesn't have a valid login method. To correct this, assign the user a login
method.
l You don't have edit permissions to the user(s) that you are inviting. Make sure you have edit permissions
to the users.

l Click Ok. The invitation emails are sent to the users.

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21 Matters
Clients in Relativity are associated with one or more matters. 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 must be associated with an existing
client. A matter can also be associated with one or more workspaces, but it's not required.

21.1 Creating or editing a matter

Note: Once a workspace is created, only System Administrators and Client Domain Administrators can make
updates to the Matter object. Even users with full permissions for Matters and Clients will not have the ability to
modify this object unless they are System Administrators or Client Domain Administrators.

To create or edit a matter, perform the following steps:

1. Select the Matters tab.

2. Click New Matter to create a new matter, or click Edit next to the matter whose information you want to edit.
The Matter Information form displays with required fields in orange.
3. Complete the fields on the Matter Information form.
l Name is the matter’s name. This field must be between 1 and 210 characters.
l Matter Number is a unique number that identifies the matter. Use this number internally to organize your
matters.
l Status is the matter’s current status. The default options are Active or Inactive, but you can click Manage
to add any value. This field is useful when organizing and displaying lists of matters using Relativity
views. For information about using the Status field as an organizational tool, see Views on page 632.

l
Client is the matter’s associated client. Click 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 cri-
teria. Items in the client list are set by a system view. Therefore, it is possible to only see a subset of
items.

21.2 Adding or removing matters from a client domain

You can add or remove objects from client domains if you have the client domains feature activated.
Use the following steps to add a matter to a client domain:

1. Navigate to the Matters tab.

2. Select the matter you want to add to the client domain from the list.
3. Click Edit.
4. Access the Client field in Matter Information section.
5. Select the client with client domain enabled from the list.
6. Click Save.
Use the following steps to remove a matter from a client domain:

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1. Navigate to the Matters tab.
2. Select the matter you want to remove from the client domain from the list.
3. Click Edit.
4. Access the Client field in Matter Information section.
5. Select a client not associated with a client domain from the list.
6. Click Save.

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22 Client domains
The client domains feature enables Relativity to deliver more powerful managed service offerings for service providers
in a single RelativityOne instance by providing an easier way to securely isolate users, workspaces, groups, and
matters by clients.
Using client domains, system admins can empower a user group that is not part of the System Administrator group,
client domain admins, to perform common administrative tasks within their own client domain while limiting their
visibility into the Relativity environment as a whole. The client domain admins can customize the permission settings
to various objects according to their preferences within their own domain, but cannot access any permissions outside
of that. This resource isolation functionality grants your enterprise clients more administrative control over their own
portions of the environment while preventing back-end visibility and unauthorized changes to your RelativityOne
instance as a whole.

Note: Client domains are targeted for the above use case only and it is important to consider all the limitations
outlined in Client domain limitations and considerations.

Implementing client domains requires an additional license from Relativity ODA LLC. Each client domain license is
unique, and client domains can have different terms encoded on their license keys. The license for a client domain is
unrelated to any other license for Relativity (e.g., number of seats). Client domain licenses are not transferable from
one client to another. To request a new client domain, you must submit a RelativityOne request via the Community site
as detailed in the following knowledge article.

22.1 Client domains software architecture

The following describes the basic software architecture for client domains.

l Permissions - the root object of a client domain is the client object in the administrative workspace. By default,
groups associated with a given client only have permission to perform actions on users, groups, matters, and
workspaces associated with that client, unless a system administrator has given special permission across cli-
ent domain boundaries. Additionally, each client domain has an associated group known as the client admin-
istrator group. By default, members of this group can create administrative objects (users, groups, matters, and
workspaces) associated with the client. This group does not have permission to interact with or view objects of
these types associated with other clients.
l Credentials - many services in RelativityOne, such as HTML5 conversion and RelativityOne Staging Explorer,
utilize custom credentials to access resources on the client domain’s behalf. For example, a credential stored in
RelativityOne is used by the conversion service to access the Relativity file repository in a secure manner.

22.2 Client domains cloud infrastructure

The following information describes the architecture of the cloud infrastructure for client domains:

l Utility Server - each RelativityOne tenant can have a Utility Server, which accesses the file share for each cli-
ent domain. In addition, a dedicated Utility Server may be requested for a client domain within the tenant.
Please note that there is a maximum of 11 client domain utility servers allowed per Relativity instance.>

Notes: We only allow the creation of 10 Client Domain Utility servers. Any client domain created after the first
ten Client Domains are out of the scope for Utility Servers. There is security around the Client Domain's UVM
file servers that limit this from working. Only the first 10 created Client Domains can have a UVM, and then
none thereafter. This is true even if some of the first 10 created do not have a utility server, we still cannot cre-
ate a utility server for the ones past the initial 10.

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 l File server - each client domain has a separate file share configured in the system. This share is on the same
server as the file share for all other client domains and the Relativity installation as a whole, but has custom per-
missions and IP allow lists applied to prevent access from other client domains. The client domain file share is
configured to only allow access from Relativity infrastructure, the tenant Utility Server, and the client domain-
specific Utility Server.
l VPN Access - All access to the RelativityOne infrastructure is performed over a VPN. Within a tenant, all clients
use the same VPN client); access is limited through the credentials of the Utility Server.
The following diagram shows how the above components interact.

22.3 Considerations before enabling client domains

Consider the following before enabling client domains:

l If you enable client domains on a client:

l You can't disable it on that client later.
l You can't edit the name of the client, but you can edit the Client ID number.
l You can’t delete the client.
l You can add objects to a client domain after the client has client domains enabled, but it's best to verify that all
objects you want to isolate within the client domain are child objects of the client.
l If you have client domains enabled, we recommend locking down System Administrator access to only those
absolutely necessary.

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22.4 Enabling client domains on a client
Note: You cannot convert an existing client to a client domain.

To request a new client domain, you must submit a RelativityOne request via the Community site by navigating to the
Support tab and then RelativityOne requests (as detailed in the following knowledge article). Please note that the
Client Domain creation process takes 3 business days. If an Utility Server was requested, you will also be contacted
with the following information:

l IP address to the new client domain Utility Server.

l Client domain user credentials to the new Utility Server.
The following things occur automatically after client domains are enabled:

l The system creates a new Everyone - [Client's Name] group and adds that group to the client domain. Only
users whose client field is set to the client domain are included in the client domain everyone group. The system
also removes those users from the default Relativity Everyone group. A system admin can add any users to any
group regardless of client domain status.

Note: The Everyone - [Client's Name] group should not be assigned as the workspace administrator group
for a given workspace that is part of a Client Domain.

l The system creates a unique copy of all resource pools associated with any workspaces under the client
domain.

Note: Permissions assigned to groups override client domain isolation. If a non-client domain group has per-
missions to see a client domain's workspace or users, then those non-client domain users in the non-client
domain group can still access client domain items. Enabling client domains does not change previously con-
figured item level security settings applied to any objects within the client domain.

l The system creates a client domain admin group that permits its members to perform admin operations within
the client domain.
l The Billing statistics - RelativityOne - case rollup and Billing statistics - users reports include columns called Cli-
ent Domain Name and Client Domain Artifact ID. These columns display client name and artifact ID when you
enable client domains for a client.

Note: After enabling client domains, system administrators needing to make group or permission changes
should be extra cautious and thoroughly investigate the potential impact to client domain separation before
implementing any new group/permission changes.

Once client domains functionality is enabled for the client, you must assign a client domain admin.

22.5 Client domain admins

Client domain admins are essentially workspace admins for workspaces within the client domain. Any limitations are
based on the permissions you set for the user group in Relativity that the client domain admin belongs to. The
administrative actions available to client domain admins are only in the scope of the client domain. For example, client
domain admins can edit or delete users belonging to that client domain, but they cannot do the same action for users
part of a different client domain or users not associated with a client domain.
Client domain admins can do things like:

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 l Modify, add, and remove groups, users, and workspaces.
l Create all workspace and admin objects across the Relativity Framework, such as matters, fields, layouts,
choices, and views.
l Start jobs like processing, imaging, and productions.
l Tenants have access to the full complement of the Processing features, including inventory, discovery,
and publish.
l Import data.

22.5.1 Client domain admin considerations

Consider the following when assigning a client domain admin:

l Client domain admins:

l can access the Security Center with the correct permissions. For more information, see Client domain
administrators.
l cannot perform tasks that are exclusive to Relativity System Administrators.
l do not have access to Mass Operations on the Users tab.
l We recommend users review Client Domain and other Administrative type permissions for item-level security
based on the workflow within your instance. Relativity recommends applying item-level security to all views for
the following types within the Admin landing page, removing access from all non-administrative users:
l Authentication Provider

Note: Client Domain specific views can be used and configured to enable Client Domain admin-
istrators to configure and view their own users more easily. Ensure you have properly reviewed and
tested all relevant permissions before doing so.

l Authentication Provider Type

l Code
l Fields
l Resource Pools
l Resource Servers
l Permissions assigned to groups override client domain isolation. If a non-client domain group has per-
missions to see a client domain's workspace or users, then those non-client domain users in the non-client
domain group can still access client domain items. Enabling client domains does not change previously con-
figured item level security settings applied to any objects within the client domain.
l Users with the Manage Cold Storage Admin permission and access to the workspace can move it to or from
Cold Storage.
l Transferring data via Integration Points uses a standard Relativity permissions check. If a client domain admin
has access to a source and destination workspace and has permissions for importing and exporting data, they
can transfer data to the workspace even if it’s outside the client domain.
l Relativity displays a warning message when a system admin attempts to edit or copy permissions for any group
in a client domain. This warning makes the system admin aware that modifying permissions may have sig-
nificant consequences. For example, changing permissions may allow client domain users to modify items out-
side their tenancy. The system admin can click Manage Permissions to proceed with the update or Cancel to

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 exit the pop-up window.

Caution: Do not change Client Domain Admin Permissions in any way, unless instructed by the Relativ-
ity Support team. This will allow a user to view other user groups in the instance. If you have changed these
permissions, contact Relativity Customer Support to have the permissions reset to their original con-
figuration.

l If a system admin assigns additional permissions for other Admin objects to a client domain admin (such as,
Queues), the client domain admin may be able to see information for other client domains.
l System Administrators should be aware of the following behavior to prevent unintentionally providing users with
access to data outside their domain: If you add a user who is already a member of a domain admin group to
another group that holds the Relativity Script system permission, the user will gain access to all users and
groups across the entire Relativity instance. Once the user is removed from the new group, access will be
restricted again to users and groups associated with their specific client.
l When importing a Client Domain Admin using the Relativity User Import Application, the application auto-
matically includes the new user in the Everyone group by default. This action can disrupt the Client Domain
security settings in your Relativity instance. To address this issue, follow these steps: remove the user from the
Everyone group and assign them to the client-specific Everyone group. Achieve this by temporarily switching
the user to any client not linked to a domain, and then back to the desired domain client.
l You can grant workspace admins within the client domain permission to edit security settings for groups within
the client domain, but they can't edit permissions on groups outside of the client domain.
l Workspace Admin and Client Domain Admin permissions are not copied from the workspace template when a
new workspace is created. They are taken from the Sys Admin permissions.
The following table provides a breakdown of the default instance permissions for a client domain admin:

Group Permission Type

Client Domain Admin for <Client> View Admin Repository Admin Operations
Client Domain Admin for <Client> Add Matter Add
Client Domain Admin for <Client> Add User Add
Client Domain Admin for <Client> View View View
Client Domain Admin for <Client> View Choice View
Client Domain Admin for <Client> Add Group Add
Client Domain Admin for <Client> Add Workspace Add
Client Domain Admin for <Client> Add Error Add
Client Domain Admin for <Client> View Relativity Script View
Client Domain Admin for <Client> View Server View
Client Domain Admin for <Client> View Tab Type View
Client Domain Admin for <Client> Authentication Provider* View
Client Domain Admin for <Client> Login Method View, Edit, Delete, Add
* The View Authentication Provider permission is required for Client Domain admins to add login methods to their
users. Because the Authentication Provider object is not client-bound, it is highly recommended that you apply item-
level security to ensure that Client Domain admins can see only the necessary Authentication Providers.

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22.5.2 Assigning a client domain admin
Once you enable client domains on a client, you must assign a client domain admin.
Use the following steps to assign a client domain admin.

1. Navigate to the Groups tab.

2. Select the client domain admin group.
3. Click the Add button in the Users section.
4. Select the user you want to be the client domain admin.
5. Click OK.
A system admin can make any user a client domain admin by adding them to the client domain admin group. You can
tailor the permission settings of a client domain admin group the same way you manage permissions for all other
groups. See Setting instance permissions on page 562 for more information. See Client domain admin considerations
on page 364 for more information on default permissions.

22.6 Client domain limitations and considerations

The following items are features and operations that are not available when using client domains (if a feature or
operation isn't listed, it is available when using client domains):

l Client Domain Administrators do not have access to the Errors tab, which may impact their workflows.

Note: In 2025, Relativity is deprecating the (Admin) Errors tab in RelativityOne. This change is part of our effort to
transform the error-handling experience by making it easier to address job-specific errors as they occur at their
source within your workspaces. Starting in April 2025, we'll hide the Errors tab from all production instances in a
phased rollout. In July 2025, we'll permanently remove it from RelativityOne and disable the ability to read errors
through the API. For more details, see Errors tab deprecation.

l UVM (Utility Virtual Machine) is not available for RelativityOne Government clients.
l Multi-tiered client domains - an enabled Client Domain cannot have their own sub/child client domains.
l Cost Explorer isn’t accessible within a Client Domain.
l Unique logos or URLs per client domain.
l Customer-managed keys (CMK)
l Self-provisioning / enabling of client domains requires a request to Relativity Customer Support.
The following items are features and operations that are have limitations in client domains or can only be used or
performed by top-level system admins or a Relativity staff resource.

Note: If a feature, capability, or operation isn't listed, then there are no limitations on them when using client
domains. For example, Relativity Legal Hold isn't listed and has full functionality when operating client domains.

Client
System
Item Limitation domain
admin
admin

Client domains setup and configuration

SSO setup If the SSO provider is configured correctly, a system administrator can No access Yes

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 Client
System
Item Limitation domain
admin
admin
set up client domain user accounts to use it.
Client domain l Cannot be setup on a Client record that already has a workspace No access No access
setup
association.
l There are no custom URLs created for Client Domain users.
l Cannot disable client domain on client once enabled.
l Cannot rename client once enabled.
l Cannot delete client once enabled.
l The maximum number of client domains that can be created for
an instance of Relativity is 100 without a utility server (or 11 if a util-
ity server is required for all individual client domains within a
RelativityOne instance).

Note: Performance may vary as you increase the number of cli-

ent domains in your environment.

Instance settings Not available per client domain. No access No access

Feature access
ARM Not available to Client Domain Admins. No access Has
access
Note: ARM archives can be restored directly to a client domain.

Creating / editing Not available to Client Domain Admin. No access Has

Relativity scripts access
l Admins can run scripts that have already been added to the work-

space from the library.

l Admin scripts are not supposed to be run by client domain
admins. These scripts should not be part of the template work-
space.
Direct SQL Not available to Client Domain Admin. No access Has
access access
Migrate Migrate (similar to ARM) is supported for client domains, but migrations N/A Has
can only be performed by a Relativity System Admin. Migrate cannot be access
used by a Client Domain Administrator due to security restrictions.
Cost Explorer System Admins have access to the Cost Explorer, but client domains do No access Has
not. access
Relativity l Client Domain Admin is not able to install or upgrade Relativity No access Has
applications access
applications.
l No support of multiple app versions.
l Case Dynamics, and Transcripts applications have been tested
and work without issue in environments with client domains.

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 Client
System
Item Limitation domain
admin
admin

l Most applications are typically not built or tested with client

domain structure or concerns in mind.
Tabs We recommend avoiding sensitive data in tab names. You can secure Has lim- Has
new tabs by overriding inherited security settings and applying .item- ited access
level security. access
User and Group The User and Group Synchronization application is not compatible with No access Has
Synchronization Client Domains. access
application
View, edit or Jobs / queue status not available to Client Domain Admins. No access Has
cancel jobs / access
queues Since client domain admins can't see or modify jobs in the queue, a
system admin may need to inform client domain admins of the status of
jobs they've start or if the job is still waiting in the queue.
Views We recommend avoiding sensitive data in view names. You can secure Has lim- Has
new views by overriding inherited security settings and applying .item- ited access
level security. access
Workspace The Workspace Portal tab is not accessible by default to client domain No access Has
Portal users. access
Permissions to view this tab can technically be granted to client domain
admins. However, adding a non-admin client domain group to the
necessary instance level permissions violates client domain security
restrictions for this group.

22.7 Adding or removing objects from a client domain

Any workspaces, users, groups, associated with a client domain during creation become automatically governed by
that client's domain settings. When you move an object into a client domain, you're making it a child object of the client
domain.
See the following pages for more information on moving objects to and from client domains:

l ARM
l Workspaces on page 709
l Adding or removing users from a client domain on page 630
l Adding or removing groups from a client domain on page 188
l Adding or removing matters from a client domain on page 359

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23 OCR
Optical Character Recognition (OCR) translates images of text, such as scanned and redacted documents, into actual
text characters. There are three main steps involved in OCRing documents:

1. Defining a production or saved search that contains the documents you want to OCR. See Creating a saved
search in the Searching guide or Creating and editing a production set.

Notes: All documents, including native files, must be imaged before using OCR.

2. Creating an OCR profile. See Creating and editing an OCR profile below.
3. Creating an OCR set that references your OCR profile. See Creating and editing an OCR set on page 371.
With OCR you can view and search on text that's normally locked inside images. It uses pattern recognition to identify
individual text characters on a page, such as letters, numbers, punctuation marks, spaces, and ends of lines.

Note: RelativityOne scales automatically for OCR.

Note: See OCR on redacted production documents for information on running OCR on redacted production
documents.

23.1 Creating and editing an OCR profile

An OCR profile is a saved, reusable set of parameters that you use when creating an OCR set. To run an OCR job,
you must first create an OCR profile.
You don't have to create a profile for every OCR set you create. You can use only one profile for all sets. However, you
may want to have multiple profiles saved with different accuracy or language settings to use for different document
sets you plan to OCR.
To create an OCR profile, follow these steps:

1. Click the OCR Profiles tab under the OCR tab.

2. Click New OCR Profile.
3. Complete the fields on the form. See Fields on the next page.
4. Click Save.

Notes:
Special considerations when using Arabic as a recognition language:

l When Arabic is selected as a recognition language in the OCR profile, English and non-English Latin-alpha-
bet languages are also recognized by default by the OCR engine. Thus, it is not necessary to include them as
additional languages in the OCR profile. In these cases, the recognition of text on images that contain Arabic
and Non-English languages that also use the Latin alphabet may be less accurate. Accents and other char-
acters not used in English may be misidentified.
l Running OCR with an OCR profile that combines Arabic with other languages is not supported. This con-
figuration may lead to OCR Image Errors. As a result, you may not be able to recognize any text from the
image, regardless of whether there was an actual recognizable text in the image.

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23.2 Fields
Complete the following OCR profile fields:

l Name - the name of the OCR set. The following characters are not allowed: <,>,:,",/,\,|,?,*
l Preprocess Images - enhances the images to get rid of distortions before OCRing. If you set this to Yes, pre-
processing occurs before the OCR engine attempts to recognize characters. This improves the accuracy of the
results while significantly slowing down job completion. Setting preprocess images to Yes also arranges for any
or all of the following sub-processes:
l To improve visibility, resolution enhancement increases pixel density to 1.5 to 2 times of that of the ori-
ginal image.
l Text line straightening removes the distortion that occurs when capturing curved book pages.
l Removing parallax distortion assists in situations in which the camera is not perpendicular to the page
and the image is flawed as a result; for best results, the image should contain at least six lines of justified
text.
l Deskewing corrects documents that became slanted during scanning.
l Auto-Rotate Images - makes the OCR engine detect page positioning, and then reposition the page accord-
ingly. This can potentially impact the accuracy of OCR results. The rotated image is not saved back to Relativity
in rotated position.

Note: The auto-rotate images function requires the preprocess images option to be selected for it to take
effect, even if the auto-rotate setting is set to "true." The OCR engine will only rotate the image if both pre-
process and auto-rotate options are enabled.

l
Languages - the language(s) you want the OCR engine to recognize while running the job. Click to
choose from a list of languages. If the saved search or production you plan to use as your document set con-
tains multiple languages, you may want to select more than one from this list. See the Supported languages
matrix on the Documentation site.

Note: If the saved search or production you use contains multiple languages and you only select one lan-
guage from the list, the OCR uses the individual characters of the selected language to OCR all the text.

l Accuracy - determines the desired accuracy of your OCR results and the speed with which you want the job
completed. This drop-down menu contains three options:
l High (Slowest Speed) - runs the OCR job with the highest accuracy and the slowest speed.
l Medium (Average Speed) - runs the OCR job with medium accuracy and average speed.

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 l Low (Fastest Speed) - runs the OCR job with the lowest accuracy and fastest speed.

Note: If an OCR job is not extracting text from redactions as expected and is instead displaying a blank space
where text should be, change the Accuracy field from High to Low. In addition, if there are no images in the
set that need rotating, turn off the Auto-Rotate Images option. Making these adjustments should improve data
extraction.

l On Partial Error - determines the behavior when the OCR engine encounters an error on an image:
l Leave Empty - records no results if an error is encountered in a document; even images without errors
are excluded from being written. For example, if one document contains five images and one of the
images errors, no results are written for that document.
l Write Partial Results - records all successfully OCRed text while excluding text from errored images.
With this option you can see potentially relevant text that would not be visible if you chose to leave the res-
ults of documents containing errored images empty. This option runs the risk of excluding potentially rel-
evant text.
l Image Timeout (Seconds) - determines the maximum number of seconds per image before the OCR engine
times out. If the job doesn't complete in this amount of time, it errors on that image. The default value is 60
seconds.
If you'd like to further distinguish the profile, click the Other tab and enter information in the Keywords and/or Notes
fields.

23.3 Creating and editing an OCR set

Using the OCR Sets tab you can submit groups of documents defined by a saved search or production to be OCRed
based on the settings defined by the OCR profile. Relativity writes the results to the destination field that you specify.
To create an OCR set, you can copy an existing OCR set. If you copy an OCR set, every current setting in that set
copies over.
Before you create an OCR set, you first need to create an OCR profile. See Creating and editing an OCR profile on
page 369. To create an OCR set, follow these steps:

1. Click the OCR Sets tab under the OCR tab.

2. Click New OCR Set. If you want to edit an existing OCR set, click the Edit link next to the OCR set name.
3. Complete the fields on the form. See Fields on the next page.
4. Click Save.
The OCR Set Console appears. See Running an OCR set on page 373.

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23.4 Fields
View OCR set fields
OCR Set Information

l Name - the name of the OCR set.

l Email notification recipients - list all email addresses you want to receive email notification upon OCR com-
pletion. Separate each email address with a semicolon.
OCR status
The following fields are read-only:

l Status - view where the OCR set is in the process of running. When you save the set, this field shows a value of
Staging until you click the Run button in the OCR Set Console. The following statuses occur after you click Run
in the console:
l Pending - awaiting pickup by the OCR Job Manager Agent
l Building
l Waiting - awaiting work by an OCR Job Worker Agent
l In progress - OCR Job Worker Agents are recognizing images
l Assembling text - The final remaining Documents are getting their text assembled
l Finalizing
l Completed (if no errors occurred)
l If errors occurs or the job is canceled for any reason, the following statuses are possible:
l Failure
l Completed with errors (can be retried)
l Stopping
l Stopped
l Image Completion - view the count of images completed in the OCR set, the number of images with errors,
and the number of images left to be OCRed. Any errors appear in red.
l Document Completion - view the count of documents completed in the OCR set, the number of documents
with errors, and the number of documents left to have text assembled. Once documents are completed, it is pos-
sible to view their OCR'd text. Any errors appear in red.
lLast Run Error - view the last job error that occurred in the running of the OCR set.
OCR settings
l OCR Profile - select the OCR Profile that contains the parameters you want to run when you execute the OCR
Set.

Click to bring up the OCR Profile Picker on OCR Set view, which lists Profiles that have already been cre-
ated in the OCR Profiles tab.
l Destination Field - specifies the field where you want the OCR text to reside after you run the OCR. This
includes Data Grid-enabled long text fields and the extracted text field.

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 Click to bring up the Field Picker on OCR Set view, which lists all document long text fields you have
access to. If you selected non-Western European languages in your OCR Profile, the destination field should be
Unicode-enabled. This field is overwritten each time a document is OCRed with that destination field selected.
OCR Document Set

l Saved Search - if you're OCRing documents using a saved search, select the saved search containing the
appropriate set of documents you plan to OCR.
Choosing a saved search only OCRs the original image. If a document on the selected saved search does not
have an associated image, that document won't be OCRed. Likewise, the OCR engine will not account for
redactions added to the image unless there are redactions on the image itself.
l Production - if you're OCRing documents using a production set, select the production set containing the doc-
uments you plan to OCR.

Click to open the Production Picker on OCR Set view, which displays all production sets with a status of
Produced that you have access to. The engine OCRs all burned-in redactions, branding, headers and footers,
and text. All documents with images in the production are OCRed, not only those with redactions. This includes
placeholders.
l Only OCR Production Documents Containing Redactions - you can OCR only produced documents with
redactions. You can set this to Yes only if you selected a production set in the production field for the OCR Docu-
ment Set. However, this setting doesn't check the selected production to see if there are images with redactions
before running the OCR set. By default, this is set to No.

Note: The OCR engine does not support OCRing content that represents handwritten text.

23.5 Running an OCR set

The following permissions are required to Running an OCR set.

Object Permission
OCR Set View
OCR Profile View
Production View
Saved Search View
OCR Set Tab View

Note: These permissions are strictly for running the Set, i.e. if the OCR Set is already set up. A user needs the Add
permissions on OCR Set and OCR Profile to create a new one.

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

When you save an OCR set, the OCR Set console appears that you use to run the OCR job.

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The OCR Set console provides the following action buttons:

l OCR Documents - starts the OCR job. This processes all images in the selected data source or production.
If a user stops the job, it completes with errors, or it fails. Click OCR Documents to start the job again. If there
are documents in the Document (OCR Results) section of the OCR Set Layout form, these aren't immediately
cleared when the OCR Documents button is clicked on the console. These are only cleared when the job goes
into processing, which is reflected in the Status when you click the Refresh Page link.

Note: Only existing images are OCRed when you click OCR Documents. Images that are currently being
loaded will NOT be OCRed if those images are added after you click OCR Documents. Changes made to an
OCR profile that's referenced by an OCR set aren't reflected until you click OCR Documents on that set.

l Stop OCR - terminates the running OCR job. This button enables after you click OCR Documents. When you
stop a job, the text that was already OCRed is not saved, and you can't resume the job from the point it stopped.
You have to click OCR Documents to begin the job over again.
l Retry Errors - attempts to re-run a job with errors.

Note: If an OCR set is in a status of Completed with errors and the data source is modified (i.e. the OCR
set is updated from a Saved Search to a Production Set), the OCR set will reset to a status of Ready to run
and cannot be retried.

Retry is only possible when an OCR set is in Completed with errors. Retrying an OCR set attempts to run
those images or documents in the OCR set that previously resulted in errors. Only errored images or doc-
uments are processed when the system tries to resolve errors.
l Refresh Page - updates the Status, Image Completion, and Document Completion fields while the set is run-
ning. Clicking this button reloads the page and may reflect different values in those fields depending on what
happened during the OCR job.

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 Note: During the In progress state, while the OCR Job Worker Agents are OCR'ing text, the OCR Job Manager
Agent will find documents that have all of their images complete, and will export the text to the selected Destination
Text field for that document. This means that OCR'ed text in the Destination Field of the Document will be updated
as the OCR Set is progressing, and not at the end of the job.

Once the OCR job completes, the Document (OCR Results) section of the OCR Set Layout form displays all
documents successfully OCRed. The fields in this view are Control Number and File Icon.
In addition, it's possible to see Image OCR Errors or Document OCR Text Import Errors in the same tabbed display as
Document (OCR Results).
These errors can be exported.

Note: Only the first 1000 image errors and first 1000 document errors are shown. These errors cannot be filtered.

Image OCR Errors shows:

l Document Artifact ID
l Document Identifier
l Page Number
l Message
Document OCR Text Import Errors shows

l Document Artifact ID
l Document Identifier
l Message

23.6 Viewing OCR text

Once you run the OCR set, you can review your OCRed text. The most effective way of viewing your OCR text is by
following these steps:

1. To launch the Review Interface, click the control number of a document.

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 2. Select the Field where you stored the OCR text. If a document was multiple fields with OCRed or extracted text,
you will be presented with a drop down menu where you can select the field.

23.7 OCR queue

You can view all submitted OCR jobs in the environment to check their status, priority, and the workspace to which
they belong. You can only access the OCR Queue tab from Home.
To display the default OCR Queue view, select the Queue Management tab, and then click OCR Queue. This list
displays all OCR jobs submitted by users in your instance that haven't yet successfully completed.

OCR queue columns

l Workspace - the name of the workspace containing the OCR set.

l OCR Set Name - the name of the OCR set that has a job running.
l Priority - the priority of the OCR set job. This value defaults to 100.
l Status - displays the status of the submitted job; this field updates as the OCR job progresses.
l OCR Image Completion Progress – displays the percentage and number of images OCRed so far and the
total number of images to be OCRed in the OCR set.
l Last Updated - the date and time at which the OCR Set was last updated.

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 l Submitted Date - the date and time at which one of two actions occurred:
l A user clicked Run on the OCR Set console.
l A user clicked Retry Errors on the OCR Set console when the set was completed with errors.
Jobs are sent to the OCR engine first by priority and then by submitted date. You can change the priority of the OCR
job by clicking Change Priority in the bottom left of the view. Only one job runs at a time, the lower numbered job runs
first and the higher numbered job runs last.
When you click Change Priority, you can specify a new priority for an OCR job in the queue. To change the queue
priority, enter a new value in the Priority field and click Update.

23.8 OCR on redacted production documents

Preparing redacted documents for production in an efficient manner is a common challenge in eDiscovery. This topic
provides details on completing OCR on redacted documents and exporting the text.

23.8.1 Running the OCR job

To run OCR on your production, perform the following steps. You should do so after you run the production but before
you perform the final export.

1. Create an OCR profile with your preferred settings. You must have an OCR profile before you can save an OCR
Set.
2. Create a long text field to hold your OCR results. You can't OCR directly into the Extracted Text field.
3. Create an OCR Set.
4. Point the OCR Set to the completed Production. If you only want to OCR redacted documents for the pro-
duction, select Yes next to Only OCR Production Documents Containing Redactions.
5. Click Save on the OCR Set.
6. On the OCR console, click OCR Documents to start the job.
7. When the OCR job is complete, the text becomes ready to export.

23.8.2 Exporting a production

You can use Import/Export to export a production set load file out of RelativityOne. For details see the Admin Guide.

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24 Pivot
Using Pivot, you can quickly analyze your workspace data to identify trends or patterns. You can use Pivot to
summarize data in tables or charts, simplifying the analysis process. You can also create ad hoc Pivot reports using
the options available on the Pivot menu.
To generate a Pivot report, you specify a field for grouping data totals and further characterize this data by selecting a
secondary field. The Pivot grid displays your results in a table format that you can customize for more convenient
viewing. See Running Pivot reports.
System admins or users with the appropriate permissions can create custom Pivot profiles that you can reuse on
multiple data sets. You can configure these profiles with field information and formatting for charts, including line, pie,
and bar graphs.

Note: Relativity does not support Pivot On or Group By for Long Text fields due to the performance impact.
However, you can create a Pivot on any Relativity field that is enabled for Group By or Pivot On even if that field
doesn't appear in the current view.

24.1 Pivot profiles

Using pivot profiles, you can create, save, and edit custom pivot settings to use at any time. Once saved, these
profiles are accessible via a drop-down menu in the upper-right corner of the item list.
Pivot profiles include configured settings for the Group By, Pivot On, and Date fields, as well as the chart formats.
When you select a profile, the fields in the Pivot menu automatically populate with predefined values. You can modify
these values to run additional pivot reports. Use the Save button to save any updates to the preexisting profile or use
the Save As button to create a new pivot profile.
If you create a pivot without selecting a profile, you can click Save to make the active settings into a profile. The pivot
profile does not save the documents associated with it.

Note: You can't create or edit pivot profiles unless you have the required permissions.

24.1.1 Creating or editing a pivot profile

Perform the following steps to create or edit a pivot profile.

1. Navigate to the Pivot Profiles tab.

2. Click New Pivot Profile.
The Pivot Profile Information form appears with required fields in orange.

Note: Only fields that have been Pivot-enabled will be available to select in this form.

3. Complete the fields on the Pivot Profile Information section.

l Name—the name of the profile. You may want the name to reflect fields on which you pivoted.
l Object Type—click Select and choose the object type you would like this profile to appear under.

l Display—select which of the three possible Pivot display types you want to be used to represent
your profile in the item list:
l Pivot Grid—designates the grid as part of the profile display.
l Pivot Chart—designates the chart as part of the profile display.

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 l List—designates the list as part of the profile display.

l Group By—click Select and choose the field you want to act as your Group By value in your profile. Only
fields that are Pivot-enabled on the Field page are available in this list.

Note: We do not recommend selecting long text fields with the Group By field due to the performance
impact. For more information, see Pivot.

l Group By Date—choose a method for providing the date values for the Group By field:
l Date—displays the date with day, month, and year.
l Year—displays only a year value.
l YearMonth—displays the year and month values.
l Week—displays week values.
l TwoWeeks—displays every two weeks values.
l Pivot On—click Select and choose the Pivot On field in this profile. Only fields that are Pivot-enabled on
the Field page are available in this list.

Note: We do not recommend selecting long text fields with the Group By field due to the performance
impact. For more information, see Pivot.

l Pivot On Date—provides the same dates for the Pivot On field as found above on Group By, with the
addition of the following:
l Month—displays only a month value. This option is only available in Pivot On if your Group By
field is also a date.
l Page Size—determines the number of sets per page in a pivot chart or graph. Depending on the display
specifications you set, you may want to enter a low value.
4. Complete the fields on the Chart Options section.
l Chart Type—determines what kind of chart is used to represent the profile in the item list:

l Bar—represents values in bar form.

l Pie—represents values in pie form.
l Line—represents values in line form.
l Table—represents values in table form.
l Chart Orientation—determines how the chart is positioned. There are two options:

l Horizontal—arranges values horizontally.

l Vertical—arranges values vertically.
l Sort On—determines the basis on which the chart information is sorted. There are two options:

l Grand Total—sorts by the total.

l Group By Field—sorts by the Group By field you specified.
l Sort Order—determines the order in which records are sorted. There are two options:

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 l Ascending—sorts starting with the last record and ending with the first.
l Descending—sorts starting with the first record and ending with the last.
l Switch Series—switches the Group By and Pivot On fields' positions.
l Toggles—configure additional chart instructions. The options are:

l Show Grand Total—toggles the display of grand total in the pivot chart. This value can help add
context, but may throw off the scale of the pivot chart and reduce readability.
l Show Legend—toggles the display of the Pivot Chart legend. This information can often be intu-
ited from looking at the chart. If not, it can be added.
l Show Blank Values—toggles the display of blank values in the chart.
l Show Labels—toggles the value count labels on pivot charts.
l Rotate Labels—rotates the group by labels at a 45 degree angle. This can help readability in
fields with many values.
l Stagger Labels—another option to improve readability of group by values. Stagger labels varies
the horizontal position of the labels to improve readability.
l Show Sub-Chart—toggles the display of sub-chart in bar chart, stacked bar chart, and line chart.
5. Click Save.

24.2 Running Pivot reports

Note: To enable the Add Widgets button and Pivot functionality for an Relativity Dynamic Object (RDO), you must
select Enabled for the Pivot property in the Object Type Information section for the object.

The Pivot menu displays options to run reports on pivot-enabled fields in views and saved searches.

24.2.1 Pivot color map

The Pivot color map has been expanded to include 14 colors. When a chart is created, the color map checks to see if
there are already colors assigned to a value in the chart. If there are assigned colors, the chart will maintain those
colors. If not, a new color will be assigned for that value to help maintain color consistency.
The following colors are in the color map:

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24.2.2 Adding a Pivot widget
To add a new pivot chart to a dashboard:

1. Click Add Widget, and then select Pivot from the drop-down menu.
2. Select the desired chart type by clicking on its thumbnail.

3. Perform one of the following to define settings for your Pivot widget:

Note: If you would like to select a Group by (X) or Pivot On (Y) field that does not have the Enable By option
enabled, click on either Group by (X) or Pivot On (Y), hover your cursor over desired field in the list, and
click the Enable icon on the right side of the row. Click Yes to allow the field to be used in pivots and select
that option for either Group by (X) or Pivot On (Y).

a. Select an existing Pivot profile from the Template drop-down menu. The Group By (X) and Pivot On (Y)
fields populate with the settings defined by that Pivot profile.

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 Note: You can select an existing Pivot profile, then modify the settings in the Group By (X) and Pivot
On fields. None of your changes are saved to the Pivot profile unless you save your new profile. See
Pivot options below.
OR
b. Select a field from the Group By (X) drop-down menu to define the horizontal axis of the pivot report.
c. (Optional) Select a field from the Pivot On (Y) drop-down menu to break down the totals that appear in
each row. This acts as the vertical axis of the Pivot report.
If you select a date field in either the Group By (X) or Pivot On (Y) field, the Date drop-down menu dis-
plays in the same row as that field.
Select the desired date option:
l Every Day - summarizes on each day.
l Every Week - summarizes every week.
l Every Two Weeks - summarizes every two weeks.

Note: If Every Week or Every Two Weeks is selected, the results are displayed from Sunday
through Saturday.

l Every Year - summarizes on each year.

l Every Month - summarizes on each month.
d. (Optional) When you select a Group By (X) or Pivot On (Y) field, the Group By Results Returned field dis-
plays underneath. The Group By Results Returned field allows you to specify the number of results that
will be returned. From the drop-down menu, select All, Top, or Bottom and in the field to right of the drop-
down menu, enter the number of results you'd like to see displayed in the Pivot. For example, you can set
the Pivot to display the top ten responsive designations for each custodian.
e. (Optional) After setting the Group By (X) and Pivot On (Y) fields, you can select a field from the Sort On
drop-down menu and then select a sorting method, which determines how the displayed values for the
selected field will be sorted on the screen.
4. Click Add Pivot.
The Pivot widget now appears on your Dashboard. Each other panel on the page is automatically re-sized or moved to
accommodate the new widget.
You can size and move panels to create the configuration you prefer. Click and drag to zoom in on the Pivot display.
You can hover over any item to get a specific count for that item or click any item to drill down and view more
information for that specific item.

Note: Click the value name in the legend to toggle it on and off.

24.2.3 Pivot options

Once you've added a Pivot widget to your Document list page, you can configure settings for the Pivot. Click the
Toggle widget menu icon at the top right of the Pivot widget to display the Pivot options pane.
The Pivot options pane has 4 sections: Properties, Display Type, Export, and Options.

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24.2.3.1 Properties
From the Properties section, you can edit the Pivot, save a Pivot profile, maximize the Pivot widget, or remove the
widget.

l Edit Pivot - Displays the Pivot Settings window in which you can edit the Pivot settings.
l Save Pivot Profile - Displays the Pivot Profile window in which you can replace or create a new profile.
l To replace the selected Pivot profile with the current settings, leave the default name in the Profile Name
field and select Replace existing profile.
l To create a new Pivot profile with the current settings, enter a new name in the Profile Name field and
select Create new profile.

l Pause Pivot - Select to freeze the content in this pivot so that the information displayed is not affected by
searching or filtering the document list. When a pivot is frozen, a paused message displays in the widget to help
you track its status. You can unfreeze a pivot by clicking the Resume Pivot button in the widget. Once a widget

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 is resumed, a search or filter must be applied to update the information displayed in the pivot.
l Maximize - When you maximize a widget, it takes over the whole Document list screen. To restore a maximized
widget to the size it was before you maximized it, click the icon in the upper right and select Restore.
l Remove - Click Remove to delete the widget.

24.2.3.2 Display type

From the Display Type section on the Pivot options pane, you can change the display type for the Pivot. Select from
the following:

l Bar Chart
l Pie Chart (available when you select only a Group By (X) value)
l Stacked Bar Chart (available when you select both a Group By (X) and Pivot On (Y) value)
l Line Chart
l Table

24.2.3.3 Export
From the Export section on the Pivot options pane, you can export the Pivot to one of the following formats:

l Export PNG - exports the chart as a PNG image file and automatically downloads it locally.
l Export XLSX - exports the chart as a Microsoft Excel Document where you can modify and configure the chart
using Excel's built in chart functionality.

24.2.3.4 Options
From the Options section on the Pivot options pane, select the checkboxes to display blank values, show grand total,
display the chart horizontally or vertically (for bar and stacked bar charts), choose whether to display the legend.

24.2.4 Working with Pivot chart results

By default, the Pivot chart displays your results as a graph using the Group By (X) field as the horizontal axis and
the Pivot On (Y) field as the vertical axis. To change between different chart or choose different options, click the
Toggle widget menu icon at the top right of the pane, then select a chart type from the Display Type section.
You have the following options:

l Using bar charts below

l Using pie charts on the next page
l Using stacked bar charts on the next page
l Using line charts on the next page
l Filtering the Document list from a Pivot chart on page 386
l Exporting a Pivot or cluster visualization widget on page 386

24.2.4.1 Using bar charts

The bar chart displays results in a standard bar format. If you have multiple Pivot On (Y) results for your Group By
values, the chart displays those results next to each other. Hover over a specific item to view details about that item.
Using the Pivot options pane, you can select whether to display the chart vertically or horizontally.
You can click on the circle on either end of the slider to determine how zoomed in or out the bar chart is. Click on the
circle within the chart to zoom back out.

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24.2.4.2 Using pie charts
The pie chart displays results in a standard pie format. Hover over a specific item to view details about that item.

24.2.4.3 Using stacked bar charts

If you have multiple Pivot On (Y) results for your Group By (X) values, the stacked bar chart displays those results in a
streamlined, comprehensive bar. Hover over a specific item to view details about that item. Using the Pivot options
pane, you can select whether to display the chart vertically or horizontally.
You can click on the circle on either end of the slider to determine how zoomed in or out the stacked bar chart is. Click
on the circle within the chart to zoom back out.

24.2.4.4 Using line charts

The line chart displays results in a standard line format. Hover over a specific item to view details about that item. You
can also drag and drop a gray box on the smaller version of the line chart above the legend to zoom in on particular
areas of interest on the chart.
You can click on the circle on either end of the slider to determine how zoomed in or out the line chart is. Click on the
circle within the chart to zoom back out.

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24.2.4.5 Filtering the Document list from a Pivot chart
Using any chart type, you can click any item to view more information. From this modal, you can select Mass Edit to
launch the mass edit operation for the related object. You can double-click on an item to filter the Document list so it
only displays the results from that item. To activate multi-select mode and select multiple ranges of values for bar and
pie charts, use Ctrl + Click. To select a range of points on a line chart, click and drag.

24.2.4.6 Exporting a Pivot or cluster visualization widget

Use the Pivot Options pane for the widget to save the information outside of Relativity. You can select from the
following options:

l Export PNG - exports the widget as a PNG image file and automatically downloads it locally.
l Export XLSX - exports the widget as a Microsoft Excel Document where you can modify and configure the
chart using Excel's built in chart functionality

Note: Exporting to Excel functionality does not require Microsoft Excel to be installed (except for viewing of
the exported file).

To export a widget:

1. Click the Toggle widget menu icon at the top right of the relevant widget to display the options pane.
2. Select Export PNG or Export XLSX.
The generated filed is automatically downloaded locally to your computer.
3. Open the file on your computer to view the result.
4. If you exported the widget to Microsoft Excel, you may use Excel's built in chart functionality to edit the chart and
its data as needed.

Note: Please note that you cannot modify cluster visualization widget data in Excel.

Note: If you want to export all the widgets on your dashboard to an Excel file, refer to Exporting a dashboard in the
Admin Guide.

24.2.5 Working with Pivot table results

The Pivot table displays your results using the Group By (X) field as rows (horizontal axis) and the Pivot On (Y) field as
columns (vertical axis). In the example below, the grid displays rows for each custodian and columns for each record
type designation.

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From the table results, you can modify the sort order of the results. By default, your Pivot results are sorted in
descending order based on the Group By (X) field. You can modify the sort order by clicking on any of the column
headers. Click once for a descending sort, and twice for ascending.

24.2.5.1 Filtering the Document list from a Pivot table

In the Pivot table, click any cell once to highlight it. Click Apply to confirm. The Document list refreshes to display only
the results from the cell you selected.

To clear the filter, click Clear All Conditions in the Search Panel.

24.2.5.2 Filtering on numeric fields in a Pivot table

In a Pivot table, you can filter on any numeric field to return results that match a certain operator. In the Pivot table
display, click the filter icon to apply a filter on a numeric field. From the drop down shown in that field, select an
operator:

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 l = (equal to)
l != (not equal to)
l < (less than)
l <= (less than or equal to)
l > (greater than)
l >= (greater than or equal to)
Once you've selected an operator, enter a numerical value in the filter textbox, then click Enter to apply the filter.

When a filter is applied, the hide filter icon appears in the heading of the column.

To clear the filter, click the Clear Filter icon.

24.2.5.3 Filtering on the Group By (X) field in a Pivot table

In the Pivot table, you can filter on results from the Group By (X) field. You can limit results to a specific value or range
for the field you've selected as the Group By (X) field (in this example, the field Custodian - Single Choice is the Group

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By (X) field). To filter for specific results on the Group By (X) field, enter a numerical value in the text field at the top of
the column.

To clear the filter, click the Clear Filter icon.

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25 Persistent highlight sets
With persistent highlight sets you can configure and apply term highlighting to assist with document review in the
Viewer. In the Persistent Highlight Sets pane of the Viewer, you can see all sets saved in a workspace and apply or
hide term highlights in the document you are reviewing.
If a document you are reviewing contains any of the terms specified in a set, the list of terms and the number of times
they appear in the document appear under the set. If a document contains no terms from the set, you can not expand
or collapse the set in the tree. If the document contains some terms in the set, only the terms that exist in the document
appear below the set name.

System admins can control which highlight sets different users see when working within a document. See Workspace
security on page 573 Workspace security in the Admin guide.
Persistent highlight sets are independent of markup sets. See Markup sets on page 315 Markup sets in the Admin
guide.

25.1 Getting started with persistent highlight sets

You create persistent highlight sets in the Persistent Highlight Sets tab of a workspace. Each set includes a list of
terms populated manually or from a source field in the set configuration. After you create a persistent highlight set, the
set and its terms are available in the Persistent Highlight Sets pane of the Viewer.
The following persistent highlight set includes several terms with highlight color-coding. See Color-coding persistent
highlights on page 401 for more information.
This set is available when a user opens the viewer and any edits made to this set are reflected immediately.

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25.1.1 Showing and hiding persistent highlight sets in the Viewer
To view the list of available persistent highlights sets and related terms in the Persistent Highlight Sets pane, click the
Persistent Highlighting icon in the left drawer.

Click the next to a persistent highlight set to expand it and show the list of terms from that set found in the
document. By default, all persistent highlight sets are enabled in the Viewer, and terms found in a document are
selected in the Persistent Highlight Sets pane and highlighted in the document. Click a persistent highlight set's name

or the icon to hide all term highlights from the set in the Viewer. When a persistent highlight set's icon is and the
terms appear partially transparent in the Persistent Highlight Sets pane, the term highlights for the set are hidden in
the Viewer.

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Clear a term's check box to hide its highlights in the Viewer. Select its check box to apply highlighting for the term in
the Viewer again.
While using persistent highlight sets, you can determine whether terms that do not have any hits display in the
Persistent Highlight Sets pane or not. If the Show terms with zero hits option is enabled, all terms in a persistent
highlight set, including those with zero hits display in the Persistent Highlight Sets pane. If the Show terms with zero
hits option is disabled, then any terms in a persistent highlight set that are not present in the current document will not
display in the Persistent Highlights Set pane. For example, if you created a set named Investments that contains five
highlight terms and have the Show terms with zero hits option disabled, only three of the terms show in the pane for a
particular document, because the other two terms have no hits and thus, are not present in the document.

Note: The Show terms with zero hits option does not support highlight fields that are based on search term reports.
While the persistent highlight set displays in the Persistent Highlight Sets pane, the highlight field terms do not dis-
play unless there is at least one search hit regardless of whether Show terms with zero hits option is enabled or dis-
abled.

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25.1.2 Navigating persistent highlight hits in the Viewer
You can navigate through the hits for a persistent highlight set or for a term while viewing a document in the Viewer.
Click on either the persistent highlight set or the desired term in the Persistent Highlight Sets pane and the Go to
Next/Previous Highlights icons display in the row.

You can use the Next/Previous icons to cycle through the hits for either the persistent highlight set or the highlighted

term. Regardless of where you are in a document, when you click the Next icon for the first time, you will be taken to
the first highlight in the document for that persistent highlight set or term. Even if you have moved past it while
browsing the document.
Clicking the Next/Previous icons also emphasizes the actively navigated highlight with an orange glow to help you
track which one is active.

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When you select a persistent highlight term in the Persistent Highlight Sets pane, in addition to highlighting all
instances of that term in the body of an email, the Viewer also highlights instances of the term in the email header.

The number of terms and hits is listed to the left of the persistent highlight set's name. It is possible to have many
highlight sets enabled but no highlights appear in a document.
Selections made in the Persistent Highlight Sets pane persist throughout a user's session in Relativity. This includes
any of the following changes related to the Persistent Highlight Sets pane in the Viewer:

l Showing or hiding the Persistent Highlight Sets pane.

l Enabling or disabling a persistent highlight set.
l Expanding or collapsing the term list for a persistent highlight set.
l Checking or clearing terms check boxes in a persistent highlight set.

25.1.3 Recent searches in the Persistent Highlight Sets pane

In addition to accessing persistent highlight sets, you can also search for terms and highlight any matches temporarily
using the Your recent searches section. You can perform either dtSearch or Keyword searches from this section.

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You can also search using the search bar on the document list. The search bar lets you choose a search index, find
search term matches, and then view matches in the Your recent searches section across different documents. The
search term matches stay highlighted while navigating between documents as long as you do not remove the search
condition from the search panel or log out of Relativity.

To perform either a dtSearch or Keyword search in the Your recent searches section:

1. Optionally, click on the Persistent Highlighting icon to expand the Persistent Highlight Sets pane.
2. Click the + Add Term button.
3. Enter the desired dtSearch or Keyword search terms in the textbox.
4. Click the Confirm icon or press Enter on your keyboard.
The Your recent searches section updates with the number of matches and any matches are highlighted in yel-
low in the current document.
Optionally, you can select a search in the Your recent searches section and use the Next/Previous icons to cycle

through the matches. Regardless of where you are in a document, when you click the Next icon for the first time,
you will be taken to the first highlight in the document for that persistent highlight set or term. Even if you have moved
past it while browsing the document.

25.1.4 Navigating highlighted terms in the Viewer

To navigate between terms highlighted on a document in the Viewer, use the Go to Previous Highlight and Go

to Next Highlight icons on the Viewer toolbar.

The Go to Previous Highlight and Go to Next Highlight icons only navigate between terms enabled in the
Persistent Highlight Sets pane.
When navigating through a document's highlighted terms, the following notification displays in the bottom-left to inform
you that you have reached the beginning or end of the document and there are no more highlights.

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25.1.4.1 Actively navigated and inactive highlights
To support advanced highlights within persistent highlight sets, two types colors can be available in the Viewer -
actively navigated and inactive highlights. The colors are the same, but have a different level of opacity. Active
highlights are the highlights that the Viewer is focused on. Active highlights are at full opacity and inactive highlights
are at a lower opacity level. See Color-coding persistent highlights for more information.

Note: Beginning in Relativity 11.3.1, the auto-contrast feature has been added to color-coding persistent highlights.
This feature automatically determines the text color based off the background color you select to ensure readability
no matter which colors are selected. For example, if the background color is closer to black, the text will
automatically be white or if the background color is closer to white, the text will automatically be black.

Note: The opacity level of the highlights for proximity searching and inactive terms can be adjusted by editing the
value of the ViewerHighlightStyleDefault instance setting.

Color name Highlight Color Number

[Default] 0
Black 1
Dark red 2
Dark green 3
Dark yellow 4
Dark blue 5
Dark magenta 6
Dark cyan 7
Light gray 8
Gray 9
Red 10
Green 11
Yellow 12
Blue 13
Magenta 14
Cyan 15
White 16
Light green 17
Light blue 18
Light yellow 19
Light purple 20
Light red 21
Light orange 22
Purple 23

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 Color name Highlight Color Number
Orange 24
Dark purple 25
Dark orange 26

25.1.5 Persistent highlight set behavior across Viewers

Note the following regarding persistent highlight set behavior as the reviewer moves from document to document,
changes Viewers, and uses pane toggles:

l Any changes made to a persistent highlight set tree in the panel when the Viewer is undocked, such as terms
selected or unselected, will display when the Viewer is docked again.
l A synced standalone Viewer will not display changes made to a persistent highlight set, such as terms selected
or unselected, in the pane of the main Viewer. However, Persistent Highlight Sets pane settings remain the
same in the standalone Viewer as the reviewer goes from doc-to-doc.
l The Persistent Highlight Sets pane maintains its current state when you swap Viewer panes.
l The Persistent Highlight Sets pane in the Extracted Text Viewer and Native Viewer are independent of each
other. A change made to the pane in the Extracted Text Viewer is not automatically reflected when the reviewer
switches to the Native Viewer and back.
l Advanced persistent highlighting, available when using a search term report as a highlight field source, is only
available in the Native and Extracted Text Viewer. See Using the highlight fields source on page 403.
See the Viewer documentation in the Admin Guide.

25.1.6 Persistent highlight behavior

When using a search term report that includes search syntax as a highlights source field, the highlight behavior is
more inclusive than using persistent highlight terms. See Using the highlight fields source on page 403.
The different levels of opacity occur on a key term and interval term level. The key terms in the search are high opacity
level highlights. The other interval terms picked up with search syntax are highlighted at a lower opacity level. For
example, if you use the search "account w/5 cap" the words "account" and "cap" are highlighted with the full opacity
highlight. The words between "account" and "cap" will have the lower opacity level highlight.

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25.2 Using multiple persistent highlight sets
During the course of a review, the number of terms can grow as legal teams learn more about the case and the
documents in it. In these cases, it may be beneficial to create multiple highlight sets.
With multiple highlight sets you'll have better organization and control over highlighted terms. For example, you may
want to create highlight sets for:
l Key Terms

l Privilege Terms
l Specific Issue Terms, unique terms
You can visually group related terms by assigning a different highlight color to the terms in each highlight set.

When multiple highlight sets include the same term the colors used in each set will mix together. For example, if a
highlight set includes the term "apple" highlighted in blue and another highlight set includes the term "apple"
highlighted in red, the highlight color will combine and display as purple in the Viewer. This only applies if both
highlight sets are active for the same term.

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Persistent highlighting sets and individual terms can be toggled on or off depending on reviewers’ preferences or
needs. A reviewer can control which sets or terms they have highlighted during review.

Clicking on the light bulb icon for a persistent highlight set enables or disables highlighting for the entire set. The
icon indicates a persistent highlight set is enabled in the Persistent Highlight Sets pane. The icon indicates a
persistent highlight set is disabled in the Persistent Highlight Sets pane. When disabling a persistent highlight set in
the Viewer, terms included in the set aren't highlighted in documents until the set is enabled again.
Clicking a check box activates or deactivates highlighting for an individual term.

Security is another way to control persistent highlight sets. System admins can use object-level security to display only
the persistent highlights sets necessary for users to complete their reviews. Limiting the visibility of persistent highlight
sets also provides a cleaner interface for reviewers. See Relativity object security on page 604 for more information.

25.3 Performance considerations

Several factors can affect the performance of persistent highlight sets. These factors include individual document size,
the number of terms, the types of operators used, and the performance of the local machine. For more information
about how to create high performance searches, visit Creating efficient searches for persisten highlighting.

25.3.1 Individual document size

The size of individual documents affects persistent highlighting performance, not the workspace's document count.
The larger the document, the longer it takes for persistent highlighting to compare and highlight each term in the
document against the term list.
For example, Excel files with many tabs require more time to load. Persistent highlighting searches the contents of
each tab, compares each term against the term list, highlights any term matches, then moves to the next tab until it
has gone through the entire document. A 500-page document takes much longer to render highlights than a one-page
email.

25.3.2 Number of terms

When using the Terms Search option as your source for persistent highlighting, performance can slow down as the list
of terms grows. Performance degradation can occur once the list reaches 100 terms, and significant slowness occurs
at 500 terms depending on the resources of your local machine. If you have a large list of terms, using Highlight Fields
through search terms reports is a better solution.

25.3.3 Types of operators used

Creating efficient searches improves the performance of persistent highlighting whether working with a Terms Search
or Highlight Fields. See Creating efficient searches for persistent highlighting on page 407.

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25.3.4 Local machine
Persistent highlighting is rendered by the local machine, not by the Relativity server. If the resources for the local
machine are strained, it will also affect performance.

25.4 Creating persistent highlight sets

To create a new persistent highlight set, follow these steps.

Note: If you plan to use the Source: Highlight Fields, you may need to create a search terms report. For more
information, see Using the highlight fields source on page 403.

1. Navigate to the Persistent Highlight Sets tab.

2. Click New Persistent Highlight Set.
3. Complete all required fields in the Persistent Highlight Set Information section. See Fields below for details.

4. Click Save.

Note: Verify that reviewers are not actively reviewing documents when creating persistent highlight sets. Creating
persistent highlight sets while reviewers are actively reviewing documents can cause errors.

25.4.1 Fields
Persistent highlight sets include the following fields.

l Name- the descriptive name under which you want this set to appear in the Viewer and item list.
l Order -the order in which you want this set to appear.
l Source - determines the area the set draws from when designating characters to be highlighted and displayed
in the Viewer. There are two options:

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 l Highlight Fields - designates fields as the source of highlighting. Highlight Fields is capable of using
dtSearch functionality. Selecting this radio button means you must select a Highlight Field in order to
save this set.
l Terms- designates terms as the source of highlighting. Selecting this radio button means you must enter
terms into the Terms field below to save this set.
l Highlight Fields- choose the field referencing the list of terms to be highlighted. Click the Select button to bring
up the system view called Field Picker on Persistent Highlight Sets, which displays the Name and Object Type
for applicable multiple object fields. It also includes those created by search terms reports. To select the desired
Highlight Field, check the field’s box, click Add, and click Set. The field displays on the layout. See Using the
highlight fields source on page 403.

Note: If your search terms report is run against a dtSearch index with a customized alphabet file, the hits on
the STR may not match the highlights rendered in the Viewer. Depending on how the alphabet file has been
customized, you may see fewer highlight hits rendered in the Review Interface.

l Terms - enter terms you wish to highlight and select the color code to distinguish them in the Viewer. See Enter-
ing highlight terms below.

25.5 Entering highlight terms

If you choose Terms as the source of your highlighting, you have to enter the terms in the Terms field text box to save
the new highlight set. You also have the option of applying color-coding to these terms in the Viewer.

25.5.1 Color-coding persistent highlights

When you enter a term in the Highlight Terms box, you can also specify the color for both the text and the background.
Use the following format to color-code your persistently highlighted text:
[background color];[text color];[term to be highlighted]
For example, enter “3;16;Relativity” to highlight Relativity with dark green background and white text.

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 Note: Beginning in Relativity 11.3.1, the auto-contrast feature has been added to color-coding persistent highlights.
This feature automatically determines the text color based off the background color you select to ensure readability
no matter which colors are selected. For example, if the background color is closer to black, the text will
automatically be white or if the background color is closer to white, the text will automatically be black.

Highlights are rendered at full opacity (using the original highlight color) when they are active. When they are not
active, they will be rendered in a lighter shade of the original highlight color.

Note: The opacity level of the highlights can be adjusted by editing the value of the ViewerHighlightStyleDefault
instance setting.

The following table includes available color codes.

Color name Highlight Color Number

[Default] 0
Black 1
Dark red 2
Dark green 3
Dark yellow 4
Dark blue 5
Dark magenta 6
Dark cyan 7
Light gray 8
Gray 9
Red 10
Green 11
Yellow 12
Blue 13
Magenta 14
Cyan 15
White 16
Light green 17
Light blue 18
Light yellow 19
Light purple 20
Light red 21
Light orange 22
Purple 23
Orange 24
Dark purple 25

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 Color name Highlight Color Number
Dark orange 26
If you enter terms with no color-coding, the background defaults to magenta and black text.

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

25.5.2 Guidelines for adding terms or phrases

Use the following guidelines when adding terms or phrases into the Terms text box:

l Enter a term that you want highlighted and press Enter. You can enter multiple terms but each one must be on
a separate line.
l Enter terms for persistent highlighting exactly as they appear in the document. Don't use quotation marks and
connectors.

Note: Quotation marks are not compatible with persistent highlighting with terms as a source, which auto-
matically searches for an exact phrase. Quotation marks are compatible when using highlight fields as a
source however. Using highlight fields as a source can result in slower document loading speeds.

l Keep lists simple. Do not use punctuation, special characters, or operators. Do not use dtSearch syntax when
entering a list of terms as the source for the set. You may use dtSearch index terms in a search terms report,
then use Fields as the Persistent Highlight Source instead to support highlights for dtSearch syntax.
l AND or OR operators are not used in keyword searching. If used, Relativity looks for the exact phrase
including AND or OR. For example, you entered these search terms: Apple AND Banana. Relativity high-
lights the entire phrase apple and banana in the document. Separate occurrences of apple, and occur-
rences of banana, are not highlighted.
l Persistent highlight set terms do support wildcards. You can view highlighted terms that contain an *
(asterisk) character, including a wildcard in the middle of a term. For example:
l term* matches and highlights any word that starts with term with zero or more following characters.
l *term matches and highlights any word that ends with term with zero or more preceding char-
acters.
l *term* matches and highlights any word that has term in it with zero or more preceding or following
characters.

l Do not enter duplicate terms.

l Identify and remove terms with large hit counts.
l List variations of a term first and enter the root term last.
l If the list of terms is large (>100 terms), use Highlight Fields with a Search Terms Report.

25.6 Using the highlight fields source

Using the Highlight Fields source in a persistent highlight set you can choose a field referencing a list of terms to
highlight.

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Select the Highlight Fields option, and then click the Select button to open the Select items - Highlight Fields modal.
This system view displays the Name and Object Type for applicable multiple object fields, including those created by
Search Terms Reports.

Note: Persistent highlights generated by a search terms report don't automatically update after you load new data
into a workspace. To incorporate the text from new documents, perform either a full or incremental build on the
dtSearch Index, then a full or incremental build on the search terms report.

To select a Highlight Field, check the field’s box, click right arrow to move it the right section. Once all of the desired
fields have been selected, click Apply. The field appears on the layout.

Note: We recommend selecting a search terms report or the Domains field as your highlight fields source.

When using a Search Terms Report as the highlight fields source, the number of terms that Relativity searches for will
vary among different records. Relativity only looks for the terms listed in the Search Terms Report for that document.

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Relativity exhibits similar behavior when using an email Domains field as the highlight fields source. Relativity only
looks for the email domains listed in the field for that document.

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25.6.1 Best practices
Consider the following guidelines when creating or adding terms using Search Terms Reports as the highlight fields
source:

l Enter terms exactly as they appear in the document.

l You can use operators such as AND and OR. For example, if you enter these search terms: Apple AND
Banana, Relativity would highlight the two terms “apple" and "banana” in the document. See Search terms
reports on page 551 for more information.
l Wildcards are useful in some cases. For example, the search term appl* highlights apple, application, applies,
and so on. An excessive use of wildcards affects performance. Leading wildcards such as *itting, are not recom-
mended. Using asterisks in the middle of a term don't count as wildcards.
l dtSearch operators can be used to highlight searches when used for a Persistent Highlight Sets in the Native
Viewer. You must use a Highlight Fields source (such as a Search Terms Report results field) to use dtSearch
syntax. Relativity dtSearch operators are not supported in the Extracted Text Viewer. The highlights for these
searches use the active and inactive highlighting functionality. Actively navigated highlights are the highlights

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 that the Viewer is focused on and display with full opacity. Inactive highlights display at a lower opacity level.

Note: The increase of dtSearch operators does decrease performance.

l Persistent highlight does understand proximity searching. If you enter the phrase Relativity w/5 software
as a search term, the search term report uses a dtSearch to find and tag all documents that meet the cri-
teria. When viewed in the Viewer, the persistent highlighting functions as a dtSearch.
l Persistent highlights does understand the stemming character (~). If you enter the term apply~ as a
search term, the search term report finds and tags all documents with the word apply, or any document
that stems from apply; including applied, applies, application, and so on. When looking at the document
in the Viewer, the persistent highlight functions as a dtSearch. See Search terms reports on page 551 for
information on supported syntax.
l Any operator in quotes will be treated as literal by the Viewer search. For example, stemming “~” and wild-
card “*” operators. However, dtSearch will treat stemming and wild card operators in quotes not as literal,
but as the operator itself. For example, "run~” in the Viewer will find the exact phrase “run~” and "run~” in
dtSearch will return hits for run, runner, running, etc.

25.7 Creating efficient searches for persistent highlighting

Creating efficient searches improves the performance of persistent highlighting, whether you're working with a Terms
Search or Highlight Fields. Use the following guidelines to create efficient searches.

25.7.1 Using terms search

Avoid the following when writing searches for persistent highlighting:

l Do not use "AND" or "OR" connectors. Persistent highlighting looks for the exact phrase, trade and complete,
instead of the word, trade, and the word, complete.

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 l Proximity, fuzziness, and stemming logic cannot be used in a Terms Search. Consider using Highlight Fields to
access these search features as described below. The system ignores the dtSearch syntax. Terms receive no
highlight if you use these advanced searching features. The search terms report Count column still lists the num-
ber of matching terms. For example:
l The search term, oil w/10 water, searches for the exact phrase oil w/10 water.
l If you enter the term apply~ as a search term, persistent highlighting technology looks for the term apply
followed by any special character.
l Avoid using terms with a large number of hits per document. Persistent highlighting highlights each hit. For
example, it takes longer to load a Word document containing 1,000 instances of a single term.
l Avoid using terms that only occur once in a document. Use search terms reports for those terms instead.
l Avoid long lists of numbers, such as Bates numbers or account numbers.
l Do not use duplicate terms.
Use the following techniques to optimize your searches:

l Use the dtSearch Dictionary to identify variations of a term instead of using wildcards.
l Identify which terms should be in the highlight set and which terms are not necessary.
l You may want to avoid highlighting terms with high word counts.

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

25.7.2 Using highlight fields

Consider the following guidelines when creating or adding terms using Search Terms Reports as the highlight fields
source:

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l Enter terms exactly as they appear in the document.
l You can use operators such as AND and OR. For example, if you enter these search terms: Apple AND
Banana, Relativity would highlight the two terms “apple" and "banana” in the document. See Search terms
reports on page 551 for more information.
l Wildcards are useful in some cases. For example, the search term appl* highlights apple, application, applies,
and so on. An excessive use of wildcards affects performance. Leading wildcards such as *itting, are not recom-
mended. Using asterisks in the middle of a term don't count as wildcards.
l dtSearch operators can be used to highlight searches when used for a Persistent Highlight Sets in the Native
Viewer. You must use a Highlight Fields source (such as a Search Terms Report results field) to use dtSearch
syntax. Relativity dtSearch operators are not supported in the Extracted Text Viewer. The highlights for these
searches use the active and inactive highlighting functionality. Actively navigated highlights are the highlights
that the Viewer is focused on and display with full opacity. Inactive highlights display at a lower opacity level.

Note: The increase of dtSearch operators does decrease performance.

l Proximity searching logic can be used with Highlight Fields. If you enter the phrase "Relativity w/5 soft-
ware" as a search term, the search term report uses a dtSearch to find and tag all documents that meet
the criteria. When viewed in the Viewer, the persistent highlighting functions as a dtSearch. See Search
terms reports on page 551 for information.

l Stemming, including the stemming character (~), can also be used with Highlight Fields. If you enter the
term "apply~" as a search term, the search term report finds and tags all documents with the word apply,
or any document that stems from apply; including applied, applies, application, and so on. When looking
at the document in the Viewer, the persistent highlight functions as a dtSearch. See Search terms reports
on page 551 for information.

l In Search Terms Reports, you can the Dictionary Search function to identify search terms using stemming or
fuzziness. Copy the list of terms returned in this search. Paste them in the Add Terms box on the Search Terms
Report form. Doing this enhances your search term list, while avoiding errors caused by special characters.
l Use the dtSearch Dictionary to identify variations of a term instead of using wildcards.
l Identify which terms should be in the highlight set and which terms are not necessary.
l You may want to avoid highlighting terms with high word counts.

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26 Printing in Relativity
Relativity includes a few options that you can employ when you need to print natives or images of documents in
Relativity. The following easily accessible features support printing a large group of documents or a single document
at a time.

Save as PDF
Single Save as PDF is an option within the Viewer in Relativity. With this option you can save the native of the current
open document as a PDF file. Once you save the PDF of the file, you can open the PDF and print it to your designated
printing location. For more information, see Single Save as PDF.

Mass PDF
Mass PDF is a mass operation you can run from the mass operations bar in the case workspace interface. With Mass
PDF you can save a group of documents and customize the way the documents render when you save or print them.
After you download the .zip file of the PDFs, you can then print the group of PDFs to your designated printing location.
For more information, see Mass Save as PDF.

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27 Production
With the Production application you can prepare relevant and non-privileged documents to turn over to opposing
counsel after review. Relativity's production application makes it easy to customize your productions from
placeholders to custom branding.

27.1 Security permissions to run productions

The following security permissions are required to run productions in Relativity.

Object security Tab visibility Other settings

l Production – View, Edit, Add l Production Sets Mass Operations

l Production Data Source- View, Edit, Add, l Production Place- l Re-Produce

Delete holder Admin Operations
l Production Information- View, Edit, Add l Production
l Override Production
l Production Placeholder- View, Edit, Add Restrictions

27.2 Upgrading production

Production application upgrades occur concurrently with Relativity product updates. You can find information about
production updates in the Relativity release notes and What's new.
To upgrade the application, use one of the following methods:

1. Upgrade to the latest Relativity product update - Upgrading to the latest Relativity update automatically
upgrades production to the latest version.
2. Upgrade production only - Download the newly released RAP file from the Relativity Community and import it
into the Application Library.

27.3 Basic production workflow

In order to produce documents, ensure you use the following workflow to create the necessary production
components. Use the links in the image below for more information on each part of the production workflow.

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27.4 Production information
The production information object stores important information about your production. Staging a production populates
this object in your workspace. As an example, the production information object is useful when you want to look at the
amount of documents with redactions, the control number of the documents in your production, which documents
were produced with a placeholder, and which documents were produced as a native. The production information
object also stores the automatically created Bates numbers associated with the production. Because the Bates
numbers automatically populate on production documents, the Bates numbers fields automatically clear when you
delete productions.
To quickly view the information stored on this object, click View Documents in the production console. The View
Documents pop-up displays information on both documents and individual pages. You can also view information
about the documents produced by looking at the saved search that is automatically created when the production job
finishes.
Once you run a production, you can view the aforementioned information on the documents list for each produced
document by adding the fields to a view and then creating a tab from that view. See Views and Tabs in the Admin
guide for more information.

27.4.1 Production information tab

To view production information in greater detail you can create a production information tab and associate it with the
production information object.

1. Navigate to Tabs.
2. Select New Tab.
3. Enter Production Information as the name for the tab.
4. Select Object as the tab type.

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 5. Select Production Information as the object type.

6. Configure the tab location.

7. Click Save.
8. Navigate to the Production Information tab to view information about your production set.
The following fields are stored on the production information object and can be viewed on the production information
tab:
l Artifact id
l Begin attachment
l Begin bates
l Data source
l Document
l Document id
l Edit
l End attachment
l End bates
l Has redactions
l Identifier
l Image count
l Name
l Production type
l Production set
l Security
l Sort order
l System created by
l System created on
l System last modified by
l System last modified on
l With images
l With natives

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 l With pdf
l With placeholder

27.5 Production sets

When you want to produce documents in a case workspace, you can create a production set that defines the markup
set for redactions, the document numbering, the appearance of the numbering, and other settings that Relativity uses
when you run the production.
You can then view the produced images in the Review Interface by selecting Production mode and the production set.

27.5.2 Creating and editing a production set

Before you can run a production, you must create a production set, and then add documents to it via a saved search.
Use the following steps to create or edit a production set:

1. Navigate to the Production tab.

2. Click the Production Sets tab.
3. Click New Production.
4. To edit an existing production set, click the edit link next to the production set name.

Note: The name of a production can be changed at any point in the production process.

5. Add or edit the fields in the following sections as necessary. Required fields are orange.
l Basic Settings below
l Numbering on page 416
l Branding on page 423
l Sorting on page 425
l Post Production on page 426
l Other on page 427
6. Save the additions or updates.

Note: If you imported a production, the page numbering is set by the imported Opticon file. Any markup set
selection, branding, or other settings on the Production Set form are not applied to the imported production.
The images produce exactly as they were imported.

27.5.3 Basic Settings

When you add or edit a production set, you can begin by modifying the settings in the Basic Settings section of the
Production Set form.
The Basic Settings section contains the following fields:

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l Name- (required) the name of the production set you are creating.
l Date Produced - the date that the documents were produced. You can select any date in this field. If you do not
select a date, Relativity automatically sets this value with the date that the Production was completed.
l Email Notification Recipients - sends email notifications when a production fails or completes. To send the
email messages to multiple recipients, enter email addresses separated by a semicolon.
l Imported - indicates if the production is open to receive imported production documents.

l Scale Branding Font for Viewer- (required) scales up the branding text size to be consistent with Relativity
7.5 behavior for optimal viewing of images in the Viewer when set to Yes. Set this field to No to use the default
font scaling when printing images. This field is read-only after you run a production set.
l Branding Font - (required) the font type that will be use on the branded text.
l Branding Font Size- (required) the font size for branding added to a page. The font type is Arial.
l Placeholder Image Format - (required) brands the Placeholder image as the file type selected. This field is set
to TIFF by default, but users have the option to brand placeholder images as JPEG files too.

Note: Click on the tool tip icon next to Basic Settings for more information on the image file types (see image
below).

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 l Copy Production on Workspace Create - (required) if the current workspace is used as a template the pro-
duction is copied into the new workspace when the field is set to Yes. This option copies the production and
associated data sources.
l Wraps Branding Text - if the content of two adjacent footers or headers are likely to overlap.

27.5.4 Numbering
On the Production Set form, you can define multiple options that control how numbering is applied to images in your
production.
Relativity provides the following numbering types for productions:

l Page level numbering

l Document level numbering
l Original image numbering
l Existing production numbering
l Document field numbering
Page level numbering
Select Page level numbering to generate a new incremental number (also known as a Bates number) on every page
across your production documents. This number is branded on the images and PDFs in your production.
The form fields available when you select Page level numbering include:

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 l Prefix - (required) the characters added to the beginning of each Bates number. This is limited to 50 characters.
l Suffix - optional characters applied to the end of each Bates number. This is a static, non-incremental text
string, limited to 50 characters.
l Start number - (required) the first number used in a sequence of Bates numbers. To select a previous pro-
duction and continue with its numbering sequence, click Continue from Previous.

Note: Continue from Previous will not work for productions using original image numbering, existing pro-
duction numbering, or document field numbering.

Relativity automatically populates the Start number field with the value that displays for the Next doc number.
l Number of digits for document numbering - (required) determines how many digits the Bates number con-
tains. The range of available values is between 1 and 10. By default, this option is set to 7 characters.
l Attachment relational field - selects a relational field indicating a family group such as group identifier.
l Preview - displays sample text illustrating how the Bates number appears in the images.

Note: Relativity does not support the combined length of the Prefix and Suffix exceeding 255 characters when
using Page level numbering.

Document level numbering

Select Document level numbering to generate a new document number for each document, which is branded on the
images in your production.
The form fields available when you select Document level numbering include:

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l Prefix - (required) lists the characters added to the beginning of each document number. This is limited to 50
characters.
l Suffix - lists optional characters applied to the end of each document number. The suffix is added after the doc-
ument number but before the page number when the Include page number option is selected. This is a static,
non-incremental text string, limited to 50 characters.
l Start number - (required) indicates the first number used in a sequence of document numbers. To select a pre-
vious production and continue with its numbering sequence, click Continue from Previous.

Note: Continue from Previous will not work for productions using original image numbering, existing pro-
duction numbering, or document field numbering.
Relativity automatically populates the Start number field with the value that displays for the Next doc number.
l Number of digits for document numbering - (required) determines how many digits the document number
contains. The range of available values is between 1 and 10. By default, this option is set to 7 characters.
l Include page numbers - (required) adds a unique page number after the document number on each page in a
document, when it is set to Yes. By default, this option is set to No.

Note: If you export a production with document level numbering as single-page TIFF, and it does not include
page numbering, Relativity automatically adds page numbers to identify each page uniquely.

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 l Document Page Separator - displays when you select the Include page number option. The following sep-
arators are available:
l _ (underscore, selected by default)
l - (hyphen)
l . (period)
l Number of digits for page numbering - determines how many digits the page number contains. The range of
available values is between 1 and 6. By default, this option is set to 4 characters.
l Start numbering on second page - determines where the document level numbering begins.
l Yes - starts numbering on the second page of the production documents.
l No - starts numbering on the first page of the production documents.
l Attachment relational field - selects a relational field indicating a family group such as group identifier.

Note: The combined length of the Prefix and Suffix cannot exceed 255 characters when using Document level num-
bering.

Original image numbering

Select the Original image numbering to retain the identifiers originally associated with your images. For example,
you may want to retain the Bates or other numbers already assigned to images uploaded to Relativity. Relativity
utilizes these values to create the production and attachment numbers.
The form fields available when you select Original image numbering include:

l Attachment relational field - selects a relational field indicating a family group such as group identifier.
The following table provides several original image numbering scenarios:

Document has Produced with Generated Bates numbers with

Natives + imported Images and nat- The Image identifiers defined in the Image Load File.
images ives
Natives + images Natives only The Document Identifier.
Natives + Oracle Images only The Images number created by the TIFF native manager: Document
images Identifier + <Page
Number> + <Hash Value>.
For example: Stel_Img_0_272ec3bf-9287-4862-be34-bbb230274a86

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 Document has Produced with Generated Bates numbers with
Images only (impor- Images only The Image identifiers defined in the Image Load File.
ted)
Natives only Natives only The Document Identifier.
Natives only Images and nat- The created image place holder, using the Document Identifier field.
ives For Example: e2f448d6-6e19-4d7c-9e50-7fccbf9c5c6b
Natives only Images only The created image place holder, using the Document Identifier field.
For Example: e2f448d6-6e19-4d7c-9e50-7fccbf9c5c6b

Existing production numbering

Select the Existing production numbering choice if you'd like to re-use the Bates numbering fields from a
previously-run production set, change the images of the documents produced, or produce only a subset of documents
contained in the existing production. More specifically, you may want to select this option if, for example, a court order
requires that your documents be produced without an already-applied confidential branding or if you need to redact
already-produced documents for privilege.

Notes:
l When creating a production set with Existing production numbering, you cannot add documents not con-
tained in the existing set, change page counts, or change whether or not a document previously produced as
native only is produced with a placeholder. You can, however, replace a document produced as a image with
a placeholder as long as it’s a single page document.
l When you choose a production set with more documents than the existing set, Relativity generates a warning
to inform you that it auto-removed the extra documents. If the new production set has a subset of documents
contain in the existing set, the new production set will generate without any warnings.

The following required fields appear when you select the Existing production numbering choice:

l Production Set - (required) Select the production set containing the numbers you'd like to use for the set you're
creating. Only completed production sets are available to select from this drop-down list.
l Merge Existing Set - (required) When you merge a new production with an existing production, the new pro-
duction images replace the images in the previously existing production. The new production still exists for
export. Relativity updates the Has Redaction field in the Production Information record in cases where redac-
tions were added or removed. From the viewer, if you compare the existing production and the new production,

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 the images look the same if the images from the existing production set are not in the cache. If existing pro-
duction images are in the cache, then you'll still see the original produced version of the image when you click
on the existing production set production radio button. For more information on merging, see Production sets on
page 414.
Selecting this option fully replaces the original production's produced image inside Relativity. You cannot export the
original produced image if you merge the sets.

Note: If you have an existing production set with document level numbering, no page-level markers, and the
existing production is migrated into the environment, you cannot merge the productions together with existing
production numbering.

If one production references an already produced production in the Production Set field, you cannot delete the
referenced production. You can resolve the error by referencing an existing production or modifying the parameters of
the production to eliminate the reference to the deleted production.

Numbering merge conflicts

When electing to use an existing production's numbering and then merging that numbering, consider the following
conflict scenarios. These scenarios result in errors when you attempt to run a new production set:

l There are any documents in the production set you're creating that weren't included in the existing production
set. You must remove these documents from the new production in order to run it.
l The page counts of the documents in the production set you're creating differs from the page counts in the exist-
ing production set.
l If documents in a production set are also in the production restriction for that production, you must remove the
documents from either the production set or the production restriction.
l You attempt to perform any action on a production set while it is merging with another.
Document field numbering
Select the Document field numbering choice if you'd like to use any fixed-length text field on the Document object
for your numbering. Reflective fields are not available for this numbering option.
You may want to select this option if, for example, if you import a set of documents into Relativity and want to maintain
the original numbering of the documents. For example, you could choose control number as the field and produce
documents using the control number as the bates field.

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The following required fields appear when you select the Document field numbering choice:

l Numbering Field - (required) select the field you'd like to use for numbering from this drop-down list. Only
fixed-length text fields are available to select from this drop-down list.

Note: The content of the numbering field, prefix, and suffix cannot exceed 255 characters.

l Include page numbers - (required) adds a unique page number after the document number on each page in a
document, when it is set to Yes. By default, this option is set to No.

Note: If you export a production with document level numbering as single-page TIFF, and it does not include
page numbering, Relativity automatically adds page numbers to identify each page uniquely.

l Document Page Separator - (required) displays when you select the Include page number option. The
following separators are available:
l _ (underscore, selected by default)
l - (hyphen)
l . (period)
l Number of digits for page numbering - (required) determines how many digits the page number con-
tains. The range of available values is between 1 and 6. By default, this option is set to 4 characters.
l Start numbering on second page - (required) determines where the document level numbering
begins.

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 l Yes - starts numbering on the second page of the production documents.
l No - starts numbering on the first page of the production documents.
l Attachment relational field - selects a relational field indicating a family group such as group identifier.

27.5.5 Branding
In the Branding section of the production set form, you can set branding options for headers and footers. You can
position headers and footers to the left, center, and right on the images in your production.

Note: If you experience slowness viewing this page, reduce the instance setting ChoiceLimitForUI until the drop-
downs become popup pickers. Changing this instance setting affects all workspaces in an environment.

Select a Type for each header or footer position where you want information branded in the image.
The following Types are available:

l Production Bates Number - displays the Bates number associated with each document page.
l Production Number - displays the document number associated with each page. (Available for Document
level numbering and Original image numbering only)
l Field - uses the value in the selected document field for branding on each image created for a document.

Note: Relativity restricts the following field types from branding for document images in a production: user,
multiple object, and reflective field types.

l Free Text - uses any combination of text, tokens, and carriage returns that you define. However, Relativity
doesn't support multi-reflected, multi-object, relational, file, user, and system fields for branding. You can use
carriage returns to position the header or the footer closer to the top and bottom margins respectively. Use
tokens to include field data as follows:

Note: If you enter a field ID that represents a field that doesn't exist or is not a document field you cannot pro-
duce the production.

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 l Production Number: {!PRODNUM!}
l Any Data Field: {!FIELD:ARTIFACTID!} as in the example {!FIELD:1040549!}. You can brand multiple
fields by separating the entries with carriage returns.
l Original Image Number - uses the original page ID assigned by Relativity as follows:
l Numbering used in load file is applied when an image load file was used to import the data. Beginning on
September 28, if you run a production with image placeholders, the original image number is replaced
with the Document Identifier field.
l Document ID, page ID, and a hash value are applied in combination when images were created using the
Image-on-the-fly functionality.

In the above example, SSHACKLET_0000112 is the Document ID, 0 is the page ID, and 5b419b77-
abe4-4ed6-a68a-197f99390895 is the hash value.
l Document Identifier + Page Number - uses the document identifier with the page number appended to it.
This option sets the first page number to 1 even when the document contains only a single page. The following
pages are numbered incrementally. In addition, the page number is padded with up to four digits as illustrated
below.

Note: Depending on the settings for the header and footer, Relativity prevents the image from being cut off by
adding approximately five extra pixels to its edges.

l Advanced Formatting - uses any combination of fields from the Advanced Formatting drop-down list, free-
form text, and carriage returns. The Advanced Formatting option also supports a scripting language that you

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 can use to create conditional branding based on production, document, and page fields.

Beginning in January 2019, branding text wraps by default if the content of two adjacent footers or headers are likely to
overlap with each other. If you copy a production made prior January 2019, the branding on the new production may
look different than the original production, especially if the original production had additional spacing or new lines to
prevent the stamps from overlapping. To keep text from wrapping by default across your entire Relativity instance,
contact Support.

27.5.6 Sorting
In Sorting, you can select a field that determines how your production is sorted. Note that you can sort a production set
by more than one field at a time. You can also use a descending or ascending sort order. By default, the sort order is
Artifact ID, which is the load order of the documents. When you perform a sort, family groups are not kept together.
The sorting applies to all data sources added to the production set. Sorting is only applicable when
Production Numbering is set to the following:

l Page level numbering

l Document level numbering

Note: If you experience slowness viewing this page, reduce the instance setting ChoiceLimitForUI until the drop-
downs become popup pickers. Changing this instance setting affects all workspaces in an environment.

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 Note: If no sort order is specified, the documents will be stamped in order of Artifact ID ascending. The production
numbering sort order doesn't determine the order of documents in the document list view.

Note: If you would like to keep family group together in sort order, you must set Field 1/5 to Family Group following
with other sorting criteria.

27.5.7 Post Production

Post Production is an alternative workflow to running scripts after production. In Post Production, you can select
additional actions to run automatically once production has completed. Post Production allows for better progress
tracking, runs automatically, and provides visibility on the Production Set Console.
The Copy Bates to Document Fields action is supported in Post Production.

Once a production is completed, information stored from the production is copied to the following fields as configured.

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 l Begin Bates Field — choose the field that you want to copy from Production:BeginBates
l End Bates Field — choose the field that you want to copy from Production:EndBates
l Begin Bates Attachment Field — enabled only when Attachment Relational Field has been selected. Choose
the field that you want to copy from Production:BegAttach
l End Bates Attachment Field — enabled only when Attachment Relational Field has been selected. Choose the
field that you want to copy from Production:EndAttach

Note: Create dedicated Fixed-Length Text fields for this operation or select fields with the purpose of having bates
populated. Selecting one of the template fields may result in production failure.

27.5.8 Other
The Other section displays additional fields added to the form after the production set was saved:

l Restriction override by - displays the name of the user who clicked the Override and Continue button when
running the production without removing conflicts. This user must have the Override Production Restrictions
permission.
l Restriction override on - lists the date and time when the production restrictions were overridden.

27.5.9 Viewing production set details

27.5.9.1 Production set details options
You can use the options available on the detail view for production sets to edit permissions, view audit information,
preview the production, and perform other tasks. You can access these options through the buttons at the top of the
page.
Use the following buttons to complete tasks as necessary:

l Edit - re-displays the production set form so you can update values in the fields. See Creating and editing a pro-
duction set on page 414.
l Delete - removes the production set from Relativity. When you delete a production, the production is imme-
diately removed from the Production sets tab. However, you may still see the Bates numbers from the pro-
duction in the Documents tab. Relativity deletes the Bates numbers, the production data source, and any other
remaining production information during off hours.
If you don't want to lose the previously recorded Bates numbers, run the Assign Legacy Document Bates Fields
script from the Relativity Script Library. After you click Delete, a confirmation message displays with the

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 Dependencies button. See the Admin guide for more information on the dependencies report.

Note: When deleting a production the production images are deleted, not the original images.

l Back - redirects you to the item list on the Production Sets tab
l Edit Permissions - displays a security page where you can set user permissions on a production set. You can
edit rights only on the current production set. By default, the Production Set tab is secured according to the work-
space-level rights. See the Admin guide for more information on setting permissions on objects.
l View Audit - displays the history for the production.
The Production Set details options view also shows Production Status Information, Basic Settings, Numbering,
Branding, Sorting, Other, and the Production Data Source. Once the production is run, you can also view the First and
Last Bates Values associated with the production.

27.5.9.2 Previewing a production

In the Production console, click the Preview Production button to preview the newly saved production before running
the production. Preview the production to confirm that all basic settings, numbering, branding, sorting, and other
options are correct. For more information, see Production console on page 440.
(Click to expand the image)

27.5.10 Tracking multiple redaction sets

If you need to track multiple redaction sets on the same document, you can use the following workflow:

l Create multiple redaction sets by defining different markups. See Markups on page 307.
l Use each markup to redact the same document.
l Create a production and select a specific markup.
When you select the markup, it controls the redactions branded during production, so you can track multiple redaction
sets on the same document, and generate different productions.

27.5.11 Advanced Formatting for Branding

Advanced Formatting is a type of branding available on the Production Set form.
With Advanced Formatting, you can brand headers and footers with a combination of fields from the Advanced
Formatting drop-down list, free-form text, and carriage returns. The Advanced Formatting option also supports a
scripting language that you can use to create conditional branding based on production, document, and page fields.

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For conditional statements, the root context objects are

l Production object below

l Document object on page 431
l Page object on page 433

Note: If you add a field to a conditional statement incorrectly, you can still save and run the production set, but the
branding will not generate an error and will produce incorrect results.

27.5.11.1 Production object

The production object stores information about the production. It is the same for every item branded in the production.

Name in Advanced Formatting

Name Data type Description
drop-down list
Document DocumentDrop The current document being N/A
branded.
ProductionId int The ID of the workspace. Production Id
ProductionName string The name of the production. Production Name
TotalDocuments int The total number of documents in the Total Documents
production.
TotalImages int The total number of images in the pro- Total Images
duction.

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 Name in Advanced Formatting
Name Data type Description
drop-down list
WorkspaceId int The ID of the production. Workspace Id

Example of Advanced Formatting with the production object

Example of Advanced Formatting with the production object

Note: The example in this section does not demonstrate everything that you can do with the production object.

As shown in the screen shot below, you can combine free-form text with productions objects.

Number of documents in {{context.ProductionName}}: {{context.TotalDocuments}}

The screen shot below shows a document that was branded per the command in the screen shot above. In this
example, the ProductionName is Production object conditional statement, and the TotalDocuments is 15.

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27.5.11.2 Document object
This object stores information about the document and will change for each document.

Name in Advanced
Name Data type Description Formatting drop-
down list
ArtifactId int The ArtifactId of the document in the production. Artifact Id
HasRedactions bool If set, the current document contains redactions on at Document Has
least one page. Redactions
HasPlaceholder bool If set, the current document is a placeholder. Has Placeholder
BeginBates string The first bates number in this document. Begin Bates
EndBates string The last bates number in this document. End Bates
BeginBatesAttachment string The first attachment bates number in this document. Begin Bates Attach-
ment
EndBatesAttachment string The last attachment bates number in this document. End Bates Attach-
ment

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 Name in Advanced
Name Data type Description Formatting drop-
down list
Page PageDrop The current page being branded. N/A
["Field Name"] FieldDrop Returns the field value of the specified document N/A
field. This will return null if the field does not exist or is
not supported.

e.g. context.Document["Control Number"].Value

Only the following field types are supported:

Notes:
l These values are in string format as done in
object manager.
l Custom Placeholders also supports these
field types.
l Reflected fields are not supported.

l case FieldType.Date
l case FieldType.Decimal
l case FieldType.FixedLengthText
l case FieldType.WholeNumber
l case FieldType.YesNo
l case FieldType.SingleChoice
l case FieldType.MultipleChoice
Example of Advanced Formatting with the document object

Example of Advanced Formatting with the document object

Note: The example in this section does not demonstrate everything that you can do with the document object.

As shown in the screen shot below, you can create conditional statements with the document object.

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{% if context.Document.HasRedactions %}
THIS DOCUMENT HAS REDACTIONS
{% endif %}
The document in the screen shot below is branded per the command in the screen shot above. Since the document
has a redaction, it meets the requirements of the conditional statement, so the free-form text is branded on this
document.

27.5.11.3 Page object

The page object stores information about the page and will change for each page.

Data Name in Advanced Formatting drop-down

Name Description
type list
BatesNumber string The bates number of the current Bates Number
page.
FileName string The name of the file. File Name
HasRedactions bool If set, this page has redactions. Page Has Redactions
IsPlaceholder bool If true, this page is a placeholder Is Placeholder
page.
PageNumber int The current page. Page Number
Example of Advanced Formatting with the page object

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Example of Advanced Formatting with the page object

Note: The example in this section does not demonstrate everything that you can do with the page object.

As shown in the screen shot below, you can use page objects in conditional statements.

{% if context.Document.Page.PageNumber == 1 %}
Only brand this text on page 1.
{% endif %}

{% if context.Document.Page.PageNumber > 1 %}
Brand Bates number on every page after page 1:
{{context.Document.Page.BatesNumber}}
{% endif %}
The document in the screen shot below is branded per the commands in the screen shot above. The free-form text
from the first conditional statement is only printed on the first page. The free-form text from the second conditional
statement is only printed on the second page.

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27.5.11.4 Script examples
Below are Advanced Formatting script examples:

l Brand the free-text, Production Name, and Page Number on every page.
Production Name: {{context.ProductionName}}
Page # {{context.Document.Page.PageNumber}}
l Brand the free-text on pages that have redactions.
{% if context.Document.Page.HasRedactions%}
THIS PAGE CONTAINS REDACTIONS
{% endif %}
l Brand the free-text on pages that have a specific page number.
{% if context.Document.Page.PageNumber == 1 %}
This text will be branded only on page 1
{% endif %}
l Brand the Bates Number on every page after page number 1.
{% if context.Document.Page.PageNumber > 1 %}
{{context.Document.Page.BatesNumber}}
{% endif %}

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 l Brand the free-text on the pages that fall between a page range.
{% if context.Document.Page.PageNumber > 1 and context.Document.Page.PageNumber
< 11%}
Confidential
{% endif %}
{% if context.Document.Page.PageNumber > 11 and con-
text.Document.Page.PageNumber < 21%}
Attorneys’ Eyes Only
{% endif %}
l Brand the document that has a document field with specific value.
{% if context.Document["Confidentiality"].Value == "Attorneys’ Eyes Only" %}
Confidential - Attorneys’ Eyes Only
{% endif %}

27.6 Production data source

The production data source attaches saved searches to your production set. With the production data source you can
specify the type of production and select placeholders from your placeholder library to customize your production. By
setting the placeholder on the data source you can include multiple placeholders within a single production. The
placeholder is based on the saved search attached to the production data source.

Note: You must have view, add, and edit permissions for the Production Data Source object in order to successfully
create a data set. We also recommend the delete permission.

27.6.1 Adding a production data source

To add a production data source to your production:

1. Navigate to the Production tab.

2. Select the Production Sets tab.
3. Click the name of the production where you want to add a data source.
4. Scroll down to the Production Data Source card.
5. Click New. The Add Production Data Source window opens.
6. Enter a Name for the production.
7. Select a Production Type.

Note: The PDF option is for rendered PDFs i.e., natives which were converted to PDFs and stored.

8. Select a Document Source from the available saved searches to use as a data source for the production.

Note: You must create public saved searches in order for your searches to populate another Relativity user's
Available Items list.

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9. Complete the following fields. Available fields depend on the Production Type selected.

l Use Image Placeholder—a single-choice field to add image placeholders to the data source. Docu-
ments without images receive a placeholder (slip-sheet) in their place. The placeholder receives the
same branding as the rest of the produced images. This option is only available if you produce images.
l When No Image Exists—inserts a placeholder only when no image exists for a document.

l Always Use Image Placeholder—always inserts an image placeholder even when an image
exists for a document.
l Never Use Image Placeholder—this is the default option. Never inserts an image placeholder for
any document.

l
Placeholder—the placeholder used for the data source. Click to view a list of available place-
holders from your placeholder library. Click Add to add a placeholder on-the-fly. This field automatically
appears when you select Always Use Image Placeholder or When No Image Exists.
l Burn Redactions—indicates that redactions are applied to the documents when this field is enabled.
Toggle On to apply redactions to documents. Toggle Off to not apply redactions. If you select to burn nat-
ive redactions with the Burn Native Redactions field, this automatically displays a value of No.
l Burn Native Redactions—toggle on to include redacted natives as part of the production set. This auto-
matically sets to No if you've enabled the Burn PDF Redactions field. Toggling this field on makes the
Markup Set and Native Redaction Text Field settings required below.
l Burn PDF Redactions—toggle on to include redacted PDFs as part of the production set. This auto-
matically sets to No if you've enabled the Burn Native Redactions field. Toggling this field on makes the
Markup Set and Native Redaction Text Field settings required.
l Burn PDF Branding—toggle on to brand PDFs during Production with the configured settings. This field
automatically appears when you select PDF as a Production Type.
l Markup Set—indicates which markup set is used to apply standard or native redactions to the pro-
duction images. This field is only visible if you toggled on burn redactions or native redactions.

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 Notes:
l You cannot have the same document in more than one production data source.
l The Native Time Zone Offset field controls the date and time displayed on redacted and high-
lighted images. If necessary, you may want to review and adjust the UTC value to avoid incor-
rect time designations on documents and inaccurate productions.
l You cannot use Always Use Image Placeholder when a burn redactions option is selected.
l You cannot select more than one Burn Redaction option in a single data source.

l Native Redaction Text Field—select the field you want to use when burning native redactions. This
field is only visible if you enabled the Burn Native Redactions field.

Note: There is an expected delay between a Production Set being marked as completed, and the des-
ignated Native Redaction Text field being populated.

10. Click Save.

27.7 Placeholders
You can create your own unique placeholders for productions using images or custom text. Once you create the
placeholders, you can attach the placeholders to the production data source. You can also produce the same
document in multiple productions with different placeholders. The Placeholder library automatically includes a default
image placeholder.

Note: When creating a template workspace using production, Relativity automatically copies Placeholders.

27.7.1 Creating an image placeholder

You can create an image placeholder using saved image files on your machine. Relativity supports uploading of TIF,
JPEG, PNG, BMP, and GIF files for image placeholders. When saving the image placeholder, it is saved as a JPG file.
To create and save an image placeholder for your productions, follow these steps:

Note: It's recommended image placeholders image size should be 2,550 pixels by 3,300 pixels at 300 DPI.

1. Navigate to the Production tab.

2. Click the Placeholder tab.
3. Click New Placeholder. To edit an existing image placeholder, click Edit next to the placeholder name.
4. Add or edit the following fields as necessary. Required fields are orange.
l Name - the name of your Placeholder. Give your placeholder a descriptive name based on the image.
l Type - the type of placeholder. Select Image.
l Placeholder - the location of the image on your computer. Click Choose File and browse to the location
of the image you want to use.
5. Click Save.

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27.7.2 Creating a custom placeholder
You can create a custom placeholder with your own text using the custom text editor within Relativity. To create a
custom placeholder for your productions, follow these steps:

Note: If you add a large amount of text or upload large images to your custom placeholders there can be an
increase in the staging and producing time of your productions.

1. Navigate to the Production tab.

2. Click the Placeholder tab.
3. Click New Placeholder. To edit an existing custom placeholder, click Edit next to the placeholder name.
4. Add or edit the following fields as necessary. Required fields are orange.
l Name - the name of your Placeholder. Give your placeholder a descriptive name based on the custom
text.
l Type - the type of placeholder. Select Custom.
l Custom Text - using the custom text editor enter the text you want to appear on your placeholder. You
can also change your entered text using the options in the text editor.
l The rich text editor for Placeholders contains a plugin you can use to add any document field or
Bates number field to stamp on the placeholder. The field name inserts into your custom place-
holder, but when you kick off the production, the field name dynamically updates per document.
For example, [ControlNumber] updates with the control number field for the document the place-
holder corresponds to. Custom type placeholders support document fields using the field name
surrounded by brackets: [Document Field Name]. To include a square bracket in the plain text of
the placeholder, escape it with a backslash: \[bracketed phrase\].

Note: You can only use the date, decimal, fixed-length text, whole number, yes/no, single and
multiple choice fields as a token for your placeholder. You must have permissions to the doc-
ument fields to use them as a token for your placeholder.

5. Click Save.

27.7.3 Creating a PDF placeholder

You can create a PDF placeholder using saved PDF files on your machine. To create and save a PDF placeholder for
your productions, follow these steps:

1. Navigate to the Production tab.

2. Click the Placeholder tab.
3. Click New Placeholder. To edit an existing placeholder, click Edit next to the placeholder name.

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 4. Add or edit the following fields as necessary. Required fields are orange.
l Name - the name of your Placeholder. Give your placeholder a descriptive name.
l Type - the type of placeholder. Select PDF.
l Placeholder - the location of the PDF file on your computer. Click Choose File and browse to the location
of the PDF file you want to use.
5. Click Save.

27.7.4 Previewing placeholders

You can preview your image and custom placeholders via the Placeholder Library before you attach the placeholder
to your production data source. To preview your placeholders:

1. Select the Placeholder tab.

2. Click the name of the placeholder you want to preview.
The placeholder opens in the Placeholder Layout displaying placeholder information and a preview.
3. Navigate through your placeholder library using the navigational arrows in the upper right of the Placeholder lay-
out.
If a placeholder does not generate the way you want it to, click Edit to open the placeholder and make any necessary
changes.

27.8 Production console

Once you complete your production set and add your data sources, you can access the Production console to stage,
run, and monitor your production. The production console also contains a progress bar which seamlessly updates the
production statuses.
To access the production console, click the name of the desired production set.

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The Production console contains the following sections:

l Manage Production below

l Run Production on the next page
l Advanced Options on the next page

27.8.1 Manage Production

The Manage Production section of the Production console displays the following options:

l Preview Production - displays a sample image showing how the branding is applied to documents in the pro-
duction.
l Stage Production - takes a snapshot of the data sources for the production. For more information, see Stage a
production.
l Stage and Run Production - takes a snapshot of the data sources and then automatically begins producing
the staged documents. For more information, see Stage and run a production.
l Cancel - stops the stage and run job.
l Cancel Staging - cancels a staging production. This is a dynamic button that appears once you click Stage Pro-
duction.

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 Note: Canceling a production is not an instant operation. Depending on the size of production or number of
documents in scope, canceling may take some additional time.

l View Documents - displays a list of all documents included in the production set. You can use the drop-down
list in the upper right corner to toggle between viewing produced documents and the individual pages of the doc-
uments. For more information, see View documents.

Note: You must have View Production and View Data Source permissions to view the list of documents
included in the production set. The list of documents filters out documents you don't have access to.

l View Staging Errors - displays problematic documents causing staging errors.

27.8.2 Run Production

The Run Production section of the Production console displays the following options:

l Check for Conflicts - determines whether the production set includes any documents that conflict with another
pre-determined set of documents.For more information, see Check for production conflicts.
l Run Production - proceeds with the production of staged documents. If documents with conflicts have not
been removed from the production set, the Production Restrictions appears. Running a production auto-
matically creates a saved search. If you're a system admin, you can resolve the message using the following
options:
l Override and Continue - proceeds with the production without removing the conflicts based on the Over-
ride Production Restrictions permission.
l Cancel - stops the production from running.
For more information, see Run a production.
l Cancel Production - cancels a running production. This is a dynamic button that appears when you click Run
Production.
l Rerun Errored Documents - proceeds with the production of previously errored documents after you make
corrections. To ensure quality record processing, this button is not active until the production is complete. If any
documents in the production set resulted in alerts, click the Rerun Errored Documents button to rerun these
documents.
l Rerun Errored Post Production - retries the Post Production steps that errored. The button is only active
when any of the Post Production steps completed with an error.
l View Branding Errors - displays a pop-up with all documents and Branding error messages per document.
You can click on a document within the pop-up to open the document and determine the cause of the error. This
button only appears if branding errors occur during a production run.
l View Production Errors and Warnings - displays a pop-up that lists the validation and production error mes-
sages and warning that occurred.

27.8.3 Advanced Options

The Advanced Options section of the Production console displays the following option:

l Copy To Legacy Document Fields - launches the script window to update Bates fields you create on the
Document table with the Bates numbering information stored in the Production Information RDO of a production
you select. For more information, see Copy To Legacy Document fields in the admin guide.

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27.8.4 Stage and run a production
To stage and run a production in a single step, click Stage and Run a Production on the Production console.

27.8.4.1 Staging and running a production

A stage and run production job goes through 4 steps:

1. Staging on page 445

2. Validation on page 445
3. Production on page 446
4. Branding on page 446

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Admin Guide 444
Staging
During the staging step, Relativity takes a snapshot of the data sources. After staging finishes, Relativity automatically
begins the validation step.
Staging errors occur when:

l The same document is found in multiple data sources.

When the same document is found in multiple data sources, you will receive an error message. The error
message identifies the data sources that pulled back the same document and which document they pulled
back. To resolve the error, modify the saved searches that you selected as your data sources to ensure that
they do not pull back any of the same documents.
l There are no documents in the data sources.
When no documents are found in the data sources, you will receive an error message. To resolve the error,
make sure that the saved searches that you selected as your data sources are pulling back documents.
l There are missing files in the data source.
When documents in the data source do not have images, natives, or PDFs you will receive an error message.
To resolve the error, modify the data sources and then click Stage and Run Production.

When an error occurs, click View Production Errors and Warnings on the Production console to open the Error
Starting Production pop-up. The Error Staging Production pop-up lists the errors that occurred.
Conflicts occur when the data sources have documents that are also in the saved search selected in the Production
Restriction field.
If a staging error occurs, address the error and then click Stage and Run Production.

Validation
During validation, Relativity performs a conflict check and data source validation. After validation finishes, production
begins.
When a validation error occurs, click View Production Errors and Warnings on the Production console to open the
Error Starting Production pop-up. The Error Staging Production pop-up lists the errors that occurred.

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Conflicts occur when the data sources have documents that are also in the saved search selected in the Production
Restriction field.

Conflict resolution option Fix

Remove the conflict Remove documents from the production set that are also
in the saved search selected in the Production
Restriction field.
To remove the conflict:
1. Click Check for Conflicts on the Production
console. The Production Restrictions pop-up will
open.
2. Click Remove Conflict on the Production
Restrictions pop-up.
3. Click Run Production on the Production console.
Override the conflict Keep the documents in the production set that are also in
the saved search selected in the Production Restriction
field.
To override the conflict:
1. Click Run Production on the Production console.
The Production Warnings pop-up will open.
2. Click Override and Continue on the Production
Warnings pop-up. The production job will continue
without removing the conflict documents.
Modify the production Modify the Production Restriction field so none of the
restriction documents in the production restriction saved search are
also in the production set. For information on modifying a
production restriction, see Adding and editing production
restrictions.
After modifying the production restriction, click Stage
and Run Production on the Production console.

Production
During production, Relativity produces the staged documents. After production finishes, branding begins.
If a production error occurs, click View Production Errors and Warnings on the Production console to see why the
error occurred. After addressing the error, click Run Production on the Production console.

Branding
During branding, Relativity applies redactions and the specified header and footer to the images. Once this step
finishes, your production job is complete.
To resolve branding errors:

1. Click View Branding Errors on the Production console to open the Branding Errors pop-up.

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 2. Read the Branding Error Message to determine the cause of the error and resolve it. Possible errors include:

Branding Error Message Fix

Could not find file <file path>. Since the system can not find the file path to the image, make sure the
image exists at the file path mentioned in the Branding Error Message.
You may need to image or import the document again.
The file at <file path> could not be l If the document is encrypted, add the document's password to the
opened or is not a valid image file. Password Bank. For more information, see Password Bank.
l Make sure Relativity supports the file type of the image. You may
need to image or import the document again.
The process cannot access the Click Rerun Errored Documents on the Production console.
file <file path> because it is being
used by another process.
The number of images for doc- After reimaging, the number of images related to this particular document
ument has changed after this pro- has changed. This may be related to issues with imaging or applied redac-
duction was initially run. tions.
To ensure Bates numbering is correct for the entire production, the pro-
duction set should be recreated.

3. Click Rerun Errored Documents to finish the production job.

To cancel the job, click Cancel on the Production console.

Post Production
This step is only available on the Production Set Console if Post Production was enabled during Production Set
creation. During this step Relativity automates frequent production tasks.

27.8.4.2 Checking production status

During each part of the production, a report is available in the Status section. The Stage, Produce, and Brand steps of
the production has its own report. Use these reports to quickly identify the number of documents, images, redacted
documents, etc.

Staging Summary fields

Staging Summary fields include:

l Total Documents Count - lists the number of documents found during staging.
l Total Images Count - lists the number of images found during staging.
l Documents With Images - lists the number of documents that include images found during staging
l Documents With Natives - lists the number of documents that include native files found during staging.

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 l Documents With Placeholders - lists the number of documents that include Placeholders found during sta-
ging.
l Documents With Redactions - lists the number of documents that include redacted images found during sta-
ging.

Production Summary fields

Production Summary fields include:

l Begin Bates—lists the Bates number of the first document in the production set.
l End Bates—lists the Bates number of the last document in the production set.
l Total Docs—lists the number of documents included in the production set.
l Total Images—lists the number of images included in the production set.
l Docs With Images—lists the number of documents that include images included in the production set.
l Docs With Natives—lists the number of documents that include natives included in the production set.
l Docs With PDFs—lists the number of documents that include stored PDFs in the production set.
l Docs With Placeholders—lists the number of documents that include placeholders included in the production
set.
l Documents With Redactions—lists the number of documents that include redacted images and redacted nat-
ives included in the production set.

l Total Image size in GB—lists the size of images in GB.

l Run Date—lists the date of when the production was run.

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Branding Summary fields

Branding Summary fields include:

l Start Time - lists the start time of branding.

l Branding Completion - lists the time of completion for branding.
l Completion Rate - lists the progress of branding.
l Estimated Time Remaining - lists the amount of time left in branding.

Post Production Summary fields

Post Production Summary fields include:

l Copy Bates to Document Fields - lists the progress of the step.

27.8.5 Stage a production

Before you can run a production, you must stage the production. Staging the production takes a snapshot of the data
sources to prepare documents. After you assign your data sources, placeholders, and production set, you can stage
your production.

27.8.5.1 Stage a production

To stage a production, click Stage in the Production console. You can also stage and run a production job in a single
step by clicking Stage and Run Production on the Production console. For more information, see Stage and run a
production.
The progress bar displays the following:

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 l Staging - Relativity is staging the production.
l Running Saved Searches - Relativity is running the saved searches associated with the production data
sources.
l Cleaning Up Data - Relativity pre-sorts the documents and deletes any Production Information objects that
may already exist if the production is being restaged.
l Creating Production Information Records - Relativity is creating the Production Information records asso-
ciated with the production.
Changes made to any data source after staging completes are not captured when the production is run. Examples of
changes include modifying the conditions of a saved search for a data source and adding or deleting a data source
from the production. To insure that you capture data source changes, stage or re-stage the production immediately
before you run the production.

27.8.5.2 Staging Summary fields

During staging, a report is available in the Status section. Use this report to quickly identify the number of documents,
images, redacted documents, etc.

Staging Summary fields include:

l Total Documents Count - lists the number of documents found during staging.
l Total Images Count - lists the number of images found during staging.
l Documents With Images - lists the number of documents that include images found during staging
l Documents With Natives - lists the number of documents that include native files found during staging.
l Documents With Placeholders - lists the number of documents that include Placeholders found during sta-
ging.

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 l Documents With Redactions - lists the number of documents that include redacted images found during sta-
ging.

27.8.5.3 Staging errors

Staging errors occur when

l The same document is found in multiple data sources.

When the same document is found in multiple data sources, you will receive an error message. The error mes-
sage identifies the data sources that pulled back the same document and which document they pulled back. To
resolve the error, modify the saved searches that you selected as your data sources to ensure that they do not
pull back any of the same documents.

l There are no documents in the data sources.

When no documents are found in the data sources, you will receive an error message. To resolve the error,
make sure that the saved searches that you selected as your data sources are pulling back documents.

27.8.6 View documents

You can view the total number of image and native files to produce and other specific information about each
document included in the production by clicking the View Documents button in the Production console.
The View Documents window displays the following fields for each production document: Document Identifier, Data
Source Name, Production Option, Begin Bates, End Bates, Has Native, Has Images, and Has Redactions. This
information is also viewable from the Production Information object.

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27.8.7 Check for production conflicts
You can perform a conflict check that compares the documents in the production against those in a saved search
selected in the Production Restrictions field on the workspace details page. For example, the saved search may
include conditions that identify privileged documents and their families, which you would not want to produce. See
Production restrictions.

Note: You must have permissions to the documents included in a production to remove production restrictions.

When you click Check for Conflicts, a Production Restrictions warning may appear if a saved search is being used to
restrict productions.

Click one of these buttons to resolve the conflict:

l Remove Conflicts - deletes documents identified as conflicts from the production set (based on the Production
Restrictions setting). If all the documents are conflicts, they are removed from the production set.

Note: To view a list of documents removed from the production, navigate to the History tab, and filter on the
Production - Remove Document action.

l Cancel - stops the conflict check and displays the production page.

27.9 Run a production

To run a production, click Run Production in the production console. After you click Run Production, the status bar
updates with the following stages and fields as the documents produce:

l Cleaning Existing Files - deletes placeholder files (slip sheets) and any produced image files from a prior run
production, if necessary.
l Creating Placeholder Images - creates placeholder images based on the production data source.

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 l Creating and Applying Bates numbers - creates and applies Bates numbers based on your production num-
bering.
l Creating Branding Queue Records - creates branding queue records for later review.

Note: In the viewer, you can view the produced images by selecting the Production mode. You can view the images
exactly as they were produced.

27.9.1 Checking production status

During the production step, a report is available in the Status section. Use this report to quickly identify the number of
documents, images, redacted documents, etc.

27.9.1.1 Production Summary fields

Production Summary fields include:

l Begin Bates—lists the Bates number of the first document in the production set.
l End Bates—lists the Bates number of the last document in the production set.
l Total Docs—lists the number of documents included in the production set.
l Total Images—lists the number of images included in the production set.
l Docs With Images—lists the number of documents that include images included in the production set.
l Docs With Natives—lists the number of documents that include natives included in the production set.
l Docs With PDFs—lists the number of documents that include stored PDFs in the production set.
l Docs With Placeholders—lists the number of documents that include placeholders included in the production
set.
l Documents With Redactions—lists the number of documents that include redacted images and redacted nat-
ives included in the production set.

l Total Image size in GB—lists the size of images in GB.

l Run Date—lists the date of when the production was run.

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27.9.1.2 Branding Summary fields

Branding Summary fields include:

l Start Time - lists the start time of branding.

l Branding Completion - lists the time of completion for branding.
l Completion Rate - lists the progress of branding.
l Estimated Time Remaining - lists the amount of time left in branding.

27.9.1.3 Post Production Summary fields

Post Production Summary fields include:

l Copy Bates to Document Fields - lists the progress of the step.

27.10 Production errors

When staging and running a production job, staging, validation, branding, and post production errors can occur.

27.10.1 Staging errors

Staging errors occur when:

l The same document is found in multiple data sources.

When the same document is found in multiple data sources, you will receive an error message. The error mes-
sage identifies the data sources that pulled back the same document and which document they pulled back. To
resolve the error, modify the saved searches that you selected as your data sources to ensure that they do not
pull back any of the same documents.

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 l There are no documents in the data sources.
When no documents are found in the data sources, you will receive an error message. To resolve the error,
make sure that the saved searches that you selected as your data sources are pulling back documents.
l There are missing files in the data source.
When documents in the data source do not have images, natives, or PDFs you will receive an error message.
To resolve the error, modify the data sources and then click Stage and Run Production.

When an error occurs, click View Production Errors and Warnings on the Production console to open the Error
Starting Production pop-up. The Error Staging Production pop-up lists the errors that occurred.
Conflicts occur when the data sources have documents that are also in the saved search selected in the Production
Restriction field.

27.10.2 Validation errors

When a validation error occurs, click View Production Errors and Warnings on the Production console to open the
Error Starting Production pop-up. The Error Staging Production pop-up lists the errors that occurred.

Conflicts occur when the data sources have documents that are also in the saved search selected in the Production
Restriction field.

Conflict resolution option Fix

Remove the conflict Remove documents from the production set that are also
in the saved search selected in the Production
Restriction field.
To remove the conflict:
1. Click Check for Conflicts on the Production
console. The Production Restrictions pop-up will
open.
2. Click Remove Conflict on the Production

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 Conflict resolution option Fix

Restrictions pop-up.
3. Click Run Production on the Production console.
Override the conflict Keep the documents in the production set that are also in
the saved search selected in the Production Restriction
field.
To override the conflict:
1. Click Run Production on the Production console.
The Production Warnings pop-up will open.
2. Click Override and Continue on the Production
Warnings pop-up. The production job will continue
without removing the conflict documents.
Modify the production Modify the Production Restriction field so none of the
restriction documents in the production restriction saved search are
also in the production set. For information on modifying a
production restriction, see Adding and editing production
restrictions.
After modifying the production restriction, click Stage
and Run Production on the Production console.

27.10.3 Branding errors

To resolve branding errors:

1. Click View Branding Errors on the Production console to open the Branding Errors pop-up.

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 2. Read the Branding Error Message to determine the cause of the error and resolve it. Possible errors include:

Branding Error Message Fix

Could not find file <file path>. Since the system can not find the file path to the image, make sure the
image exists at the file path mentioned in the Branding Error Message.
You may need to image or import the document again.
The file at <file path> could not be l If the document is encrypted, add the document's password to the
opened or is not a valid image file. Password Bank. For more information, see Password Bank.
l Make sure Relativity supports the file type of the image. You may
need to image or import the document again.
The process cannot access the Click Rerun Errored Documents on the Production console.
file <file path> because it is being
used by another process.
The number of images for doc- After reimaging, the number of images related to this particular document
ument has changed after this pro- has changed. This may be related to issues with imaging or applied redac-
duction was initially run. tions.
To ensure Bates numbering is correct for the entire production, the pro-
duction set should be recreated.

3. Click Rerun Errored Documents to finish the production job.

27.10.3.1 Post Production errors

These errors are usually related to transient issues. To resolve Post Production errors:

1. Click Rerun Post Production errors on the Production console.

27.11 Re-production
You can use the Re-produce mass operation to re-produce select documents from a produced production without
having to run the whole production again. For each production that is modified, Relativity creates a new production
job, which is a re-production job. Re-production jobs store the modified documents and reuse the numbering format,
bates numbers, and branding options from the original productions.
Once a re-production job finishes running, the modified documents merge into the existing, original production set;
they overwrite the documents that were previously produced. The previously produced version of the document will no
longer display in the Viewer and will not be available for export.
Re-production jobs are stored as regular productions in the system and are not deleted after they are complete. If you
want to export just the documents that were modified, use Import/Export to export the re-production job.

27.11.1 Special considerations

Special considerations for the re-production feature include:

l The re-production feature only works with productions that have been run in Relativity. It will not work with out-
side productions that have been loaded in.
l You can re-produce documents from multiple production sets with a single mass operation. However, you can
only apply one re-production type at a time. Relativity recommends using saved searches to group documents
that need the same type of re-production. See Re-production types on page 459.

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 l Re-production checks for documents that have changed images. Changes to native documents will not be
reflected.
l A re-production job is named after the original production that is modified and uses this naming convention: [ori-
ginal production name]_REPROD_[ re-production type]_[date of the re-production job]. The re-production type
in the name is abbreviated. Re-production type abbreviations include:

Re-production type Abbreviation

Replace produced images with placeholder I-P
Replace placeholder with images P-I
Re-produce documents (same number of pages) I-I
For example, if on September 30, 2019, you ran a re-production job to replace documents that were produced
as placeholders with images from a production set named "Production", the re-production name would be Pro-
duction_REPROD_P-I_2019-09-30.
l Every time a production set is modified via the Re-production mass action, a new entry is added to the Com-
pleted Re-productions field in the Production Summary section of the original production set. Click on the name
of a completed re-production to go to the production set for that re-production job. If you delete a re-production
job or do not have access to that re-production set, the name of the set will still appear on the list, but you will not
be able to click on it.

27.11.2 Security configuration

You must configure certain workspace level permissions to use the Re-production mass operation.
To configure the required security permissions:

1. Navigate to the Workspace Details tab.

2. Click Manage Permissions.

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 3. Click Edit Permissions for a group on the Group Management tab.
4. Enable the following security permissions:

Object security Tab visibility Other settings

l Production - View/Edit/Add NA Mass operations

l Re-pro-
l Production Data Source -
duce
View/Edit/Add
l Placeholder - View

27.11.3 Re-production types

Relativity supported and unsupported re-production types include:

Supported re-production types Unsupported re-production types

l Replace produced images with place- l Replace a document that was produced as a placeholder
holder (I-P) below with another placeholder.
l Replace placeholder with images (P-I) l Replace a document that was produced as native only with
on the next page produced images or a placeholder.
l Re-produce documents (same number l Re-produce the same document as images but with a dif-
of pages) (I-I) on page 462 ferent number of images.

While you can re-produce documents from multiple production sets with a single mass operation, you can only apply
one re-production type at a time. For example, if you want to re-produce 100 documents, and you want to replace 60
with produced images and replace 40 with a placeholder, you would need to run two mass operations.
If none of the documents selected meet the re-production type you choose, when you move to the next step you will
receive this error: “No productions match the re-production criteria. Please verify all selected documents are included
in a production and match the original production type of the re-production options.” For example, you will receive this
error if you selected five documents that were produced only as Natives and if you selected "Replace produced
images with placeholder" as the Re-production type. To resolve the error, exit the module and remove the documents
that do not meet the selected re-production type criteria from the group of documents you selected for re-production.
To avoid this error, Relativity recommends using saved searches to group documents that need the same type of re-
production.

27.11.3.1 Replace produced images with placeholder (I-P)

In the Re-produce Documents module, select Replace produced images with placeholder if you need to replace
images in a production with a placeholder. With this re-production type, each page of an imaged document is replaced
with a placeholder. For example, if an imaged document is 50 pages, each of the 50 pages would be replaced with a
placeholder; the re-produced document would contain 50 placeholders. This preserves the original bates numbering.

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 l Include Natives - a boolean field. Select Yes to include the natives of the documents you selected for re-pro-
duction. Set this field to No if you only want to include a placeholder for the documents. This option overrides
the option on the original production. If the document was originally produced with natives, but the user does not
select "Include Natives", the document will be merged to the original production with no natives.
l Select Placeholder - select a Placeholder for the documents you selected for re-production.

27.11.3.2 Replace placeholder with images (P-I)

In the Re-produce Documents module, select Replace placeholder with images if you need to replace documents
that were produced as placeholders with produced images.

Note: The documents must already be imaged before you run the mass operation, or an error will occur with the
mass operation.

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l Delimiter - given that you are replacing a placeholder (1-page image) with produced images, it is possible that
the new document may have more than 1 page. This option allow you to use a character to suffix the original
production bates number from the number of pages in re-produced image. The suffix will start on the second
page with number #1. The following separators can be used:
l _ (underscore, selected by default)
l - (hyphen)
l . (period)
l Number of Digits - determines how many digits the suffix number contains.. The range of available values is
between 1 and 6. By default, this option is set to 4 characters.
l Include Natives - a boolean field. Select Yes to include the natives of the documents you selected for re-pro-
duction. Set this field to No if you only want to include a placeholder for the documents. This option overrides
the option on the original production. If the document was originally produced with natives, but the user does not
select "Include Natives", the document will be merged to the original production with no natives.
l Burn Redactions - a boolean field. Select Yes to apply redactions to the documents you selected for re-pro-
duction. Set this field to No if you do not want redactions applied to the documents.
l Select Markup Set - indicates which markup set is used to apply redactions to the production images.
l Preview - displays what the bates number will look like based on your selections.

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27.11.3.3 Re-produce documents (same number of pages) (I-I)
In the Re-produce Documents module, select Re-produce documents (same number of pages) if you need to
replace documents in a production.

Note: The documents that you are using to replace the documents in the production must be the same number of
pages as the documents in the production that you are replacing.

l Include Natives - a boolean field. Select Yes to include the natives of the documents you selected for re-pro-
duction. Set this field to No if you only want to include a placeholder for the documents. This option overrides
the option on the original production. If the document was originally produced with natives, but the user does not
select "Include Natives", the document will be merged to the original production with no natives.
l Burn redactions - a boolean field. Select Yes to apply redactions to the documents you selected for re-pro-
duction. Set this field to No if you do not want redactions applied to the documents.
l Select Markup Set - indicates which markup set is used to apply redactions to the production images.

27.11.4 Re-production scenarios

Re-production scenarios include:

Re-pro- Number of documents

Documents Productions available for
duction type to be modified in each Outcome
selected modification
selected production
Doc A was Replace Prod_1 Prod_1 | 1 out of the total of Doc A is re-
produced as Placeholders 2 documents selected will produced in Prod_

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 Re-pro- Number of documents
Documents Productions available for
duction type to be modified in each Outcome
selected modification
selected production
placeholder in with images Prod_2 be modified in this 1
Prod_1 production
Doc B is re-
Prod_2 | 1 out of the total produced in Prod_
of 2 documents selected 2
Doc B was will be modified in this
produced as production
placeholder in
Prod_2
Doc A was Replace Prod_1 Prod_1 | 1 out of the total of Doc A is re-pro-
produced as Placeholders 2 documents selected will duced in Prod_1
placeholder in with images be modify in this pro-
Prod_1
duction.
Doc B was
produced as
Images in
Prod_1
Doc A was Replace Prod_1 Prod_1 | 1 out of the total of Doc A is re-
produced as Placeholders 2 documents selected will produced in Prod_
placeholder in Prod_2 be modify in this 1
with images
Prod_1 production.
Doc B is re-
Doc B was Prod_2 | 1 out of the total of produced in Prod_
produced as 2 documents selected will 2
images in be modify in this
Prod_1 production.

Doc A was
produced as
images in
Prod_2
Doc B was
produced as
placeholder in
Prod_2
Doc A was Replace Prod_1 Prod_1 | 1 out of the total of Doc A is re-pro-
produced as Placeholders 2 documents selected will duced in Prod_1
placeholder in with images Note: Prod_2 is not displayed be modify in this pro-
Prod_1 because Doc A and Doc B duction.
were not produced as
placeholder in Prod_2.
Doc A was
produced as
images in
Prod_2
Doc B was
produced as
images in
Prod_2

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 Re-pro- Number of documents
Documents Productions available for
duction type to be modified in each Outcome
selected modification
selected production
Doc A was Replace Prod_1 Prod_1 | 2 out of the total of Doc A is re-
produced as Placeholders 2 documents selected will produced in Prod_
placeholder in Prod_2 be modify in this 1
with images
Prod_1 production.
Doc B is re-
Doc B was Prod_2 | 1 out of the total produced in Prod_
produced as of 2 documents selected 1
placeholder in will be modify in this
Prod_1 production. Doc A is re-
produced in Prod_
2
Doc A was
produced as
placeholder in
Prod_2
Doc B was
produced as
images in
Prod_2
Doc A was Replace Prod_1 Prod_1 | 2 out of the total of Doc A and Doc B
produced as Placeholders 2 documents selected will are both modified
placeholder in with images Prod_2 be modify in this in Prod_1 and
Prod_1 production.
Prod_2.
Doc B was Prod_2 | 2 out of the total of
produced as Need to 2 documents selected will
placeholder in replace Doc A be modify in this
Prod_1 and Doc B in production.
Prod_1.
Need to
Doc A was replace Doc A
produced as only in Prod_
placeholder in 2.
Prod_2
Doc B should
Doc B was not be
produced as replaced in
placeholder in Prod_2.
Prod_2

27.11.5 Re-produce documents

To re-produce documents:

1. Navigate to the Documents tab in a workspace.

2. Select the documents that you want to re-produce from a document view, folder, field tree, saved search, or
dashboard.
3. Click Re-produce from the mass operations menu. The Re-produce Documents module opens.

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 4. Select a Re-production Type, and complete the required fields. See Re-production types on page 459.

Note: If you are modifying multiple productions at the time, the options that you select on this step will apply
to all the productions you are modifying, including the placeholder selected in this step, burn redactions, and
the options of whether the documents will be produced with natives.

5. Click Next.
6. Select the productions that you want modify.

Note: Only productions associated with the selected documents and options display. Productions with a
status different to “Produced” or Productions that used Existing numbering will not be available here.

7. Click Re-produce.

Note: Do not close the Re-produce Documents module until the Confirmation checkmark appears. Once the
Confirmation checkmark appears, the re-production sets have been created and added to the Production
queue.

27.11.6 Re-production job status

To see the status of a re-production job:

l Click Click here in the Re-produce Documents module. This will take you to the Re-production view. See Re-
production views on the next page.

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 l Navigate to the Production Sets tab, and select the Re-production view. See Re-production views below.

27.11.7 Re-production views

Two views on the Production Sets tab display information regarding re-productions:

l Re-productions - a view that lists every re-production jobs. Fields in the view include:
l Name - the name of the re-production job.
l Status - the status of the re-production job.
l First Bates Value - the first bates number in the production.
l Last Bates Value - the last bates number in the production.
l Prefix - the characters added to the beginning of each Bates number.
l Production Set - the name of and link to the original production set.
l Original Productions - a view that lists every production set that have been modified by a re-production job.
Fields in the view include:
l Name - the name of the original production.
l Status - the status of the production job.
l First Bates Value - the first bates number in the production.
l Last Bates Value - the last bates number in the production.

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 l Prefix - the characters added to the beginning of each Bates number.
l Start Number - the first number used in a sequence of Bates numbers.

27.12 Branding queue

The Branding Queue displays production jobs receiving branding of redactions, header, footer, or other modifications.
A production job displays in this queue only while it has a status of branding. The production job remains in the
production queue until all branding is complete.
You can view the branding queue from Home. Select the Queue Management tab, and then click Branding Queue.
See Branding queue fields below for details.

Note: Branding agents scale automatically in RelativityOne based on the total size of all jobs in queue. All agents
will be assigned to the highest priority Production, one at a time.

To change the priority of a job, click the Change Priority button at the bottom of the view. Enter a new integer value in
the Priority field, and then click Update. Only one job runs at a time, the lower numbered job runs first and the higher
numbered job runs last.

Note: Any change to the priority of a job in the branding queue also changes its priority in the production queue.

27.12.1 Branding queue fields

The Branding Queue view displays the following fields:

l Workspace - the workspace that contains the production set receiving branding
l Production Name - the production set receiving branding
l Artifact ID - the unique identifier for the production set
l Images Remaining - the number of images that require branding
l Status - the current stage of the branding job
l Priority - the order in which the branding job is run. Relativity completes branding jobs by priority. The default
value is 100.
l Submitted By - the user who initiated the job. You can use this information to prioritize branding jobs by user.

27.13 Production queue

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

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27.13.1 Change job priority
To change the priority of a job, click Change Priority at the bottom of the view. Enter a new integer value in the
Priority field, and then click Update. Only one job runs at a time, the lower numbered job runs first and the higher
numbered job runs last.

Note: During a production job, Relativity sends a job to the branding queue for the stamping of redactions, headers,
or other modifications. Any change to the priority of a job in the production queue changes its priority in the branding
queue.

27.13.2 Retry Production Job mass operation

27.13.2.1 Security Configuration
You must configure certain instance level permissions to use Retry Production Job.
To configure the security permissions:

1. Navigate to the Instance Details tab.

2. Click Manage Permissions.
3. Click Edit Permissions for a group on the Group Management tab.
4. Enable the following security permissions:

Object Security Tab Visibility Admin Operations

l N/A l Queue Management l Change Queue

(parent) Priority
l Production l View Admin
Queue (child) Repository

Note: As long as you have the listed security permissions, you do not need view permissions to the work-
spaces or the production jobs to use Retry Production Job.

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

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27.13.2.2 Retrying production jobs
To retry production jobs from the Production Queue tab:

1. Navigate to the Production Queue tab.

2. Select the productions jobs that you want to cancel.
3. Click Retry Production Job from the mass operations bar. The Retry production job window opens.

4. Click Ok.

27.13.3 Cancel Production Job mass operation

To cancel productions jobs from the Production Queue tab, use the Cancel Production Job mass operation.

27.13.3.1 Security Configuration

You must configure certain instance level permissions to use Cancel Production Job.
To configure the security permissions:

l Navigate to the Instance Details tab.

l Click Manage Permissions.
l Click Edit Permissions for a group on the Group Management tab.
l Enable the following security permissions:

Object Security Tab Visibility Admin Operations

l N/A l Queue Management l Change Queue

(parent) Priority
l Production l View Admin
Queue (child) Repository

Note: As long as users have the listed security permissions, they do not need view permissions to the work-
spaces or the production jobs to use Cancel Production Job.

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 Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

27.13.3.2 Canceling multiple production jobs

To cancel multiple production jobs from the Production Queue tab:

l Navigate to the Production Queue tab.

l Select the productions jobs that you want to cancel.
l Click Cancel Production Job from the mass operations bar. The Cancel production job window opens.

l Click Ok.

27.13.4 Production queue fields

The Production Queue displays the following fields:

l Workspace - the workspace that contains the production set used for a job.
l Production Name - the production set used for the job.
l Artifact ID - the unique identifier for the production set.
l Status - the current stage of the production job.

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l Priority - the order in which the production job is run. Relativity sends jobs to the production engine by priority,
and then orders them by submitted date and time. The default value is 100.
l Submitted Date - the date and time when a production job was submitted, or an attempt was made to resolve
errors in a job. (In the Production Set Console, the user clicked Run, or Resolve Errors.)
l Submitted By - the user who initiated the job. You can use this information to prioritize production jobs by user.

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28 Redact
With Redact, you can apply markups to imaged documents, spreadsheet files, and PDF files either manually or
automatically as part of a project. You determine how a project applies markups by creating rules that establish what
words, terms, or regular expressions will receive markups. Once a project has been run, Redact also provides tools to
make reviewing markups easy.

28.1 Example workflow

While Redact is flexible enough to support different workflows, the following is a typical workflow:

1. Identify a set of spreadsheet or PDF files that require markups.

2. Do any of the following to apply markups to the set of documents:

l Apply markups manually to the documents. To learn more, visit Manual markups with spreadsheet files,
Manual markups with PDF files, and Redacting PDF annotations and attachments.
l Search for terms in spreadsheet files and apply markups to them. To learn more, visit Using Find and
Redact.
l Apply markups automatically using project automation. To learn more, visit Automated spreadsheet
markup project, Automated spreadsheet propagation project, Automated PDF markup project, Auto-
mated image markup project, and Automated image template project.
3. Review the markups to ensure quality control before production. To learn more, visit Reviewing markups to
ensure accuracy.
4. Create a saved search of marked-up documents to assist you in producing them. To learn more, visit Searching
for documents with Redact fields.

28.2 Installing Redact to a workspace

Optionally, you can create the following Redact fields before beginning the application installation process:

l Redact Document Warnings—Multiple choice

l Redact Has Unresolved Markups—Yes/No
l Redact Needs Quality Review—Yes/No
l Redact Production Lock—Yes/No
To install the Redact application to a workspace of your choice:

1. In the workspace, navigate to the Relativity Applications tab.

2. Select the Select from Application Library option.
3. Click on the Select icon.
The Select Library application pop-up displays.
4. Filter the applications and select the RelativityOne Redact application.
5. Click Ok.
6. Optionally, map the application fields to fields in the workspace as desired.
7. Click Import.

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The Redact application is installed and ready for use in the workspace.

Note: All Redact permissions, including Redact mass operations, are granted to system and workspace admin-
istrators upon the initial workspace install. After installation, it is up to the system and workspace administrators to
grant additional Redact permissions to user groups per workspace.

28.3 Before you begin

If you are going to use Redact with spreadsheet files, we recommend running the Prepare Excel for Redact mass
operation, formerly known as the Unhide Excel Content mass operation, on all Excel documents beforehand. To learn
more, see Manual markups with spreadsheet files, Automated spreadsheet markup project, and Automated
spreadsheet propagation project.

Note: Migration of workspaces using Blackout 5.2 is not currently supported.

Workspaces using Blackout 5.1 or below can be migrated from Server to RelativityOne.

28.4 File size considerations

To ensure high performance, there is a 4 GB file size limit for native files. This limit cannot be overwritten by entering a
value higher than 4 GB in the MaximumNativeSizeForViewerInBytes instance setting. Any native files that are 4 GB or
above will not receive markups using Redact.

28.5 Redact supported file types

Note: Redact does not support Excel 5.0 files or below.
Redact also does not support any of the following sheet types: Visual Basic module, Macro, or Dialog.

While occasionally files can be become corrupted and not work in Redact, the following file types are supported:

l .pdf—any standard
l .csv
l .xls—Excel 97 - 2003 workbook.
l .xlsb—Excel binary workbook.
l .xlsx—Office Open XML spreadsheet, ML workbook or template file, with or without macros.
l .xlsm—Excel macro-enabled workbook.
l .xltx—Excel template.
l .xltm—Excel macro-enabled template.
l .xlam—An Excel macro-enabled add-In file that’s used to add new functions to Excel.

28.6 Permissions
Redact has permissions that you can give users that determine the actions they can take using this feature. To
understand what permissions do and what permissions you may want to assign to users, read thelist of all Redact
permissions below and then groups of permissions that you may want to assign to allow a user to perform specific
types of workflows. You can navigate to these sections by using the links below:

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 l All Redact permissions
l Native PDF Redactions permissions
l Native Excel Redactions permissions
l Image Redactions permissions
l Redact Production Preparation permissions
l Redact Mass Operations permissions
l Markup set permissions
l Permissions for redacting documents outside of Relativity
When assigning Redact permissions, it is important to note that the Native PDF Redactions​, Native Excel Redactions,
and​ Image Redactions permissions let you apply markups across a set of documents or apply markups manually in
the Viewer for their respective file types.
To understand what happens if these permissions are not granted to a user, a description of what a user cannot do
without each permission is included. Without:

l Native PDF Redactions​—users will not see PDF markup projects or Redact Markup Navigator features in the
Viewer for native PDFs without this permission. Additionally, users will not be able to automatically or manually
apply markups on native PDF documents.​
l Native Excel Redactions—users will not see spreadsheet markup projects or spreadsheet propagation pro-
jects without this permission. Additionally, users will not see Redact Markup Navigator features in the Viewer for
native spreadsheet documents without this permission. They will also not be able to automatically or manually
apply markups on native spreadsheet documents.
l Image Redactions—users will not see the image markup project or image template projects without this per-
mission. Additionally users will not see Redact cards in the Viewer for images without this permission. They ​will
also not be able to apply redactions and/or highlights on the Document object.

28.6.1 All Redact permissions

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

The following permissions are needed to use each part of Redact:

Object Security Tab Visibility Other Settings

l Redact - View, Edit, Delete, Add l Redact l Convert Spreadsheets

l Place/Edit Manual Redaction l Redact Pro- Markup
jects l Delete Native Markups
l Place/Edit Manual Highlight
l Redact l Prepare Excel for
l Clear Markups
External Redact
l View Quality Control Entries Markups
l Accept/Reject Quality Control Entries l Redact
Audits

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 Object Security Tab Visibility Other Settings

l Input Custom Redaction Text l Redact

Reports
l Native PDF Redactions
l Redact Set-
l Native Excel Redactions
tings
l Image Redactions l Redact
l Redact Externally Redacted Native - Add, Edit, Redacted
Delete File
l Redact Produced Document - Add, Edit, Delete l Redact Original
Native
l Redact Redacted File - Add, Edit, Delete

28.6.2 Native PDF Redactions permissions

To enable a user to complete the following tasks:

l Create and run PDF markup projects.

l Manually apply markups on native PDF documents in the Viewer.
l ​QC markups that were applied automatically by Redact projects.
l Edit the redaction text that has been applied to native PDF documents.
l Create and run production preparation projects for native PDF documents.
Assign them the following permissions:

l Native PDF Redactions

l Place/Edit Manual Redaction
l Place/Edit Manual Highlight
l Clear Markups
l Accept/Reject Quality Control Entries
l Input Custom Redaction Text
l Redact Produced Document

28.6.3 Native Excel Redactions permissions

To enable a user to complete the following tasks:

l Create and run spreadsheet markup projects and automated spreadsheet propagation projects.
l Manually apply markups to native spreadsheet documents in the Viewer.
l QC markups that were applied automatically by Redact projects.
l Edit the redaction text that has been applied to native spreadsheet documents.
l Create and run production preparation projects for native PDF documents.​​
Assign them the following permissions:

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 l Native Excel Redactions​
l Place/Edit Manual Redaction​
l Place/Edit Manual Highlight​
l Clear Markups​
l Prepare Excel for Redact​
l View Quality Control Panel​
l Accept/Reject Quality Control Entries​
l Input Custom Redaction Text​
l Redact Produced Document

28.6.4 Image Redactions permissions

To enable a user to complete the following tasks:

l Create and run image markup projects and image template projects.
l Manually apply markups to imaged documents in the Viewer.
l QC markups that were applied automatically by Redact projects.
l Edit the redaction text that has been applied to native imaged documents.
l Create and run production preparation projects for imaged documents.​
Assign them the following permissions:

l Redact permissions
l Image Redactions​
l Place/Edit Manual Redaction​
l Place/Edit Manual Highlight​
l View Quality Control Panel​
l Accept/Reject Quality Control Entries​
l Input Custom Redaction Text​
l Redact Produced Document​
l Document object permissions
l Redact Document​
l Highlight Document​

28.6.5 Redact Production Preparation permissions

If enabled, the production preparation permissions allow a user to do the following:

l Redact Produced Document—this permission is required to see the corresponding field when creating and
running a production preparation project
l Redact Redacted File—this permission is assumed, and removing this permission does not impact a user's
access to Redact. All RDOs have a corresponding permission by default

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28.6.6 Redact Mass Operations permissions
If enabled, the mass operations permissions allow a user to do the following:

l Convert Spreadsheet Markups—view and use the Convert Spreadsheet Markups mass operation. To learn
more, visit Convert Spreadsheet Markups.​

l Delete Native Markups—view and use the Delete Native Markups mass operation.​

l Prepare Excel Content—view and use the Prepare Excel Content mass operation.​

28.6.7 Markup set permissions

Individual markup sets are securable using permissions. Therefore, a user will be able to take the following actions
with each permission that has been enabled for them:

l View—the ability to view a given markup set.

l Edit—the ability to edit a given markup set's properties. This does not allow a user to edit an actual markup.​
l Delete—the ability to delete a given markup set. This does not allow a user to edit an actual markup.
l Add—the ability to create a new markup set. This does not allow a user to edit an actual markup.
l Edit Security—the ability to change the permissions for a given markup set.

28.6.8 Permissions for redacting documents outside of Relativity

The following Document object permissions are needed to redact documents outside of Relativity:

l Upload/Add/Delete Image—a user should be granted these permissions if they are redacting images outside
of Relativity.​
l Replace Document—a user should be granted this permission if they are redacting native documents outside
of Relativity. This permission allows users to replace native documents.​
l Create PDF—a user should be granted this permission if they have a workflow to redact a PDF of a native doc-
ument.​
l Local Access (Download, Copy Text)—a user should be granted this permission if they want to download the
native document, redact the copied native document, and then re-upload that document to Relativity.

28.7 Automated spreadsheet markup project

Creating a spreadsheet markup project can save you time over manually redacting by applying markups to Excel
spreadsheet and .csv files automatically. You can create a project by entering words, terms, phrases, or regular
expressions that you would like Redact to apply markups to. Alternatively, you can enter project rules into a .csv file
and upload it to the project page that will populate the rules for a spreadsheet markup project. Once the project is
created and run, markups will be applied automatically based on the rules you create.

28.7.1 Supported file types

To learn more about which file types are compatible with Redact, see Redact supported file types.

28.7.2 Preparing Excel documents

We recommend running the Prepare Excel for Redact mass operation, formerly known as the Unhide Excel Content
mass operation, on all Excel documents before applying markups with Redact. This preparation is done to ensure

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data is not lost after the markups are applied and also to prevent information that is covered by markups from being
restored by third parties.
To prepare Excel documents:

1. Navigate to the Documents tab.

2. Select the desired Excel documents from the list.
3. Click on the mass operations menu and select the Prepare Excel for Redact option.
4. Click Confirm.
The selected Excel documents are ready to receive markups using Redact.

28.7.3 Before you begin

Consider creating a saved search with the documents you wish to apply markups to and a markup set that contains
the markups you wish to apply to the Excel and .csv files before starting the spreadsheet markup project creation
process.

28.7.3.1 Considerations
l If you apply a markup to a cell where the text overflows into empty neighboring cells, just as in the native applic-
ation, the markup does not overflow into empty neighboring cells. However, when the document is produced
and the markup is burned in, the text from the original cell no longer overflows and is completely hidden by the
markup.
l Due to a limitation in the Excel file format, a cell cannot contain more than 32,000 characters. If you try to apply
a text redaction to a cell and it already contains 32,000 characters, the redaction may not be applied and you
will see a notification about the character limit.

28.7.4 Creating a spreadsheet markup project manually

To create a spreadsheet markup project using rules that you manually set:

1. Navigate to the Redact Projects tab.

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 2. Click Create new project.
3. Select the Spreadsheet project option.
4. Complete the Create spreadsheet markup project section fields. To learn more, visit Fields below.
5. Complete the Rules section fields. This section is optional and if you complete these fields, they will determine
how the spreadsheet markup project applies markups. To learn more, visit Fields. Alternatively, you can leave
these fields blank and upload a .csv file. To learn more, visit Creating a spreadsheet markup project using .csv
rules.
6. Click Save.

28.7.5 Creating a spreadsheet markup project using .csv or .xlsm rules

While a project can be created manually, if you plan on running multiple kinds of projects with similar rules and terms,
you can save time by using the same copy of .csv or .xlsm rules for each project. Please note that you may still need to
adjust the scope in the rules based on which project you are running.
You can upload up to 100,000 rules in a .csv file though it is worth noting that the more rules are included in a .csv or
.xlsm file, the longer a project will take to run. Rules that are uploaded with a .csv file cannot be viewed in the Redact
interface and instead, you will need to download a copy of the .csv file and view it outside of Relativity.
Once you have entered the desired rules, save this file as a .csv before uploading to Relativity.
To create a spreadsheet markup project using rules generated by a .csv file, do the following:

1. Navigate to the Redact Projects tab.

2. Click Create new project .
3. Select the Spreadsheet project option.

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 4. Enter a Project Name and select a Saved Search and Markup Set. Leave all other fields blank. For more
information on these fields, visit Fields below.
5. Click Save.
6. Click Upload rules csv.
7. Select the desired .csv or .xlsm file from your workstation and click Open.
The file is uploaded and the rules will be created and added to the project.

28.7.6 Fields
The following sections and fields display while creating a spreadsheet project:

Create spreadsheet markup project section

The following fields display in this section:

l Project Name — enter the name for this new project.

l Saved Search — click on the drop-down menu and select the saved search that contains the Excel spread-
sheet and .csv files you wish to apply markups to. Optionally, you can enter a term or terms into search box at
the top of the menu to help narrow results and find the desired saved search.
l Markup Set — click on the drop-down menu and select the markup set that you wish to use to apply markups.
The following options work separately from the project rules. To learn more, visit Rules section. Depending on which
of these options you select and what rules you include in a project, it is possible that one or more of these selected
options will override at least some matches that the rules would otherwise find and apply markups to.

l Redact all headers and footers — select to replace the content in each header and footer with the default
redaction text.
l Redact all Excel objects — select to apply a black redaction on all objects in the Excel documents included in
this project. Excel objects include: WordArt, SmartArt, and embedded documents (email and Powerpoint),
images equations, text-boxes, and shapes.

Note: Selecting this option does not cause markups to be applied on charts. You can apply redactions to
charts manually. To learn more, visit Manual markups with spreadsheet files.

l Redact all Comments — select and choose one of the following options to apply markups to comments in
Excel documents:
l Remove comments — select to remove any comments on spreadsheet files.
l Remove comment text — select to replace comments with either [Redacted] or the text you enter in
the box below this option.
l Fallback text—If you select redact options that are not valid and the project finds a match in a document, the
text entered in this field will be used instead. For example, attempting to apply a black redaction to a .csv file is
invalid and so the text entered in this field is applied as a redaction instead.
l Ignore certain rows or columns — select this option to prevent markups from being applied to specified rows
or columns. This option can be used to ensure headers and footers display in Excel documents. Once this
option is selected, the rows and columns to be excluded from markup section displays underneath. Enter the
rows or columns separated by commas that should not have markups applied.

Rules section
The Rules section is optional and these fields determine how the spreadsheet project will apply markups once it is run.
After completing the fields in this section, a new group of fields will appear below it so that you can create multiple

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rules in a spreadsheet project if desired.

Note: If you are uploading a .csv file, this section should be left blank. To learn more, visit Creating a spreadsheet
markup project using .csv rules.

The following fields display in this section:

l Redaction/Highlight/Inverse/Inverse Highlight toggle—determines which type of markup you will be apply-

ing for this rule.

Note: Highlights are not compatible with .csv files. If you select either highlight option and run a project, it will
result in errors and markups will not be applied to terms that match this rule.

l Markup Reason — enter a description of why the markup for this rule will be applied to make it easy to track
when reviewing markups using the Redact Navigation card.
l Markup Scope — determines the markup behavior when the project matches content in a document with a
rule. Select one of the following options:
l Character - places the markup on each cell where the entered characters match or on any non-cell char-
acter matches. This option can be used to redact information that is not a word such as an email handle
or a social security number. Inverse redactions are not compatible with character markups. Markups
applied using this option are not compatible with Convert Spreadsheet Markups.
l Word — places the markup only on the exact matched text inside each cell that fits this rule. This option
is only available if Redaction is selected.
l Cell — places the markup on each cell that matches this rule. All of the content in the cell where a match
is made will be covered by the markup.
l Row — places the markup on the entire row where a cell matches this rule.
l Column—places the markup on the entire column where a cell matches this rule.
l Sheet — places a markup on the entire sheet where a cell matches this rule. If a match is found in the
sheet name and not any other cells in the sheet, only the sheet name will receive a markup.
l Include Sheet name & content — this option only displays when Sheet is selected. Select this
option to apply a markup to both the sheet name and the sheet when a match is found. If this
option is not selected and a match is found in the sheet name and not any other cells in the sheet,
only the sheet name will receive a markup.
l Markup SubType — select the style of markup you would like to place for this rule. The options available in this
drop-down menu are determined by the Redaction/Highlight/Inverse/Inverse Highlight toggle.

Note: Certain fields and file formats only support Text redactions. If you select a Markup SubType other than
Text, and the project applies markups to a location that only supports Text redactions, those redactions will
be changed to show the project's specified Fallback text. Areas where this applies include:
- All locations within a CSV
- Excel sheet names
- Excel headers & footers
- Excel comments
- Excel chart labels

l Place redactions on sheets without matches — select to place inverse redactions or highlights on any
sheets that do not have content that matches this rule. This option best used when you want the majority of the

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 documents to be redacted except for key information determined by this rule. This option can only be selected if
Inverse or Inverse Highlight are selected above.
l Word/Phrase — enter the words, phrases, and text that you would like to apply a markup to for this rule. Mul-
tiple words or phrases can be added to a single rule group. The words, phrases, and text you enter are case
sensitive.

Note: This field does not support dtSearch or wildcard syntax.

l Name — enter a name for this rule. Optionally, click on the drop-down menu to view a list of commonly used reg-
ular expressions as well as custom regular expressions users have created and select one to populate both the
Name and Regex fields. These commonly used regular expressions are a starting point and not intended be all-
inclusive of every variation of these patterns. Variations in document type, text quality, and pattern variability
should be considered when using regular expressions.

l Regex — enter a regular expression which can be used to identify important patterns like email addresses,
social security numbers, credit card numbers, and any other content that may appear in a regular pattern
throughout the documents in the selected saved search. Regular expressions require a name and the

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 expression to be valid. After saving the spreadsheet markup project, the regular expressions you entered can
be selected by name on other Redact automated projects within the same workspace. To see examples of com-
monly used regular expression terms, see Regular expression examples.

Note: If you use regex101.com to help form regular expressions to enter in Redact, ensure that you set it to
/gmi (global, multi-line, case insensitive) to help you better achieve the desired results in Relativity.
When using regular expressions, the scope of markups applied is based on word. When a regular expression
matches the word, it uses spaces to determine where to start and stop applying the markup. So if a set of words
do not have spaces between them, a markup will be applied to the entire set and not just the word that matches
your entered terms.
The following table includes potential terms that can be searched using regular expressions and an example of
a word or phrase that will be completely covered by a markup to illustrate this behavior:

Regular Expression Terms Marked up content

jane, smith, relativity jane.smith@relativity.com
police, woman policewoman
mother, in, law mother-in-law

l DtSearch - Enter a DtSearch syntax where you would like to apply markups to any matches based on the
Markup Scope and Markup SubType options selected. By default, Redact will apply markups to every term in a
search syntax. DtSearch uses cross-cell matching so if a rule has text that would span multiple cells, all cells
that contain a match will be redacted.
Optionally, you can apply markups to part of a DtSearch syntax. For example, apple w/2 pear causes both
apple and pear to receive markups. If you would like to apply a markup to one of the terms, in this case, apple,
use the following syntax: (?<redact>apple) w/2 pear.
Noise words and the alphabet list are not compatible with this field. We recommend using W/N operator for prox-
imity matches instead.

Note: Combining special characters or operators may lead to inaccurate results. We recommend using
Regex in these situations instead.
The following syntax options are available with this field:

Special characters or operators DtSearch functionality

AND, OR, NOT Boolean operators

?,* Wildcards
W/N (or WI) W/N operators
PRE Proximity with terms order
xfirstword, xlastword Built-in search words
() Operator precedence
"" Search words that are operators
% Fuzzy searching
~ Stemming
(<?redact> {term}) Partial redaction
!"#$&'()*+,./:;<=>?@{|}^{|}~˜ Special characters recognized as spaces that cause word breaks

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 Special characters or operators DtSearch functionality
# Phonic searching
= Numerical patterns

28.7.7 Running the project

Once you have created a project, you can run it to apply markups. To learn more, visit Running and reverting a Redact
project.

Note: If a document that is too large is included in a project, it may not receive markups. The maximum file size for
documents that can be opened in the Viewer and receive markups is determined by the Max-
imumNativeSizeForViewerInBytes instance setting. Increasing this instance setting's value can negatively impact
Relativity's performance.

28.7.8 Reviewing markups

After markups have been placed, it is a best practice to perform quality control on documents before they are
produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy.

28.7.9 Reviewing the original native document

When a spreadsheet document is prepared by Redact, there are changes made to the native file to facilitate markup
application. The changes include unhiding hidden columns, rows, and sheets. By the end of the preparation process,
the original document is backed up to an RDO and the native is replaced with the flattened document.
If you would like to validate what content was previously hidden in a spreadsheet file, you can use the Open Original
Native button to compare the document both before and after Redact preparation.
To access the original native file directly from the Viewer:

1. Navigate to the Documents tab and select a spreadsheet document from the list that has already been pre-
pared for Redact.
2. Click on the Open Original Native button.
A new browser window opens where you can click Native to view the native spreadsheet document or click Ori-
ginal Native Text to see the document before it was prepared for Redact.

28.8 Automated image markup project

Creating an image markup project allows you to apply markups to a group of imaged documents automatically saving
you time. You can create a project by entering words, terms, phrases, or regular expressions that you would like
Redact to apply markups to. Alternatively, you can enter the rules in a .csv file and upload it to Relativity to create the
rules for the image markup project. Once the project is created and run, markups will be applied automatically based
on the rules you create.

28.8.1 Before you begin

Consider creating a saved search with the documents you wish to apply markups to and a markup set that contains
the markups you wish to apply to your imaged documents before starting the image markup project creation process.

28.8.2 Creating an image markup project manually

To create an image markup project using rules that you manually set, do the following:

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 1. Navigate to the Redact Projects tab.

2. Click Create new project button.

3. Select the Image project option.
4. Complete the Create image markup project section fields. To learn more, visit Fields below.
5. Complete the Rules section fields. This section is optional and if you complete these fields, they will determine
how the image project applies markups. To learn more, visit Fields below. Alternatively, you can leave these
fields blank and upload a .csv file. To learn more, visit the Creating an image markup project using .CSV rules
below.
6. Click Save.

28.8.3 Creating an image markup project using .csv or .xlsm rules

While a project can be created manually, if you plan on running multiple kinds of projects with similar rules and terms,
you can save time by using the same copy of .csv or .xlsm rules for each project. Please note that you may still need to
adjust the scope in the rules based on which project you are running.
You can upload up to 100,000 rules in a .csv file though it is worth noting that the more rules are included in a .csv or
.xlsm file, the longer a project will take to run. Rules that are uploaded with a .csv file cannot be viewed in the Redact
interface and instead, you will need to download a copy of the .csv file and view it outside of Relativity.
Once you have entered the desired rules, save this file as a .csv before uploading to Relativity.
To create an image markup project using rules generated by a .csv file, do the following:

1. Navigate to the Redact Projects tab.

2. Click Create new project button.

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 3. Select the Image project option.
4. Enter a Project Name and select a Saved Search and Markup Set. Leave all other fields blank. For more
information on these fields, visit Fields below.
5. Click Save.
6. Click on Upload rules csv.
7. Select the desired .csv or .xlsm file from your workstation and click Open.
The file is uploaded and the rules will be created and added to the project.

28.8.4 Fields
The following sections and fields display while creating an image markup project:

Create image markup project section

The following fields display in this section:

l Project Name—enter the name for this new project.

l Language Code—enter the desired language code or codes if you wish to specify a non-English language for
OCR. English is selected by default and you do not need to alter this option if the documents should remain in
English. To learn more about how to enable non-English languages and enter codes, visit Redact Language
Support.

l Saved Search—click on the drop-down menu and select the saved search that you wish to apply markups to.
Optionally, you can enter a term or terms into search box at the top of the menu to help narrow results and find
the desired saved search.

l Markup Set—click on the drop-down menu and select the markup set that you wish to use to apply markups.

Rules section
The Rules section is optional and these fields determine how the image project will apply markups once it is run. After
completing the fields in this section, a new group of fields will appear below it so that you can create multiple rules in
an image project if desired.

Note: If you are uploading a .csv file, this section should be left blank. To learn more, visit Creating an image
markup project using .CSV rules.

The following fields display in this section:

l Redaction/Highlight toggle—determines which type of markup you will be applying for this rule.
l Markup Reason—enter a description of why the markup for this rule will be applied to make it easy to track
when reviewing markups using the Redact Navigation card.
l Markup Scope—determines the markup behavior when the project matches content in a document with a rule.
Select one of the following options:
l Character—places the markup on the exact match even if the match is part of a word. When this option
is selected, new OCR text is generated before markups are applied. This option can also be used to
redact information that is not a word such as an email handle or a social security number
l Word—places the markup on the entire word that matches this rule.
l Line—places the markup on the entire line of text where a word matches this rule.

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 l Paragraph—places the markup between the most recent previous carriage return and the next carriage
return where there is a word that matches this rule.
l Page—places a markup on the entire page where there is a word that matches this rule.
l Document—places a full-page markup on the entire document if there is a word that matches this rule.
l Markup SubType—select the style of markup you would like to place for this rule. The options available in this
drop-down menu are determined by the Redaction/Highlight toggle.
l Expand markup to full width of page—select to apply a markup that spans the entire width of the page when
a match is found. This option is intended for use with the Line, Paragraph, Page, or Document option in the
Markup Scope drop-down menu.
l Word/Phrase—enter the words, phrases, and text that you would like to apply a markup to for this rule. Multiple
words or phrases can be added to a single rule group. The words, phrases, and text you enter are case sens-
itive.

Note: This field does not support dtSearch or wildcard syntax.

l Name—enter a name for this rule. Optionally, click on the drop-down menu to view a list of commonly used reg-
ular expressions as well as custom regular expressions users have created and select one to populate both the
Name and Regex fields. These commonly used regular expressions are a starting point and not intended be all-
inclusive of every variation of these patterns. Variations in document type, text quality, and pattern variability
should be considered when using regular expressions.

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l Regex—enter a regular expression which can be used to identify important patterns like email addresses,
social security numbers, credit card numbers, and any other content that may appear in a regular pattern
throughout the documents in the selected saved search. Regular expressions require a name and the expres-
sion to be valid.
Regular expressions can make false matches with image markup projects. Markup placement is dependent on
the quality of HOCR produced from the source image. As a result, we recommend being defensive against com-
mon OCR mistakes. Each instance of any digit match can be replaced with a character replacement pattern that
will evaluate numbers as common alphanumeric characters. To do so simply replace the \d pattern with
[\dOIlZEASB].
After saving the image markup project, the regular expressions you entered can be selected by name on other
Redact projects within the same workspace. To see examples of commonly used regular expression terms, see
Regular expression examples.

Note: If you use regex101.com to help form regular expressions to enter in Redact, ensure that you set it to
/gmi, global, multi-line, case insensitive, to help you better achieve the desired results in Relativity.
When using regular expressions, the scope of markups applied is based on word. When a regular expression

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 matches the word, it uses spaces to determine where to start and stop applying the markup. So if a set of words
do not have spaces between them, a markup will be applied to the entire set and not just the word that matches
your entered terms.
The following table includes potential terms that can be searched using regular expressions and an example of
a word or phrase that will be completely covered by a markup to illustrate this behavior:

Regular Expression Terms Marked up content

jane, smith, relativity jane.smith@relativity.com
police, woman policewoman
mother, in, law mother-in-law

l DtSearch—enter a dtSearch syntax where you would like to apply markups to any matches based on the
Markup Scope and Markup SubType options selected. By default, Redact will apply markups to every term in a
search syntax. dtSearch uses cross-cell matching so if a rule has text that would span multiple cells, all cells
that contain a match will be redacted.
Optionally, you can apply markups to part of a dtSearch syntax. For example, apple w/2 pear causes both apple
and pear to receive markups. If you would like to apply a markup to one of the terms, in this case, apple, use the
following syntax: (?<redact>apple) w/2 pear.
Noise words and the alphabet list are not compatible with this field. We recommend using W/N operator for prox-
imity matches instead.

Note: Combining special characters or operators may lead to inaccurate results. We recommend using
Regex in these situations instead.
The following syntax options are available with this field:

Special characters or operators DtSearch functionality

AND, OR, NOT Boolean operators
?,* Wildcards
W/N (or WI) W/N operators
PRE Proximity with terms order
xfirstword, xlastword Built-in search words
() Operator precedence
"" Search words that are operators
% Fuzzy searching
~ Stemming
(<?redact> {term}) Partial redaction
!"#$&'()*+,./:;<=>?@{|}^{|}~˜ Special characters recognized as spaces that cause word breaks
# Phonic searching
= Numerical patterns

28.8.5 Running the project

Once you have created a project, you can run it to apply markups. To learn more, visit Running and reverting a Redact
project.

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28.8.6 Reviewing markups
After markups have been placed, it is a best practice to perform quality control on documents before they are
produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy. If markups
were placed on OCR text, we recommend using the View hocr button to validate project rule hit results. To learn
more, visit Using the Redact navigation card in the Image Viewer.

28.9 Automated image template markup project

An image template project can be used to propagate all of the markups applied to a single, imaged document to each
of the documents in a saved search. This is an effective way to apply markups in the same location for a group of
documents. For example, if there is sensitive information in a series of tax forms that you want to obscure, you can run
an image template project to apply the markups to each document.

28.9.1 Before you begin

To use this project, you will need to choose an imaged document and create a saved search.
The chosen document should contain markups in the locations where you want to apply markups to the documents in
your saved search. It is helpful to record the Control Number of this document because it will be entered in the
Template Document Control Number field when creating the project.
The saved search should contain the set of documents that will receive the markups in the same locations as the
chosen document.

28.9.2 Creating an image template markup project

To create an image template markup project, do the following:

1. Navigate to the Redact Projects tab.

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 2. Click Create new project in the upper-left.
3. Select the Image Template project option.
4. Complete the Create image template project section fields. To learn more, visit Fields below.
5. Click Save.

28.9.3 Fields
The following fields display in the Create image template project section:

l Project Name - Enter the name for this new project.

l Saved Search - Click on the drop-down menu and select the saved search that contains the documents you
wish to apply markups to. Optionally, you can enter a term or terms into search box at the top of the menu to
help narrow results and find the desired saved search.
l Markup Set - Click on the drop-down menu and select the markup set that you wish to use to apply markups.
l Template Document Control Number - Enter the control number of the document that you wish to use as the
source for markups and then propagate those markups to the documents in the saved search.

Note: The document you use for this field applies markups to documents in the saved search based on the
number of pages it has. For example, if you enter the control number for a document that only has one page,
when you run the project, it will only apply markups to the first page of all the documents in the saved search,
even if some of those documents contain two or more pages.

28.9.4 Running the project

Once you have created a project, you can run it to apply markups. To learn more, visit Running and reverting a Redact
project.

28.9.5 Reviewing markups

After markups have been placed, it is a best practice to perform quality control on documents before they are
produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy.

28.10 Automated PDF markup project

Creating a PDF markup project allows you to apply markups to the text of PDF files automatically saving you time.
Redact can apply markups to any part of a PDF file that has searchable text including: page text, headers, footers,
text-based annotations, form data, and field properties. You can create a project manually by entering words, terms,
phrases, or regular expressions that you would like Redact to apply markups to. Alternatively, you can enter the rules
in a .csv file and upload it to Relativity to create the rules for the PDF markup project. Once the project is created and
run, markups will be applied automatically based on your selected options.

28.10.1 Before you begin

Consider creating a saved search with the documents you wish to apply markups to and a markup set that contains
the markups you wish to apply to your PDF files before starting the PDF markup project creation process.

28.10.2 Supported file types

To learn more about which file types are compatible with Redact, see Redact supported file types.

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28.10.3 Creating a PDF markup project manually
To create a PDF markup project using rules that you manually set, do the following:

1. Navigate to the Redact Projects tab.

2. Click Create new project in the upper-left.

3. Select the PDF project option.
4. Complete the Create PDF markup project section fields. To learn more, visit Fields below.
5. Complete the Rules section fields. This section is optional and if you complete these fields, they will determine
how the PDF project applies markups. To learn more, visit Fields below. Alternatively, you can leave these
fields blank and upload a .csv file. To learn more, visit the Creating a PDF markup project using .csv rules sec-
tion below.
6. Click Save.

28.10.4 Creating a PDF markup project using .csv or .xlsm rules

While a project can be created manually, if you plan on running multiple kinds of projects with similar rules and terms,
you can save time by using the same copy of .csv or .xlsm rules for each project. Please note that you may still need to
adjust the scope in the rules based on which project you are running.
You can upload up to 100,000 rules in a .csv file though it is worth noting that the more rules are included in a .csv or
.xlsm file, the longer a project will take to run. Rules that are uploaded with a .csv file cannot be viewed in the Redact
interface and instead, you will need to download a copy of the .csv file and view it outside of Relativity.
Once you have entered the desired rules, save this file as a .csv before uploading to Relativity.
To create a PDF markup project using rules generated by a .csv file, do the following:

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 1. Navigate to the Redact Projects tab.
2. Click Create new project in the upper-left.
3. Select the PDF project option.
4. Enter a Project Name and select a Saved Search and Markup Set. Leave all other fields blank. For more
information on these fields, visit Fields below.
5. Click Save.
6. Click on Upload rules csv.
7. Select the desired .csv or .xlsm file from your workstation and click Open.
The file is uploaded and the rules will be created and added to the project.

28.10.5 Fields
The following sections and fields display while creating a PDF project:

Create PDF markup project section

The following fields display in this section:

l Project Name—enter the name for this new project.

l Saved Search—click on the drop-down menu and select the saved search that contains the documents you
wish to apply markups to. Optionally, you can enter a term or terms into search box at the top of the menu to
help narrow results and find the desired saved search.

l Markup Set—click on the drop-down menu and select the markup set that you wish to use to apply markups.
l PDF Version—select an option to determine which type of PDF file to apply markups to.
l Native—if selected, markups are applied to the original document and they are visible in the Native
Viewer.
l Stored—is selected, markups are applied to the stored PDF generated by the PDF application and the
markups are visible in the PDF Viewer.
l Remove All Attachments—check to remove all attachments from each document in your selected saved
search.

Rules section
The Rules section is optional and these fields determine how the PDF project will apply markups once it is run. After
completing the fields in this section, a new group of fields will appear below it so that you can create multiple rules in a
PDF project if desired.

Note: If you are uploading a .csv file, this section should be left blank. To learn more, visit Creating a PDF markup
project using .csv rules.

The following fields display in this section:

l Redaction/Highlight toggle—determines which type of markup you will be applying for this rule.
l Markup Reason—enter a description of why the markup in this group will be applied to make it easy to track
when reviewing markups in the Redact Navigation card.
l Markup Scope—determines the markup behavior when the project matches content in a document with a rule.
Select one of the following options:

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 l Character—places the markup on the exact match even if the match is part of a word. For example, if
Character is selected and you enter jane.smith for the rule, the project will match and apply a markup to
Jane's name in jane.smith@domain.com, however, it will not apply a markup to @domain.com.
l Word—places the markup on the entire word, even if only part of the word is matched. For example, if
Word is selected and you enter jane.smith for the rule, the project would apply a markup to the entire
email address when it matches jane.smith@domain.com.
l Line—places a redaction that spans the entire horizontal line for the given match.
l Markup SubType—select the style of markup you would like to place for this rule. The options available in this
drop-down menu are determined by the Redaction/Highlight toggle.
l Word/Phrase—enter the words, phrases, and text that you would like to apply a markup to for this rule. Multiple
words or phrases can be added to a single rule group. The words, phrases, and text you enter are case sens-
itive.

Note: This field does not support dtSearch or wildcard syntax.

l Name—enter a name for this rule. Optionally, click on the drop-down menu to view a list of commonly used reg-
ular expressions as well as custom regular expressions users have created and select one to populate both the
Name and Regex fields. These commonly used regular expressions are a starting point and not intended be all-
inclusive of every variation of these patterns. Variations in document type, text quality, and pattern variability
should be considered when using regular expressions.

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l Regex—enter a regular expression which can be used to identify important patterns like email addresses,
social security numbers, credit card numbers, and any other content that may appear in a regular pattern
throughout the documents in the selected saved search. Regular expressions require a name and the expres-
sion to be valid. After saving the PDF project, the regular expressions you entered can be selected by name on
other Redact projects within the same workspace. To see examples of commonly used regular expression
terms, see Regular expression examples.

Note: If you use regex101.com to help form regular expressions to enter in Redact, ensure that you set it to
/gmi (global, multi-line, case insensitive) to help you better achieve the desired results in Relativity.

When using regular expressions, the scope of markups applied is based on word. When a regular expression
matches the word, it uses spaces to determine where to start and stop applying the markup. So if a set of words
do not have spaces between them, a markup will be applied to the entire set and not just the word that matches
your entered term(s).
The following table includes potential terms that can be searched using regular expressions and an example of
a word or phrase that will be completely covered by a markup to illustrate this behavior:

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 Regular Expression Terms Marked up content
jane, smith, relativity jane.smith@relativity.com
police, woman policewoman
mother, in, law mother-in-law
l DtSearch—enter a dtSearch syntax where you would like to apply markups to any matches based on the
Markup Scope and Markup SubType options selected. By default, Redact will apply markups to every term in a
search syntax. dtSearch uses cross-cell matching so if a rule has text that would span multiple cells, all cells
that contain a match will be redacted.
Optionally, you can apply markups to part of a dtSearch syntax. For example, apple w/2 pear causes both apple
and pear to receive markups. If you would like to apply a markup to one of the terms, in this case, apple, use the
following syntax: (?<redact>apple) w/2 pear.
Noise words and the alphabet list are not compatible with this field. We recommend using W/N operator for prox-
imity matches instead.

Note: Combining special characters or operators may lead to inaccurate results. We recommend using
Regex in these situations instead.
The following syntax options are available with this field:

Special characters or operators DtSearch functionality

AND, OR, NOT Boolean operators
?,* Wildcards
W/N (or WI) W/N operators
PRE Proximity with terms order
xfirstword, xlastword Built-in search words
() Operator precedence
"" Search words that are operators
% Fuzzy searching
~ Stemming
(<?redact> {term}) Partial redaction
!"#$&'()*+,./:;<=>?@{|}^{|}~˜ Special characters recognized as spaces that cause word breaks
# Phonic searching
= Numerical patterns

28.10.6 Running the project

Once you have created a project, you can run it to apply markups. To learn more, visit Running and reverting a Redact
project.

Note: If a document that is too large is included in a project, it may not receive markups. The maximum file size for
documents that can be opened in the Viewer and receive markups is determined by the Max-
imumNativeSizeForViewerInBytes instance setting. Increasing this instance setting's value can negatively impact
Relativity's performance.

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28.10.7 Removing a markup applied by a project
To remove a markup that was automatically applied to a PDF document, do the following:

1. Open the desired document in the Viewer.

2. Click on the Redact PDF Markup Navigatoricon to expand it.
3. Ensure the Annotationsicon is selected.
4. Hover your cursor over the Redact button in the row of the markup you wish to remove and select Undo.
The selected markup is removed.

28.10.8 Reviewing markups

After markups have been placed, it is a best practice to perform quality control on documents before they are
produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy.

28.11 Automated production preparation project

Note: The production preparation project has been deprecated and as a result, this project should no longer be
used as part of your Redact workflow.

If you have documents that were locked by a production preparation project and you need to produce and export
them, we recommend using Import/Export. Any unlocked documents can also be exported using Import/Export but the
newly unlocked documents must be run or re-run as part of a production so that the markups are burned in before the
export.

28.12 Automated spreadsheet propagation project

The spreadsheet propagation project can be used to take the markups applied to an Excel spreadsheet and apply
them to another group of Excel documents that require similar markups. You can also take markups applied to a .csv
document and apply them to a different group of .csv documents. This project uses a saved search that contains the
source documents and a saved search with documents you wish to apply markups to and it propagates the markups
based on a duplicate identifier such as MD5 Hash.

28.12.1 Preparing Excel documents

We recommend running the Prepare Excel for Redact mass operation, formerly known as the Unhide Excel Content
mass operation, on all Excel documents before applying markups with Redact. This preparation is done to ensure
data is not lost after the markups are applied and also to prevent information that is covered by markups from being
restored by third parties.
To prepare Excel documents:

1. Navigate to the Documents tab.

2. Select the desired Excel documents from the list.
3. Click on the mass operations menu and select the Prepare Excel for Redact option.
4. Click Confirm.
The selected Excel documents are ready to receive markups using Redact.

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28.12.2 Before you begin
To run this project, you will need a source saved search that contains only the Excel or .csv documents with markups
that you wish to apply to other documents. Additionally, every document in this search should have a duplicate
identifier field selected. This saved search should not include any duplicate documents.
You will also need a destination saved search that contains all of the Excel or .csv documents that you wish to receive
markups. Both saved searches should only contain either Excel documents or .csv documents. These documents
should not contain any redactions, regardless of QC status, otherwise, they will be skipped by the project. Documents
in the previous, source saved search should not be included in this destination saved search. Document duplicates
are identified by the project based on the selected duplicate identifier field.

Note: Spreadsheet propagation projects are not compatible with nested saved searches. A nested saved search is
where one of the search conditions is in another saved search. Using a nested saved search may result in a project
that does not successfully complete.

28.12.3 Creating a spreadsheet propagation markup project

To create a spreadsheet propagation markup project, do the following:

1. Navigate to the Redact Projects tab.

2. Click the Create new project button.

3. Select the Spreadsheet propagation project option.
4. Complete the Create spreadsheet propagation project section fields. To learn more, visit Fields.
5. Click Save.

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28.12.4 Fields
The following fields display in the Create spreadsheet propagation project section:

l Project Name—enter the name for this new project.

l Duplicate Identifier—select the identifier that is assigned to the documents in the source saved search.
Source Documents

l Saved Search—click on the drop-down menu and select the saved search that contains either only Excel or
.csv documents with markups that you wish to use as the source to be applied to another group of Excel or .csv
documents. Optionally, you can enter a term or terms into search box at the top of the menu to help narrow res-
ults and find the desired saved search.

Note: Spreadsheet propagation projects are not compatible with nested saved searches. A nested saved
search is where one of the search conditions is in another saved search. Using a nested saved search may
result in a project that does not successfully complete.

l Markup Set—click on the drop-down menu and select the markup set that contains markups used on the doc-
uments in the source saved search.
Destination Documents

l Saved Search—click on the drop-down menu and select the saved search that contains either only the Excel
or .csv documents that you wish to receive markups from the source documents. Optionally, you can enter a
term or terms into search box at the top of the menu to help narrow results and find the desired saved search.

Note: Spreadsheet propagation projects are not compatible with nested saved searches. A nested saved
search is where one of the search conditions is in another saved search. Using a nested saved search may
result in a project that does not successfully complete.

l Markup Set—click on the drop-down menu and select the markup set that you wish to use to apply markups to
the destination Excel or .csv documents.

28.12.5 Running the project

Once you have created a project, you can run it to apply markups. To learn more, visit Running and reverting a Redact
project.

Note: If a document is skipped but does not appear to have markups associated with it, try clearing the markup set
and re-running the project.

Note: If a document that is too large is included in a project, it may not receive markups. The maximum file size for
documents that can be opened in the Viewer and receive markups is determined by the Max-
imumNativeSizeForViewerInBytes instance setting. Increasing this instance setting's value can negatively impact
Relativity's performance.

28.12.6 Reviewing markups

After markups have been placed, it is a best practice to perform quality control on documents before they are
produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy.

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28.12.7 Reviewing the original native document
When a spreadsheet document is prepared by Redact, there are changes made to the native file to facilitate markup
application. The changes include unhiding hidden columns, rows, and sheets. By the end of the preparation process,
the original document is backed up to an RDO and the native is replaced with the flattened document.
If you would like to validate what content was previously hidden in a spreadsheet file, you can use the Open Original
Native button to compare the document both before and after Redact preparation.
To access the original native file directly from the Viewer:

1. Navigate to the Documents tab and select a spreadsheet document from the list that has already been pre-
pared for Redact.
2. Click on the Open Original Native button.
A new browser window opens where you can click Native to view the native spreadsheet document or click Ori-
ginal Native Text to see the document before it was prepared for Redact.

28.13 Convert Spreadsheets Markup

You can use the Convert Spreadsheets Markup mass operation to change the highlights to redactions in a
spreadsheet document or vice versa regardless of whether the markups were created manually or by an automated
project. Alternatively, you could use this mass operation to change the redactions from one type in a spreadsheet file
to another.

Note: Only text or cell content redactions can be applied to .csv files.

28.13.1 Changing markup types

To switch markup types in a document or series of documents, do the following:

1. Navigate to the Documents tab and select any documents you wish to convert.
2. Select the Convert Spreadsheets Markup option from the mass operations bar.
3. Select the Markup Set you wish to convert and then select the Markup Type and Markup Subtype you wish to
convert from and to.
4. Click Submit.
The selected documents have the applied highlights converted to redactions or the applied redactions con-
verted to highlights and an email is sent to the user's email address that summarizes the results of the mass
operation.

28.13.2 Reviewing converted markups

There are some special considerations when reviewing converted markups or re-running spreadsheet projects that
involve converted markups. Once a document has had markups converted, using the Accept/Reject column in the
Redact Navigation card will remove and replace the converted markup. To learn more about the Redact Navigation
card, visit Reviewing markups to ensure accuracy.
However, if a spreadsheet project is reverted and run again, that project's rules will be reapplied and the conversions
applied by the Convert Spreadsheets Markup mass operation will be lost.

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28.14 Manual markups with spreadsheet files
Redact allows you to apply manual markups to Excel or .csv files in the Viewer. You can apply markups to specific
parts of an Excel file including the sheet names, charts, objects, and headers and footers. An audit of the markups
applied to each document can be viewed at any time to make tracking markups easy. You can also quickly locate any
markups in a document and approve or reject them as part of your quality control process by using the Redaction
Navigation card.

Note: Placing a markup on a document causes the coding layout to refresh. If you are editing a layout and place a
markup, any unsaved edits to the layout fields will be lost. We recommend editing the fields on a layout and saving
your changes before applying manual markups to a document.

If you would prefer to have markups applied automatically, see Automated spreadsheet markup project and
Automated spreadsheet propagation.

28.14.1 Preparing Excel documents

We recommend running the Prepare Excel for Redact mass operation, formerly known as the Unhide Excel Content
mass operation, on all Excel documents before applying markups with Redact. This preparation is done to ensure
data is not lost after the markups are applied and also to prevent information that is covered by markups from being
restored by third parties.
To prepare Excel documents:

1. Navigate to the Documents tab.

2. Select the desired Excel documents from the list.
3. Click on the mass operations menu and select the Prepare Excel for Redact option.
4. Click Confirm.
The selected Excel documents are ready to receive markups using Redact.

28.14.2 Excel file markup considerations

Note: Due to a limitation in the Excel file format, a cell cannot contain more than 32,000 characters. If you try to
apply a text redaction to a cell and it already contains 32,000 characters, the redaction is applied but you cannot
save it.

Excel files must be prepared for redaction prior to markup application. This preparation is done to ensure data is not
lost after the markups are applied and also to prevent information that is covered by markups from being restored by
third parties.
When you apply the first markup to an Excel file, the following will occur:

l All calculated fields are replaced with their original calculated values.
l All formulas are replaced with their calculated values.
l All pivot tables are replaced with their original calculated values.
l All change-history is removed from documents.
l All hidden and very-hidden rows, columns, and sheets are unhidden.
l All merged cells are un-merged.

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28.14.3 Supported file types
To learn more about which file types are compatible with Redact, see Redact supported file types.

28.14.4 .csv file markup considerations

Since .csv files are text-based, they function differently than Excel files. A .csv file must display in table format in the
Native Viewer before redaction options appear in the right-click menu. Only text or cell content redactions can be
applied to .csv files.
Redact supports single and double quote characters as qualifiers.
The following delimiters are supported for .csv files, in order of highest to lowest priority:

l Comma
l Tab
l Semicolon
l Colon
l Space
If no delimiter is found, the .csv file will display in a single column. Redact provides warning messages that indicate
which .csv files failed to match a delimiter to help you troubleshoot.

28.14.5 Applying markups to .csv files

Note: If you apply a markup to a cell where the text overflows into empty neighboring cells, just as in the native
application, the markup does not also overflow into empty neighboring cells. However, when the document is
produced and the markup is burned in, the text from the original cell no longer overflows and is completely hidden by
the markup.

You can apply redactions to a single cell or multiple cells by doing the following:

1. Open the desired .csv file in the Native Viewer.

2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
3. Select the desired cell or click and drag your cursor to select multiple cells.
4. Right-click on the highlighted area, hover your cursor over Relativity Redact in the right click-menu and then
hover your cursor over Redact again, and select the desired redaction type.
A redaction is applied to the selected area.

28.14.6 Applying markups to Excel files

Markups can be applied to many different elements of an Excel file as needed.

28.14.6.1 Manually applying markups

Note: If you apply a markup to a cell where the text overflows into empty neighboring cells, just as in the native
application, the markup does not also overflow into empty neighboring cells. However, when the document is
produced and the markup is burned in, the text from the original cell no longer overflows and is completely hidden by
the markup.

You can apply markups to a single cell or a series of rows or columns by doing the following:

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 1. Open the desired Excel file in the Native Viewer.
2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
3. Select either the desired cell, the desired row or column, or click and drag your cursor to select the area you
wish to apply a markup to.
4. Right-click on the highlighted area, hover your cursor over Relativity Redact in the right-click menu, and select
the desired markup option from the menu.
A redaction or highlight is applied to the selected area.

28.14.6.2 Applying the same markup repeatedly

For your convenience, you can rapidly apply the same markup to a single cell or a series of rows or columns by doing
the following:

1. Select and apply a markup to the Excel document. See Manually applying markups for more information.
2. Select the desired cell, row, or column that you wish to apply the same type of markup to.
3. Right-click and select the Redact - name of the previously applied markup option. During a session, the
name of this option updates to display the name of the markup type that was most recently applied.
A markup of the same type as was most recently applied is added to the currently selected cells, rows, or
columns.

28.14.6.3 Cell Content redactions

You can also edit the text of a single cell on-the-fly with this markup option. When a cell content redaction is applied,
background colors, patterns, and borders from the selected cell will be maintained. Additionally, the font, font size, and
color of the first word in the cell will be maintained in the redaction and any other fonts, font size, or colors in additional
words will not.
To edit the contents of a single cell using a cell content redaction, do the following:

1. Open the desired Excel file in the Native Viewer.

2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
3. Select the cell you wish to apply a redaction to.
4. Right-click on the highlighted cell and hover your cursor over Relativity Redact and then Redact, and finally,
select Cell Content.
The Redact Cell Text modal displays.
5. Edit the cell's text as desired to create the redaction.
6. Click Update Cell Content.
The Cell Content redaction is applied to the selected cell.

28.14.6.4 Sheet Name redactions

The name of a sheet within an Excel file can be redacted if it contains sensitive information.
To redact the name of a sheet, do the following:

1. Open the desired Excel file in the Native Viewer.

2. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
3. Click on the Sheet Names icon.

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 4. Click Redact in the row of the sheet name you wish to apply a redaction to.
The Redact Current Sheet Name modal displays.
5. Edit the sheet's name as desired to create the redaction.

Note: Due to a software requirement in Excel, each sheet name redaction you enter must be unique com-
pared to the other sheet names.

6. Click Redact.
The Sheet Name redaction is applied to the sheet.

28.14.6.5 Chart redactions

Note: Due to limitations of the .xls file format, the Review Interface is unable to visually represent markups applied
to either the full sheet chart or full sheet chart components. This does not impact Redact's ability to create markups
for these components or the branding process. The Download Marked Up File button can be used to verify markup
application.

To apply a redaction to a chart, do the following:

1. Open the desired Excel file in the Native Viewer.

2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.
3. Click on the Chart icon to display a list of all the charts in the document.
4. Click the Redact button on the right side of the chart's row you wish to redact.
A black box redaction is applied to the chart.
5. Optionally, to apply a redaction to either the chart title or labels, click on the name of the chart and then click on
the Redact button on the right side of any chart contents' row you wish to redact.

28.14.6.6 Comment redactions

To apply a redaction to a comment, do the following:

1. Open the desired Excel file in the Native Viewer.

2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigatoricon to expand it.
3. Click on the Commenticon to display a list of all the comments in the document.
4. Click on the comment you wish to redact.
The Redact Comment modal displays.
5. Edit the comment as desired to create the text redaction.
6. Click Save.
The redaction is applied to the comment.

28.14.6.7 Header and footer redactions

Headers and footers in Excel files are not visible in the Viewer. However, you can apply redactions to them by doing
the following:

1. Open the desired Excel file in the Native Viewer.

2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigatoricon to expand it.
3. Click on the Headersicon to display a list of headers in the document.

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 4. Optionally, you can navigate to the header or footer you wish to redact by clicking the drop-down menu and
selecting the desired option or clicking the Next or Prev links in the card.
5. Click on the header or footer you wish to redact.
The Redact Header/Footer modal displays.
6. Edit the header or footer as desired to create the redaction.
7. Click Save.
The redaction is applied to the header or footer.

28.14.6.8 Object redactions

Excel files may contain a variety of objects including:

l WordArt
l SmartArt
l Embedded documents (email, PowerPoint), images, equations, text boxes, and shapes
You can apply a black redaction to these objects, by doing the following:

1. Open the desired Excel file in the Native Viewer.

2. In the bottom toolbar, click on the Redact Spreadsheet Markup Navigator icon to expand it.
3. Click on the Objectsicon to display a list of objects in the document.
4. Click the Redact button on the right side of the object's row you wish to redact.
A black redaction is applied to the object you selected.

28.14.7 Convert Spreadsheets Markup

If markups have been applied to one or more documents, you can change all of the redactions to highlights or vice
versa using the Convert Spreadsheets Markup mass operation. To learn more visit, Convert Spreadsheets Markup.

28.14.8 Inverting markups

You can either select an entire markup or portions of a markup to remove it and restore the data that was hidden
underneath the markup. Inverted markups only removes markups from the selected areas, it does not apply any
markups to other portions of a document. Inverting markups also excludes areas of the document from branding. The
ability to invert markups replaces the revert markups feature.
Inversions are recorded in the Redact Spreadsheet Markup Navigator as having the Inverse value for the Markup
Type field. This makes inverted markups easy to find within a document. Alternatively, you can also apply inverted
markups automatically using a Redact project.
To apply an inverted markup:

1. Open the desired spreadsheet file in the Native Viewer.

2. Select either the desired cell, the desired row or column, or click and drag your cursor to select the area with a
markup that you would like to redact. Only cells that have markups will be inverted and cells without markups
will be unaffected by this process.
3. Right-click on the highlighted area and hover your cursor over Redact in the right-click menu and select Invert
Selection.
The selected markups, whether applied manually or by a Redact project, are removed from the document.

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 4. Optionally, you can review inverted markups in the Redact Spreadsheet Markup Navigator. You can also
remove an inverted markup to restore the previous markup by clicking the Reject icon in the Accept/Reject
column.

28.14.9 Excel document keyboard shortcuts

The following options are available to help you conveniently navigate Excel documents using your keyboard:

Keyboard Shortcut Action

Page up / Page down Scroll up or down one screen length in the document.
CTRL+End Select the bottom-right cell and move it into view.
CTRL+SHIFT+End Extend the current selection of cells to the bottom-right cell.
CTRL+Home Select the top-left cell and move it into view.
CTRL+SHIFT+Home Extend the current selection of cells to the top-left cell.
Arrow left / up / right / down Move the current selection left / up / right / down by one cell.
CTRL+Arrow left / up / right / down Move the current selection left / up / right / down by one cell.
CTRL+SHIFT+Arrow left / up / right / down Extend the current selection left / up / right / down.
Tab Move the current selection to the right by one cell.
Shift+Tab Move the current selection to the left by one cell.
CTRL+A Select the entire spreadsheet.
CTRL+Shift+Space Select the entire spreadsheet.
CTRL+Space Extend the current selection to include the full columns.
Shift+Space Extend the current selection to include the foll rows.

28.14.10 Reviewing markups

After markups have been placed, perform quality control on documents before they are produced. To learn more
about how to do this using Redact, visit Reviewing markups to ensure accuracy.

28.14.11 Reviewing the original native document

When a spreadsheet document is prepared by Redact, there are changes made to the native file to facilitate markup
application. The changes include unhiding hidden columns, rows, and sheets. By the end of the preparation process,
the original document is backed up to an RDO and the native is replaced with the flattened document.
If you would like to validate what content was previously hidden in a spreadsheet file, you can use the Open Original
Native button to compare the document both before and after Redact preparation.
To access the original native file directly from the Viewer:

1. Navigate to the Documents tab and select a spreadsheet document from the list that has already been pre-
pared for Redact.
2. Click on the Open Original Native button.
A new browser window opens where you can click Native to view the native spreadsheet document or click Ori-
ginal Native Text to see the document before it was prepared for Redact.

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28.14.12 Downloading and exporting marked up documents
You can download or export documents in the following ways:

l To download a copy of the native file without any markups, click on the document actions menu in the Viewer,
hover your cursor over the Download option, and then select Document native.

l To download a copy of a native spreadsheet file with the markups applied in the Native Viewer, click on the
Download Marked Up File button.
l To export multiple documents that have markups applied, run a production that includes these documents and
then export the production set using Import/Export.

28.15 Manual markups with PDF files

Redact allows you to apply markups to PDF files in the Viewer. An audit of the markups applied to each document can
be viewed at any time to make tracking markups easy. You can also quickly locate any markups in a document and
approve or reject them as part of your quality control process by using the Redaction Navigation card. Additionally, the
Original Text field in the Redaction Navigation card is now supported with PDF documents so that you can see what
text each markup covers.

Note: Placing a markup on a document causes the coding layout to refresh. If you are editing a layout and place a
markup, any unsaved edits to the layout fields will be lost. We recommend editing the fields on a layout and saving
your changes before applying manual markups to a document.

If you would prefer to have markups applied automatically, see Automated PDF markup project.

28.15.1 PDF markup considerations

You can see a preview of what markups will look like on a PDF file by using the Download Marked Up File button in the
toolbar at the bottom of the Viewer.

28.15.2 Supported file types

To learn more about which file types are compatible with Redact, see Redact supported file types.

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28.15.3 PDF basic redactions
To apply a black, text, or white redaction to a PDF, do the following:

1. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
2. Click the Redaction Mode icon. The black redaction tool is the default. Click the drop-down menu to select a dif-
ferent tool. You can select from the following:
l Black - creates a solid black box, like using a black marker. While you draw the box, a gray translucent fill
appears.
l Text - creates a white redaction box with black text. The text will fill the box by default. You can right-click
a text box redaction and select Edit to change the text redaction as desired. Alternatively, you can right-
click a text box redaction and select either most recent word or phrase you entered while editing a redac-
tion or if you have never edited or created a text redaction before, you can select Redacted instead. The
system admin determines which text options are available.
l White - creates a solid white box with a gray border. The gray border won't be printed or produced.
3. Draw the redaction boxes across the sections of the page you want to redact. You can draw in any direction.
The redaction is applied to the PDF file.

28.15.4 PDF highlights

To apply an highlight to a PDF, do the following:

1. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
2. Click the Highlight Mode icon and select a color from the drop-down menu. Blue is the default color.
3. Draw the highlight across the sections of text you want to highlight.
The highlight is applied to the PDF file.

28.15.5 Rejecting highlights or markups

To reject a markup or highlight so that it isn't included in production, do the following:

1. You can use either of the following methods to select highlights or markups:
l Hold down on Ctrl on your keyboard, and left-click on each highlight or markup you wish to reject.
l Right-click on a markup after selecting any other highlight or markup you would like to reject.
2. Do either of the following to reject the selected markups:
l If you right-clicked on a markup, select Reject from the right-click menu.
The selected markups are rejected.
l Otherwise, press the Delete key on your keyboard and click Reject in the modal.
The selected markups are rejected.

28.15.6 Reviewing markups

After markups have been placed, it is a best practice to perform quality control on documents before they are
produced. To learn more about how to do this using Redact, visit Reviewing markups to ensure accuracy.

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28.15.7 Downloading and exporting marked up documents
You can download or export documents in the following ways:

l To download a copy of the native file without any markups, click on the document actions menu in the Viewer,
hover your cursor over the Download option, and then select Document native.

l To download a copy of a native PDF file with the markups applied in the Native Viewer, click on the Download
Marked Up File button.
l To export multiple documents that have markups applied, run a production that includes these documents and
then export the production set using Import/Export.

28.16 Redact Audits

As users interact with markups in Redact, an audit of each action is maintained. You can use this audit to track who
applied markups, reverted them, and/or who approved/rejected each markup.
The ten most recent markup actions display in the Redact Audits tab. You can view additional markup actions by

clicking the left and/or right icons in the upper-right.

To download a .csv file that contains information on all markup actions to your workstation, click Download Audit
CSV.

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The following columns display in the Redact Audits tab:

Name Description
Details Displays the location (page number for PDF files or cell name for spreadsheet files) of the markup that
was created, reverted, or accepted/rejected. If the markup was applied to a chart, CHART displays
instead of the location.
Created On Displays the date and time that the action took place.
Created By Displays the name of the user who took the action.
Document Displays the name of the document where the action took place.
Action Displays the type of action taken by the user.

28.17 Redact Client Usage Report

Redact offers the Client Usage Report to help you track data and billing information.
You can generate a usage report to help you track how much you have used Redact for billing and/or data tracking
purposes. A usage report can be generated for a specific date range and it provides detailed usage statistics for each
workspace.

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To generate a Redact Client Usage Report, do the following:

1. Navigate to the Redact Client Usage Report tab.

2. Enter the Email Address where you would like to receive the usage report.
3. Click on the Report Date Range field and select or enter the desired range.
4. Click Request Usage Metrics Report.
After a short time, the email address you entered will receive an email with a CSV file attachment containing the
report.

Note: The placed markups in each report are calculated by taking the total number of markups placed within the
selected date range and subtracting the number of markups were both created and reverted within that date range.

28.18 Redact External Markups

If you have documents that cannot have markups applied in Redact or are too large for the Viewer, you can use
Redact External Markups to manage those documents. After adding documents to the External Markups tab by
selecting the Redact Document Warnings field, you can download each document, apply markups externally, and
then re-upload them. Documents with external markups can then be included in native productions along with any
other documents that are ready for production.

Note: We do not recommend applying external markups to a document unless it will only receive external markups.
If a document has external markups, it can no longer receive any other kinds of markups in Relativity to prevent pro-
duction errors.

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28.18.1 Example workflow
This workflow illustrates how External Markups can prevent reviewers from being disrupted while performing manual
redactions using Redact in the Viewer.

1. The case team identifies a set of PDF and spreadsheet files that are too big to display in the Viewer.
2. A saved search that includes only these large document files is created.
3. Add the documents to the Redact External Markup tab by checking the Redact Document Warnings and Can-
not be Redacted in Native Viewer field options. To learn more, see Adding documents to External Markups
tab.
4. Reviewers are granted access to the Redact External Markups tab.
5. Reviewers select the markup set that they used to apply any redactions to the documents.
6. Reviewers download documents to apply markups to externally.
7. Markups are placed using your tool of choice such as Microsoft Excel or Adobe Acrobat. If you are applying
markups using Excel, please note that applying a Fill Color over data does not safely redact that information.
Instead, any data in the cells you wish to redact should be removed:
a. Click on the cell you wish to redact.
b. Press Delete on your keyboard.
c. Right-click the cell and select Fill Color with Black selected.
8. The documents with external markups are re-uploaded to Relativity and ready for production.

28.18.2 File size considerations

To ensure high performance, there is a 4 GB file size limit for native files. Any native files that are 4 GB or above will
not receive markups using Redact.

28.18.3 Adding documents to External Markups tab

Once you have identified documents that need to have markups applied externally and placed them in a saved
search, do the following to add the documents to the External Markups tab:

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 1. Either edit an existing layout or create a new one and ensure that the layout includes the Redact Document
Warnings field.
2. Navigate to the Documents tab and open the saved search that contains the documents that you wish to apply
external markups to.
3. Select the documents you wish to add to the External Markups tab.
4. Select Edit in the mass operations toolbar.
The Edit X Document Item(s) pop-up displays.
5. Select the layout that contains the Redact Document Warnings field that you created for step 1 from the drop-
down menu in the upper-right.
6. Select Redact Document Warnings and then select Cannot be Redacted in Native Viewer.
7. Click Save.
The selected documents are added to the External Markups tab.

28.18.4 Recommended uses of External Markups

The following are examples of situations where we recommend using External Markups instead of the normal Redact
workflow:

File Type Description

PDF If a PDF file contains corrupted content, the PDF will not properly brand unless External
Markups is used.
PDF Large PDF files that are 1 GB or larger which contain 10,000 or more manual redactions
will potentially not brand correctly without using External Markups.
Spreadsheet Macros in spreadsheet files can cause issues with burning in markups unless External
Markups is used.
Spreadsheet If a cell in the spreadsheet file contains more than 32,000 characters, the spreadsheet
may not render correctly. We recommend using External Markups to ensure markups
are applied correctly.
Spreadsheet A large spreadsheet that is either 4 GB or larger or it contains 1,000 columns or more
can cause errors when applying markups.
Spreadsheet Redacting entire rows or columns may lead to different behavior in the Viewer versus
you download to your workstation. It is expected that the redacted row will only display
where there is text in the Viewer, but when you download the file, you will see text in
each cell spanning the entire row or column. Before preparing documents for production,
consider whether this behavior suits your needs and if not, you can use External
Markups.
Spreadsheet If columns are hidden in the original, spreadsheet document, there might be formatting
issues during production. We recommend QC'ing spreadsheets with hidden content
before production and if there are formatting issues, using External Markups instead.

28.18.5 External Markups tab columns

The following columns display in the External Markups tab:

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 Column
Description
Name
Control Displays the control number for each document. Click on the control number to open the document in
Number the Native Viewer.
Externally Displays Yes if the document has already had external markups applied.
Redacted
Download Click on the drop-down menu and select one of the following options:
l Prepared Native—download the prepared spreadsheet, which resembles the document you
see in Redact. The document will be flattened and the header and footer removed.
l Uploaded Externally Redacted File—download the file that was externally redacted using the
Example workflow. To learn more see Example workflow.
l Original Native—download the original, non-flattened version of the document before pre-
paration.
l Branded—download a version of the document that is branded from production.
Upload Click to select a document file that has external markups applied and upload it to replace the current
file.

28.19 Redact Language Support

While Redact only supports English when it is initially installed, it can support over 100 languages. If you are interested
in having non-English languages added to Redact, please contact Relativity Support.
Language packs can be included in an image project either individually or mixed together to cover multiple languages.
In some cases you may find that the results are more accurate if you use a single language pack even if there are
words in English in the documents. Since results can vary, we recommend testing non-English language support on a
set of documents before doing a full project run.

28.19.1 Language settings in Relativity

Documents should be loaded into Relativity with the proper language settings. This is an important component of
interacting with images for non-English languages and a critical requirement for non-Romance languages.
For example, if documents with Japanese text are being run using Redact, they will need to be loaded from a
processing engine that supports processing Japanese documents with the appropriate language settings.
If using Relativity Processing, select the Japanese language in either the processing set or processing profile. This
ensures that the extracted text is encoded correctly and can be used for comparison when determining how much
quality control is needed.

28.19.2 Entering Language Codes in an image markup project

If non-English languages have been enabled, please note the following:

l By default, projects will run with the eng code which causes English to be the only supported language.
l If there is a chance that multiple languages could be combined together in the documents, you can ensure the
languages receive the appropriate markups by adding a + between each language code. For example, entering
spa+eng causes Spanish and English to receive markups by a project.
l Language codes are prioritized from left to right so the left-most code will be given the highest priority.

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 l The Redact application only supports three character length for supported language codes. For example, if a
user entered chi_sim_vertas the language code for the trained data file chi_sim_vert.traineddata in an image
project, the project fails.
Instead, you should rename the trained data file to three characters like csv before uploading it to Relativity in
order to successfully use that trained data file.

28.20 Redact Project Status

The Redact Project Status tab lets you view all of the projects in an instance to track their status. This is useful when
there are multiple projects queued across an instance and you want to see when a particular project might begin.
Additionally, you can change the priority of projects that have been queued and have not been completed yet from this
tab. This allows you to prioritize key Redact projects when several have been queued. Only users who have the
system admin permission can access this tab.
To view the status of every project in an instance, do the following:

1. Navigate to the Redact Project Status tab.Projects are sorted from newest to oldest based upon when they
were created.

Note: Projects are sorted from newest to oldest based upon when they were created.

2. Optionally, apply filters to the Project Type, Name, and/or Current Status column to determine what project
information displays.
3. Optionally, you can click on the name of a workspace to navigate there and edit a project as needed.

28.20.1 Redact queue priority

Redact projects in the Default queue are ordered based on when a run begins. If one or more project is added to the
Priority queue, it will take precedence over any projects in the Default queue. To learn more about adding a project to
the Priority queue, see Redact project Priority queue below. Stopping a project will pause it until it is restarted. Pausing
a project will cause the next queued project to begin. Once a project is restarted, it is moved to the bottom of its
respective queue.

28.20.2 Redact project Priority queue

If there is more than Redact project queued, you can assign priority to one or more of those projects so that they will be
completed sooner than the projects in the Default queue. If multiple projects are in the priority queue at any given time,
those projects will be prioritized based on their start time. For example, if two projects are in the Priority queue, the
project that was started first will be run first and the project that was started second will be run second.
To add one or more Redact projects to the Priority queue, do the following:

1. Navigate to the Redact Project Status tab.

2. Select each queued projects that you would like to add to the Priority queue.
3. Click on the Change Queue button in the bottom-left.
4. Ensure Priority queue is selected and then click Change.
The selected Redact projects are added to the Priority queue and will begin running before projects in the
Default queue.

28.20.3 Removing a project from the Priority queue

If a Redact project has been added to the Priority queue and you no longer want it to have priority status, you can
move it back to the Default queue. To accomplish this task, do the following:

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 1. Navigate to the Redact Project Status tab.
2. Select each queued projects that is in the Priority queue that you wish to move to the Default queue.
3. Click on the Change Queue button in the bottom-left.
4. Select Default queue and then click Change.
The selected Redact projects are moved to the Default queue and the next project in the Priority queue will
begin immediately. If there are no projects in the Priority queue, the project with the earliest start time in the
Default queue will begin running.

28.21 Redact Reports

Redact Reports allow you to create a custom report that contains markup and/or document field information for all of
the documents in a saved search. A Markup Report contains a row for each markup applied to documents in the
selected saved search. A Document Report contains a single row for each document in the saved search so you can
efficiently view document field information. The user that generates the report receives a .csv copy via email.

28.21.1 Available report fields

Redact can report on any field that is currently associated with the document object, Redact specific fields, and fields
from the Viewer redaction table. This flexibility allows the creation of many different types of reports.

Note: Avoid using long text fields for Redact reports because they may result in a malfunctioning .csv file.

After choosing the fields for the report, they can re-ordered. The first field selected will be the left-most column in the
report, while the bottom will be the right-most column.

28.21.2 Generate a Markup or Document Report

To generate a Markup or Document Report and receive it via email, do the following:

1. Navigate to the Redact Reports tab.

2. Click the Markup Report button to create a report that contains a row for each markup in the included doc-
uments or click Document Report button to create a report that contains a single row of information for each
included document.
3. From the Saved search drop-down menu, select a saved search that contains the documents you wish to gen-
erate a report about. Optionally, you can enter a term or terms into search box at the top of the menu to help nar-
row results and find the desired saved search.
4. Select the desired fields you wish to be included in the report in the Available Report Fields section and click on
the right arrow icon to add them to the Fields Included in Report section.

Note: Regardless of which report you select, markup and document fields are available to be added to the
report. The selected fields may display differently depending on which report you select.

5. Once all of the desired fields have been added to the Fields Included in Report section, click Generate Report.
The user that generated the report receives a copy via email. A Markup Report will have the following naming
convention: RedactionLog_<WorkspaceArtifactID>_<YYYY-MM-DD> and a Document Report will have the fol-
lowing naming convention: DocumentLog_<WorkspaceArtifactID>_<YYYY-MM-DD>.

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28.21.3 Redact specific fields
The following fields in the table below are populated by Redact or the Viewer Redaction table. In some cases, the data
may be collected from both Redact and the Viewer Redaction table simultaneously such as Markup Scope which can
be provided by Redact for spreadsheet redactions, but the Viewer redaction table for image redactions.

Field Description Additional Results

Markup Displays TRUE if the markup has been approved in the Redact Navigator
Approved card.
Markup Displays the cell name where the markup is located in a spreadsheet doc-
Location ument.
Markup The type of redaction placed. Redaction or highlight
Type
Markup The markup scope selected when placing the markup. This value is l Images: Word /
Scope provided for both Redact and Viewer created markups. Line / Paragraph /
Page / Document /
l Native Spread-
sheet: Cell / Sheet
/ Row / Column
Markup The markup subtype selected when placing the markup. This value is l Redaction: Black /
SubType provided for both Redact and Viewer created markups. Text / White /
Cross / Inverse
l Highlights: Yellow
/ Green / Blue /
Orange / Pink /
Purple
Markup Text The text entered when placing a redaction. This value is provided for both
Redact and Viewer created text redactions.
Markup Set The markup set that a redaction is associated with. This value is provided
for both Redact and Viewer created redactions.
Markup The reason that was specified when creating the Redact rule groups. This
Reason field is exclusive to Redact.
Markup The page number where the markup is placed.
Page Num-
ber
Markup Cell The cell location where a native spreadsheet markup is placed.
Markup The spreadsheet file that was redacted during an automated spreadsheet
Sheet job.
Markup Displays if the markup was created by a Redact automated project or not.
Automated This field can display both True and False when generating the privilege
log report type.
Markup Displays the user who created the markup. If the markup was the result of
Created By a Redact project, it will display the user who executed the job.

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 Field Description Additional Results
Markup Displays the date and time when a markup was applied.
Timestamp
Original Displays the text that is obscured by each markup. If the text is longer than
Text the character limit, an abbreviated version of the word(s) will display in the
report.
Project Displays the name of the Redact project that applied each markup.
Name
Rule Name Displays the name of the rule that resulted in the match and caused a
markup to be applied by the Redact project.

28.22 Redact Settings

The Redact Settings tab lets you determine what text displays in the text redaction options when you access the right-
click menu in a spreadsheet document.

The Default Redaction Text field can be edited to determine the contents of the text redaction that is applied when the
Custom Redaction Text option is selected from the right-click menu.
Additionally, you can create convenient text redaction options by entering them in the Predefined Redaction Text
field and clicking Add. These options will be displayed in the Text Redaction modal when the Text option is selected in
the right-click menu.
If it is no longer needed, a Predefined Redaction Text option can be removed by clicking the red X in that option's row.

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28.23 PDF annotation and attachment markups
Markups can be applied to PDF annotations and attachments. The different types of annotations and attachments are
described below as well as how to apply markups to them.

28.23.1 PDF annotation redactions

Annotations are commonly used in PDFs and with Redact you can apply markups to any annotations you desire.
There are two different kinds of annotations used in PDF files including annotations that are used to mark up the PDF
file and annotations that consist of interactive forms or multimedia. To learn more about the different annotations, see
PDF annotation types below.

28.23.1.1 PDF annotation types

There are two types of PDF annotations: markups and non-markup annotations.

Markup annotations
There are three types of markup annotations:

l Free text annotations which placed on text in a PDF file.

l Pop-up associated annotations include Text, Line, Square, Circle, Highlight, Underline, Strikeout, Rub-
berStamp, Caret, Ink, and File Attachments.
l Text Markup annotations are a subtype of pop-up associated annotations and contain one or more words
in a document upon which the pop-up is associated with. They also include markup annotations such as
Underline, Strikeout, Caret, Squiggly, etc.
l Sounds annotations do not have a pop-up window but may have associated text specified by the Contents
entry.

Non-markup annotations
Pop-up annotations typically do not appear by themselves and have a parent property which is associated to a markup
annotation.
If no parent association is defined for a pop-up annotation, the Viewer may use the pop-up annotation's content as the
text for the annotation.

28.23.1.2 Applying redactions to PDF annotations

To apply a redaction to a PDF file with annotations do the following:

1. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
2. Click the Redaction Mode icon. The black redaction tool is the default. Click the drop-down menu to select a dif-
ferent tool. You can select from the following:
l Black - creates a solid black box, like using a black marker. While you draw the box, a gray translucent fill
appears.
l Text - creates a white redaction box with black text. The text will fill the box by default. To change the font
size, keep the redaction box selected and click the Font Size drop-down menu, and then select a new
font size from the drop-down menu. You can right-click a text box redaction and select Edit to change the
text redaction as desired. Alternatively, you can right-click a text box redaction and select either most
recent word or phrase you entered while editing a redaction or if you have never edited or created a text
redaction before, you can select Redacted instead. The system admin determines which text options are

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 available.
l White - creates a solid white box with a gray border. The gray border won't be printed or produced.

3. Draw the redaction boxes across the annotation you want to redact. You can draw in any direction.

Note: You cannot redact part of an annotation. If a redaction is applied to an annotation, the entire annotation
will be redacted.
The redaction is applied to the PDF file.

28.23.2 Redacting PDF attachments

PDF files that contain embedded files can also be redacted with Redact. Embedded files often contain multimedia
content but they can also be a means of retaining an external file reference when the PDF file is archived or
transmitted. PDF attachments can be manually redacted in the Redact Navigation card. Alternatively, if you would like
PDF files to be redacted through automation, see Automated PDF markup project.

28.23.2.1 Applying markups to PDF attachments

To apply a markup to a PDF file with attachments do the following:

1. Select the desired markup set in the bottom-left drop-drown menu. If None is selected, you will not be able to
apply markups.
2. Click the Redaction Mode icon. The black redaction tool is the default. Click the drop-down menu to select a dif-
ferent tool. You can select from the following:
l Black - creates a solid black box, like using a black marker. While you draw the box, a gray translucent fill
appears.
l Text - creates a white redaction box with black text. The text will fill the box by default. To change the font
size, keep the redaction box selected and click the Font Size drop-down menu, and then select a new
font size from the drop-down menu. You can right-click a text box redaction and select Edit to change the
text redaction as desired. Alternatively, you can right-click a text box redaction and select either most
recent word or phrase you entered while editing a redaction or if you have never edited or created a text
redaction before, you can select Redacted instead. The system admin determines which text options are
available.
l White - creates a solid white box with a gray border. The gray border won't be printed or produced.
3. Draw the redaction boxes across the annotation you want to redact. You can draw in any direction.

Note: Attachments that are redacted will be removed completely from the document. If you would like to view
the file with the attachment removed, click on the Download Marked Up File button or run a production that
includes the PDF document.
The redaction is applied to the PDF file.

28.24 Regular expression examples

Regular expressions can be used to help locate sensitive information including contact information, credit card
numbers, and personal identification numbers. Examples of regular expressions that can be used to create rules are
provided below.

Note: The provided examples are meant to be a starting point for your Redact projects. They are not guaranteed to
find and apply markups to every piece of sensitive information. We recommend double-checking documents before
production to ensure that all sensitive information is properly redacted.

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28.24.1 Before you begin
28.24.1.1 Image markup considerations
If you are using regular expressions for an automated image markup project, results may be improved by being
defensive against common OCR mistakes. Each instance of any digit match can be replaced with a character
replacement pattern that will evaluate numbers as common alphanumeric characters.
To do so replace the \d pattern with [\dOIlZEASB]. This type of defensive matching is not typically needed for
spreadsheets.

28.24.1.2 Named groups

To specify that only part of a regular expression match should be redacted, use the <redact> named group. Only one
named group can be used per rule.
For example, the regular expression TFN(:|:\s|\s|)(?<redact>(\d{8,9}) will match TFN: 12345678 but will only apply a
markup on the 12345678.

28.24.2 Email addresses and phone numbers regular expressions

Name Description Example
France This regular \b([0O]?[1lI][1lI])?[3E][3E][0O]?[\dOIlZEASB]{9}\b
Phone expression can
Numbers be used to redact
french phone
numbers that
include the coun-
try code but do
not have delim-
iters.
Germany This regular \b[\d\w]\d{2}[\d\w]{6}\d[\d\w]\b
Phone expression can
Numbers be used to redact
German phone
numbers.
UK Phone This regular \b([0O]?[1lI][1lI])?[4A][4A][\dOIlZEASB]{10,11}\b
Numbers expression can
be used to redact
UK phone num-
bers that include
country code but
does not have
delimiters.
US Phone This regular \b((\+|\b)[1l][\-\. ])?\(?\b[\dOlZSB]{3,5}([\-\. ]|\) ?)[\dOlZSB]{3}[\-\. ][\dOlZSB]{4}\b
Numbers expression can
be used to redact
US phone num-
bers. It is recom-
mended to test
this regex on a

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 Name Description Example
website like
regex 101 with
the phone num-
bers that appear
in your document
set before run-
ning it in a project
to validate that it
will match. This
regular expres-
sion may be
overly aggress-
ive so sampling
is recommended.
US Street This regular \b\d{1,8}\b[\s\S]{10,100}?\b(AK|AL|AR|AZ|CA|CO|CT|DC|DE|FL|GA|HI|IA|ID|
Address expression uses IL|IN|KS|KY|LA|MA|MD|ME|MI|MN|MO|MS|MT|NC|ND|NE|NH|NJ|NM|NV|NY|OH|
a multi-state con- OK|OR|PA|RI|SC|SD|TN|TX|UT|VA|VT|WA|WI|WV|WY)\b\s\d{5}\b
ditional hint to
redact street
addresses. Sim-
ilar to phone num-
bers, this regular
expression
should be
sampled for
desired results
before running
against the full
document set.

28.24.3 Universal regular expressions

Name Description Example

Dates This regular expression will match dates. \b([0-3]?\d(st)?(th)?|jan|feb|mar|apr|may|jun|jul|

aug|sep|oct|nov|dec)[/\- ]([0-3]?\d(st)?(th)?|-
jan|feb|mar|apr|may|jun|jul|aug|sep|oct|nov|dec)[/\- ]\d
{2,4}\b
Email This regular expression will match and redact \b[a-z0-9._%\+\-—|]+@[a-z0-9.\-—|]+\.[a-z|]{2,6}\b
Addresses full email addresses.
Redact spe- \b[a-z0-9._%\+\-—|]+@(gmail|Relativity)\.[a-z|]{2,6}\b
cific email
domains
Exclude \b[a-z0-9._%\+\-—|]+@[a-z0-9.\-—|]+\.[a-z|]{2,6}
specific (?<!Relativity.com|gmail.com)\b
email
domains

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 Name Description Example
Partial text (?<redact>[a-z0-9._%\+\-—|]+)@[a-z0-9.\-—|]+\.[a-z|]
(redact {2,6}
local email)
Birth Dates This regular expression uses contextual hints \b(birth|birthdate|birthday|dob|born)\W+(?:\w+\W+)
to locate and redact dates that are in {0,5}?(?<REDACT>(\d{4}|\d{1,2})[\/\-]\d{1,2}[\/\-](\d
proximity to words that typically denote birth {4}|\d{1,2}))\b
dates. It's important to understand that while
dates are regular patterns, birth dates are not.

If a non-birth date exists within close

proximity of our contextual hits, it will be
redacted. The contextual hint words in this
regular expression are:

l birth
l birth date
l birthday
l date of birth
l born
IPv4 This regular expression will match and gen- \b\d{1,3}\.\d{1,3}\.\d{1,3}\.\d{1,3}\b
eral IPv4 addresses.
IPv6 This regular expression will match and gen- \b([\d\w]{4}|0)(\:([\d\w]{4}|0)){7}\b
eral IPv6 addresses.
Pre-OCR or This regular expression does not find \A
HOCR matches or apply markups. Instead, you can
images use this regular expression to begin running
without any OCR for a large project without needing to cre-
redaction ate other rules first. You can then add the
rules rules for matching terms while the OCR is run-
ning at your convenience.
Redact text \bTerm\s?(?<redact>[\d]{9})
after key
term

28.24.4 Financial accounts regular expressions

28.24.4.1 Credit cards
If using the regular expressions below for an automated image markup project, results may be improved by being
defensive against common OCR mistakes. Each instance of any digit match can be replaced with a character
replacement pattern that will evaluate numbers as common alphanumeric characters.
To do so simply replace the \d pattern with [\dOIlZEASB]. This type of defensive matching is not typically needed for
spreadsheets.

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Visa, MasterCard, AmEx

\b((4\d{3}|5[1-5]\d{2}|2\d{3}|3[47]\d{1,2})[\s\-]?\d{4,6}[\s\-]?\d{4,6}?([\s\-]\d
{3,4})?(\d{3})?)\b
This regular expression matches the following samples.
Visa

l 4532613257548007
l 4716563756075937
l 4929038415234561233
l 4718 4123 4142 4124
l 4716-5637-5607-5937
MasterCard

l 2720-9928-3988-7281
l 2720992839887281
l 5461718001676921
l 5489790994470834
l 5489 7909 9447 0834
l 5489-7909-9447-0834
American Express

l 372714876128394
l 346781676352683
l 376506566639896
l 3765 065666 39896
l 3467 816763 52683
l 3400 0000 0000 009

Individual brand credit cards

Card name Regular Expressions

American \b3[47][0-9]{13}\b
Express
card
BCGlobal \b(6541|6556)[0-9]{12}\b
Carte \b389[0-9]{11}\b
Blanche
card
Diners Club \b3(?:0[0-5]|[68][0-9])[0-9]{11}\b
card

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 Card name Regular Expressions
Discover \b65[4-9][0-9]{13}|64[4-9][0-9]{13}|6011[0-9]{12}|(622(?:12[6-9]|1[3-9][0-9]|[2-8][0-9][0-9]|9[01][0-
card 9]|92[0-5])[0-9]{10})\b
Insta Pay- \b63[7-9][0-9]{13}\b
ment card
JCB card \b(?:2131|1800|35\d{3})\d{11}\b
Korean \b9[0-9]{15}\b
Local card
Laser card \b(6304|6706|6709|6771)[0-9]{12,15}\b
Maestro \b(5018|5020|5038|6304|6759|6761|6763)[0-9]{8,15}\b
card
Mastercard \b(?:4[0-9]{12}(?:[0-9]{3})?|[25][1-7][0-9]{14}|6(?:011|5[0-9][0-9])[0-9]{12}|3[47][0-9]{13}|3(?:0[0-5]|
[68][0-9])[0-9]{11}|(?:2131|1800|35\d{3})\d{11})\b
Solo card \b(6334|6767)[0-9]{12}|(6334|6767)[0-9]{14}|(6334|6767)[0-9]{15}\b
Switch card \b(4903|4905|4911|4936|6333|6759)[0-9]{12}|(4903|4905|4911|4936|6333|6759)[0-9]{14}|
(4903|4905|4911|4936|6333|6759)[0-9]{15}|564182[0-9]{10}|564182[0-9]{12}|564182[0-9]
{13}|633110[0-9]{10}|633110[0-9]{12}|633110[0-9]{13}\b
Union Pay \b(62[0-9]{14,17})\b
card
Visa card \b4[0-9]{12}(?:[0-9]{3})?\b
Visa Master- \b(?:4[0-9]{12}(?:[0-9]{3})?|5[1-5][0-9]{14})\b
card

Other financial accounts

Name Description Example

American This regular expression \b((0[0-9])|(1[0-2])|(2[1-9])|(3[0-2])|(6[1-9])|(7[0-2])|80)([0-9]{7})\b
Banker Asso- matches the following ABA
ciation routing numbers:
(ABA) transit l 011103093
routing num-
bers l Florida 067014822

l Maine 211274450
l Massachusetts/Rhode
Island 211370545
l Metro DC/Maryland/Vir-
ginia 054001725
l New Hampshire
011400071
l New Jersey/Delaware
031201360
l New York – Metro NYC

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 Name Description Example

or former Commerce
customers 026013673
l New York – Upstate
NY or former Banknorth
customers 021302567
l North Carolina/South
Carolina 05390219
l Pennsylvania
036001808
l Vermont 011600033
US ABA This regular expression can \b(0[0-9]|1[0-2]|2[1-9]|3[0-2]|6[1-9]|7[0-2]|80)\d{7}\b
Routing be used to apply markups to
Transit Num- an ABA routing number.
ber
SWIFT This regular expression can \b[A-Z]{6}[A-Z0-9]{2}([A-Z0-9]{3})?\b
Code be used to redact SWIFT
codes for payment instruction
information.
IBAN Codes This regular expression can (?:(?:IT|SM)\d{2}[\w]\d{22}|CY\d{2}[\w]\d{23}|NL\d{2}[\w]{4}\d
be used to redact IBAN codes {10}|LV\d{2}[\w]{4}\d{13}|(?:BG|BH|GB|IE)\d{2}[\w]{4}\d{14}|GI\d{2}
for payment instruction inform- [\w]{4}\d{15}|RO\d{2}[\w]{4}\d{16}|KW\d{2}[\w]{4}\d{22}|MT\d{2}[\w]
ation. {4}\d{23}|NO\d{13}|(?:DK|FI|GL|FO)\d{16}|MK\d{17}|
(?:AT|EE|KZ|LU|XK)\d{18}|(?:BA|HR|LI|CH|CR)\d{19}|
(?:GE|DE|LT|ME|RS)\d{20}|IL\d{21}|(?:AD|CZ|ES|MD|SA)\d
{22}|PT\d{23}|(?:BE|IS)\d{24}|(?:FR|MR|MC)\d{25}|
(?:AL|DO|LB|PL)\d{26}|(?:AZ|HU)\d{27}|(?:GR|MU)\d{28})

28.24.5 Government identification numbers regular expressions

These regular expressions can be used to help you apply markups to personally identifiable information related to
government records such as tax IDs, government issued IDs, and more.

Name Description Example

Argentina This regular expression matches the following examples: \d{2}\.\d{3}\.\d{3}
National Iden-
l 34.960.099
tity (DNI) Num-
ber l 63.889.141

l 40.571.278
l 45.855.200
l 80.933.831
Australia Tax The Australian tax file number is typically 8-9 digit numbers
File Number preceded by TFN. Other indicators in the government website
may say things like payee's tax file number or tax file number.

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 Name Description Example
Typically, you can use these indicators to confirm that the 8-9
digits are a TFN. To apply markups, you will need to select the
Character option for the Markup Scope field as well.
For example, when the TFN appears like TFN: 12345678, you
can search for TFN: and then use the Redact named group
redaction hint to only redact the numbers.
TFN(:|:\s|\s|)(?<redact>(\d{8,9})
This regular expression will match TFN: 12345678 but will only
place a redaction on the 12345678.
Canada Pass- This regular expression will match Canadian passport IDs. \b[\w]{2}[\d]{6}\b
port ID
Canada This regular expression will match Canadian postal codes. \b[a-z]\d[a-z][ -]?\d[a-z]\d\b
Postal code
Canada This regular expression will match Canadian insurance num- \b(\d{3}[\—\-_]\d{3}[\—\-_]\d{3})|(\d
Social Insur- bers. {9})\b
ance Number
Croatia Vat ID This regular expression will match Croatian VAT ID card num- \bHR\d{11}\b
card number ber.
Czech Repub- This regular expression will match Czech Republic VAT ID card \bCZ\d{8,10}\b
lic Vat ID card number.
number
Denmark Per- This regular expression will match Denmark Personal ID num- \b\d{10}|\d{6}[-\s]\d{4}\b
sonal ID num- ber.
ber
France This regular expression will match France's National ID card \b\b\d{12}\b\b
National ID (CNI).
card (CNI)
France Social This regular expression will match France's Social Security \b\d{13}|\d{13}\s\d{2}\b
Security Num- Number (INSEE).
ber (INSEE)
France This regular expression will match France's Driver's license ID. \b\d{12}\b
Driver's
License ID
France Pass- This regular expression will match France's Passport ID. \b\d{2}11\d{5}\b
port ID
Germany ID This regular expression will match Germany's ID card number. \bl\d{8}\b
card number
Germany This regular expression will match Germany's Passport ID. \b[cfghjk]\d{3}\w{5}\d\b
Passport ID
Germany This regular expression will match Germany's Driver's License \b[\d\w]\d{2}[\d\w]{6}\d[\d\w]\b
Driver's ID.
License ID

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 Name Description Example
Ireland Per- This regular expression will match Personal Public Service \b\d{7}\w{1,2}\b
sonal Public (PPS) Number.
Service (PPS)
Number
Netherlands This regular expression will match Citizen's Service (BSN) num- \b\d{8}|\d{3}[-\.\s]\d{3}[-\.\s]\d{3}\b
Citizen's Ser- ber.
vice (BSN)
number
Poland This regular expression will match Poland's National ID \b\d{11}\b
National ID (PESEL).
(PESEL)
Portugal Cit- This regular expression will match Portugal's Citizen Card Num- \d{9}[\w\d]{2}|\d{8}-\d[\d\w]{2}\d
izen Card ber.
Number
Spain Social This regular expression will match Spain's Social Security Num- \b\d{2}\/?\d{8}\/?\d{2}\b
Security Num- ber.
ber (SSN)
Sweden Pass- This regular expression will match Sweden's Passport ID. \b\d{8}\b
port ID
United King- This regular expression will match United Kingdom's Passport \b\d{9}\b
dom Passport ID.
ID
United King- This regular expression will match United Kingdom's Driver's \b[\w9]{5}\d{6}[\w9]{2}\d{5}\b
dom Driver's License ID.
License ID
United King- This regular expression will match United Kingdom's National \b\d{3}\s\d{3}\s\d{4}\b
dom National Health Service (NHS) number.
Health Ser-
vice (NHS)
number
United States These regular expressions are optimized for image and spread- Image Projects
Social Secur- sheet documents respectively. The image version of the SSN \b[\dlZEASBO]{3} [\dlZEASBO]{2}
ity Number Regex is specifically created to be defensive against common [\dlZEASBO]{4}|([\dlZEASBO] ?)
(SSN) OCR mistakes such as 1 being read as l, i, or I. {3}[\—\-_] ?([\dlZEASBO] ?){2}[\—
\-_] ?([\dlZEASBO] ?){4}\b

Spreadsheet Projects
\b[\d]{3} [\d]{2} [\d]{4}|([\d] ?){3}[\—
\-_] ?([\d] ?){2}[\—\-_] ?([\d] ?){4}\b

Spreadsheet and PDF projects

redact all but the last four digits of
SSN with spaces

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 Name Description Example
(?<redact>\b[\d]{3} [\d]{2}) [\d]{4}

Spreadsheet and PDF projects

redact all but the last four digits of
SSN with hyphens
(?<redact>([\d] ?){3}[\—\-_] ?([\d]
?){2}[\—\-_]) ?([\d] ?){4}\b
US Federal This regular expression will match the Federal Employer ID num- \b[0-9]{2}[—\-][0-9]{7}\b
Employer ber.
Identification
Number

28.25 Reviewing markups to ensure accuracy

After markups have been applied, whether it be manually or automatically by a project, it is important to review them
for quality control purposes. The Redact Navigation card allows you to track whether a markup has been reviewed and
remove any markups that are no longer needed. Alternatively, to ensure that automated projects applied markups
correctly, you can use Quality Review to compare the number of matches found in the extracted text of a document
versus the number of markups that were applied by the project(s) to help you identify discrepancies before producing
documents.

28.25.1 Using the Redact Navigation card to review markups

The Redact Navigation card offers you the ability to indicate that a markup has been approved or you can remove any
markups that are no longer needed as you perform quality control. After a markup has been applied to a document,
the file will be marked with Yes for the Redact - Has Native Redactions field. You can then create a saved search
using that field to organize a set of documents that have had markups applied in Redact. For more information on this,
see Searching for documents with Redact fields.

After opening a document in the Viewer, click the Redact Markup Navigator icon in the bottom-left to expand the
Redact Navigation card. Each markup is displayed in its own row that provides additional information described below.
Optionally, you can click the Approve icon to approve a markup or click the Reject icon to remove the markup from the
document as part of your quality control process.
If you want to approve or reject several markups at once, select the desired markups manually or choose All from the
Checked drop-down menu, and then click Accept or if you want to reject all markups, click Reject.
While viewing the Redact Navigation card in the Image Viewer, you can download a CSV report to your workstation

that includes Redact related information by clicking the icon.

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The following columns display in the Redact Navigation card:

Column
Description
Name
Accept/Reject This optional column allows you to review markups that have already been applied. The
Accept/Reject column can be in one of the following states depending on which icons have been
selected:

l Not Set - Neither approved or rejected have been selected for this markup. The applied
markup function normally.
l Approved - If selected, the applied markup has been approved for production and will func-
tion normally.
l Rejected - If selected, the applied markup will be removed.
Location Displays the cell name where the markup is located. Optionally, you can click on the cell name to
navigate to the location of this markup.
Markup Scope Displays what each markup obscures as selected when creating the project.
Markup Sub- If the markup is a highlight, this column displays the name of the color used in the highlight. If the
type markup is a redaction, this column display the name of the redaction type.
Markup Text Displays the text in the markup for text redactions.
Markup Type Displays whether the markup is a highlight or redaction. Optionally, you can click on the Markup
Type to navigate to the markup within the document.
Origin Displays one of the following options to indicate where a markup came from:

l Manual - indicates that the markup was applied manually.

l Automated - indicates that the markup was applied through automation by running a project.
Original Text Displays the text that is obscured by each markup. If multiple cells are obscured by a single
markup, this column will display the name of each cell that is covered by the markup and the text
that is obscured by the markup.
Project Displays the name of the project that applied each markup in the document.
Reason Displays the rationale you entered when creating the project for each markup.
Rule Displays the name of the rule that resulted in the match and caused a markup to be applied by the
Redact project.
Sheet Displays the name of the sheet where the markup is located. Optionally, you can click on the sheet

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 Column
Description
Name
name to navigate to the location of this markup.
Timestamp Displays the date and time when a markup was created.

28.25.2 Using the Redact navigation card in the Image Viewer

In addition to the functionality described above, the Redact navigation card offers additional options in the Image
Viewer to help you better understand how markups were applied to an OCR document that has extracted text.
Applying markups to OCR documents has some fuzziness and if there are similar characters in the document to your
search terms it can lead to false matches. As a result, we recommend QC'ing markups that are applied to an OCR
document to ensure accuracy. You can view both the extracted text of the document and the text recognized as part of
an OCR job and compare the two to better understand why a markup was or was not applied to certain terms.

Click View text to see the extracted text from the current document in a pop-up window.
Click View hocr to see the text from the OCR document in a pop-up window.

28.25.3 Review markups using Quality Review

Note: As of July 30, 2021, the Redact QC card has been moved to the Redact Markup Navigator and renamed
Markup Review to make it more centrally located in the user interface and convenient to use.

After running an automated project, it is a best practice to review documents and ensure that all sensitive information
has been properly redacted or highlighted. To aid you in this process, the Viewer has Quality Review. Click on the

Redact Spreadsheet Markup Navigator icon and ensure that the Quality Review icon is selected.
Quality Review contains a view, Image Quality Review, that allows you to compare the number of matches in the
extracted text of a document as determined by the rules in the project you ran versus the number of markups applied
to the document. You can use this view to find discrepancies and ensure that markups are applied to all of the correct
information before production.
The following columns display in Quality Review:

Column
Description
Name
Type Displays whether each rule was a regular expression or word/phrase.
Rule Displays the name of the rule in a previously ran project that has a match either in the normal text or
extracted text of the document.

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 Column
Description
Name
Placed Displays the total number of markups applied to this document.
Expected Displays the total number of matches in the extracted text of the document. If this number is higher than
in the Placed column, carefully review the document to ensure that there is not any sensitive information
that could be exposed after production.

28.25.4 Delete Native Markups

Markups that have been applied to a native document can be removed from one or more documents at a time using
the Delete Native Markups mass operation. Delete Native Markups allows you to remove either all markups applied to
the documents or all of the markups from a single markup set.
To remove markups on native documents, do the following:

1. Navigate to the Documents tab.

2. Select each document that you wish to remove markups from.
3. Select Delete Native Markups from the mass operations toolbar.
The Delete Native Markups pop-up displays.
4. Select either All Markup Sets to remove all markups from the selected documents or the desired markup set to
remove only markups applied using that markup set.
5. On the Remove From field, select one of the document types to remove markups from.
6. Click Save.
The markups are removed from the selected documents and an email is sent to the user's email address that
summarizes the results of the mass operation.

28.26 Running and reverting a Redact project

A project can be run once it has a Project Name, Saved Search, Markup Set, and rules. To help you track a project's
readiness, a status message that indicates whether it is ready to be run or not displays when viewing a project. If there
are multiple projects that have been queued to run, they will be completed in order of when they were queued. Once a
spreadsheet or PDF markup project finishes running, it generates a report that contains a list of any documents where
Redact could not apply a markup for quality control purposes.

28.26.1 Running a project

To begin running a project, do the following:

1. Navigate to the Redact Projects tab.

2. Click on the project you wish to run.
3. Click on the Run button.
The project is added to the queue and will begin running when agents are available. To view rough estimates on
a project's run-time, visit Redact project performance expectations.

Note: By default, a document has up to 55 minutes to finish processing before Redact skips that document
and tries to run the remaining documents in the project. The length of time before a document times out can
be adjusted with the RedactProjectDocumentProcessingTimeOut instance setting. To learn more about
this instance setting, see Adjusting Redact time out length.

Admin Guide 532

28.26.2 Redact project performance expectations
Note: As part of the release of Redact, Viewer performance has been upgraded so that document load time has
decreased.

We are providing directional estimates on project performance to help you gauge the duration of a project run.
Consider these project estimates more as directional rather than precise because project performance may vary
across other variables (file size, number of rules, pages per document, etc).
To help you determine the size of a project, you can use the Tally/sum/average mass operation. Select the Relativity
Image Count field for the mass operation and include all of the documents in the saved search that the project will
utilize to generate an estimate. To learn more, visit Tally/sum/average.

l Default agent configuration (1 high resource agent)

l Vertical scaling (additional agents on the same server)
l Horizontal scaling (additional agents on the different servers)

Project Type Number of Agents Pages/Minute

Image 1 32
2 71
3 105
Spreadsheet 1 700
2 1,089
PDF 1 170
2 250

28.26.2.1 Viewing a project's run status

If you view a project that is running, you can see information about the progress of the run.

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The following information displays:

l Documents prepared—Displays the number of documents that have been added to the project run for poten-
tial markup.
l Documents completed—Displays the number of documents that have been reviewed and had markups
applied according to the project rules.
l Progress bar—Displays the progress of the run. The light blue bar represents the amount of Documents pre-
pared and the dark blue bar represents the amount of Documents completed.
l Time elapsed—Tracks the amount of time that has passed while the project is running.
l Current status—Once a project begins running, a status bar will display to show what task is being completed.
Once multiple tasks are completed, you can click on the bar to view previous tasks.

28.26.2.2 Viewing completed project's results

Once a project has finished running, you can find information about the results by viewing the job.

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The following information may display depending on which type of project you ran:

l Documents Marked Up—Displays the total number of documents that have had markups applied to them by
this project's run. Clicking this tile will navigate you to the Documents tab where a saved search that contains all
of the documents that have had markups applied by this project.
l Markups Placed—Displays the total number of markups that have been applied to documents by this project's
run. Clicking this tile will navigate you to the Documents tab where a saved search that contains all of the doc-
uments that have had markups applied to them.
l Documents to review—To help you quality control the automation process, Redact will compare the number
of matches in the extracted text of a document to the number of markups applied to it and if there are more
matches than markups applied, the document will be flagged. This tile tracks the number of flagged documents
where there is a discrepancy between those two tallies. Clicking on this tile will navigate you to the Documents
tab where a saved search that contains all of the documents that have less markups than there are matches in
the extracted text.
l Documents with warnings—Displays the number of documents that encountered a warning. These warnings
do not affect the project's run or prevent other documents from having markups applied. Clicking this tile will
download a .CSV file to your workstation that contains a list of document warnings and any error messages.
l History—This section contains information and statistics about the most recent project run.
l Docs Processed—The number of documents in the saved search that meet the project type and are eli-
gible to receive markups. For example, if you are running a spreadsheet markup project, only spread-
sheet documents would be tallied for this field even if other document types are included in the saved
search.
l Docs Marked Up—The number of documents in the saved search that contain at least one hit based on
the project rules.

28.26.3 Stopping a project that is running

You can halt a project that is currently running by doing the following:

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 1. Navigate to the Redact Projects tab.
2. Click on the project you wish to stop.
3. Click Stop.
The project's run is stopped. Any documents that were processed as part of the project's run will have markups
applied. The number of documents that were marked up by the project is displayed when viewing the project.

28.26.4 Reverting a project

If you have run a project that applied markups to documents and those markups need to be removed, you can revert
the project's run. To revert a project, do the following:

1. Navigate to the Redact Projects tab.

2. Click on the project you wish to revert.
3. Click Revert.
The Revert Project modal displays.
4. Click Revert again.
The reversion task will be added to your queue will begin running when agents are available. To view rough
estimates on a project reversion's run-time, visit Redact project performance expectations. While the project is
being reverted, a status bar will display the reversion's progress. Once completed, the project will display a mes-
sage indicating that the project was reverted.

28.26.4.1 Adjusting Redact time out length

You can adjust the length of time a document has to complete processing before it is skipped by the project by
creating an instance setting in your environment. To add the RedactProjectDocumentProcessingTimeOut instance
setting:

1. Navigate to the Instance Settings tab.

2. Click New Instance Setting.
3. Enter the following information:
l Name—RedactProjectDocumentProcessingTimeOut
l Section—Relativity.Redact
l ValueType—Integer 32-Bit
l Value—Enter the maximum length of time in minutes that a document can be processed before it is
skipped by the project. The default value is 55 minutes if you have not created or edited this instance set-
ting previously.
4. Click Save.
The instance setting is created and the processing of documents in a project will time out based on the Value
you entered.

28.27 Searching for documents with Redact fields

Redact comes with several fields to help make tracking markups applied both inside and outside of Redact easy.
The following fields can be used to track markups:

Field Name Description

Redact - Has A multi-object field associated with the Markup Set Relativity field. You can use this field to

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 Field Name Description
External Markups determine if a document was externally redacted and associated with one or more markup sets.
Redact - Has Nat- A multi-object field associated with the Markup Set Relativity field. You can use this field to
ive Highlights determine if one or many markup sets have spreadsheet or PDF highlights.
Redact - Has A multi-object field associated with the Markup Set Relativity field. You can use this field to
Manual Native determine if one or many markup sets have documents with manually placed markups.
Markups
Redact - Has Nat- A multi-object field associated with the Markup Set Relativity field. You can use this field to
ive Redactions determine if one or many markup sets have spreadsheet or PDF redactions.

28.27.1 Creating a saved search using Redact fields

Before creating a saved search, ensure that you are a System or Case Administrator with permission to create
Relativity searches and then do the following:

1. Navigate to the Documents tab, click on the Saved Searches browser icon, and click Create New Search.
2. Click Add Condition.
3. In the field list, select the desired Blackout field.
4. Click the Add Condition button and select the same Blackout field.
The filter modal displays.
5. Select the desired markup set options to determine which documents will display in the results of the saved
search.
6. Click the right arrow icon to move the selected markup set options to the right table and click Apply.
7. Click Apply again.
8. Optionally, repeat steps 2-7 to add additional fields as needed.
9. Click Save & Search or Search.
The Document list is updated to show only documents that fit the condition criteria.

28.28 Using Find and Redact

You can apply markups to a spreadsheet, native PDF, or stored PDF in the Viewer while using the search capabilities
of the Contextual Search card. To create a stored PDF, use Mass PDF.
This feature finds terms in a spreadsheet, native PDF, or stored PDF document and applies a markup to the desired
terms without having to run a Redact project or manually apply markups.

Note: The contextual search returns hits on comments and chart labels content in spreadsheet documents. These
content types cannot receive markups using Find and Redact. To apply a markup to a comment or chart label, see
Manual markups with spreadsheet files.

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To search for terms and apply markups:

1. Click the Contextual Search card icon.

2. Enter the desired search terms.
3. Click the Find and Redact section to view the markup options.
4. Edit the markup options to determine the type and appearance of the applied markups.
A message displays at the bottom of the Contextual Search card to help you track the Markup Scope option that
is selected.
5. Press Enter on your keyboard or click the Search icon in the Contextual Search textbox to search the doc-
ument for matching terms.

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 6. Optionally, you can filter the results with the following options:
l Full—Select to display any terms that match the search terms and are fully redacted. If unselected, these
terms will not display in the results.
l Partial—Select to display any terms that match the search terms and are partially redacted. If unse-
lected, these terms will not display in the results.
l None—Select to display any terms that match the search terms and have not been redacted. If unse-
lected, these terms will not display in the results.
7. Either select each search term result that you would like to apply a markup to or click on the Checked (X) button
and select All to apply a markup to all search term results.
8. Click the Redact/Highlight button.
A modal displays while the markups are applied. Once the job is done, Redactions complete displays at the
bottom of the card. If you complete a new search using either the term or the term within a search string, the res-
ults will display their markup status to help you track whether each term match is not redacted, partially redac-
ted, or fully redacted.

Note: A message displays when markups could not be applied to any results because it is either a comment or
chart label. Locate results that did not receive a markup by refreshing the document and then searching for the
same term again. Any terms that were previously selected and did not receive a markup are returned in the results.

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29 Sampling
With sampling you can generate a randomized subset of items from a larger population. You can use that randomized
sample to QC the list items or to identify characteristics of the whole population. To execute sampling, Relativity uses
a randomization algorithm which guarantees an efficient and unbiased result.
You can enable any object to use Relativity's sampling. By default, sampling is enabled on the Document object.
Once you've enabled sampling for an object, the sampling icon is available in the List section.

Note: The sampling feature requires the Use Sampling Admin Operations permission. See Workspace security on
page 573.

29.1 Enabling sampling on an object

To enable an object for sampling:

1. Navigate to the Object Type tab.

2. In the Object Type Information section, enter a name and select the object for which you want to enable
sampling.
3. Ensure that Sampling Enabled is enabled. If you are creating a new object, this is enabled by default.
4. Ensure that Lists Enabled is enabled. If this field is disabled, you can't save the list of sampled items without
creating a separate field, and then using mass edit to tag all of the sampled items. This field is disabled by
default for new object types.

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 Note: You can't save a list of sampled items as a saved search because the sample results are generated
randomly.

5. Click Save. The sampling icon is now available on the object as long as you are assigned the Use Sampling
Admin operation permission.

29.2 Generating a sample

The sampling drop-down menu provides three options for setting the sampling type (size):

l Fixed size - creates a randomized sample set of a specific number of items from the entire item list. See Creat-
ing a fixed size sample set on the next page.
l Percentage - creates a randomized sample set of a specific percentage of items from the entire item list. See
Creating a percentage sample set on the next page.
l Statistical - creates a randomized sample set of a size based on statistical sample calculations, which determ-
ines how many items reviewers need to address in order to get results that reflect the entire data set as pre-
cisely as needed. See Creating a statistical sample set on page 543.

Note: If you select a sampling type you previously applied in the same workspace, Relativity automatically pop-
ulates the related settings field(s) with your last value(s).

Clicking Sample on the sampling drop-down menu applies your sampling settings to the item list and creates the
randomized sample set.

The sample summary bar displays the sampling type you applied and a count of the sample set out of the total number
of items.

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Once you've applied the desired sampling settings, you can save the sampling results as a list using the Save as List
mass operation. Then open the list as a saved search. For more information on lists, including creating and viewing
lists, see Lists.
Note the following:

l Click Clear Sample on the sample summary bar menu to clear the sample. The sample set you create persists
on the list of items until a user clears it. This includes while updating search conditions, switching and navigating
within browser panels, including adding in relational items, and navigating to other tabs.
l The Sampling button is disabled when a related items option is selected from the Related Items drop-down
menu or a search. If you have applied sampling and select a related items option from the Related Items drop-
down menu, the sampling is removed from the list.

Note: The Save Search icon is also disabled for sampling results because the sample results are generated
randomly. Clearing a sampled list of items re-enables the Save Search icon.

29.2.1 Creating a fixed size sample set

To create a sample set of a fixed size:

1. Navigate to the Documents tab.

2. Display the documents you want create a randomized sample of by selecting a folder, view, saved search, or
performing a document search.
3. Click the Sampling icon to display the sampling drop-down menu.
4. Select Fixed size and provide a value greater than 0 in the Size field.
5. Click Sample.

29.2.2 Creating a percentage sample set

To create sample set of a specified percentage of total documents:

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 1. Navigate to the Documents tab.
2. Display the documents you want to create a randomized sample of by selecting a folder, view, saved search, or
performing a document search.
3. Click the Sampling icon to display the sampling drop-down menu.
4. Select Percentage and provide a percentage value greater than 0% in the Percentage field.

5. Click Sample.

29.2.3 Creating a statistical sample set

Note: We recommend that you only use the statistical sampling type on data sets that are large enough to return a
reliable statistical sample. If a data set contains fewer than 300 items, you may want to consider using a different
sampling type.

To create a sample set size based on statistical confidence and margin of error specifications:

1. Navigate to the Documents tab.

2. Display the documents you want to create a randomized sample of by selecting a folder, view, saved search, or
performing a document search.
3. Click the Sampling icon to display the sampling drop-down menu.
4. Select Statistical.
5. Select 99%, 95%, or 90% for the Confidence Level field.
6. Select a value for the Margin of Error field. This is the room for error you want to allow in your sample results
when you select a sampling type of statistical. Selecting a lower margin of error requires a larger sample size.
7. Click Sample.

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30 Scripts
Scripts are Relativity artifacts. This means they have the same features as standard Relativity objects, allowing them
to be secured and audited.

Note: Relativity Scripts are a tool to access and modify data stored in Relativity SQL databases. Not all data is
available in SQL, and data currently in SQL may be migrated to other storage systems. The recommended
integration mechanism is to use APIs/Servicesinstead of scripts to avoid future migration or interruption.
You should only use scripts when an appropriate API is not available. Relativity will add new and updated APIs over
time - review the available APIs periodically to determine if you can replace a script with an API or REST service
call.

Caution: Changes to SQL fields executed by Relativity Scripts do not produce Audit logs.

Only users who are members of groups with the appropriate permissions can write scripts. System admins have
permissions to preview, edit, and create scripts.
If a script is locked, it appears as read only, and you can't edit it. If a script is unlocked it's available for editing.
The following table represents the script permissions allowed for each group.

Locked Script Unlocked Script

View Run Edit Preview Edit Preview Write Link
System Admin x x x x x x x
Standard User x* x* x**
* With view rights
** With add rights

30.1 Script compatibility and updates

To improve system performance, architecture improvements are often applied to Relativity’s SQL tables for new
versions.
When upgrading, your personally-created scripts must be tested and revalidated before you run them. Remember that
the recommended integration mechanism is to use APIs instead of scripts to avoid potential disruption if the data
schema or storage mechanism changes.

Note: If you use a Relativity script in a custom development project, it is recommended to make a copy of the script
and use the copied script in your project. Software updates may modify the scripts provided by Relativity, which
could cause unintended results if you use the Relativity-provided scripts directly in your custom development pro-
jects.

When upgrading your environment, the unique script key is referenced to determine if an update is required. If so, this
is performed automatically.

30.2 Creating a new library script

You can create a new library script in Admin to then be available for selection from the Scripts tab in any workspace in
which the Scripts tab is visible.
To do this:

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 1. Navigate to the Relativity Library Scripts tab in Admin.
2. Click New Relativity Script.

3. In the Script Body field, enter values for each script component and click Save.

If any errors occurred in the script body, you will see an error message identifying the line and position of the
problematic text. Relativity will not save the new script until you address the errors.

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If no errors occur, Relativity saves the new script, and it is available for selection from the Scripts tab.

30.3 Selecting an existing library script

Due to the complexity and impact a script can have, only Relativity, SQL, and XML expert users should create and run
them.
To select a library script and add it to your workspace, perform the following steps:

1. Navigate to and select the Scripts tab.

2. Click New Relativity Script. If you want to edit an existing script, click the Edit link next to the script name.
3. Complete the following fields:

l Script Type - select Select from Script Library to choose from a list of predefined Relativity scripts.
The Script Library tab is created when Relativity is deployed. Note that this is the only option available for
the Script Type field if the AllowAddOrEditScripts instance setting is set to its default value of False.
l Relativity Script - select the script from the script library.
l Relativity Applications - associates the script with an application created on the Relativity Applications
tab. All existing applications are available when you click the ellipsis. This is only available for those who
have the Manage Relativity Applications permission under Admin Operations. For information on

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 applications, see the Applications Guide.
4. Click Save.

30.4 Creating a new workspace script

You must set the AllowAddOrEditScripts instance setting to True to make the Create New Workspace Script option
available. In order to enable this instance setting in RelativityOne, contact Customer Support.
Due to the complexity and impact a script can have, only Relativity, SQL, and XML expert users should create and run
them.
To create a new workspace script, follow these steps:

1. Navigate to and select the Scripts tab.

2. Click New Relativity Script. If you want to edit an existing script, click the Edit link next to the script name.
3. Complete the following fields:

l Script Type - select Create New Workspace Script.

l Relativity Applications - associates the script with an application created on the Relativity Applications
tab. All existing applications are available when you click the ellipsis. This is only available for those who
have the Manage Relativity Applications permission under Admin Operations. For information on
applications, see the Applications Guide.
l Script Body - enter the script code into this area. For information on how to format a Relativity script, .

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 see the Script Development guide.
4. Click Save.

30.5 Adding a library script to the script tab

In order for scripts to appear in your Script tab for your users to run, you must add them. To add a library script to the
Script tab, follow these steps:

1. Navigate to and select the Scripts tab.

2. Click New Relativity Script.
3. Choose Select from Script Library on the Script Type field.
4. In the Relativity Script field, click Select, and choose the library script you want to add.
5. Click Save.
The script information screen appears.
6. In the Script console, click Run Script.
The script appears in your Script tab. In addition, Relativity adds the Is Link column to the view and sets it to
Yes. When you add a library script to a workspace, it remains linked to the Script Library as indicated in the Is
Link column. This column displays No if you add your own custom script to the workspace.

30.6 Running a library script

To run a script, follow these steps:

1. Navigate to and select the Scripts tab.

2. Click Run next to the script you want to run or open the script and click Run Script on the Actions console.
3. Configure the required fields on the script layout.
4. Click Preview to display a pop-up of the SQL script, or click Run to execute the script.

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31 Script groups
You can use script groups in Relativity to create a dashboard view into your scripting activities. Script groups are an
extension of the Relativity script page where you can dynamically create script dashboards based on the category
specified in the Relativity script XML. These dashboards provide you with a radio button list of all scripts, and they
provide a centralized location to run your similar scripts.

Caution: Changes to SQL fields executed by Relativity Scripts do not produce Audit logs.

See Scripts on page 544 for more information.

31.1 Setting up a script group

Follow these steps to set up a script group:

1. Create or select a group of Relativity scripts that you would like to add to a script group . They must all share the
same Category. You can also create new categories. See Creating a new workspace script on page 547.

2. Create a new external tab that links to your script group. See Creating and editing tabs on page 620. If the cat-
egory name contains spaces, replace the spaces with the + sign.
a. Copy the script category’s Report Group URL to your clipboard or Notepad. For example, if you are cre-
ating a script group for all scripts whose category is Case Functionality, open any script belonging to this
category. Then, copy the entire path listed in Report Group URL.

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 b. Navigate to Workspace admin > Tabs, and then select New Tab.
c. Enter the following:
l Link Type - External
l Link- Paste the entire Report Group URL path. It should look similar to the following:
l %ApplicationPath%/Case/Relativ-
ityScript/Run.aspx?%AppID%&%SystemID%&category=Case+Functionality
l Leave all other fields at default settings.
3. Navigate to the new tab you created for your script group.

Note: Linked scripts can only be members of a script group as an admin tab. You can't create script groups of linked
scripts within a workspace.

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32 Search terms reports

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33 Search terms reports
You have reached an outdated topic. See https://help.relativity.com/RelativityOne/Content/Relativity/Search_term_
reports/STR.htm for information on search term reports.

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34 Searching
Relativity includes flexible search features designed to facilitate the document review process. These features support
a range of searching needs from filtering on fields and simple keyword searches to the development of complex
queries. The following list summarizes the searching features available in Relativity.

34.1 Filters
You can use filters to limit the documents or items that appear in item lists on Relativity tabs and pop-ups. When you
enable the filters for an item list, you can set criteria on single or multiple fields so that only matching documents or
items appear in the view.
Filters query across the searchable set of documents in the active view to return your results. Relativity supports
multiple filter types so that you can choose the best format for different field types. See the Searching Guide for more
information.

34.2 Search panel

The search panel is available for the Document list and for many other tabs in Relativity. It allows you to build complex
searches by rearranging and visualizing nested conditions by dragging and dropping them. Conditions can be easily
set and organized into logic groups, with the logic display at the top of the panel updating automatically to reflect any
changes made. You can access your dtSearch and keyword search indexes and fields within the workspace when
creating a search.
With the search panel, the search conditions tool allows you to refine searches by selecting fields, operators, and
values to customize queries. This tool can be used independently or in conjunction with keyword searches,
dtSearches, Analytics, or Cluster visualization. See the Searching Guide for more information.

34.3 Keyword searches

You can run keyword searches from the Documents tab and from Dynamic Object tabs. With these searches, you can
leverage the basic functionality for querying the SQL full-text index populated with data from extracted text fields. The
keyword search engine supports the use of Boolean operators and wildcards. See the Searching Guide for more
information.

34.4 Saved searches

Saved searches give you the functionality to define and store queries for repeated use. With flexible settings, you can
create a saved search based on any Relativity search engine, assign security permissions to it, and define specific
columns to display your search results. Saved searches support the development of complex queries that you build
using a form with search condition options. These queries run dynamically to ensure that updated results appear when
you access a saved search. See the Searching Guide for more information.

34.5 dtSearch
Available on the Documents tab, you can use dtSearch's advanced searching functionality to run queries with
proximity, stemming, and fuzziness operators, along with basic features such as Boolean operators and wildcards.
System administrators can create a dtSearch index for a specific subset of documents in a workspace, and then
assign security to it. They must manually update indexes when you modify the document search sets used to create
them. See the Searching Guide for more information.

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34.6 Analytics
Supporting conceptual searching, Analytics includes documents in a result set when they contain similar ideas or
conceptual relationships, rather than matching specific search terms or conditions.
You can create searches with Analytics that categorize your documents based on the concepts contained in a sample
document set. Instead of categorizing documents, you can also perform clustering, which uses specific algorithms,
system-defined rules, to identify conceptually related documents. See the Searching Guide for more information.

34.7 Regular expressions

Regular Expressions (RegEx) is a form of advanced searching that looks for specific patterns, as opposed to certain
terms and phrases. With RegEx you can use pattern matching to search for particular strings of characters rather than
constructing multiple, literal search queries. You can use RegEx with a dtSearch index using dtSearch syntax options
to construct complex queries. See the Searching Guide for more information.

34.8 Additional features

Relativity provides additional features that makes searching easy to use from the Documents tab. Use the search bar
to run a keyword search query, or click the drop-down list to select another search index you created.

With the search condition option, you can build queries using the same condition options available for saved searches.

You can click Save as Search on the Documents tab to create saved searches based on the criteria defined for
keyword searches, dtSearches, Analytics, or the search conditions option. See the Searching Guide for more
information.
You can also use the search bar to view recent searches. Click in the search bar to see up to 10 of the most recent
searches from any index in descending order, with the most recently run search first.

Select any search from the list to run that search. To clear the list, click Clear Recent Searches.

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35 Security and permissions
In Relativity, you can manage security levels for users and system admins, as well as individual objects like views,
tabs, and fields. You can assign permissions at the group level and preview effective security rights by impersonating
a member of the group or a specific user. If a user belongs to multiple security groups, they'll receive the highest
permissions from the combination of groups.
Consider the following:

l
Note: It's recommended to update security permissions for document folders with a large number of doc-
uments during non-business hours to avoid delays in your document review project.

l If the Lockbox feature is enabled via the EnableCustomerLockbox instance setting, Relativity system admins
must also belong to a group within a workspace in addition to the System Administrators group to access and
administer security within that workspace. If you need more information on this feature, please contact Support.

35.1 Levels of Security in Relativity

In Relativity, there are two primary levels of security for assigning permissions: Object-level and Item-level security.
These levels of security control access to either entire sets of Objects or specific Items, depending on their
configuration.
Object-level permissions – Serve as a comprehensive setting that applies to all items within a specific Object type.
These permissions are categorized into two main groups:

l Instance permissions - these permissions pertain to system admin groups and are used to control access to
designated system admin objects.
l Workspace permissions - these permissions are associated with user groups added to a particular work-
space. If a user group is not added to a workspace, it implies that users within that group have no access to that
workspace.
You can employ object-level security to restrict entry to specific documents or items within the workspace. These
objects encompass various components such as workspaces, documents, fields, and other elements within the
system.
Tailoring access to these objects can be done on an individual user or group basis. User access determines the extent
of permissions and actions a specific user can perform. Group access simplifies the management of permissions for a
set of users in the same category. By managing user or group access, you can determine who is authorized to view,
edit, or carry out specific actions on the objects within the system.
Furthermore, objects can have document-level or field-level permission configurations. Document-level permissions
allow you to control access to individual documents based on user roles or specific criteria. Similarly, field-level
permissions offer the ability to regulate access to particular fields within a document. You can set restrictions on who is
permitted to view or modify specific fields based on user or group permissions.

Note:
The Manage Object Types permission grants group members the ability to:

l Create a new tab for a new object type when adding the new object type.
l Automatically gain view, add, edit, delete, and secure permissions for all newly created object types.
l Automatically gain tab visibility for newly created tabs.

Item-level permission settings allow you to:

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 l control access to individual documents in a workspace. You can review, and potentially change, item level
security settings when adding a group to objects with override security to guarantee that access is appropriately
restricted.
l define what groups or users can view, edit, delete, or perform other actions on individual documents. You can
set permissions at a granular level to guarantee only authorized individuals have access to specific documents.
When the system determines access to an item, it first evaluates the workspace-level permission settings. Then it
takes into account any item-level permission settings. If there's a conflict between item-level permissions and
workspace-level permissions, the system enforces the more restrictive one.
To change item-level permission settings, you must navigate to the specific document or object and make changes
individually.
For most object types it is possible to grant to one of six permissions on the Item or Object level.

l None - user does not have any access to the object.

l View - user has access to view the object. This is the lowest object permission.
l Edit - user has access to edit and view the object.
l Delete - user has access to delete, edit, and view the object.
l Add - user has access to add new objects.
l Edit Security - grants users the ability to edit the security of objects.

Note: For some object types, options will be missing from the above list of permissions. For example, admin-
istrators cannot set permissions to 'None' for the 'Users' or 'Views' objects, because it will make Relativity
unusable.

35.2 Instance security

With instance security you can apply permissions to system admin groups to limit or grant access to particular system
admin objects. You can access the Admin Security dialog from the Instance Details tab on page 249.

Note: Users must be assigned to the following two groups in order to have full system administration access:
1. System Administrators - This grants access to all admin-level permissions, such as ARM, queue management,
users, and groups tabs.
2. <Customer Name> Admin Group - This gives the user permissions to access all workspaces in the instance,
unless the workspace was migrated through ARM or Migrate without the group being properly mapped first.

See the following related pages:

35.2.0.1 Features
The Features tab lists all of the features and their associated permissions from the other three tabs. You can enable
and disable permissions at the feature level using this tab.
Toggle Key settings:

l
—Enabled

l
—Disabled
Permission settings

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 l
—Enabled

l
—Disabled

35.2.1 Object Security tab

The Object Security tab lists all system admin objects with their related item-level permissions. Item-level rights
include:

l
None —denies users access to the object.

l
View —view the object. This is the lowest level object permission.

l
Edit —edit and view the object.

l
Delete —delete, edit, and view the object.

l
Add —add new objects. This icon turns blue when the setting is unsaved; once you click Save, the blue icon
becomes grey. This icon turns green when you give users this permission both when the setting is unsaved and
saved.

l
Edit Security —grants users the ability to edit the security of objects. This icon turns blue if you click twice
indicating a not applicable status.
You can apply system admin permission settings to any of the following objects in the Object Security tab:

Note: Only system administrators can edit the Client and Matter for a workspace. In addition, the Errors tab is only
available to system administrators.

l Client - access to the Clients tab.

l Group - access to the Groups tab.
l Matter - access to the Matters tab.
l Relativity Script - access to the Relativity Script Library tab.
l Tab Type - access to the Tabs tab.
l User - access to the Users tab.
l View - access to the Views tab.
l Workspaces - access to the Workspaces tab.
l Workspace Application - access to Workspace Applications.
l Workspace Portal Services
l Workspace Portal Services Permission - allows you to view the workspace names from other instances in
Workspace Portal.

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 Note: The following objects are secured by default and should not be modified. Please contact Relativity Support if
you need to modify these objects.

l Agent - access to the Agents tab.

l Agent Type - access to the Agent Types page when creating a new agent.
l Choice - access to the Choice tab.
l Error - access to the Errors tab.
In 2025, Relativity is deprecating the (Admin) Errors tab in RelativityOne. This change is part of our effort to transform
the error-handling experience by making it easier to address job-specific errors as they occur at their source within
your workspaces. Starting in April 2025, we'll hide the Errors tab from all production instances in a phased rollout. In
July 2025, we'll permanently remove it from RelativityOne and disable the ability to read errors through the API. For
more details, see Errors tab deprecation.

l License - access to the License tab. Only full system admins can edit license information.
l Resource File - access to the Resource files tab.
l Resource Pool - access to the Resource pools tab.
l Servers - access to the Server tab.

Note: If you see the Workspace Processing Settings item listed in the object security section of your console, note
that this represents an RDO for which there is no front-end implementation. It stores the Invariant StoreID and Data
Grid settings for the workspace, but it provides no functionality, and it controls nothing.

35.2.2 Tab Visibility tab

In Relativity, the Tab Visibility setting lets you determine which tabs within the user interface are accessible to specific
user groups. This encompasses both parent and child tabs that can be configured for access by these groups. You
can enhance user efficiency by combining object security permissions with tab visibility settings. It's essential to
understand that tab visibility settings don't alter the permission rights for objects presented on each tab. Instead, they
solely govern whether the tab is visible in the navigational menu.
You can make a tab visible to a user even if they lack the necessary permissions to view objects listed on that tab.
Nevertheless, it's crucial to understand that tab visibility settings don't restrict access to the objects featured on a
particular tab. Users can still access these objects through direct URLs or via the API, even if the tab isn't visible to
them in the navigational menu.

Note: Granting tab visibility to a group without view permissions for the object allows users to view the tab but pre-
vents them from taking action. Granting object permissions to a group without tab permissions for the object
restricts users from completing required tasks.

l Workspaces - visibility of the Workspaces tab.

l Administration - visibility of the Administration tab.
l Clients - visibility of the Clients sub-tab.
l Users - visibility of the Users sub-tab.
l Groups - visibility of the Groups sub-tab.
l User Status - visibility of the User Status sub-tab.
l Matters - visibility of the Matters sub-tab.

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 l Views - visibility of the Views sub-tab.
l Tabs - visibility of the Tabs sub-tab.
l Application Library - visibility of the Application Library sub-tab.
l Queue Management - visibility of the Queue Management tab.
l Production Queue - visibility of the Production Queue sub-tab.
l OCR Queue - visibility of the OCR Queue sub-tab.
l Branding Queue - visibility of the Branding Queue sub-tab.
l Instance Details - visibility of the Instance Details tab.
l Relativity Script Library - visibility of the Relativity Script Library tab.

Note: The following tabs are secured by default and should not be modified. Please contact Relativity Sup-
port if you need to modify these tabs.

l Choices - visibility of the Choices sub-tab.

l Resource Files - visibility of the Resource Files sub-tab.
l License - visibility of the License sub-tab. Only full system admins can edit license information.
l Servers - visibility of the Servers tab.
l Agents - visibility of the Agents tab.
l Resource Pools - visibility of the Resource Pools tab.
l Performance Dashboard - visibility of the Performance Dashboard tab.
l Application Performance - visibility of the Application Performance sub-tab.
l Server Health - visibility of the Server Health sub-tab.

35.2.3 Admin Operations tab

You can alter the following permission settings from the Admin Operations tab of the Admin Security page.

l Access RelativityOne Staging Explorer- access to RelativityOne Staging Explorer.

l Change Queue Priority - access to priority of queues.
l Force Logout on User Status - access to the ability to bump users out of Relativity.
l Manage Object Types —permission that grants group members the ability to:
l Create a new tab for a new object type when adding the new object type.
l Automatically gain view, add, edit, delete, and secure permissions for all newly created object types.
l Automatically gain tab visibility for newly created tabs.
l Manage Cold Storage - grants group members permission to migrate and retrieve workspaces to and from
Cold Storage.
l Send Message - access to send messages to users in Relativity.
l Use Quick Nav - access to the quick nav button.

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 l View Admin Repository - required in order to access tabs and objects from home.

Note: Users will have access to the Workspaces tab even without the View Admin Repository permission.

l View Audits - access to the ability to view audit records on the View Audits tab.

Note: If you are using RelativityOne, the following admin operations are secured by default and should not be
modified. Please contact Relativity Support if you think you need to access this functionality.

l Agent Operations - access to agent operations.

A Note on View Admin Repository

The "View Admin Repository" permission is essential for certain features and supported applications to operate
correctly. Apart from the specific features that require this permission, it can also be granted to enable users to
generate reports and apply filters to Workspace, Client, Matter, User, and Group objects during report setup.
Granting "View Admin Repository" permission to a user provides access to User and Group objects within the
platform. This means that these users can retrieve User and Group information, regardless of whether they are using
the mobile app.
The following features and supported applications necessitate the "View Admin Repository" permission:

l Case Metrics
l Staging Explorer
l Workspace Portal
l Processing Administration
l Production/Branding Queue
l ARM

35.2.4 Group Permissions report

With the Group Permissions Report you can easily assess all permission settings applied to any group. Navigate to
the Instance Details tab and click Group Permissions Report.

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You can perform the following actions from this console:

1. Group - select any group in your Relativity environment from the Group drop-down menu. Click Run to see a list
of all system admin permission settings for that group.
2. Preview - displays the Script Body that defines the selected group's permission settings.
3. Run - generates Group Permissions Report on the selected group.
4. Export to File - click Go to export a .CSV file of all the selected group's system admin permission settings.

35.2.4.1 Reading the Group Permissions Report

l Group - displays the selected group's name.
l Permission - displays the name of the system admin object on which system admin rights are granted for the
selected group.
l Type - displays the group's permission level on the object listed in the Permission column.

35.2.5 Uneditable admin permission settings for the Everyone group

All users in any instance of Relativity are members of the Everyone group. The following admin permissions apply to
the Everyone group by default, and this permission setting configuration is necessary for your Relativity environment
to function properly. You can't add or revoke any of the following permission settings on the Everyone group:

l View User - visibility of user.

l View View - visibility of views.
l View Code - visibility of code.

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 l View Group - visibility of groups.
l View, Edit,and Add Error - visibility, edit rights, and add rights to errors.
l View Relativity Script - visibility of Relativity script.
l View Resource Server - visibility of resource servers.
l View Tab Type - visibility of tab types.

35.2.6 Script and application library permissions

System admins are the only users able to access the following items:
Application Library View:
l Upload Application button - access to the button that uploads applications into workspaces.
Application Library Details:
l Install - access to the Install button on the Application details screen.
l Upgrade - access to the upgrade applications button. This button only appears if an upgrade to the application
is available.
l Cancel - access to the Cancel button. This button only displays during installation.
l Push to Library button - access to the Push to library button.
Relativity Script Library view:
lNew Script button - access to the New Relativity Script button on the Relativity Script Library tab.
New Script page:
l Edit button - access to the Edit button on scripts.
l Delete button - access to the Delete button on scripts.
l Script Header - access to the Script Header in the XML editor.
l XML Editor - access to the XML editor on the New Script page.
Edit Script page:
l Script Header - access to the Script header on the Edit Script page.
lXML Editor - access to the XML editor on the Edit Script page.
Run Script page:
l Preview button - access to the Preview button on the Run Script page.

35.2.7 System administrator privileges

The following actions are exclusive to System Administrators and don't require additional permissions:

l Perform Mass Operations on admin. level objects

l Permanently delete or recover workspaces from the Recycle Bin
l Access to the Errors tab on the Admin. level
l Manage group permissions within Instance details

35.3 Setting instance permissions

Permissions can be set based on the features using the Features tab on page 567 or by using the granular settings on
the Object Security tab on page 570, Tab Visibility tab on page 572, or Admin Operations tab on page 572.
Edit instance permission settings from the Instance Details tab. Access Admin security with the following steps:

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1. Click the Relativity logo in the upper left corner or navigate to Home with the user drop-down menu.
2. Navigate to Instance Details.
3. Click Manage Permissions.
4. Click Edit Permissions next to the group whose permissions you want to manage.
5. Modify the settings on the tabs as needed. Refer to the Features tab on page 567, Object Security tab on
page 570, Tab Visibility tab on page 572, or Admin Operations tab on page 572 sections for specific information
of each tab.
6. Click Revert All if you need to undo all your unsaved toggle key changes. The features will return to their ori-
ginal toggle key settings.
7. Click Review and Save after modifying settings.
8. Review the unsaved changes displayed on the Review Permissions Changes modal.

l Features changes—lists the features that were changed and how they were changed. Changes at the
granular level may affect the status of the feature setting, so review this information carefully.
l Granular permissions changes—lists the changes made at the granular permissions level, including
those resulting from feature changes or direct edits at the granular permission level.

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 9. Click Save to finalize the changes.
From here you can edit the admin permissions of groups.

35.3.1 Groups Management tab

The Group Management tab displays all groups that have admin security privileges.
In the Group Management tab you can view all users in a group, edit the permissions of any group, transfer a group's
permissions to another group, or preview a group's current permission settings. The Group Management tab displays
all groups that have Admin Security access in Relativity. The following actions are available for groups added to a
workspace other than system admins:

l View Users—displays a list of users in a group.

l Edit Permissions—opens the Object Security tab for editing the admin permissions of a group.

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 l Copy—opens a list of groups whose permission settings you can transfer to the group. Click Copy Per-
missions at the bottom of the list to complete the transfer.

l Preview—preview currently applied security settings for a group. See Preview Security for more information.
l Add/Remove Groups—opens the Add/Remove Groups dialog to grant admin access to groups. See Add/Re-
move Groups below for more information.

Note: A system admin is the only user able to grant other users membership into the System Administrators group.
Any user who is not a member of the System Administrators group is unable to add themselves to any group.

35.3.1.1 Add/Remove Groups

Click the Add/Remove Groups button on the Group Management tab of the Admin Security window to access the
Add/Remove Groups window. The Group Management page displays all groups that exist in your Relativity
environment.

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The Add/Remove Groups window displays the following lists:

l Available Groups—lists groups in your Relativity environment not yet granted access to the workspace.
l Groups with Admin Permissions—lists groups granted access to admin permissions.
You must add a group to the Groups with Admin Permissions column to grant the group admin security privileges.

Adding groups to the Groups with Admin Permissions column

To add admin permissions to a group, follow these steps:

1. Navigate to Instance Details.

2. Click Manage Permissions.
3. Click Add/Remove Groups.
4. Scroll through the Available Groups list or search for a specific group using the search bar.
5. Select one or more groups from the Available Groups list in any order.

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 6. Click Add.
7. Click Save.

Removing groups from the Groups with Admin Permissions column

To remove admin permissions from a group, follow these steps:

1. Navigate to Instance Details.

2. Click Manage Permissions.
3. Click Add/Remove Groups.
4. Scroll through the Groups with Admin Permissions list or search for a specific group using the search bar.
5. Select one or more groups from the Groups with Admin Permissions list in any order.
6. Click Remove.
7. Click Save.

35.3.2 Features tab

You can set permissions based on features in the system using the Features tab. Rather than managing specific
permissions by navigating through the three tabs (Object Security, Tab Visibility, Admin Operations) individually,
permissions can be set based on features in the system using the Features tab. Examples of features include
Preservation, Production, and Imaging.
Each feature listed consists of a collection of the required permissions for that feature from the other three tabs. Once
you enable a feature, its associated permissions are automatically enabled.

Note: Adjusting the settings for individual permissions requires accessing their respective source tabs (Object
Security, Tab Visibility, Admin Operations). Editing them from the Features tab is not possible.

Setting permissions at the feature level is intuitive and simplifies the management of permissions within Relativity.
With one click, the necessary permissions can be enabled or disabled for a particular feature.

35.3.2.1 Considerations
Keep these factors in mind when setting Feature permissions:

l Granular permission settings on the Object Security, Tab Visibility, and Admin Operations tabs are the primary
source of truth and propagate to features listed on the Features tab. Changes to these permissions from those
tabs will also update in the corresponding features.
Scenario:
If you remove the View Admin Repository capability on the Admin Operations tab, it will be disabled within its
corresponding Cost Explorer feature on the Features tab.

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 l Changing a specific permission under the Object Security, Tab Visibility, and Admin Operations tab associated
with an enabled feature will result in the feature being disabled.
Scenario:
If the Cost Explorer feature is enabled on the Features tab and you disable View Admin Repository on the Admin
Operations tab, the Cost Explorer feature on the Features tab is automatically disabled. Additionally, any other feature
that included the View Admin Repository capability is also disabled.

Therefore, if all granular permissions are enabled for a feature, the feature's toggle is enabled. If any of the granular
permissions is disabled for a feature, the feature's toggle is automatically disabled.

l Disabling a feature on the Features tab disables its associated granular permissions for that feature. However,
if a granular feature is part of another enabled feature, then it will remain enabled (blue check mark) on the dis-
abled feature’s See Details panel.
Scenario:
The Archive and Restore (ARM) and Cost Explorer features are enabled, and they share the granular permission of
View Admin Repository. If you disable the Archive and Restore (ARM) feature, the View Admin Repository setting
remains enabled (blue check mark) on the See Details panel of Cost Explorer because they are included in the
enabled Cost Explorer feature.

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 l Disabling a feature revokes access to all granular permissions associated with the feature that are not currently
granted as part of a different enabled feature. Therefore, enabling and then disabling a feature will not neces-
sarily return the group to the state it was previously in. Be sure to examine the Review Permissions Changes
dialog to confirm all permissions changes are as expected.
Scenario:
A group has access to two permissions. If you enable a feature for that group which includes those two permissions as
well as two additional permissions, the group will then have access to all four permissions. Subsequently, if you
disable the feature for the group, all four permissions will be disabled for the group (assuming none of the permissions
are part of another enabled feature). The group will not revert to having access to the original two permissions.

35.3.2.2 Using the Features tab

The Features tab displays a list of features currently available for the selected group in the instance. Click the toggle
key next to one or more features to enable or disable them. You can also do the following from here:

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 l Use the Search bar to locate a particular permission in the list.
l Click See Details to view the list of granular permissions associated with this feature and their settings. They
are propagated from the Object Security, Tab Visibility, and Admin Operations tabs. To collapse the details

panel, click the double arrow button. The panel includes:

l Ability to enable or disable the feature’s toggle key from here in addition to doing so from the main
Features dialog.

l
Current state of each granular permission for the feature. A blue check mark indicates the selected

group has permission to use this feature (enabled). A red circle with a slash indicates the selected
group does not have permission to use it (disabled). The state permissions may change based on the
toggle key setting.

35.3.2.3 Frequently asked questions

Will I be able to continue to use granular permissions for certain use cases?
Yes, you will be able to continue to use granular permissions. While Feature Permissions is designed to eliminate the
need to manage permissions at the granular level via the Object Security, Tab Visibility, and Admin Operations tabs,
we understand that there may be unique situations which require the use of the more granular method. Therefore, that
functionality will remain in RelativityOne for the time being.
Why is the user not seeing a tab that should be available as part of the enabled feature?
First, ensure the user has Tab Visibility by looking for a blue check mark next to the tab name in the See Details pane
of the feature. If confirmed and still not visible:
1. Check item-level Security: if the tab is secured against the selected group, it will not be available in the applic-
ation.
2. Check the tab configuration: if the tab’s parent is not visible, it will not appear in the side panel or hamburger
menu, but it will still be accessible via Quick Nav.
Why are certain features not available in my instance?
Feature availability is determined by your instance configuration. Features will only show when the relevant applic-
ations are installed in the instance. If any necessary components are missing, the feature will not be available.
I had enabled a Feature for a specific group earlier, but now it appears as disabled for that same group. What could
have caused this?
Although this situation should be rare, it can occasionally arise. This typically occurs when the feature definition is
changed to include a permission that the group does not have, often because a new permission has been introduced
to the system. To resolve this issue, re-enable the feature for the affected group.

35.3.3 Object Security tab

With the Object Security tab you can grant admin permissions to Relativity objects.

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You can apply the following group permission settings to any Relativity object in the Object Security window:

l
None —denies users access to the object.

l
View —view the object. This is the lowest level object permission.

l
Edit —edit and view the object.

l
Delete —delete, edit, and view the object.

l
Add —add new objects. This icon turns blue when the setting is unsaved; once you click Save, the blue icon
becomes grey. This icon turns green when you give users this permission both when the setting is unsaved and
saved.

l
Edit Security —grants users the ability to edit the security of objects. This icon turns blue if you click twice
indicating a not applicable status.

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See Workspace security on the next page for a complete list of objects and the impact of each assignable security
permission.

35.3.4 Tab Visibility tab

With the Tab Visibility tab you can grant a group permission to view admin tabs.

You must grant tab visibility independent of permission settings for users in a group to access a permitted tab. You can
make any tab visible by selecting the checkbox in the list. To make all sub tabs visible, click on the parent tab and click
Select all (#).

Note: Do not use tab visibility as a sole method of preventing security permissions.

35.3.5 Admin Operations tab

With the Admin Operations tab you can grant admin action permissions to particular groups. See Admin Operations
tab on page 559 for a complete list of actions you can grant through this tab.

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 Note: For more scenario examples, see Permissions scenarios

35.4 Workspace security

Relativity’s security rights are highly customizable. Each group you add to a workspace can have vastly different
permissions than others. You can also copy an existing group’s permissions to save time on configuring them.
You set group permissions when adding a group to workspace, but you can change these permissions at any time
from the Workspace Details page.

Note: If you assign admin permissions to a user group by copying permissions from system admins, you must unset
and reset the View Workspace permission to allow the user group to edit the workspace.

Note: When the Customer lockbox feature is enabled , Relativity system admins must also belong to a group within
a workspace in addition to the System Administrators group to access and administer security within that
workspace. Refer to Support if you need more information on this feature.

35.4.1 Workspace permissions

Relativity divides workspace permissions into five categories:

l Features
l Object security
l Tab visibility

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 l Browsers
l Mass operations
l Admin operations

35.4.2 Features
The Features tab lists all of the features and their associated permissions from the other three tabs. You can enable
and disable permissions at the feature level using this tab.
Toggle Key settings:

l
—Enabled

l
—Disabled
Permission settings:

l
—Enabled

l
—Disabled

35.4.3 Object security

The Object Security tab lists all workspace objects with their related item-level permissions. Item-level rights include:

l
None —denies users access to the object.

l
View —view the object. This is the lowest level object permission.

l
Edit —edit and view the object.

l
Delete —delete, edit, and view the object.

l
Add —add new objects. This icon turns blue when the setting is unsaved; once you click Save, the blue icon
becomes grey. This icon turns green when you give users this permission both when the setting is unsaved and
saved.

l
Edit Security —grants users the ability to edit the security of objects. This icon turns blue if you click twice
indicating a not applicable status.
Not all item-level rights apply to select objects. Some object permissions require corresponding tab visibility or
browser permission. For example, a group with all item-level rights assigned for the Field object can only add, edit,
delete, or edit security for fields with access to the Fields tab.

Note: Item-level security permissions override Object-level security permissions.

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 Note: Once a workspace is created, only System Administrators and Client Domain Administrators can make
updates to the Matter object. Even users with full permissions for Matters and Clients will not have the ability to
modify this object unless they are System Administrators or Client Domain Administrators.

35.4.4 Object list

The following is a list of common securable objects in a Relativity workspace. Objects with sub-options, related tab
visibility permissions, or specific effective rights state the related requirements and rights.

Note: This list contains objects related to core functionality, and additional objects may be described in the
documentation for individual features. This list also does not include custom objects you may find in your
environment.

l Alias—a textual representation of an author. Aliases are identified during the Analytics name normalization
operation.
l Analytics Categorization Result—an object that displays the results of an Analytics categorization set.
l Analytics Categorization Set—a group of parameters used for gathering example documents that Analytics
uses as the basis for identifying and grouping other conceptually-similar documents.
l Viewing, editing, deleting, or adding Analytics categorization sets, or editing security of Analytics cat-
egorization sets requires access to the Analytics Categorization Set tab.
l Analytics Categorization Set Build History—a record of the historical actions and changes made during the
process of creating or updating a categorization set for use in analytics. This history may include information
about changes to categories, mappings, and other settings related to the categorization set.
l Analytics Category—an object in Analytics that define the categories specific to your analytics set.
l Viewing, editing, deleting, or adding Analytics categories for Analytics categorization sets, or editing
security of Analytics categories requires access to the Analytics Categorization Set tab.
l Analytics Example—a document that Analytics uses to run the Analytics set against to set a baseline.
l Analytics Index
l Search index permissions must be kept in sync with permissions on the Analytics Index object.
If a user has view permissions to Search Index, but no permissions to Analytics Index, they can still
access Index Search functionality in the item list and in the viewer. If a user has full View/Edit/Add/Delete
security permissions to an Analytics Index, but does not have permissions for Search Index, they will not
be able to View/Edit/Add/Delete Analytics indexes.
l Analytics Profile—a group of parameters used for specifying an Analytics Index's dimensions, concept noise
words, dtSearch noise words, and filter configurations.
l Editing, deleting, or adding Analytics profiles, or editing security of Analytics profiles requires access to
the Analytics Profiles tab.
l Application Field Code—an identifier assigned to a specific field within an application. The field code is used
to reference and manipulate the field's data.
l Audit Dashboard—a visual display that provides an overview of audit-related information, including tracked
activities, user actions, and system changes. The audit dashboard allows users to monitor and analyze audit
data for compliance and security purposes.
l Audit Workspace Setting—a configuration within a Relativity workspace that defines how audit-related activ-
ities and changes are tracked and recorded. This setting determines which actions are logged and the level of
detail captured in the audit trail.

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l Batch—a group of documents assembled based on criteria that an admin sets and then assigns to a reviewer
for review.
l Edit—group members can view, check out, and edit batches.
l Delete—group members can view, edit, and delete batches.
l Viewing and checking out, editing, available batches requires access to the Review Batches or Batch
Sets tab.
l Adding batches requires access to the Batch Sets tab.
l Editing security on batches requires access to the Review Batches or Batch Sets tab.
l Batch Set—the set to which the batch belongs.
l Using any Batch Set permissions requires access to the Batch Sets tab.
l Batch Set Cleanup—the process of removing or cleaning up residual data, jobs, or elements associated with
batch sets. This cleanup ensures that unused or outdated batch-related information is removed from the sys-
tem, optimizing performance and resource usage.
l Catalog Field—a field within a catalog that contains metadata or attributes associated with a specific item, doc-
ument, or data entry. Catalog fields are used to organize, categorize, and manage information within catalogs.
l Choice—a value applied to a single or multi-choice list field that is used in coding fields to allow reviewers to
record decisions on a document.
l Editing, deleting, or adding choices, or editing the security for choices requires access to the Choices
tab.
l Cluster Set
l Permissions for Cluster Set and the multiple choice fields that hold cluster data should be kept in sync. If
a group has the None permission set on the Cluster Set object, but View/Edit/Add/Delete permissions to
the Multiple Choice fields that hold cluster data, users in that group will still see Analytics clusters in the
cluster browser and will be able to visualize clusters. To prevent the group from viewing the clusters in
the cluster browser, or visualizing clusters, you must item-level secure the multiple choice fields that hold
the cluster data for the group.
l Color Map
l Email thread visualization requires View permissions or higher for the Color Map object.
l Custom Page—a custom web page created that enhances the flexibility of application development by sup-
porting the creation of custom layouts and the display of dynamic content, such as unique graphics, dynamic
date, and report results.
l Data Grid Audit—the recording and tracking of changes made to data grid fields within a Relativity workspace.
Data grid audits capture modifications to data entries in data grids, providing an audit trail of changes for com-
pliance and accountability purposes.
l Data Grid Audit Field Mapping—a configuration that defines the relationship between data grid fields and
their corresponding audit fields. This mapping ensures that changes made to data grid fields are accurately cap-
tured and recorded in the audit trail.
l Dashboard—a page configuration made up of widgets and item lists.
l Destination Workspace—the Destination Workspaces tab in the Integration Points object, which provides
information on the workspaces to which users have exported data through Integration Points. Note that this set-
ting has no impact on the Destination Workspace field on the Connect to Source layout of the Integration Point
you are creating or editing. This means that you can still select a workspace from that field drop-down list even if
you do not have permission to this object.

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l Document—a record within a workspace.
l Upload Image—group members can use the image upload functionality in the viewer to upload a single
image.
l Replace Document—group members can replace a single document in the viewer.
l Create PDF—group members can print and save as PDF individual documents from Relativity.
l Local Access (Download; Copy Text)—group members can open the file in its native application or to
copy text from the viewer.
l Redact Document—group members can place stamp or text box redactions on a document.
l Highlight Document—group members can place a highlight on a document.
l Add Image—group members can use Relativity’s image-on-the-fly functionality.
l Delete Image—group members can delete images in Relativity.
l New Document—group members can upload a new document.
l Case Dynamics - Coding Pane—group members can use the Case Dynamics coding pane.
l Review Interface Settings —The section within a document's settings that pertains to configuration
options specific to the review interface. This subsection allows users to define how the document
behaves and appears during the review process.

Note: Use the document Edit permission to tag documents with workspace coding values using lay-
outs. Do not assign coding users rights to edit fields or edit layouts. Use the Field edit permission,
along with access to the Fields tab, to edit field properties such as changing a fixed length text field
from 255 to 320 characters.

l Domain—the name of the business or organization on the internet. For example, “@company.com” in the
email address “jsmith@company.com” is the domain for that company email address.
l Entity—the individuals or entities who own or facilitate the data found in the data sources.
l Group members can view, add, edit, and delete the entities used for Relativity Processing, Legal Hold,
and Collection, and Analytics.
l Event Handler—the name of the assembly that helps facilitate the completion of document review and various
other functions in Relativity by applying custom business logic to corresponding user actions.
l Field—the Relativity entity used to store document metadata and coding values within Relativity.
l Add Field Choice By Link—exposes the Manage link option on choice fields, allowing group members
to add new choices to a field on a layout.
l Editing, deleting, sorting, or adding fields, or editing the security of fields requires access to the Fields
tab.
l Field Category—a grouping or classification of related fields within a workspace. Field categories help organ-
ize fields based on their purpose or functionality, making it easier to manage and work with a large number of
fields.
l Filter Set—a predefined set of criteria used to filter and narrow down data displayed in views and reports. Filter
sets allow users to quickly apply specific filters to focus on relevant information.
l Folder—the name of the container of documents in Relativity that are arranged in a hierarchy in the folder
browser.

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 l Using any Folder permissions requires access to the Folder browser.

Note: You can customize permissions for individual child folders. This does not change the per-
missions of a folder's parent, but it can change the behavior of a folder's children, if you configure the
children folders to inherit permissions from their parent.

Note: Changing root folder permissions during import is not a supported workflow.

l Job History—the Job History tab in the Integration Points object, which provides information the history of
import and export jobs run through Integration Points.
l Job History Error—the Job History Errors tab in the Integration Points object, which provides information
errors that occurred during import and export jobs run through Integration Points.
l Imaging Profile—the name of the profile that controls the settings used to image a group of documents.
l Editing, deleting, or adding imaging profiles, or editing security of imaging profiles requires access to the
Imaging Profiles tab.
l Imaging Set—the profile and saved search containing the documents you want to image.
l Editing, deleting, or adding imaging sets, or editing security of imaging sets requires access to the Ima-
ging Sets tab.
l Imaging Warning—a notification or alert generated during the imaging process that indicates potential issues
or discrepancies that may affect the quality or accuracy of the imaged documents.
l Import/Export Extraction Job—a task that involves extracting and transforming data during the import or
export process. Import/export extraction jobs ensure that data is correctly formatted and mapped for successful
transfer.
l Import/Export Job—an automated task that facilitates the import or export of data between different instances
or systems. Import/export jobs enable efficient data transfer while maintaining data integrity.
l Install Event Handler—the name of the pre or post-install event handler, which is an assembly that runs when
you install them to configure your Relativity environment to support your applications.
l Viewing, adding, or deleting event handlers requires access to the Object Type tab.
l Inventory Filter—the filter applied when inventorying files to view how inventories data affects data in your pro-
cessing set using the Processing application.
l Integration Point—the entity that you create to configure data integrations from third-party systems to Relativ-
ity objects using the Integration Points application.
l Integration Point Profile—the profile that you create and save for future use when running future data import
or export jobs through the Integration Points application.
l Integration Point Type—the integration point type, import or export, that you specify when you create an integ-
ration point to configure data integrations from third-party systems to Relativity objects using the Integration
Points application.
l Layout—the name of the web-based coding form that gives reviewers access to view and edit document fields
and complete specific review tasks.
l Editing, deleting, or adding layouts, or editing security of layouts requires access to the Layouts tab.
l Legacy Sentiment Result—an outcome or classification generated by a sentiment analysis process using pre-
vious sentiment analysis models or methods.

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l Lists—an option for saving a group of items without having to specify the types of conditions required for a
saved search, which means they remain constant unless someone replaces them with an existing list.
l Editing, deleting, or adding lists, or editing security of lists requires access to the Lists tab.
l Markup Set—a securable sets of annotations and redactions available to reviewers for applying text redactions
to documents in the Viewer.
l Editing, deleting, or adding lists, or editing security of markup sets requires access to the Markup Sets
tab.

Note: The only proper way to secure the text behind a redaction is to the produce the document that
contains the redacted text. If a group has View rights only to a markup set, not Edit or Delete rights,
and a reviewer in that group loads a document in the Viewer because they have no other way to view
that document, they can actually see the text behind the redaction, in which case that text is not totally
secured.

l Mass Operation—single actions performed on multiple documents or objects at the same time, such as mass
edit, move delete, produce, replace, image, print image, send to CaseMap export file, cluster, and process tran-
scripts.
l Viewing, adding, or deleting mass operations requires access to the Object Type tab.
l Native Type—a Relativity-supported file type that an admin can import and image; Native Type pertains to the
Native Types tab and list, which an admin references when selecting file types to restrict from imaging.
l Edit—group members to edit the Restricted From Imaging By Default checkbox for native types.
l Delete—group members to remove native types from the restricted list.
l Add—group members to add existing native types to the restricted list.

Note: Even with all Native Type permissions assigned, a user cannot add new native file types. Relativ-
ity is already configured with the native file types that it recognizes.

l Object Rule—permits special or additional functions with user-configurable options. For example, a New But-
ton Override that redirects an object's new button action to another Relativity page or other URL as directed by
the user.
l Viewing, adding, or deleting object rules requires access to the Object Type tab.
l Object Type—the type of object specified when creating a Relativity Dynamic Object. For example, Document
and Workspace are object types.
l Editing, deleting, or adding object types, or editing security of object types requires access to the Object
Type tab.
l OCR Language—determines what language is used to OCR files where text extraction isn't possible, such as
for image files containing text.
l Viewing, editing, deleting, or adding OCR languages, or editing security of OCR languages requires
access to the Processing tab.
l OCR Profile—a saved, reusable set of parameters that you use when creating an OCR set.
l Viewing, editing, deleting, or adding OCR profiles, or editing security of OCR profiles requires access to
the OCR Profiles tab.
l OCR Set—a group of documents defined by a saved search or production to be OCRed based on the settings
defined by the OCR profile.

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 l Viewing, editing, deleting, or adding OCR sets, or editing security of OCR sets requires access to the
OCR Sets tab.
l Password Bank—a password repository used to decrypt certain password-protected files during inventory, dis-
covery, and native imaging.
l Password Entry—a password you enter into the password bank to decrypt password-protected files.
l Viewing, editing, deleting, or adding password entries in the Password Bank, or editing security of pass-
word entries requires access to the Password Bank tab.
l Persistent Highlight Set—a reusable, transferable set of persistent highlight specifications a reviewer can
select in the Viewer to assist in document review.
l Pivot Profile—a saved, reusable group of pivot setting that you apply to pivots to quickly analyze case data.
l Quick Create Sets—the Quick Create Sets tab, formerly Processing Assistant, lets you create multiple data
sources, entities, and processing sets based on a specific file structure from a single object.
l PDF Profile—a configuration that defines settings and parameters for generating PDF documents, including
formatting, layout, and content options.
l Processing Data Source—all data sources associated with all processing sets in the workspace.
l Processing Error—a list of errors related to your processing job.
l Download and Upload files with processing sets—group members can download error files and
upload replacements for them through the Error Actions console on the error details layout.
l Processing Set—an object to which you attach a processing profile and at least one data source and then use
as the basis for a processing job.
l Production—an application that prepares relevant and non-privileged documents to turn over to opposing
counsel after review.
l Viewing, editing, deleting, or adding production sets, or editing security of production sets requires
access to the Production Sets tab.

Note: Productions appear in the viewer by default. There are no permissions for specific viewer
options. To restrict productions from appearing in the viewer for a certain group, set the Production per-

mission to None .

l Production Data Source—saved set of parameters that Relativity uses when running a production.
l Production Information—information records associated with a production during the Staging process of run-
ning a production.
l Placeholder—text or images you can include in a production as a placeholder for removed or forthcoming
information.
l Queue Refresh Trigger—a mechanism within Relativity's Review Center that initiates a process to update the
review queue with the latest information.
l Relativity Application—a customizable collection of Relativity objects that provides improved case and matter
management.
l Viewing, editing, deleting, or adding Relativity applications , or editing security of applications requires
access to the Relativity Applications tab.
l Relativity Export Service Job—a task initiated to export data from the system using the Relativity Export Ser-
vice. This job ensures the accurate and secure transfer of data to external destinations.

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l Relativity Import Data Source—the source of data that is being imported. This can include various file types,
databases, or other external sources of information.
l Relativity Import Job—an automated process used to import data from external sources into the system.
Import jobs facilitate the seamless integration of data for various purposes.
l Relativity Script—a SQL-based command that admins can use to customize and augment Relativity func-
tionality. Scripts are deployed with Relativity and reside in the Relativity script library.
l Viewing, editing, deleting, or adding Relativity scripts, or editing security of scripts requires access to the
Scripts tab.
l Relativity Time Zone—the time zone for which the Relativity environment adheres to.
l Repeated Content Filter—a filter that finds the text in each document that matches your configuration para-
meters and suppresses it from the Analytics index.
l Viewing, editing, deleting, or adding repeated content filters, or editing security of repeated content filters
requires access to the Repeated Content Filters tab.
l Report—flexible reporting features designed to facilitate roll-ups of information about your case review.
l Viewing, editing, deleting, or adding summary reports, or editing security of summary reports requires
access to the Summary Reports tab.
l Review Center Queue—a collection of documents within Relativity's Review Center functionality that serve as
a central location for reviewers to access and analyze documents relevant to a specific case or investigation.
l Search—flexible search features designed to facilitate document review process.
l Security settings for the Search object apply to saved searches.
l Editing, deleting, or adding saved searches, or editing security of saved searches requires access to the
Saved Searches browser.
l Search Container—the search folder object, which applies to all saved search folders.
l Security settings for the Search Folder object apply to saved search folders.
l Editing, deleting, or adding saved search folders, or editing security of saved search folders requires
access to the Saved Searches browser.
l Search Index—access to searching features, such as dtSearch and other searches available from the Docu-
ments tab.
l Search index permissions must be kept in sync with permissions on the Analytics Index object.
If a user has view permissions to Search Index, but no permissions to Analytics Index, they can still
access Index Search functionality in the item list and in the viewer. If a user has full View/Edit/Add/Delete
security permissions to an Analytics Index, but does not have permissions for Search Index, they will not
be able to View/Edit/Add/Delete Analytics indexes.
l Dictionary Access—group member can see the dictionary function when searching with a dtSearch
index.
l Using available search indexes with dictionary search requires access to the Documents tab.
l Selecting and using available search indexes requires access to the Documents tab.
l Editing, deleting, or adding search indexes, or editing security of search indexes requires access to the
Search Indexes tab.
l Search Terms Report—a tool an admin can use to enter a list of terms or phrases and generate a report listing
those words’ frequencies in a set of documents.

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 l Viewing, editing, deleting, or adding search terms reports, or editing security of search terms reports
requires access to the Search Terms Reports tab.
l Search Terms Result—a list of results from the search terms report.
l Sentiment Analysis Job—a task that involves analyzing text data to determine sentiment or emotional tone.
Sentiment analysis jobs provide insights into the emotional context of text content.
l Sentiment Result—the outcome or classification generated by a sentiment analysis process that indicates the
sentiment or emotional tone detected in a text document.
l Source Provider—group members can see all available source providers when creating an integration point;
for example LDAP, FTP, Import Load file, and Relativity.
l Structured Analytics Errors—a list of errors related to your Structured Analytics job.
l Structured Analytics Set—a saved, reusable group of settings that Structured Analytics uses to shorten your
review time, improve coding consistency, optimize batch set creation, and improve your Analytics indexes.
l Tab—an interface component that gives the admin or reviewer access to an assortment of Relativity func-
tionality.
l Editing, deleting, or adding tabs, or editing security of tabs requires access to the Tabs tab.
l Tab Sync Backup—a backup mechanism that ensures the consistency and synchronization of data across dif-
ferent tabs or sections within the user interface.
l Trained Model—a machine learning model that has been trained using specific data to make predictions or
classifications based on new input.
l Transform Set—a feature that uses handlers to analyze and extract the contents of one field and copy them to
another.
l Viewing, editing, deleting, or adding transform sets, or editing security of transform sets requires access
to the Transform Sets tab.
l View—a customizable list of items in Relativity from which a user can sort and filter to locate specific items.
l Editing, deleting, or adding views, or editing security of views requires access to the Views tab.
l Workspace—a securable document repository used to facilitate productions, witness testimony, and other doc-
uments in which admins and reviewers conduct searches for relevant materials and set up views to organize
that material.
l Editing or deleting a workspace, or editing security of a workspace requires access to the Workspace
Details tab. When the edit security permission is selected, it grants the group the ability to manage per-
mission and the Add/Remove Groups button will display.
l Workspace Processing Settings—Represents an RDO for which there is no front-end implementation. It
stores the Invariant StoreID and Data Grid settings for the workspace, but it provides no functionality, and it con-
trols nothing.

Note: If you are using RelativityOne, the following objects are secured by default and should not be modified.
Please contact Relativity Support if you need to modify these objects.

l Agent Type
l Event Handler
l Install Event Handler
l Viewing, adding, or deleting event handlers requires access to the Object Type tab.

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 l Processing Error

35.4.5 Tab visibility

Tab Visibility lists all parent and child tabs to which you can grant groups access. Combine object security
permissions and tab visibility access to give users the tools they need to complete their tasks. Select a tab to make it
visible for a group.
The following is a list of common Relativity parent and child tabs in alphabetical order by parent tab name:

l Case Admin
l Batch Sets
l Markup Sets
l Persistent Highlight Sets
l Production Sets
l Scripts
l Case Metrics
l Reports
l Reviewer Metrics
l Dashboard
l Documents
l Entities
l Entities
l Aliases
l Indexing & Analytics
l Structured Analytics Set
l Analytics Profiles
l Repeated Content Filters
l Search Indexes
l Analytics Categorization Set
l Imaging
l Imaging Profiles
l Imaging Sets
l Native Types
l Password Bank
l Lists
l OCR
l Profiles
l OCR Sets

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l Processing
l Processing Sets
l Quick Create Sets
l Processing Data Sources
l Processing Profile
l Password Bank
l Inventory
l Reports
l Processing Administration
l Worker Monitoring
l Processing History
l Reporting
l Search Terms Reports
l Summary Reports
l Pivot Profiles
l Domain
l Search Terms Results
l Review Batches
l Workspace Admin
l Workspace Details

Note: If a user has view access or greater, edit, delete rights, to the workspace object and has view
access to the Workspace Details tab, but does not have permission to View Workspace Details, the
admin operation, the user cannot view the Workspace Details tab.

l Search Indexes
l Object Type
l Fields
l Choices
l Layouts
l Views
l Tabs
l Relativity Applications
l Custom Pages
l History

Note: If a user has view access or greater to the History tab, but does not have permission to View All

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 Audits, the user cannot view the History tab.

l User Status

Note: This list does not reflect custom tabs or customized parent tab configurations that may vary by environment.

Note: If you are using RelativityOne, the following tabs are secured by default and should not be modified. Please
contact Relativity Support if you need to modify these tabs.

l Worker Status
l Processing > Errors

35.4.6 Browsers
In the Browsers section, you control which browsers are visible to a group. Select a browser type to make it visible for
the group.
The following is a list of Relativity browsers:

l Folders

Note: For more information on securing folders, see Relativity object security on page 604.

l Field Tree
l Advanced & Saved Searches
l Clusters
See the Browsers panel on page 725 section for complete details regarding each browser type.
Groups not granted access to any of the available browsers in a workspace see their document list spanning the
whole screen.

35.4.7 Mass operations

In the Mass Operations section, you control which types of mass action rights the group can access. This section also
lists any custom mass operations that you have added to Relativity or that are available in applications currently
installed in your environment.
Select the check mark next to the mass action you want group members to have access to.
You can select the following mass actions:

l Assign to Entity—gives group members the rights to select and re-assign an alias to a different entity when
using name normalization in Analytics.
l Cluster—gives group members the rights to cluster documents using Analytics clustering.
l Convert—gives group members the ability to convert a large set of documents into HTML5 format for faster
document load times within the viewer.

Note: Mass convert is not available in repository workspaces.

l Copy—gives group members the rights to copy securable objects such as views and layouts.

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 l Delete—group members can mass-delete documents. Mass delete also requires the rights to delete doc-
uments.
l Edit—gives group members the rights to use their layouts to simultaneously edit document field values for mul-
tiple documents.
l Export—gives group members the rights to export audit data via Audit.

Note: This permission only appears if Audit is installed and configured.

l Export to File—gives group members the right to export the contents of a view to a .csv, .xls or .dat file.
l Image—group members can simultaneously send image requests for multiple native files.
l Move—gives group members the right to simultaneously move documents from one or more folders to one tar-
get folder. Mass Move also requires add and delete document rights.
l Merge—gives group members the rights to select and merge multiple entities into a single entity when using
name normalization in Analytics.
l PDF Actions—gives group members the ability to download, create, store, or number PDFs. For more inform-
ation, see Mass PDF permissions
l Print Image—gives group members the right to simultaneously print images from multiple documents.

Note: While the Print Image mass operation may be visible in the security console, it is not available to use in
RelativityOne. Mass printing of images is only available if you revert back to the ActiveX control, which is not
an option in RelativityOne. Instead of mass printing images in RelativityOne, you can use the option to save
an image as a PDF from the document viewer.

l Produce—gives group members the right to simultaneously add multiple documents to a production set.
l Replace—group members can perform a replace operation on multiple documents. Examples include:
l Copying the contents of one text field to another.
l Adding a set string to the beginning or end of an existing field.
l Merging the values of a source field with the values of a target field.
l Process Transcript—group members can process imported transcripts for viewing in Relativity.
l Send To Case Map—group members can send multiple documents to CaseMap.

Note: CaseMap is not compatible with Windows 8.

l Tally/Sum/Average—group members can tally, sum and average the values of any numeric fields. This action
is recorded under the document history.
l Custom mass operations—may appear in this list. They include mass operations that you added to Relativity
or that are available in applications currently installed in your environment.
For more information about mass operations, see Mass operations on page 318.

35.4.8 Admin operations

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

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l Allow dtSearch Index Swap—grants group members the ability to execute the Index Swap function from the
dtSearch console. For more information, see the Searching Guide.
l Allow Export—grants group members the ability to export files through the export functionality found in Integ-
ration Points.
l Allow Import—grants group members the ability to import load files through import functionality found in Integ-
ration Points.
l Assign Batches—grants group members permissions to check out batches to other reviewers.
l Communication Analysis Widget—grants group members permission to add the Communication Analysis
widget to a dashboard via the Add Widget drop-down menu.

Note: Groups without this permission can still view and interact with the Communication Analysis widget
assuming they have access to the dashboard the widget is part of.

l Delete Object Dependencies—grants group members permission to force the deletion of an object, which
includes unlinking associative objects and deleting child objects. The group members must also have per-
missions to delete any dependent child and/or modify associative objects.
l Email Thread Visualization—grants group members permissions to access email thread visualization.
l Export Dashboard—grants group members permission to download a saved dashboard.
l Manage Object Types—permission that grants group members the ability to:
l Create a new tab for a new object type when adding the new object type.
l Automatically gain view, add, edit, delete, and secure permissions for all newly created object types.
l Automatically gain tab visibility for newly created tabs.
l Manage Relativity Applications—group members can associate objects with applications by making the
Relativity Applications field available on create and edit pages for Field, Layout, View, Script, Object Types,
and all other objects compatible with applications. Users with this and Edit permissions for applications are
allowed to lock and unlock an application from editing.
l Modify System Keyboard Shortcuts—grants group members permission to the Manage System Keyboard
Shortcuts button. User groups must also have permissions to see the Workspace Admin and Workspace
Details tab along with the View Workspace Details permissions. This button is located in the Relativity Utilities
console on the Workspace Details page. See Keyboard shortcuts on page 252

Note: If a user group is given this permission they can modify and delete keyboard shortcuts for their group
within a workspace.

l Override Production Restrictions—grants group members permissions to override the setting in the Pro-
duction Restrictions option on the Workspace Details page. The group members will be able to produce doc-
uments that contain conflicts based on these restrictions. See Adding and editing production restrictions on
page 721.
l Use Pivot/Chart—grants group members permissions to use the Pivot grid and chart functions.
l Use Quick Nav—grants group members the ability to search tabs in a workspace using the quick nav feature.
See Quick nav on page 41.
l Use Sampling—grants group members permission to the sampling menu on any object that has the Sampling
field set to Enabled. The sampling menu users can create sample sets of items using a sampling methodology

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 of their choice. For example, a user can make a sample set of documents to review for QC purposes. For more
information, see Sampling on page 540.
l View All Audits—grants group members permission to view the history of a document in the Viewer through
the Document History icon, as well as workspace objects, such as markup sets, Dynamic Objects, fields, and
others, through the View Audit option on those objects’ layouts.

Note: If a user has view access or greater to the History tab, but does not have permission to View All Audits,
the user cannot view the History tab.

l View Batch Pane—grants group members permission to view the batches associated with a document in the
related items pane.
l View Images Hidden for QC Review—grants group members permission to view all images in an imaging set
with a QC status set to hide images. For more information, see QC Review on page 227.
l View User Status—grants group members permissions to access the User Status tab.
l View User's Personal Items—grants group members permission to click the View Another User's Personal
Items link on the Workspace Details page and modify the View Other's Personal Items console.
l View Workspace Details—grants group members permissions to access the Workspace Details page and the
Relativity Utilities console.

Note: If a user has view access or greater to the Workspace Details tab, but does not have permission to
View Workspace Details, the user cannot view the Workspace Details tab.

Note: If you are using RelativityOne, the following admin operations are secured by default and should not be
modified. Please contact Relativity Support if you think you need to access this functionality.

35.4.9 Customer lockbox

See RelativityOne lockbox on the next page.

35.4.10 Workspace admin group

A system admin can assign any group in Relativity to have full admin rights over a particular workspace. A workspace
admin has near-complete control over all objects within the workspace, but members of the group do not have the
script permissions available only to system admins.

Note: While Workspace Administrators have extensive control over their respective workspaces, they do not
automatically inherit the full range of system administrator privileges. Non-standard permissions like "New
Document" must be added. Additionally, the "Workspace" permission is initially set only to "View" status.

Use the following steps to set a designate a workspace admin group:

1. Click Edit on the Workspace Details tab.

2. Click Select in the Workspace Admin Group field.
3. Select the group you want to set as the workspace admin group.
4. Click Ok.

Note: You can only designate one group per workspace as a workspace admin group.

You can also grant workspace admins permission to alter the security settings of any group.

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To grant workspace admins permission to alter the security settings of any group:

1. Click Manage Workspace Permissions from the Workspace Details tab.

The Workspace Security window opens.
2. Select Object Security.
3. Select the desired group from the Select a Group dropdown.
4. Click the Edit Security padlock for the Workspace object permission.
5. Click Save.

35.4.11 RelativityOne lockbox

RelativityOne’s Lockbox feature provides you with greater control over your workspace data and access. It helps
protect sensitive information from unauthorized access by Relativity System Admins, while still allowing authorized
users to access data for legitimate purposes. Lockbox is designed to protect your workspace data by preventing
access by Relativity support and operations teams, even if they have administrative privileges. By default, this feature
is enabled, which means that any system administrator, including those on the Relativity team, cannot see your
workspace data without explicit permission.
Consider the following:

l RelativityOne Lockbox has granular control that is managed through separate EnableRelativityLockbox and
EnableCustomerLockbox instance settings. This allows for a precise configuration based on your specific
needs.

Instance setting name Description Value Impact

EnableRelativityLockbox Controls access to True Prevents all Relativity employees
workspaces for all from accessing workspaces unless
Relativity employees, they are added to workspace
except those
groups. This requires manual inter-
explicitly granted
access by the vention by the customer to grant
customer. access to Relativity employees.

EnableCustomerLockbox Controls access to True Prevents Client System Admin-

workspaces for Client istrators from accessing workspaces
System unless they are added to workspace
Administrators.
groups. This requires Client System
Administrators to disable Lockbox to
access workspaces, which triggers
alerts to be generated.
l You can view and manage security permissions for Relativity Support team users on the security permissions
page unless you choose to lock them out entirely.
l If you want to monitor workspace actions taken by Relativity employees, you can use the Security Center's
Relativity employee workspace access feature. Additionally, you can use the Lockbox access feature of the
Security Center to remove Relativity employee access from your workspaces if desired.
l When the EnableCustomerLockbox instance setting is enabled or disabled, a Security Alert is automatically
generated. This helps you keep track of any changes to your workspace's security settings.
l To enable Lockbox for Relativity employees and prevent them from adding themselves to workspace groups,
set the EnableRelativityLockbox instance setting to "True".

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 l To allow your System Administrator to access workspaces, set the EnableCustomerLockbox instance setting
to "False".
l To grant Relativity support temporary access to a workspace, you can either add Relativity support to a group
that belongs to the workspace, or set the EnableRelativityLockbox instance setting to "False".
When you contact Relativity Support for troubleshooting, the following high-level steps are performed if access to
customer workspace is required to resolve an issue:

1. Support is requested through the usual means.

2. The Relativity Customer Support technician will request that you add a RelativityOne Support group to the work-
space in question.
3. The Relativity Customer Support technician will troubleshoot your case per standard protocol.
4. Upon resolution, the Relativity Customer Support technician will advise you that the issue is resolved.
5. You should then remove the RelativityOne Support group from the workspace you added them to.
Refer to Support if you need more information on this feature.

35.4.11.1 Lockbox reports

To help you monitor and audit the use of the Customer Lockbox feature in Relativity, we provide two scripts:

l Lockbox Bypass report - This script provides an audit trail of any changes made to the EnableCus-
tomerLockbox instance setting, including details such as who made the change and when it occurred.

l Lockbox report - This script provides a list of all workspaces to which an employee of Relativity ODA LLC cur-
rently has access, as well as the name of the group to which the user is linked.

Note: The report does not include the actual names of users. This report may reference Maintenance work-
spaces ("[DO NOT ACCESS]...") to which Relativity maintains access. While this script is focused on auditing
"Relativity ODA LLC" employees, you can create a similar custom script to audit your own employees if
desired.

35.4.11.2 Lockbox security notifications

In RelativityOne, system administrators can be added to the Security Notifications group for a given instance to
receive notifications whenever any of the following events occur:

l A member of Relativity staff is granted access to a customer workspace while Lockbox is enabled.
l The EnableCustomerLockbox instance setting is disabled.
l A user is added or removed from the Security Notifications group. Note that only the person who was added or
removed will receive the email notification - other group members will not be notified.

Note: If the Security Notifications group is accidentally deleted, you can re-add it.

Additionally, if any person with a Relativity email address is added to a group with associated workspaces, the email
address will receive notifications whenever a user is added to or removed from the group.
When any of these conditions are met, members of the Security Notifications group will receive an email notification.
The notification email includes a link to the Security Center, where Relativity workspace access can be revoked if
needed.

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35.5 Setting workspace permissions
Permissions can be set based on the features using the Features tab on page 595 or by using the granular settings on
the Object Security tab on page 599, Tab Visibility tab on page 601, or Other Settings tab on page 603.
Edit workspace permissions using the Workspace Security dialog accessible from the Workspace Details tab.
Access the dialog using the following steps in a workspace:

1. Click the Administration tab followed by Workspace Details.

2. Click Manage Workspace Permissions in the Relativity Utilities console to open the Workspace Security dia-
log.

3. Do any of the following:

l Perform group management. Refer to Group Management on the next page for more information.

l Modify the settings on the tabs as needed. Refer to the Features tab on page 595, Object Security tab on
page 599, Tab Visibility tab on page 601, or Other Settings tab on page 603 sections for specific inform-
ation of each tab.
4. Click Revert All if you need to undo all your unsaved toggle key changes. The features will return to their ori-
ginal toggle key settings.
5. Click Review and Save after modifying settings.

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 6. Review the unsaved changes displayed on the Review Permissions Changes modal.

l Features changes—lists the features that were changed and how they were changed. Changes at the
granular level may affect the status of the feature setting, so review this information carefully.
l Granular permissions changes—lists the changes made at the granular permissions level, including
those resulting from feature changes or direct edits at the granular permission level.
7. Click Save to finalize the changes.

Note: To add and remove groups, you must have the Edit Security permission set for the Workspace object and the
Add and Delete permissions set for the Groups object (instance level security).

35.5.1 Group Management

The Group Management tab displays all groups added to a workspace. The following actions are available for groups
added to a workspace other than System Admins:

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l View Users—displays a list of users in a group.
l Edit Permissions—opens the Object Security tab for you to begin editing the workspace permissions for a
group.
l Copy—opens a list of groups whose permission settings you can transfer to the group. Select a group and click
Copy Permissions at the bottom of the list to complete the transfer.

Note: Copying permissions from one group to another will cause all permissions to be overwritten. This
includes item level security permissions for the target group.

l Preview—preview currently applied security settings for a group. See Preview Security for more information.
l Add/Remove Groups—opens the Add/Remove Groups dialog on which you can search for and add or remove
groups.

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 Notes:
l To add and remove groups, you must have the Edit Security permission set for the Workspace object
and the Add and Delete permissions set for the Groups object (instance level security).
l Relativity displays a warning message when a System Admin attempts to edit or copy permissions for
any group in a client domain. This warning makes the System Admin aware that modifying permissions
may have significant consequences. For example, changing permissions may allow client domain
users to modify items outside their tenancy. The System Admin can click Manage Permissions to pro-
ceed with the update or Cancel to exit the pop-up window.
l
Note: For more scenario examples, see Permissions scenarios

35.5.1.1 Add/Remove Groups

The Add/Remove Groups window displays the following lists:

l Available Groups—lists available groups in your Relativity environment not yet granted access to the work-
space.
l Groups in Workspace—lists groups granted access to the workspace.

Adding groups to a workspace

To add one or more groups to a workspace, follow these steps:

Note: If you are in a Workspace admin group, you must have the instance-level Edit permission to the Group
object to add a group to a workspace.

1. Click the Administration tab followed by Workspace Details.

2. Click Manage Workspace Permissions.
3. Click Add/Remove Groups on the Group Management tab.
4. Select one or more groups from the Available Groups list in any order. Scroll the list or search for a specific
group using the search bar.
5. Click Add.
6. Click Save.

Removing groups from a workspace

To remove one or more groups from a workspace, follow these steps:

1. Click the Administration tab followed by Workspace Details.

2. Click Manage Workspace Permissions.
3. Click Add/Remove Groups on the Group Management tab.
4. Select one or more groups from the Groups in Workspace list in any order. Scroll the list or search for a spe-
cific group using the search bar.

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 5. Click Remove.
6. Click Save.

35.5.2 Saving permissions for a group

In the Workspace Security dialog you can switch between the Object Security, Tab Visibility, and Other Settings tabs
before saving modified security permissions for a selected group. If you modify security settings on any of these three
tabs, and try to close the dialog or click the Group Management tab, Relativity prompts you with the following options:

l Save—saves all permissions changes and applies them to the selected group.
l Revert—discards all unsaved permissions changes and reverts to the group's last saved permissions.
l Cancel—cancels the attempted dialog close or tab change action.
After making security changes on the Object Security, Tab Visibility, and Other Settings tabs, click Save at any time to
apply the selected permissions settings.

35.5.3 Features tab

You can set permissions based on features in the system using the Features tab. Rather than managing specific
permissions by navigating through the three tabs (Object Security, Tab Visibility, Other Settings) individually,
permissions can be set based on features in the system using the Features tab. Examples of features include
Preservation, Production, Imaging, and Configure Doc Review.
Each feature listed consists of a collection of the required permissions for that feature from the other three tabs. Once
you enable a feature, its associated permissions are automatically enabled.

Note: Adjusting the settings for individual permissions requires accessing their respective source tabs (Object
Security, Tab Visibility, Other Settings). Editing them from the Features tab is not possible.

Setting permissions at the feature level is intuitive and simplifies the management of permissions within Relativity.
With one click, the necessary permissions can be enabled or disabled for a particular feature.

35.5.3.1 Considerations
Keep these factors in mind when setting Feature permissions:

l Granular permission settings on the Object Security, Tab Visibility, and Other Settings tabs are the primary
source and propagate to features listed on the Features tab. Changes to these permissions from those tabs will
also update in the corresponding features.
Scenario:
If you remove the Edit capability from Imaging Profile on the Object Security tab, it will be disabled within its
corresponding User Imaging feature on the Features tab

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 l Changing a specific permission under the Object Security, Tab Visibility, and Other Settings tab associated with
an enabled feature will result in the feature being disabled.
Scenario:
If the Imaging feature is enabled on the Features tab and you disable Edit for Imaging Profile on the Object Security
tab, the Imaging feature on the Features tab is automatically disabled. Additionally, any other feature that included the
Edit capability for Imaging Profile is also disabled.

Therefore, if all granular permissions are enabled for a feature, the feature's toggle is enabled. If any of the granular
permissions is disabled for a feature, the feature's toggle is automatically disabled.

l Disabling a feature on the Features tab disables its associated granular permissions for that feature. However,
if a granular feature is part of another enabled feature, then it will remain enabled (blue check mark) on the dis-
abled feature’s See Details panel.
Scenario:

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The User Imaging and User Processing features are enabled, and they share the granular permission of View and
Add Document. If you disable the User Imaging feature, the View and Add Document settings remain enabled (blue
check mark) on the See Details panel of User Imaging because they are included in the enabled User Processing
feature

l Disabling a feature revokes access to all granular permissions associated with the feature that are not currently
granted as part of a different enabled feature. Therefore, enabling and then disabling a feature will not neces-
sarily return the group to the state it was previously in. Be sure to examine the Review Permissions Changes
dialog to confirm all permissions changes are as expected.
Scenario:
A group has access to two permissions. If you enable a feature for that group which includes those two permissions as
well as two additional permissions, the group will then have access to all four permissions. Subsequently, if you
disable the feature for the group, all four permissions will be disabled for the group (assuming none of the permissions
are part of another enabled feature). The group will not revert to having access to the original two permissions.

35.5.3.2 Using the Features tab

The Features tab displays a list of features currently available for the selected group in the workspace. Click the toggle
key next to one or more features to enable or disable them. You can also do the following from here:

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 l Use the Search bar to locate a particular permission in the list.
l If available, click the list next to a specific feature to adjust the user role to configure for that feature. For
example, Administrator, Reviewer, or User role.
l Click See Details to view the list of granular permissions associated with this feature and their settings. They
are propagated from the Object Security, Tab Visibility, and Other Settings tabs. To collapse the details panel,

click the double arrow button. The panel includes:

l User role for the feature is reflected in the panel heading. For example, the heading of “User Import
Unstructured Data” indicates the permissions listed are for the User role.
l Ability to enable or disable the feature’s toggle key from here in addition to doing so from the main
Features dialog.

Current state of each granular permission for the feature. A blue check mark indicates the selected

group has permission to use this feature (enabled). A red circle with a slash indicates the selected
group does not have permission to use it (disabled). The state permissions may change based on the
toggle key setting.

35.5.3.3 Frequently asked questions

Will I be able to continue to use granular permissions for certain use cases?
Yes, you will be able to continue to use granular permissions. While Feature Permissions is designed to eliminate the
need to manage permissions at the granular level via the Object Security, Tab Visibility, and Other Settings tabs, we

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understand that there may be unique situations which require the use of the more granular method. Therefore, that
functionality will remain in RelativityOne for the time being.
Why is the user not seeing a tab that should be available as part of the enabled feature?
First, ensure the user has Tab Visibility by looking for a blue check mark next to the tab name in the See Details pane
of the feature. If confirmed and still not visible:
1. Check item-level Security: if the tab is secured against the selected group, it will not be available in the applic-
ation.
2. Check the tab configuration: if the tab’s parent is not visible, it will not appear in the side panel or hamburger
menu, but it will still be accessible via Quick Nav.
Why are certain features not available in my workspace?
Feature availability is determined by your workspace configuration. Features will only show when the relevant applic-
ations are installed in the workspace. If any necessary components are missing, the feature will not be available.
I had enabled a Feature for a specific group earlier, but now it appears as disabled for that same group. What could
have caused this?
Although this situation should be rare, it can occasionally arise. This typically occurs when the feature definition is
changed to include a permission that the group does not have, often because a new permission has been introduced
to the system. To resolve this issue, re-enable the feature for the affected group.

35.5.4 Object Security tab

Use the Object Security tab to manage the following object-level permissions for a selected group:

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 l
None —denies users access to the object.

l
View —view the object. This is the lowest level object permission.

l
Edit —edit and view the object.

l
Delete —delete, edit, and view the object.

l
Add —add new objects. This icon turns blue when the setting is unsaved; once you click Save, the blue icon
becomes grey. This icon turns green when you give users this permission both when the setting is unsaved and
saved.

l
Edit Security —grants users the ability to edit the security of objects. This icon turns blue if you click twice
indicating a not applicable status.
See Object list for a list of securable objects.

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35.5.4.1 Assigning object-level permissions
To assign object-level security permissions to a group:

1. Click the Administration tab followed by Workspace Details.

2. Click Manage Workspace Permissions in the Relativity Utilities console.
3. Click Edit Permissions for a group on the Group Management tab. Or, click Object Security and select a
group from the Current Group drop-down menu.
4. Click the applicable object security permission(s) you want to apply to the selected group. Icons for selected
security permissions appear in color, and names of objects for which you changed security permissions appear
in italic typeface until you save the modified permissions.
5. Click Save.

Assigning mass permissions to a single group

To update multiple permissions to a single group:

1. Click the applicable object security permissions

2. Click the down arrow on the menu below.
3. Select the appropriate permission type.
4. Click Apply.

Denying object access

To deny a group any access to an object, click the icon. After setting a group's permission level to None, the icon

appears in color .

35.5.5 Tab Visibility tab

The Tab Visibility tab lists all parent and child tabs in a workspace. Combine object-level permissions and tab visibility
to give users the tools they need to complete their tasks.
To grant access to workspace tabs, select all tabs you want visible for a selected group. For a complete list of tabs,
see Tab Visibility.

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35.5.5.1 Selecting parent and child tabs
Indented tab names are child tabs of a parent tab. The following example shows the parent tab of Processing and its
child tabs. To select a parent tab and all child tabs, click Select All (#) for the parent tab. The link changes to
"Deselect all (#)", which clears all check marks.

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When you select at least one child tab, the related parent tab is automatically selected. If you only want the child tab
selected, click the parent tab to clear its selection.

35.5.6 Other Settings tab

The Other Settings tab lets you control browser visibility and access to mass operations and admin operations for a
group in a workspace. For a complete list of admin operations, see Workspace security in the admin guide. To enable
these settings for a group, select the desired options.

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35.6 Relativity object security
Individual items inherit their objects' rights. For example, a group's rights to an individual field are determined by the
field's rights across the workspace. In some cases, you may want to change the security for certain items.
Say you have a group doing contract review, and you want the group to be able to see the custodian field, but not be
able to edit it. You can customize object permissions to ensure users have view rights, and not edit rights to the
custodian field object.
To change the security on individual items:

1. Navigate to the item’s details page, and then click Edit Permissions. For example, to open the details page for
a particular view in a workspace, click the Administration tab followed by the Views tab, and then click the

name of a view in the list. Or, click the icon for an object in a item list view with the Security field added.
2. Click the Overwrite Inherited Security toggle on the Group Management tab to set one of the following
options:

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 l OFF - object inherits security settings from its parent object (i.e., case workspace).
l ON - modifies group access and object security overrides the workspace level security settings.

Note: Altering security permissions from overwrite inherited security to inherit security and vice versa may
involve a wait time for 50,000 records or more. If this occurs, a notification appears to inform you of the impact
of the change.

3. If you set Overwrite Inherited Security to ON to modify an object's security, click Add/Remove Groups to
add or remove groups for which you want to set explicit object permissions.
4. Click Edit Permissions for a group to modify the group's object security rights.
5. Select any of the following object permissions to assign to the group:
l
None —denies users access to the object.

l
View —view the object. This is the lowest level object permission.

l
Edit —edit and view the object.

l
Delete —delete, edit, and view the object.

l
Add —add new objects. This icon turns blue when the setting is unsaved; once you click Save, the
blue icon becomes grey. This icon turns green when you give users this permission both when the setting
is unsaved and saved.

l
Edit Security —grants users the ability to edit the security of objects. This icon turns blue if you click
twice indicating a not applicable status.

Note: Not all permissions listed above apply to all objects. The Object Security tab doesn't display the
icon for a permission that doesn't apply.

6. Click Save.

35.6.1 Securing a folder for selected groups

Folders can also be managed so that only selected groups can access a folder's contents.
To change which groups can access a folder:

1. Navigate to the Documents tab.

2. Right-click on the folder you wish to control a group's access to, and then select Secure.

Note: Parent-level folders cannot be secured.

3. Click Overwrite Inherited Security to toggle it ON.

4. Click Add/Remove Groups.
5. Select the group or groups that you wish to add or remove, and then click the Add or Remove button.
6. Once you've added or removed all of the desired groups, click Save.

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 7. Optionally, click Edit Permissions next the desired group to modify that group's folder security rights.
8. Select any of the following folder permissions to assign to the group:
l
View - view the folders. This is the lowest level folder permission.

l
Edit - edit and view the folders.

l
Delete - delete, edit, and view the folders.

l
Add - add new folders. This icon turns blue when the setting is unsaved; once you click Save, the
blue icon becomes grey. This icon turns green when you give users this permission both when the setting
is unsaved and saved.

l
Edit Security - grants users the ability to edit the security of folders. This icon turns blue if you click
twice indicating a not applicable status.
9. Click Save.

The folder will display a padlock icon to show that Overwrite Inherited Security has been toggled On for
that folder.

35.6.1.1 Folder security inheritance

If a user drags a folder with item-level security into another folder, the new child folder inherits the parent folder's
security.

Note: For more scenario examples, see Permissions scenarios

35.6.1.2 Identify and edit item-level security

System Administrators can quickly identify why certain users can’t access specific objects when item-level security
permissions are set on them.
To identify and change item-level permissions that are overridden, follow these steps:

1. Navigate to the workspace Details tab and click on the Manage Workspace Permissions link.

2. On the Object Security tab, you will find a list of objects (documents, items, or other artifacts) within the work-
space. If item-level security is applied to an object, it will be marked with an ‘Item Overrides’ link.

3. Click on the ‘Item Overrides' link to open a new window. From here, the system will redirect you to the item
security page to customize permissions for the chosen item.

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35.7 Preview security
The preview security feature lets system admins interact with Relativity as if they are logged in as a specific user or a
member of a specific group. A system admin can then easily verify that the correct permissions are applied without
logging in to Relativity under a different account.
For example, say you secured a layout from a user and you want to verify that person no longer has access to the
layout. With the preview security feature, you can select the user and view Relativity as that person right from your
system admin account.
Be aware that if you perform a job while previewing a user's security settings, the audited action is credited to your
username and not to the user whose security you were previewing when you started the job.

Notes:
l The preview security feature does not allow the system admin to monitor the actions of a user in real time. It
only simulates what the user would see.
l The following features do not work with preview security:
l Testing Review Center access
l Testing PI Detect permissions
l Checking out batches
l See Permissions scenarios for more information about how permissions work.

35.7.1 Previewing security from the Workspace Details tab

To preview the security of a user at the workspace-level only from the workspace details page, follow these steps as a
system admin:

1. Click the Administration tab, and then click Workspace Details.

2. Click Manage Workspace Permissions.
3. Click Preview for a group on the Group Management tab.
A preview window opens and shows the workspace as it looks for any user in the group. A bar labeled You are
previewing as a member of the <group name> group appears at the top of the window indicating that this
instance of the workspace is not the system admin's view, but rather a preview of the group's view according to
the assigned permissions.
4. Click Exit Preview in the preview bar to close the preview security session and return to workspace details.

35.7.2 Previewing security from the Groups tab

To preview security from the Groups tab, follow these steps as a system admin:

1. Navigate to the Groups tab.

2. Click the group name of the group whose permissions you want to preview.

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 3. Click Preview Security.A preview window opens and shows what members of the group see upon logging in to
Relativity. A bar labeled You are previewing as a member of the <group name> group. appears at the top
of the window indicating this instance of the workspace is not the system admin's view, but rather a preview of
the group's view according to the assigned permissions.
4. Click Exit Preview on the preview bar to close the preview security session and return to the group details.

35.7.3 Previewing security from the Users tab

To preview security from the Users tab, follow these steps as a system admin:

1. Navigate to the Users tab.

2. Click the full name of the user whose permissions you want to preview.
3. Click Preview Security.A preview window opens and shows what the user sees upon logging in to Relativity. A
bar labeled You are previewing as <username>. appears at the top of the window indicating that this instance
of the workspace is not the system admin's view, but rather a preview of the user's view according to the
assigned permissions.

Note: If the user is a member of the System Administrators group, the preview security button is unavailable.
The favorites menu and some options in the user menu are disabled during preview security sessions.

4. Click Exit Preview on the preview bar to close the preview security session and return to the user details.

35.7.4 Preview security audit

Actions made during preview security sessions are audited as actions of the system admin performing the preview
session, not the user being impersonated. Any action performed by a system admin are audited. Additionally, the start
and end of a security preview session are audited:

l View Audit from User Details: The audit lists the User Name, Action, and Timestamp of any preview secur-
ity session. The audit reports the username of the system admin performing the preview security session and
Timestamps for Security Preview Started and Security Preview Ended.

l View Audit from Group Details: The audit lists the User Name, Action, and Timestamp of any preview
security session. The audit reports the username of the system admin performing the preview security session
and Timestamps for Security Preview Started and Security Preview Ended.

35.8 Permissions scenarios

In this topic, you can explore various scenarios that involve managing permissions.
See the following related pages:

35.8.1 Hierarchical structure

System administrators have the highest level of managerial rights followed by workspace administrators. Standard
users have limited administrative capabilities and primarily operate within the permissions assigned to them.

l System administrators—have the highest level of administrative rights with broad access to system settings,
configuration, and management functions. Their permissions and rights supersede those of other user roles.
They can control the overall system behavior, user management, security settings, and other administrative
tasks.

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 l Workspace administrators—have administrative control over specific workspaces. They can manage set-
tings, configurations, and security within their assigned workspaces. Additionally, they can modify object per-
missions, manage users and groups, configure layouts, and perform other workspace-specific administrative
tasks.
l Standard users—do not have administrative privileges and cannot modify system or workspace settings. They
are only allowed to access and interact with objects based on the permissions assigned to their user accounts
or the groups they belong to.

35.8.2 Client domains

In the hierarchical structure of permissions, client domain permissions are positioned below system administrators but
above workspace administrators and standard users. This arrangement facilitates the delegation of administrative
tasks to a specific user group known as client domain admins. Unlike the System Administrator group, client domain
admins have limited visibility and control confined to their designated client domain. This isolation feature ensures
more precise administrative control over a defined segment of the environment, preventing unauthorized access or
changes to the overarching RelativityOne instance.
Client domain admins possess the flexibility to adjust permission settings for various objects within their domain,
customizing them to align with their specific preferences. However, these permissions are restricted solely to their
allocated domain and do not extend beyond it. This protective measure guarantees that they cannot access or modify
permissions beyond their designated client domain. By implementing client domain permissions, system
administrators can proficiently oversee their domain while upholding the integrity and security of the broader Relativity
environment.

Note: Violating the boundary of client domains in a system like Relativity can lead to significant risks and
consequences, affecting data security, compliance, and overall system integrity. Client domains serve as isolated
environments within the system, providing each client with a segregated space to manage their own data and
operations independently.

35.8.3 User groups

User groups serve as a means to organize and manage users who share similar roles or permissions. You can assign
user groups at either the workspace level or the system level, based on the intended extent of access and
management. When assigned at the workspace level, user groups pertain to a particular workspace, governing the
permissions and access rights within that workspace. On the other hand, at the system level, user groups have wider-
ranging implications and can influence permissions and access across multiple workspaces within the Relativity
environment.

35.8.4 Template groups

Template groups can play a crucial role in efficiently copying over permissions. Template groups allow you to define
and configure sets of permissions that can be applied to multiple workspaces or objects. You can create template
groups to encompass specific permission settings. These can include object-level and item-level security, document-
level security, and field-level security.
These templates provide predefined sets of permissions that can be applied to new workspaces. User groups can be
added or removed from specific security workspace templates, allowing for granular control over access and
permissions based on the needs of each template. This enables administrators to tailor the security settings for
different types of workspaces. This guarantees users are assigned to appropriate groups with the necessary
permissions for their roles.

35.8.4.1 Review templates

Use Review templates for the review phase of a legal case or investigation. They provide tools and features for
document review, coding, tagging, and production.
There are four main customizable Review Template groups:

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 1. Level 1 Reviewer:
l Allowed to view and apply tags to documents.
l Mark documents as ‘responsive’ or ‘privileged’ for case relevance to help categorize and classify.
2. Level 2 Reviewer
l All permissions of a Level 1 Reviewer.
l Add and edit tags.
l Able to redact sensitive and confidential information.
l Apply highlighting to sections of a document.
l Ability to add annotations or comments in a document.
3. Attorney Reviewer
l All permissions of a Level 2 Reviewer.
l Create and modify saved searches.
l Mass operations capabilities.
l Create and manage redactions and annotations.
l Access reporting features for analysis and Import/Export documents.
4. Administrator Reviewer
l All permissions of an Attorney Reviewer.
l Manage review workspace settings like creating user accounts and groups.
l Configure fields.
l Setting up searches and saved searches.
l Configure security settings.
l Manage review batches and workflow assignments.
l Customize layouts.

35.8.4.2 Investigation templates

Investigation templates are designed for conducting investigations and offer functionality for evidence management,
interview coordination, case progress tracking, and report generation. Unlike Review templates that primarily
concentrate on document review and tagging, Investigation templates prioritize broader facets of the investigative
process and include several key functionality:

1. Case Management—investigation templates offer tools to track and manage case-related information, includ-
ing key dates, participants, and case notes.
2. Evidence Tracking—these templates track and help organize evidence which allows investigators to asso-
ciate documents, interviews, and other artifacts with specific cases or subjects.
3. Interview Management—investigation templates may include features to manage document interviews con-
ducted during the investigation, which can involve capturing interview transcripts, tagging key information, and
linking them to the relevant case or subject.
4. Data Analysis—graphs can provide data analysis and visualization which allows investigators to identify pat-
terns, connections, and trends within the collected data.

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 5. Report Generation—there are reporting capabilities in Investigation templates which allow comprehensive
summaries of the investigation’s findings, supporting documentation and relevant insights.

35.8.4.3 Early case assessment (ECA) templates

ECA templates focus on the initial assessment of a case or investigation. They provide tools for data ingestion,
indexing, searching, and analysis to quickly identify key information used to make informed decisions. Here are some
ways ECA templates differ from others:

1. Purpose—they are specifically designed to evaluate large volumes of data or information at the early stages of
an investigation and quickly identify and rank relevant information, assess the merits of a case, and make
informed decisions regarding further actions.
2. Data Volume and Complexity—ECA templates can handle large and complex datasets commonly found in
cases. They offer mechanisms for efficient data ingestion, indexing, and searching across various sources,
such as emails, documents, and electronic records. In contrast, review templates and investigation templates
may not necessarily deal with such extensive data volumes and may have different mechanisms for data organ-
ization and analysis.
3. Time Sensitivity—ECA templates aim to expedite the initial assessment of a case or investigation, taking into
account time constraints and the necessity for rapid decision-making. They strive to pinpoint critical information,
potential risks, and key players early in the process to steer subsequent actions. While review templates and
investigation templates might involve longer timeframes and more intricate procedures to facilitate com-
prehensive analysis and evaluation.
4. Early Case Strategy—ECA templates often incorporate features that allow legal teams to develop an early
case strategy based on the initial assessment. This includes identifying key issues, potential legal theories, and
relevant documents or evidence that may impact the case.
5. Legal Compliance and Privilege Considerations—ECA templates need to address legal compliance require-
ments and considerations for maintaining attorney-client privilege and work product protections. They may
provide features to flag privileged information, conduct privilege review, or track legal holds on relevant doc-
uments. Review templates and investigation templates may have different compliance requirements depending
on the nature of the review or investigation.

35.8.4.4 Security workspace templates

With Security workspace templates, you can establish a secure environment within Relativity. Using these templates,
you can define access controls, manage user permissions, and ensure data security within the workspace.

35.8.5 Object-level permissions

You can employ object-level security to restrict entry to specific documents or items within the workspace. These
objects encompass various components such as workspaces, documents, fields, and other elements within the
system.
Tailoring access to these objects can be done on an individual user or group basis. User access determines the extent
of permissions and actions a specific user can perform. Group access simplifies the management of permissions for a
set of users in the same category. By managing user or group access, you can determine who is authorized to view,
edit, or carry out specific actions on the objects within the system.
Furthermore, objects can have document-level or field-level permission configurations. Document-level permissions
allow you to control access to individual documents based on user roles or specific criteria. Similarly, field-level
permissions offer the ability to regulate access to particular fields within a document. You can set restrictions on who is
permitted to view or modify specific fields based on user or group permissions.

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 Note:
The Manage Object Types permission grants group members the ability to:

l Create a new tab for a new object type when adding the new object type.
l Automatically gain view, add, edit, delete, and secure permissions for all newly created object types.
l Automatically gain tab visibility for newly created tabs.

35.8.6 Item-level permissions

Item-level permission settings allow you to:

l control access to individual documents in a workspace. You can review, and potentially change, item level
security settings when adding a group to objects with override security to guarantee that access is appropriately
restricted.
l define what groups or users can view, edit, delete, or perform other actions on individual documents. You can
set permissions at a granular level to guarantee only authorized individuals have access to specific documents.
When the system determines access to an item, it first evaluates the workspace-level permission settings. Then it
takes into account any item-level permission settings. If there's a conflict between item-level permissions and
workspace-level permissions, the system enforces the more restrictive one.
To change item-level permission settings, you must navigate to the specific document or object and make changes
individually.

35.8.7 Document unitization

The Document unitization solution allows users to split imaged documents into many child documents. This solution
consists of several components, including the Relativity application, dynamic objects with associated object rules,
event handlers, manager and worker agents, and views and layouts on the Document object.
To use the Document unitization solution, users must have the following permissions:

1. View and edit permissions on the Document unitization layout—users need these permissions to access
and modify the unitization settings for documents.
2. View permissions on the Document Utilities object—users who need to see the status of unitization jobs or
requests should have view permissions on the Document Utilities object.

Note: If you enable document item-level security and overwrite security on document folders, the relevant
groups must possess Add Document and Add Images permissions per folder.

Important considerations
Take the following into consideration when using document unitization solution:

l Unitization only works on imaged documents, not native documents.

l During unitization:
l Relativity tags the parent document as a parent and each child document as a child.
l redactions from the parent document are not carried over to the child documents.
l child documents do not receive any propagated metadata.
l You can unitize any document that has images.
l You can create multiple instances of manager and worker agents to distribute the workload.

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 l You cannot:
l unitize child documents further.
l perform document unitization on a parent document currently undergoing unitization. You can verify the
successful creation of all child documents by checking the Related Items pane before initiating a new unit-
ization request.
l You can access the Document Unitization layout in the mass edit drop-down menu. It's important not to use it
for splitting documents since the event handler framework does not execute from the mass operation frame-
work.
l You need to install the Document Unitization solution in at least one non-administrative workspace to confirm
the agents remain active in the environment.
l Document Utilities is a Relativity application that contains two solutions: Move to Folder (a mass operation) and
Document unitization. Installing the Document Utilities application automatically installs the Move to Folder
mass operation.

Deployment and configuration

Note: The solution does not process any data in a workspace if the associated resource pool does not have its own
manager and worker agents. In such cases, document unitization jobs will remain inactive in the queue.

Do the following to deploy and configure document unitization:

1. Add the Document Utilities application to the Application Library as a Relativity application.
2. Install and configure the Document unitization solution in the desired workspace.
3. Create at least one manager agent and one worker agent. You can generate multiple instances of these agents
to distribute the workload.
4. Create the manager and worker agents on each instance of the agent server associated with the resource pools
used in workspaces where the Document unitization solution will be used.

Note: Document Unitization processes approximately 500 jobs per hour.

35.8.8 Scenarios
Additive permissions and Staging Explorer across workspaces
Setup:
You have two groups, Group A and Group B, and two workspaces, Workspace 1 and Workspace 2.
Group A has permission to use Staging Explorer, and permission to access Workspace 1. This is your typical Client
Domain Admin group.
Group B has permission to access Workspace 2. This is a typical Review group.
If a user is in both Group A and Group B, they have three permissions:

l Permission to use Staging Explorer, which is an instance-wide permission.

l Permission to access Workspace 1.
l Permission to access Workspace 2.

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 User Groups Permissions Access to Workspaces
Group A (Client Domain Admin) Use Staging Explorer (instance-wide permission) Workspace 1
Group B (Review) Access to Workspace 2 Workspace 2
User in both Group A & B Use Staging Explorer (instance-wide permission) Workspace 1 & 2
Access Workspace 1 & 2

Note: In this case, because permissions are additive, and if the StagingPaneOnlyPerClientDomain setting is set
to False or missing, a user in both groups can use Staging Explorer to access the files on file shares for both
Workspaces 1 and 2, even though neither group explicitly gives permissions to use Staging Explorer on the
Workspace 2 file share. For more information regarding this, see the Permissions section of the Staging Explorer

35.8.9 Frequently asked questions

How can I set up an admin group so they can view Relativity Email Threads and Relativity Near Duplicates + related
fields in a workspace? Additionally, the group should be able to see the relational options in saved searches and in the
relational views drop-down menu?
This tool is available for any email threading jobs that are run as full builds. Once the job is complete, you can access
the visualization from the document viewer by opening a document.

Admin Oper-
Action Object Security Permission Item Security Tab
ation
View • View, Edit, Create, Delete, or Gives group members the rights to Email Email Thread
Relativity Administer for Color Map select and re-assign an alias to a dif- Threading Visualization
Email • View, Edit, Create, Delete or ferent entity when using name nor-
Threads Administer for Structured malization in Analytics.
Analytics Set
• View, Edit, Create, Delete, or
Administer for Structured
Analytics Results
• Create, Read, Update, and
Delete permissions on Email
Thread, Document, and Saved
Search objects.
To access and use the email thread visualization feature, it is essential to have certain security permissions in place.
Additionally, View security permissions are necessary for the following email fields:

l Email Action
l Email Thread Group
l Email Author Date ID
l Inclusive Email
l Email Thread Hash
l Email Duplicate Spare
l Email Threading Display
If any of these security permissions are not in place, you will not be able to use the email thread visualization tool.
Why can't I add permissions to a group to create fields?
To create fields, the Relativity Application view permission must be set to View.

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 Action Object Security Permission Item Security Tab Admin Operation
Create Fields l Field - View, Edit, N/A Workspace - Admin Fields N/A
Delete, Add

l Relativity Application -
View
Why does an error message appear when users attempt to add a layout, even after I created and gave the new group
the ability to add and modify layouts?
To create fields, the Relativity Application view permission must be set to View.

Object Security Item Admin

Action Tab
Permission Security Operation
Add or Modify View, Edit, Create View, Edit Workspace Details, Layouts, Layout Sets, Layout N/A
Layouts Templates, Dynamic Objects
Why do I get an error that says, "You don't have permission to view this item" when I'm a user whose part of an admin
group who only has access to the Management Console/Cost Explorer?
Updating the necessary permissions, like object security, tab visibility, and admin operations, are necessary when an
admin group needs access to the Management Console or Cost Explorer.

Object Security Per- Admin

Action Item Security Tab
mission Operation
Management Con- l Access to Relativity Any workspaces associated l Management N/A
sole, Cost Explorer Application object with the Management Con- Console
Access sole or Cost Explorer
l •ccess to the Man- l Cost Explorer
agement Console
or Cost Explorer
object.

Note: The Management Console or Cost Explorer object is an Admin Object, so permissions need to be set through
the Instance details tab.

Why am I unable to access the Lockbox feature?

Check if the user has the Lockbox Manager security privilege assigned. If not, add the privilege to their security
profile. Additionally, confirm the user has the Read permission for the relevant Lockbox folders.

Object Security Per-

Action Item Security Tab Admin Operation
mission
Lockbox View on the workspace View permission on the Lock- Custom Requires initial configuration
feature object which allows you to box object enables you to tab and setup, including defining
access access the workspace where view and interact with the lock- the lockbox object, customizing
tabs, and configuring security
the lockbox feature is con- box items within the work-
settings.
figured. space.

Why am I unable to view or modify documents in a Lockbox folder?

Check if the user has the necessary permissions to view or modify documents in the Lockbox folder. If not, assign the
appropriate permissions to the user's security profile. Additionally, ensure that the Lockbox folder is not restricted to a
specific group or user, and that the user has access to that group or user if necessary.

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 Object Security Per-
Action Item Security Tab Admin Operation
mission
Lockbox l View on the work- l View permission on the Custom l Requires initial con-
feature space object which document object tab figuration and setup of the
access allows you to enables you to view the lockbox feature such as
access the work- documents in the lock- defining lockbox folders,
space where the box folder. assigning security settings,
lockbox feature is and customizing tabs or lay-
l Edit permission on the
located. outs.
document object
l View permission enables you to modify l Manage folder structure
on the folder object the documents within within the lockbox for
enables you to the lockbox folder, organization.
view the lockbox including editing their
folder and its con- content.
tents.

Why am I unable to log in and get an error message indicating the default tab could not be determined?
If your instance setting EnableCustomerLockBox is set to true, it disallows System admin accounts from accessing
workspaces. Another system admin must add the user to the group with access to the desired workspace.
Additionally, it may be related to your object and item security permissions.

Object Security
Action Item Security Tab Admin Operation
Permission
Unable to log- l View on the l View per- The default tab error typically l Requires initial
in. Receiving workspace mission on refers to the initial tab that is configuration and
an error mes- object which the user item displayed when you log-in. setup of the lock-
sage indic- allows you to allows you to The exact name and content of box feature such
ating the access the view and this tab may vary depending as defining lock-
default tab workspace access your on your organization’s con- box folders,
could not be where you own user pro- figuration and customization. assigning secur-
determined. are attempt- file and asso- ity settings, and
ing to log-in. ciated customizing tabs
settings. or layouts.
l View per-
mission on l Edit per- l Manage folder
the user mission on structure within
object the document the lockbox for
enables you object organization.
to view user- enables you
related to modify the
information, documents
including within the
your own lockbox
user profile. folder, includ-
ing editing
their content.

Why am I not seeing the option to create an automated workflow in my workspace?

To confirm you possess the appropriate permissions, consult your workspace administrator. For a user to execute
automated workflows, they must be affiliated with a group designated as a Workspace Admin or be part of the System

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Administrators group. Without authorization from an admin user, a non-administrator user cannot perform actions like
viewing, editing, deleting, or adding automated workflows. Moreover, if a non-administrator user lacks the necessary
permissions for those objects, they cannot edit or add dtSearch or search term reports actions.

Note: If a user receives the view automated workflows permissions, they can execute actions like Run Imaging Set,
even if they lack Imaging Set permissions. Automated workflows necessitate a distinct group and user within your
workspace for proper functioning. Upon application installation from the Application Library, the group and user will
be automatically added to the workspace. You do not need to make any modifications, creations, or deletions to this
user and group for your users to access automated workflows. This user and group are purposefully generated to
facilitate the functionality of automated workflows applications.

Admin
Action Object Security Permission Item Security Tab
Operation
Create an Auto- The Create permission for the The Create permission for l Automation N/A
mated Workflow “Automated Workflow” item “Automated Workflow” item
type. type. l Object
Security
Why are other users in my workspace unable to see or use an automated workflow that I created?
The user who created the automated workflow needs to confirm they have shared it with the appropriate group or
individuals in their workspace. They can do this by going to the automated workflow's settings and selecting the Share
option.

Note: Create a view with the Security field enabled to allow the selected group or user to access the Automated
Workflow.

Object Security Per- Admin

Action Item Security Tab
mission Operation
Share an Confirm users who need Review item-level permission settings l Automated N/A
Automated access have at minimum to confirm the affected users or Workflows
Workflow the View permission on the groups have the necessary per- List View
object associated with the missions to access and work with the
workflow. automated workflow. l Security
field
enabled
How can I to restrict access to a particular automated workflow so only certain users or groups can use it?
You can set permissions on the automated workflow to control who has access to it. This can be done by going to the
automated workflow’s settings and selecting the Permissions option where you can specify which users or groups can
access the automated workflow.

Object Security Per- Admin

Action Item Security Tab
mission Operation
Restrict access to an Restrict access to the Auto- Create permission for Auto- l Security N/A
automated workflow mated Workflow object. mated Workflow item type.
l Item
Security
Why am I unable to modify an existing automated workflow?
You may not have the necessary permissions to modify automated workflows. Check with your workspace
administrator to confirm you have the appropriate permissions.

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 Admin
Action Object Security Permission Item Security Tab
Operation
Modify an Auto- Allow the view and edit permissions for Edit for the Auto- l Automated N/A
mated Workflow the Automated workflow object. mated workflow. workflow
l Permissions
Why am I unable to use an automated workflow that requires access to certain fields?
The user who originally created the automated workflow may need to modify it to use fields that are accessible to all
users who need to use it. It’s also necessary to check with your workspace administrator to confirm you have the
appropriate permissions.

Object Security
Action Item Security Tab Admin Operation
Permission
Use an Auto- View, Edit, Confirm you have the appropriate item security Security To configure object
mated Work- Create, and permissions to access the items relevant to the and item security per-
flow with Delete on doc- automated workflow. If the automated workflow missions, you need
access to uments or custom requires modifying or updating specific fields for the necessary admin-
certain objects the auto- items, you should have the necessary item istrative roles or per-
fields. mated workflow security permissions to perform those actions. missions to modify
interacts with. security settings.

Note: Depending on the specific actions performed by the automated workflow, additional permissions may be
required. If the workflow modifies or updates certain fields, you will at least need the Edit permission on those
objects.

How can I confirm multiple users who need to collaborate on a workspace, only have access to the documents and
data that are relevant to their work?
Set up workspace permissions that restrict access to specific documents, folders, or other items within the
workspace. You can also assign different roles to different users, such as reviewer, editor, or admin, depending on
their level of access and responsibility.

Object Security Admin

Action Item Security Tab
Permission Operation
Limit multiple users’ l Create a l Use the document-level Workspace Security N/A
access to doc- security group security to restrict access Console, Object Per-
uments and data rel- and associate to specific documents. missions tab, doc-
evant to their work it with the ument security tab
l Create a document-level
workspace.
security profile to define
l Assign appro- which users or groups
priate per- have access to a doc-
missions to ument based on criteria.
objects like
documents
and fields.
How do I give a third-party vendor access to a workspace and prevent them from viewing or modifying any
confidential or privileged information?
Create a new group or user role specifically for the vendor and set up workspace permissions that limit their access to
only the documents and data that are relevant to their work. You can also use redaction or other security features to
protect confidential information from unauthorized access.

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 Object Secur- Admin
Action Item Security Tab
ity Permission Operation
Limit third-party vendor View document, Configure the security group’s l Security tab N/A
workspace access to doc- field, layout, and item security permissions to
uments and data relevant saved search. restrict access to confidential or l Workspace
to their work privileged data. tab Item tab

What permissions do I need to grant access to a workspace to a new team member?

Use the built-in security features of Relativity’s workspace permissions to assign roles and permissions based on the
user’s job responsibilities and level of access. Custom roles can also be established for groups with specific projects
or workflows, guaranteeing that each user has access only to the necessary data.

Object Security Per-

Action Item Security Tab Admin Operation
mission
Grant a new l View permissions View permissions l Documents l User Provisioning will
team member on the workspace on the user item tab be needed to create a
access to a object allows the allows the team new user account, set-
workspace member to view l Search tab
team member to ting up login cre-
with the appro- view and access and access their l Analytics dentials, and
priate per- the workspace. own user profile assigning a user pro-
missions. and associated set- l Admin or Con-
file, also ensuring
l Create permission tings. figuration
their user item is asso-
on the workspace (depending on
ciated with the appro-
object is optional if the user’s role)
priate workspace.
the team member
needs to create l Permission man-
new items or per- agement
form certain l Workspace con-
actions within the
figuration
workspace.

How can I streamline the process of assigning and managing permissions for a large team of users working on a
complex project?
Use Relativity's advanced permissions management tools, such as mass operations and custom permissions
templates, to simplify the process of setting up and managing workspace permissions. You can also use reporting and
auditing tools to track user activity and guarantee compliance with your organization's data security policies.

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36 Tabs
A workspace contains tabs that provide you with easy access to different Relativity features, including documents,
search terms reports, views, and other default functionality. Relativity is a highly customizable platform. Commonly
used tabs can be added to the Sidebar so that they can conveniently be accessed at any time.

Note: RelativityOne includes a tool that allows you to choose a workspace to use as a source template for tab
structure and then lets you apply that template across multiple workspaces in your instance.

You can also apply any workspace template with a tabs arrangement that best serves your review needs. Some
workspace templates also include custom tabs for specialized functionality.
You can add custom tabs in workspaces or at Home. Users with admin rights also have access to a Tabs tab from
Home. The functionality of this Tabs tab is the same as the Tabs tab in a workspace.
In addition, Relativity automatically creates a tab when you add a new object type.

36.1 Creating and editing tabs

Note: We recommend avoiding sensitive data in tab names. You can secure new tabs by overriding inherited secur-
ity settings and applying .item-level security.

To create or edit a tab, follow these steps:

1. Click the Tabs tab.

2. Click New Tab. If you're editing an existing tab, click the Edit icon in the row of the tab you would like to edit.
3. Complete the fields on the form. See Fields below.
4. Click Save.

36.2 Fields
Information on the fields in the Tab Information and Tab location are described below.

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36.2.1 Tab Information

l Name - the tab’s name. This field must be between 1 and 50 characters. Be as concise as possible when nam-
ing tabs.
l Tab Type - determines the type of tab you want to create:
l Object - creates a tab for a non-document object in your workspace.
l Parent - establishes the tab as a parent tab. Existing tabs can then be set as children of the parent tab,
which causes them to display in the Sidebar's fly-out menu or in the Tab strip when the parent tab is cur-
rently selected. Selecting this option changes the layout by hiding the Object Type and Set as Default
fields.
l External - link to any URL or object type in Relativity.

Note: Selecting External from the Link Type menu causes the Link field to appear below the Parent
field. In the Link field, you can enter a web address to link to a URL.
You can create a link from a tab to an Relativity Dynamic Object (RDO) or a script, using either an Artifact
ID or GUID. To create links to other objects, you must use their GUIDs. For information about working
with objects that don't have GUIDs, see Tabs on the previous page.
Use the following token to link to an object: ObjectArtifactIdentifier=[identifier], where [identifier] is the
GUID of the object, or in the case of RDOs and scripts, the GUID or Artifact ID. For example, you would
use the format ObjectArtifactIdentifier=736b1c1f-d22f-43cf-9094-cc8acf94c60 to create a link from a
tab to the object with this GUID.
Use the following case insensitive text replacement options to customize the URL, allowing you to display current
details about your workspace:

Text Replacement Option Replacement Text

%AppID% AppID=<Current Workspace ID>
%ApplicationPath% The actual application path
%ArtifactTypeID% ArtifactTypeID=<Current ArtifactTypeID>

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 Text Replacement Option Replacement Text
%AssociatedArtifactID% AssociatedArtifactID=<Current Instance Artifact ID>
%AuthenticationToken% AuthenticationToken=<New Authentication Token>
%ConnectorfieldArtifactID% ConnectorFieldArtifactID=<Current Connector Field Artifact ID>
%ParentArtifactID% ParentArtifactID=<Current Parent ArtifactID>
%SystemID% SystemID=<Current System ID>
%SelectedSearchArtifactID% SelectedSearchArtifactID =<Current Search Artifact ID>

l Object Type - determines which object’s information is displayed in the tab for those specified as Link Type =
Object.
l Set as Default Tab - toggle on to make this tab serve as the workspace’s default tab. Reviewers logging in to
the workspace are taken to the default tab. If a reviewer does not have access to the default tab, he or she is dir-
ected to the Documents tab instead.
l Visible - toggle on to display this tab from the Sidebar, Tab strip, and/or Quick nav.
l Relativity Applications - add this tab to a Relativity application. Clicking the Select button brings up a list of
available applications.

36.2.2 Tab Location

l Show in Sidebar - toggle on to add this tab to the Sidebar. Depending on the number of tabs that have already
been added to the Sidebar, the Order value assigned to this tab, and your browser's resolution, the tab may be
displayed in the More menu if it does not fit into the current Sidebar.
l Parent - select a parent tab to assign the current tab as a child tab. The current tab will display in the fly-out
menu for the parent tab.
l Order - represents the position of the tab by a numerical value. It can be any positive or negative integer. You
cannot use decimals in this field. The lowest-numbered tab displays at the top of the Sidebar. The highest-
numbered tab displays at the bottom of the Sidebar or in the More menu. 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. By numbering in
groups of 10 you can insert an item into any position later in the workspace, without the need to reorder (for
example, you can use 10, 20, 25, 30, 40 to insert a new tab between 20 and 30).

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36.3 Nesting children tabs
You may prefer to nest several tabs within a parent to reduce clutter in your Relativity interface and make tabs easier
to locate. You must first specify a tab as a parent (step 1) and then specify children tabs (steps 2-4).

1. Create a new tab with a Tab Type of Parent or edit an existing tab.
2. Click the Edit icon next to the tab you want to nest.
3. Choose the parent tab name under the Parent drop-down menu.
4. Click Save.
Repeat for each child tab you wish to nest. Hover your cursor over the parent tab to display the nested child tabs in a
fly-out menu.

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37 Users
Users are individuals who have access to the Relativity environment. You create users and add them to groups, which
are then associated with workspaces. Users are also directly associated to clients. This diagram illustrates how
clients, groups, and workspaces relate to users.
Visit Relativity Learning to explore additional learning opportunities for this topic.

37.1 User status

You can view information about users currently logged in to Relativity from the User Status tab, which is available from
within any workspace or from Home. Whether or not you're in a workspace determines the functionality and
information available on the User Status tab as follows:

l Home - the tab lists users currently logged in to Relativity. You can send web page messages and email mes-
sages to users listed on the tab. You can also force the log out of these users from the system.
l Within a workspace - the tab lists the subset of users accessing the current workspace. You can send web
page messages and email messages to users listed on the tab.

37.2 Creating and editing a user

To create a new user, follow this procedure:

1. Navigate to the Users tab.

2. Click the New User button in the upper-left. To edit an existing user, click the icon next to their name.
3. Complete the fields on the form. See Fields on the next page.
4. Click Save.

Note: Once you have created users, you can assign them to groups. When you add or remove users from a group,
Relativity will execute a job and send you an email notification once it's completed. In case of an error, the email will
contain a link that you can use to retry the job. Please note that to use the retry link, you need to be logged into
Relativity. Additionally, you can find the retry link in the Errors tab.

Note: In 2025, Relativity is deprecating the (Admin) Errors tab in RelativityOne. This change is part of our effort to
transform the error-handling experience by making it easier to address job-specific errors as they occur at their
source within your workspaces. Starting in April 2025, we'll hide the Errors tab from all production instances in a
phased rollout. In July 2025, we'll permanently remove it from RelativityOne and disable the ability to read errors
through the API. For more details, see Errors tab deprecation.

Note: You can preview the security settings of any workspace available for a user by clicking Preview Security.

37.3 Adding a user log-in type

Relativity supports several authentication and log-in methods. You must assign the user at least one of these types in
order for them to log-in.
See the following pages:

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 l Managing users authentication methods - for procedures to add individual authentication methods to a
users.
l Authentication - for a general overview of the authentication system.

37.4 Fields
The User Information section fields are:

l First Name - the user’s first name. This field must be between 1 and 50 characters.
l Last Name - the user’s last name. This field must be between 1 and 50 characters. The system displays a user
as <last name>, <first name>.
l Email - the user’s email address. While the system won't validate this information, you must enter it in the fol-
lowing format: name@domain.extension.

Note: Relativity users can have the same first and last name, but the email address must be unique.

l Type - the user type. The default values are internal or external, but you can add any type value. Type is for ref-
erence purposes only and has no impact on access or billing.
l Client - the client associated with the user. Click Select to choose from available clients.

Note: Items on the selected client list are set by a system view. It's possible you'll see only a sub-set of items.

The Other User Details section fields are:

l Keywords - an optional field where extra user information may be recorded.

l Notes - an optional field where extra user information may be recorded.
The Access section fields are:

l Relativity Access - a toggle where you can control the user’s access to Relativity.
l Enabled - the default value. Enabled users can log in to Relativity and are considered for billing under
your Relativity license.
l Disabled - users cannot access Relativity and won't be counted or billed as named users on your Relativ-
ity license.
l When Relativity is first deployed, the system sets the Relativity Access field for existing users using the
following criteria. A system admin can change a user's access at any time.
l If a user is in a group with rights to a workspace, their Relativity Access is set to Enabled.
l If a user is not in a group with rights to a workspace, their Relativity Access is set to Disabled.
l Disable on Date (UTC) - the date when the user's Relativity access is disabled. Use the field to auto-disable
users on a specific date in the future, for example, when managing contact reviewers. When you specify the
date, it can't be in the past. For more information, see Auto-disable users on page 630

Note: The Disable on Date value is in UTC and does not represent local time.

l Trusted IPs - specifies a list of trusted IP addresses for a user. Authentication fails if a user attempts to log in to
Relativity from an unauthorized IP address.

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 Note: Relativity only supports the IPV4 format for Trusted IP addresses. It doesn't support the IPV6 format.

The Permissions sections fields are:

l Change Settings - users without admin rights can change their settings depending on whether the toggle is
enabled or disabled.
l First name
l Last name
l Email address
l Item list page length
l Default selected file type
l Advanced search default
l Enable or disable Native Viewer Cache Ahead
l
Note: While "My Settings" appears grayed out in the user preview, users will still be able to access and
change their own settings based on their assigned permissions.
As of February 2025, the new Feature Permissions redefines Relativity's security management by shift-
ing the focus from Object Types and Tab Visibility to feature-based permissions. This new method is
simply another option; any feature-specific permissions information already in this topic is still applicable.
This new interface enables administrators to manage permissions at the feature level, offering a more
intuitive experience. By viewing granular permissions associated with each feature, administrators can
ensure comprehensive control, ultimately reducing complexity and minimizing errors. For details see
Instance-level permissions and Workspace-level permissions.
l Change Document Viewer - users can change document viewers depending on whether the toggle is enabled
or disabled.
l Enabled - users can select which viewer they want to use. You can still set a default viewer in the Docu-
ment Viewer field, but users can switch between viewers.
l Disabled - users can't select which viewer they want to use. Whatever viewer appears in the Document
Viewer field in User Settings is the only viewer the user has access to.
l Document Skip - This feature is not currently compatible with RelativityOne and as a result, this option does
not impact a user's ability to access this feature.
l Keyboard Shortcuts - Choose a default setting for the keyboard shortcuts icon in the Review Interface. This
property is set to Enabled by default.
The Defaults section fields are:

l Item List Page Length - a numeric field indicating the default list length for all views in Relativity except for
views that are embedded into layouts as an Associative Object List. You can set it from 1 to 200.

Note: Associative object lists in a layout do not inherit this value (the default number of items per page for
these lists is 10 and cannot be customized).

l Document Viewer - uses the Aero viewer to review documents. This field is non-editable.

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 l Document Viewer Preference - determines the default viewer:
l Viewer
l Image
l Long Text
l Production
l Show Filters - determines whether or not filters on all columns are visible by default for that user. As of Relativ-
ityOne - February 3, 2018, the out of the box setting for this field is Visible, but you can modify it as necessary.
This version sets the Default Filter Visibility field to Visible for existing users whose filters are hidden.
l Enabled - shows filters by default.
l Disabled - hides filters by default.

Note: If a user is currently logged in to Relativity when a system admin modifies a setting, the user must log
out and log back in for the changes to take effect. This also applies to the system admin if they are altering the
setting on their own account.

l Saved Search Owner - determines whether saved searches are public or private by default. If Public is selec-
ted, the search is public and all users with rights to it can see it. If User is selected, the search is private and only
the logged in user is able to see it. The property’s default value is configurable on a system level.
l Document Skip Preference - controls 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. This field is non-editable and set by
default to be disabled.
l User-Group Email Notifications (if applicable) - controls the type of email notifications Relativity will send to
an admin that is adding or deleting users or groups. The available options are:
l Receive All- receive all email notifications regarding the addition or removal of a user or group.
l Receive Errors Only - receive email notifications on failed operations only regarding the addition or
removal of a user or group.
l Do Not Receive - receive no email notifications regarding the addition or removal of a user or group.

37.5 Viewing user audit records

Use the View Audit function to view a user's audited actions. To access the audit records, select the Users tab and
click the name of a user. Then click View Audit.

Note: Audit records are not modified when a user is deleted or disabled. You will still be able to search for a user's
audits based on their user name.

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The user's history displays in a new window.

The following columns display:

l User Name - The name of the Relativity user who performed the action.
l Action - The action that was performed.
l Timestamp - The date and time that the action was performed.

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37.6 Sending messages to users
From Home or within a workspace, you can send web page messages to one or more users with the mass send
message feature. Use the following steps to send a message:

1. Open the User Status tab in from within a workspace or from Home.
2. Select the checkbox next to the names of the users you want to send a message to.
3. Select Send Message from the drop-down menu at the bottom of the page.
4. Click Go. The Webpage Dialog appears.

5. Enter your message in the Message field, and then click Send Messsage. The selected users receive a web
page message immediately.
To send an email message to an individual recipient, you can click on their email address link. This will launch your
native email application, allowing you to compose the message. Your login information will identify you as the sender
of the email message.

37.7 Bounce list removal

If a user reports not receiving their invitation or 2FA challenge email, the system administrator should check the User
page to see if the "Remove from Bounce List" button is enabled.

If the button is enabled, click it to remove the user's email from the bounce list, then resend the invitation or ask the
user to log in again to generate the 2FA challenge email. Follow this process to troubleshoot situations where users do
not receive Relativity-sent emails. This applies to all workflows, not just user authentication.

Note: If the button is not enabled, the user is not on the bounce list, and there may be another issue with the user's
email address or server. The user should check their junk email and spam folders, and may need to consult with
internal IT. For more information on user invitations, see Centralized Authentication.

37.8 Forcing users to log out

From Home, you can force users to log out of Relativity from the User Status tab.

Note: When you use the Force Log Out option to terminate a user's session, any changes the user made and did
not save will be lost.

Use the following steps to log users out:

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 1. Click your name in the upper right corner of Relativity, and click Home.
2. Open the User Status tab.
3. Select the checkbox next to the names of users you want to log out.
4. Select Force Log Out from the drop-down menu at the bottom of the page, and then click Go.
5. Click OK on the confirmation message. Relativity immediately logs out the users you selected.

37.9 Adding or removing users from a client domain

You can add or remove objects from client domains if you have the client domains feature activated.
Use the following steps to add a user to a client domain:

1. Navigate to the Users tab.

2. Click the icon to edit the user.

3. Click Select next to the Client field in User Information section of the Users tab.
4. Select the client with client domains enabled from the list.
5. Click Save.
Use the following steps to remove a user from a client domain:

1. Navigate to the Users tab.

2. Click the icon to edit the user.

3. Click Select next to the Client field in User Information section.
4. Select a client not associated with a client domain from the list.
5. Click Save.

37.10 Auto-disable users

You can auto-disable users on a specific date in the future. You can set the Disable On Date (UTC) field when creating
or editing an individual user:

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You can also use a mass-operation to set the Disable On Date (UTC) field for multiple users:

1. Navigate to the Users tab.

2. Select the checkbox next to the names of users.
3. Select Enable from the mass operations drop-down menu at the bottom of the page and the Enable Users dia-
log will open.
4. Select the checkbox next to the Disable On Date (UTC) field.
5. Enter or select the value for the Disable On Date (UTC) field. The date-time value must be in the future.

Note: If you select the checkbox and leave the date value blank, will clear the Disable On Date (UTC) for the
users.

6. Click Ok. The Disable On Date (UTC) field is set for the selected users, and they will be automatically logged
out on the specified date and time.

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38 Views
Views are customizable lists of items in Relativity. This diagram illustrates the relationship between views and other
Relativity objects.
Views are effectively special saved queries that control three things:

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

l The fields of information displayed for the returned items.
l The sort order of the returned items.
Each view corresponds to a Relativity object. For instance, to create a custom list of documents to display in the
Documents tab, you must create a document view.

Note: If an Object Type List page does not have a view, it does not load and an error message appears that states
no views have been created.

When you create a view, you can set conditions so that only objects that meet certain criteria appear in the view.
However, you shouldn't rely on views to control security. If you need to prevent users from viewing an item, you must
set the appropriate security permissions for that item.
If a user does not have access to any of the available views, an error message appears that states the page is
secured.

38.1 Workspace system views

There are several workspace system views. These views display lists of items in special locations throughout the
workspace. They include:

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 l <Relational Field Friendly Name> - controls which fields appear in the related items pane for relational
field groups. Common examples include:
l Family documents - controls which fields appear in the related items pane when viewing family
groups.
l Duplicate documents - controls which fields appear in the related items pane when viewing duplic-
ate groups.

Note: These relational views are automatically generated when you make a relational field. By
default, they are not included on the Documents tab and are only used to determine the fields
that appear in the related items pane for that relational group.

l Search Results Pane view - controls which fields are visible in the related items pane when you right-click in
the viewer to run an Analytics search for similar documents.
l History Pop up - controls which fields appear when clicking details from the related items pane document his-
tory.
l Production Documents - controls which fields display for documents included on a production details page.
Include the fields you use to qualify a document for production in the production documents view. You can then
filter the list for disqualifying field values, providing a final QC step in the production process.
l Markup History Details - controls which fields appear when you launch a document’s history details from the
related items pane.
l Default Search view - controls which fields are returned, by default, on an advanced or saved search. You can
always include additional fields from the advanced or saved search field selector. This view also controls the
sort order of these fields as well. See Creating a saved search in the Searching guide.
l Linked - controls which fields are shown in the pop-up. You can then link to a document in the viewer.
l Link Pane view - controls which fields are shown in the related items pane showing the linked documents.
l Batch Set Batches - controls which fields are shown for the list of batches displayed at the bottom of the Batch
Sets tab.
l Document Batches (Default) - controls the pop-up for searching batches on a view or an advanced or saved
search.

Note: For more information on searching with Batch fields as search conditions, see Batch field as search
conditions in the Searching guide.

l Advanced Search Browser view - controls the fields displayed in the Advanced Search Browser.

Note: This workspace system view is not editable in Relativity.

l Event Handlers on Object Type - controls the fields displayed in the pop-up for event handlers attached to an
application.

Note: This workspace system view is not editable in Relativity.

38.2 System views from Home

Any time you see a list of items in Relativity, it's a view. There are a number of system views available from Home,
including page detail views and pickers.

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 l Page detail views:
l MattersOnClientPage - controls which linked matters’ fields appear on the client details page.
l UsersOnClientPage - controls which linked users’ fields appear on the client details page.
l UserViewRenderer - controls which users fields appear on the group details page.
l GroupViewRenderer - controls which group fields appear on the user details page.
l Pickers:
l ClientsOnPicker - controls which client fields appear when selecting a client on the picker. The client
picker is available from the new matter or new user form.
l UsersOnPicker - controls which user fields appear when adding a user to a group. The user picker is
available from the group details page.
l GroupsOnPicker - controls which group fields appear when adding groups for a user. The group picker
is available from the user details page.
l WorkspacesOnPicker - controls which workspace fields appear when selecting a template workspace
on the new workspace form.
l MattersOnPicker - controls which matter fields appear when selecting a matter on the new workspace
form.
Pickers have special restricting functionality within Relativity. You can use picker views criteria to control which items
are available on the picker. For example, you can set up Relativity so that only clients with an active status are
available for linking to users and matters. To accomplish this, edit the criteria for the “ClientsOnPicker” view to include
status = active.

38.3 Creating a view

A view can be created utilizing field categories or without them depending on where you create the view. Field
categories allow you to quickly and accurately apply field conditions to the document list.

Note: We recommend avoiding sensitive data in tab names. You can secure new tabs by overriding inherited secur-
ity settings and applying .item-level security.

38.3.1 Creating a view with field categories

To create a view that can utilize field categories, do the following:

1. Navigate to the Documents tab.

2. Click on the View drop-down to expand the menu.
3. Click New View.
4. The View pop-up displays. Complete the fields on the pop-up. The fields for creating a new view are separated
into five tabs.
l Information tab on the next page
l Other tab on page 636
l Fields tab on page 636
l Conditions tab on page 637
l Sort tab on page 639

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38.3.2 Creating a view without field categories
To create a view without utilizing field categories, do the following:

1. Navigate to the Views tab.

2. Click New View.
3. The View pop-up displays. Complete the fields on the pop-up. The fields for creating a new view are separated
into five tabs. See the following sections to learn about each tab's fields.
l Information tab below
l Other tab on the next page
l Fields tab on the next page
l Conditions tab on page 637
l Sort tab on page 639

4. Click Save.

38.4 Information tab

The Information tab fields are:

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 l Object Type - is the type of view you're creating.
When choosing an Object Type, ask yourself "What do I want to make a list of?" The answer is your object type.
A common example of a type of view is the document view, which can be used when creating a view with a cri-
terion that only shows documents that have not yet been coded. Another example is a batch view, which can be
used to display only batches assigned to a specific user.
l Order- sets where the view appears within the view drop-down list. Items that share the same value are sorted
in alphanumeric order.
l Order can be any integer (positive or negative). No decimals are allowed.
l The default order is 9999.

Note: It’s always a good idea to order by 10's, starting with 10, then 20, then 30, etc. By numbering in
groups of 10 you can insert an item into any position later in the workspace, without the need to reorder
all items.

l Name - the title of the view.

l Owner- sets the user(s) who can see the view. If the owner is set to Public, all users with rights to the view are
able to see it. If the owner is set to a specific reviewer, the view is visible to only that reviewer. Clicking Me
assigns the view to the logged in user.

38.5 Other tab

The Other tab fields are:

l Group Definition - includes propagated documents in the view and groups those documents together between
blue lines within the document list.
l Query Hint - used to optimize views. Only use the query hint if instructed by the Relativity Customer Support
team. Currently, you can use Hashjoin: (true/false) or Maxdop: (x) to populate the field.
l Relativity Applications- associate this view with an application created in the Applications tab. Click Add to
select an existing application. This is only available for those who have the Manage Relativity Applications per-
mission under Admin Operations.
l Visible in Dropdown- makes the view available in the selected object type's tab.
l Inline Editing Enabled- If enabled, this view allows users to edit fields using inline editing. If disabled, users
cannot edit fields using inline editing while in this view.

38.6 Fields tab

In the Fields tab you select the fields that appear on your view.
All potentially available fields appear in the left box, Unselected items. If you created a view that utilizes field
categories, you can select a field category from the drop-list above the Unselected items box to filter the list. This can
make it easier to locate the desired fields.

Move any fields you want in your view to the right box, Selected items. You can move fields between boxes by:

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 l Double-clicking the field name.
l Using the arrows between the boxes.
l Holding Shift and click or drag to select a range of items, which you can then move using the arrows.
In the Unselected items box, fields appear in alphanumeric order. Choose the fields for your view carefully, and avoid
adding long text fields. Depending on the field type, you're able to get only a few fields visible on the screen. Select
only those fields a user needs to see, filter on, or sort by.
In the Selected items box, fields are ordered according to their position. The topmost fields in the Selected items box
are the leftmost fields on the view. The bottommost fields in the Selected items box are the rightmost fields on the

view. Place your cursor in the Selected items box to order the fields using drag and drop.

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

l Edit - a hyperlinked field that opens the item in edit format.

l Security - a hyperlinked field that opens the item’s security console.
There are filtering capabilities that you can use to help you locate fields. You can use the filter above each box to
search for fields found in the corresponding box.

Note: The number of fields, or columns, you select can impact page load performance.

38.7 Conditions tab

In the Conditions tab you determine which items you want your view to return. A field condition can contain up to 4,000
characters.
When the item list for the view loads slowly due to a long running query, a message box displays with a Cancel
Request link. This link is available when you perform other actions on item lists containing documents or Dynamic
Objects that initiate a query in the background, as well as when you perform searches, filter, or sort on these objects.

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 Note: The Set Conditions section is similar to the Conditions section in saved searches. For more information on
the available options, see Saved search in the Searching guide.

To define the criterion for your view, you can choose to add conditions, logic groups, or both.
To set a condition, complete the following steps:

1. Click the + Condition button.

2. Select the field you want to apply a condition to by entering the name of the field or selecting the field from the
drop-down list. The types of fields present differ based on the type of view you are creating.

Note: If you are setting a condition on a view that can utilize field categories, you can conveniently filter the
list of available fields by selecting a field category from the drop-down menu above the fields list.

3. A pop-up appears to select your search operator and enter the value to be searched. Available operators differ
depending on the type of field being searched.
With date-based fields, you can enter dates with the MM/DD/YYYY format or use the date range filter.
Depending on the field type and operator, you can choose the value(s) from a popup picker. A popup picker is
available for selecting choices and objects that provide the following operators:

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

1. (Optional) Connect each criterion with an "AND" or "OR" operator.

2. (Optional) You can click Clear All Conditions to start over. Or, you can click the Remove icon to remove a
single condition.
3. Click Save.
To set a Logic Group, complete the following steps:

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 1. Click the down arrow to the right of the + Condition button and select Logic Group.
2. Select the conditions you would like to group together and drag and drop them into the logic group frames.
Move your cursor to the left side of the condition to enable drag and drop.
3. Use the AND or OR operator to join logic groups.
4. Click Save.

38.8 Sort tab

In the Sort tab you define the default sort order of the view. If you don't select a sort criterion, the view sorts by artifact
ID. Users are able to temporarily sort the view by any field that has Allow Sort/Tally enabled on the view.

Each row represents a sort criterion. Select the desired sort field in the first column. The second column sets whether
the sort should run ascending or descending. The sorts are applied in nested order.

38.9 Editing view information

You can edit views in three ways:

l In the Views tab in a workspace, click the Edit icon next to the desired view in the item list and move through the
steps for creating a view.
l For all Relativity Dynamic Objects (RDO), and most system objects, you can click on the view drop-down to dis-
play the list of views. Next, click Edit icon next to the view you wish to edit, and then move through the steps for
creating a view.

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 l Open the view that you want to change, click Edit in the view bar, and then move through the four-step wizard
as demonstrated below.

38.9.1 Using the four-step wizard

When you edit a view from within the view itself, Relativity guides you through the four-step wizard. Complete the
fields on the form and click Next after you complete each step. See the following sections to learn about each steps
fields:

l Step 1: Basic Information below

l Step 2: Fields on the next page
l Step 3: Conditions on page 642
l Step 4: Sort on page 644
Make sure to click Save when you are finished making your changes.

38.10 Basic Information

The Basic Information (Step 1 of 4) fields are:

l Owner - sets the user(s) who can see the view. If the owner is set to Public, all users with rights to the view are
able to see it. If the owner is set to a specific reviewer, the view is visible to only that reviewer. Clicking Me
assigns the view to the logged in user.
View information

l Name - the title of the view.

l Order - sets where the view appears within the view drop-down list. Items that share the same value are sorted
in alphanumeric order.
l Order can be any integer (positive or negative). No decimals are allowed.

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 l The default order is 9999.

Note: It’s always a good idea to order by 10's, starting with 10, then 20, then 30, etc. By numbering in
groups of 10 you can insert an item into any position later in the workspace, without the need to reorder
all items.

l Visible in Dropdown - makes the view available in the selected object type's tab.
Advanced Settings

l Object Type - is the type of view you're creating.

l Visualization Type - displays items in the standard format for email conversation visualization. Note that while
editing Document Views available in the Related Items pane, the Visualization Type property appears. This
property is only editable on system-created views associated with Relational Fields. Otherwise this field is set to
Standard List and is read-only.
l Relativity Applications - associate this view with an application created in the Applications tab. Click the Add
button to select an existing application. This is only available for those who have the Manage Relativity Applic-
ations permission under Admin Operations.
l Query Hint - used to optimize views. Only use the query hint if instructed by the Relativity Customer Support
team. Currently, you can use Hashjoin:(true/false) or Maxdop:(x) to populate the field.

38.11 Fields
In the second step of the wizard you select the fields that appear on your view.

All potentially available fields appear in the left box, Available Fields. Move any fields you want in your view to the
right box, Selected Fields. You can move fields between boxes by:

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 l Double-clicking the field name.
l Using the arrows between the boxes.
l Holding Shift and click or drag to select a range of items, which you can then move using the arrows.
In the Available Fields box, fields appear in alphanumeric order. If you move a field back to available fields from
selected fields, it moves to the bottom of the list. Choose the fields for your view carefully, and avoid adding long text
fields. Depending on the field type, you're able to get only a few fields visible on the screen. Select only those fields a
user needs to see, filter on, or sort by. Use the up and down arrows on the right of the Selected Fields box to order the
fields. The button sends the selected field to the top of the Selected Fields list. The button sends the selected
field to the bottom of the Selected Fields list.
There are several special system fields unique to views that you can add to a view:

l Edit - a hyperlinked field that opens the item in edit format.

l File icon - unique to document views and displays an icon representing the document’s Relativity native file
type.
l Security - a hyperlinked field that opens the item’s security console.
In the Selected Fields box, fields are ordered according to their position in the selected fields box. The topmost fields
in the box are the leftmost field on the view. The bottommost fields in the box are the rightmost field on the view. To
reorder the fields, use the up and down arrows to the right of the selected fields box.
There are four buttons at the top of the wizard:

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

38.12 Conditions
In the third step of the wizard you determine which items you want your view to return. A field condition can contain up
to 4,000 characters.
When the item list for the view loads slowly due to a long running query, a message box displays with a Cancel
Request link. This link is available when you perform other actions on item lists containing documents or Dynamic
Objects that initiate a query in the background, as well as when you perform searches, filter, or sort on these objects.

Note: The Set Conditions section is similar to the Conditions section in saved searches. For more information on
the available options, see Saved search in the Searching guide.

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

l The first box, Criteria - select a single, double or triple parentheses. With this option you can create complex
levels of grouping between different criteria. This is only available when you have more than one row.
l The second box, Field - select any available field in your workspace. The types of fields present differ based
on the type of view you are creating.
l The third box, Operator - select your search operator. Available operators differ depending on the type of field
being searched.
l The fourth box, Value - select the value to be searched.

Note: With date-based fields, you can enter @today as the value instead of choosing a date.

l The fifth box - close any parentheses opened in the first box.
l The sixth box - connect each criterion with an “AND” or “OR” operator.
Depending on the field type and operator, you can choose the value(s) from a pop-up picker. A pop-up picker is
available for selecting choices and objects that provide the following operators:

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

When you click next to any of these operators, the following window appears:

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Check any item in the Available Items list at the top and click Add to put that item into the Selected Items list below.
Click Set to add the Selected Item as a condition in the view.
Likewise, check any item in the Selected Items list and click Remove to place the item back into the Available Items
list. Click Set to removes the item from the view condition.
The Available Items pop-up picker is also available when setting advanced search conditions and when performing a
mass edit.
There are two additional buttons on the form:

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

38.13 Sort
In the fourth and final step of the wizard you define the default sort order of the view. If you don't select a sort criterion,
the view sorts by artifact ID. Users are able to temporarily sort the view by any field that has Allow Sort/Tally set to Yes
included on the view.

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Each row represents a sort criterion. Select the desired sort field in the first column. The second column sets whether
the sort should run ascending or descending. The sorts are applied in nested order.

38.14 Linking a dashboard to a view

To link a dashboard to a view:

1. Create or edit a view.

2. Choose an Object Type from the drop-down menu that is compatible with dashboards.
3. Select the desired dashboard from the Dashboard drop-down menu.

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 4. Click Save.
If you switch to a different dashboard while in the view, the link breaks. There are two ways to restore this link:

l Log out of your environment, then log back in.

l Edit the view and hit Save again.
If you delete a dashboard, Relativity removes the link in the view.
If you delete a dashboard with dependencies, a pop-up appears with a list of dependencies.

Dashboards are available for dynamic object type views. They are also supported by the following static objects:

l Document
l Install Event Handler
l Mass Operation
l Markup Set
l Production

38.15 Displaying family groups in a view

During review, you can see how documents exist in family groups, also known as relational fields, by creating a view
tailored to this goal. The family groups of documents are separated by bolded, blue lines in the documents list to help
you visually identify them.

38.15.1 Creating the family group view

1. Navigate to the Documents tab.
2. Click on the View drop-down to expand the menu.
3. Click New View.
4. Enter the following in the Information section:
l Object Type—Document
l Order—10
l Name—Family Group
l Owner—Public

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5. Enter the following in the Other section:
l Group Definition—Choose a relational field from the list.
l Visible in Dropdown—Enabled
6. In the Fields section, select each option below and click on the Move selected icon to move the field below to
the Selected section:
l Edit
l File Icon
l Control Number
l Group Identifier
l File Name, Name, or Unified Title
l Record Type
l Any additional fields you wish to see in the Family Group view.
7. Click on the Sort section and select the relational field you chose for the Group Definition field or another rela-
tional field.
8. Click Save.

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39 Viewer
The Review Interface displays workspace documents. You can use the Viewer type tabs to toggle the loaded formats
of documents, such as Native Viewer, Image Viewer, Extracted Text Viewer, or Productions Viewer. Using the Viewer,
you can control the form of document that displays in the interface. If a document has not been imaged, you can image
documents on-the-fly in the Viewer.

Note: Using your internet browser to zoom to any size other than 100% while using the Viewer is not supported and
can cause unexpected behavior.

If you do not see the document in the Viewer, it either has not been loaded to the workspace, its conversion failed, or
you do not have permission to see it.

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39.1 Native Viewer

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Note: In the Native Viewer, you can expand the email header to display full email addresses. If you collapse or
expand an email header, the Viewer maintains the expanded or collapsed state as you navigate through documents
in the set.

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The Native Viewer displays an HTML rendering of the document that is as close to the original version of the
document as possible. With the Native Viewer, you can:

l Navigate through a single document and between documents in a document set.

l Conduct text searching.
l Highlight text to copy and paste.
l Zoom, arrange, and save pages that you review in the Native Viewer.
l Print single documents by saving the document as a PDF. To learn more, see Create PDF.

Note: The Viewer displays PDF text by mapping the character codes to Unicode in most cases. To check whether
PDF text has been properly encoded and will display correctly in the Viewer, copy the text in the original PDF file
and paste it into another application like Microsoft Word or Notepad. If the pasted text does not display correctly, the
PDF is not properly encoded. If the pasted text displays correctly in another application but not in the Viewer, con-
tact Support for assistance.

39.1.1 Navigating the Native Viewer

The Native Viewer offers several ways of viewing and working with documents. There are options available in the
following sections of the Viewer:

1. Native Viewer toolbar options

2. Left drawer Viewer options
3. Document actions menu
4. Viewer settings menu

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 5. Viewer breadcrumbs
6. Right drawer Viewer options
Each of these options and menus is described in more detail in the sections below.

39.1.1.1 Native Viewer toolbar options

The following toolbar options are available in the Native Viewer:

l Zoom Out/In —zooms out and in on the current document in increments of 10% within a range of 10% to
4,000%. If you attempt to zoom out to a percentage lower than 10%, the Viewer automatically sets the display to
10%. If you attempt to zoom in to a percentage higher than 4,000%, the Viewer automatically sets the display to
4,000%. Your zoom setting persists as you navigate through a document set. This means that if you have set
one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number in the percentage
field and press the Enter key.
l Reset Zoom —resets the zoom to 100%.
l Fit Width —increases the size of the document to fit the maximum width of the Viewer. This setting persists
when you re-size the window.
l Fit Page —fits the entire document into the total size of the page. Clicking this zooms out the document and
reduces the font size.
l Fit Actual —fits the document display to the actual size it was in its native application. By default, this resets
the zoom percentage to 100%.
l Layout Mode —select one of the following options to determine how documents that are more than one page
long display in the Viewer.
l Single —one page of a document will display at a time. Use the page navigation options at the bottom of
the Viewer to adjust which page you view.
l Single Continuous —displays the pages in the document stacked vertically so you can scroll up and
down to view them.
l Facing Continuous —displays the pages in the document in a row horizontally so you can scroll left and
right to view them.
l Draft Mode —click to begin Draft Mode which automatically contrasts text from the background, help you
identify poorly drawn redactions, and identify corrupt OCR text. This option is only available on the Native
Viewer and PDF Viewer with rendered documents.
l Go To Next/Previous Highlight —moves through previous and next highlighted terms in the document.
l Rotate All Pages —rotates all pages in a document clockwise 90 degrees. This option is only available for doc-
uments that have been paginated.
l Redact Markup Visibility —this option determines how markups display in the Viewer.
It only displays if you have the Redact application installed and open a PDF or spreadsheet document in the Nat-
ive Viewer.
Click the Redact Markup Visibility icon to toggle between the following modes:
l Solid - Markups in the document are fully visible and cover text underneath.
l Transparent - Markups in the document are partially visible so that you can still see the text underneath.

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 l Hidden - Markups in the document are not visible.
l Clear Markups —click to remove all markups from the currently selected markup set for this document. This
icon only displays in PDF and Excel documents that have been prepared for Redact.
l Create PDF—click to save the current native document as a PDF file. When you click this option, the Create
PDF pop-up displays. The document then opens in a new window in your browser as a PDF where you can then
choose to save or print the document image.

l Transcript Text—This option only displays if you have an audio-visual document open in the Native Viewer.
Click to expand the panel and view the transcribed text for an audio-visual document.

39.1.1.2 Searchable PDF Improvements per Configuration

When you Create PDF from the Native Viewer or using the Mass PDF Operations bar, most types of searchable PDFs
will now have significantly smaller file sizes. More specifically, images without highlights, but configured to be
searchable and stamped, will benefit from the most dramatic decrease in file size. But overall, the Create PDF feature
now generates reduced file saves for a wide range of configurations when creating searchable PDFs. In order to
accomplish this for previously unknown file-types and mixed TIFF and JPEG Create PDF jobs, Relativity now treats
each page individually, instead of treating the entire document as a whole, allowing for the best file-size-reduction
technique possible for each page.

Image Format Redactions Highlights File Size Reduction

TIFF Yes No Up to 76%
TIFF Yes Yes Up to 43%
JPEG Yes No Up to 43%
JPEG Yes Yes Up to 43%
After you click Create PDF, a copy of the document converts to a PDF file you can save from your web browser
downloads. Relativity assigns a GUID for Create PDF file names.

l Search Bar —searches for terms in the current document and navigates through the hits.
l Entering a term and either clicking the left or right arrow button or pressing Enter in this text box scrolls to
and highlights the text of the next instance of the term, from the placement of the cursor.
l Searching in this text box is not case sensitive.
l Searching supports dtSearch and so proximity, fuzziness, and stemming can be used.
l You can remove a term you previously searched for or all of the terms you have recently searched for
from the Persistent Highlight Pane. Removing a term or terms will also remove any highlights they

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 generated in the document. To remove a term or terms, hover your cursor over the row of the term or
recent searches you wish to remove and then click on the clear term 'x' icon in the right side of the row.
l Show/Hide Hidden Cells—displays or hides all hidden cells in a Microsoft Excel spreadsheet. This func-
tionality is only available for Excel files and does not work on imaged documents because Relativity only
images unhidden cells.

39.1.1.3 Left drawer Viewer options

The following options are available in the left drawer of the review interface:

l Persistent Highlighting—displays or hides a panel containing all recent searches from the criteria entered in
the search bar and any persistent highlight sets in the workspace. You can also create a dtSearch or keyword
search in the Your recent searches section. Only terms in the sets and recent searches that are in the current
document will display in the pane.
Additionally, you can control which highlights display in the current document by clicking on either the persistent
set to only display highlights from that set or you can click on a specific term to only see that term highlighted in
the document. You can also navigate to and from highlights using this pane.

l Thumbnail—click to expand the left drawer and display the Thumbnail Viewer. Each page of the document you
are reviewing has its own numbered thumbnail in the Thumbnail Viewer.
l Sentiment—click to expand or collapse the left drawer and display sentiment analysis highlights in the Viewer.
l aiR for Review Analysis—click to expand or collapse the left drawer and display aiR for Review results. You
can also enable or disable aiR for Review highlights.
l aiR for Privilege Analysis—click to expand or collapse the left drawer and display aiR for Privilege results.

39.1.1.4 Right drawer Viewer options

The following options are available in the right drawer:

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 l Hidden Content—displays or hides all hidden cells in a Microsoft Excel spreadsheet. This functionality is only
available for Excel files and does not work on imaged documents because Relativity only images unhidden
cells.
l Contextual Search—click to expand the right drawer and display the Contextual Search card. This feature
allows you to quickly navigate to matching search terms in a document which is useful in longer documents or
ones that have many matching search terms. The Contextual Search card has the same functionality as the
Search Bar. To learn more about the Search Bar's functionality, see Search Bar. Additionally, each search term
match is displayed in a box that includes both words before and after the search term match to make it easy for
you to view the context of each one.
Enter a term or terms in the search box and press Enter on your keyboard to highlight in yellow any matches in
the current document. You can click on a desired search term box in the pane to jump to that place in the doc-
ument. The active search term box will display with a blue border and the matching search term in the document
will be highlighted in blue to make it easy to find.
l Comments—click to expand the right drawer and display the Comments panel. From this panel, reviewers can
add, edit, or delete comments on any text-based or audio-visual documents in the Native Viewer.

39.1.1.5 Document actions menu

To learn more about these options, see Document actions menu.

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39.1.1.6 Viewer settings menu

To learn more about these options, see Viewer settings menu.

39.1.1.7 Viewer breadcrumbs

The Viewer breadcrumbs help you track your current location while browsing documents in the Related items card.
The information on your current location updates as you navigate. If Documents is an active link, you can click it to
return to the document you were viewing before browsing documents in the Related items card.

Additionally, to exit the Viewer and return to the page you were previously on, you can click the Exit viewer button at
any time.

39.1.2 Copying text in the Viewer

While viewing a document in the Native Viewer, you have several right-click options, including the Copy option. Use
this option to copy text from the document you are currently viewing and then paste it into another application.
To do this:

1. Highlight the text you want copied.

2. Right-click, and then select Copy from the menu.
You cannot copy text if you:

l Have not highlighted any text.

l Do not have permission to the Local Access option on the Document object. This is the same permission that
permits you to open the file in its native application. For more information, see Object list in Relativity Admin
guide.

Note: If you don't have permission to the Local Access option on the Document object, you can't use the Ctrl+C or
Ctrl+Ins options in either the Native Viewer or the Extracted Text Viewer.

39.1.3 Streaming audio and video files

Audio and video files can be streamed in the Native Viewer. Audio and video file type compatibility varies depending
on your internet browser.

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 Note: If an audio or video file has not been opened in the Native Viewer, it may display with a value of No for the
Supported by Viewer field. Once a file has been successfully opened by the Viewer, the Supported By Viewer field
displays Yes.

The audio and video controls that display in the Viewer depend on your internet browser.

Browser Audio Controls Video Controls

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 Browser Audio Controls Video Controls

39.1.3.1 Waveform audio

Note: Audio files that are longer than 30 minutes cannot be opened in the Native Viewer.

Waveform is a visualization of sound that you can view while listening to an audio file in the Native Viewer. Click the
Show/Hide Waveform icon to display the Waveform visualization. The visualization tracks the volume and intensity
of sound to help you avoid audio inactivity. You can use the audio controls to skip these sections. The visualization
also scrolls with a time scale along the bottom to help you identify when a particular audio event occurs.

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39.1.4 Document Intelligence
Document Intelligence notifies you that there is hidden or annotated content, including a pivot table or a filtered pivot
table, present in the current document in the Native Viewer. This hidden content are the annotations and modifications
tracked in certain document formats. For more information on the file types, see Tracking annotations. When hidden
content is found in a document, a pop-up modal appears in the lower-right corner. Highlighting and bordering is also
visible in the Viewer where the changes were made and a annotation bar is available to sort and view each annotation.
Once the notifications appear, you can then choose whether or not to view tracked changes, hidden text and
comments in the Viewer.

39.1.4.1 Tracking annotations

The various file types each have distinct annotations that are tracked. Below is each file type that is supported and the
related tracked changes:

File exten-
File type Annotation type Tracked changes
sions
Excel .xls, .xlsx, Tracked Changes, formulas, hidden pages/- Inserted cell, moved cell,
.xlsb columns/rows, Comments, concealed cell contents modified cell, cleared cell
Inserted column, deleted
column

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 File exten-
File type Annotation type Tracked changes
sions
Inserted row, deleted row
Inserted sheet, renamed
sheet
Word .doc, .docx Tracked Changes, comments, hidden text Insertions, deletions, moves
PowerPoint .ppt, .pptx Speaker notes, comments, hidden slides
PDF .pdf Comments, text content outside the printable page

39.1.4.2 Using notifications and the annotation bar

When using Document Intelligence, an orange pop-up modal appears in the bottom right corner of the Viewer when
hidden content exists. Click on the pop-up modal to see the hidden content on that document. If there is no hidden
content found, the modal will say so. If there is hidden content found, it lists each piece of content. Click Show these
items to open the annotation bar.

A hidden content icon is available when a supported file type is in the Native Viewer. Click the Hidden Content icon to
open or close the annotations bar. If you are viewing an unsupported file type, the icon is not available. For supported
file types, see the Tracking annotations.

Annotation bar
The annotation bar is for sorting and viewing the hidden content found with Document Intelligence. Each annotation
has a card that lists the tracked change, a description of the change, time and date, and author of the change.
If there are multiple annotation cards in the annotation bar, then you can sort them in multiple ways. Click the Sort By
drop down menu for these options:

l Location
l Author A-Z
l Author Z-A
l Oldest first
l Newest first
l Annotation type

Annotation types and highlights

Each type of annotation comes with its distinct highlight in the Native Viewer. Below is a table that lists each
annotation type with its highlight in the Viewer:

File type Modification Annotation

Excel Inserted cell Green dotted border around cell.

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 File type Modification Annotation
Excel Deleted cell Red dotted border around cell.
Excel Concealed cell If a cell contains enough text that the column needs to be re-sized to display it all
text and that cell is next to another cell with text, the full text of the cell does not display.
Click Hidden Content to display the cell's full text.
Excel Modified cell Purple dotted border around cell.
Excel Moved cell Red dotted border around original location; green dotted border around new loc-
ation.
Excel Inserted row Green shading in the row header.
Excel Deleted row Red shading with "DEL" in the row header. If the row is added then deleted, the
shading is purple.
Excel Inserted column Green shading in column header.
Excel Deleted column Red shading with "DEL" in the column header. If the row is added then deleted, the
shading is purple.
Excel Inserted sheet Green shading in the sheet tab.
Excel Hidden sheet Grey text in the sheet tab.
Excel Modified sheet Purple shading on the sheet tab.
Word Comments Blue background on text and note bubble in document.
Word Insertions Green shading behind text.
Word Deletions Red shading behind text.
Word Moves Purple shading behind text.
Word Hidden text Red shading behind text.
PowerPoint Speaker notes Page under sheet. Each of these pages count toward the document's total number
of pages.
If you try to navigate to a speaker note, the Viewer will take you to the page above
the speaker note, so you can see what the note applies to.
PowerPoint Comments Note bubble in presentation.
PowerPoint Hidden slide Hidden icon in bottom left corner of slide.
PDF Comments Note bubble in document.

Leader lines
Clicking on an annotation in the Viewer connects the selected annotation to the related annotation tile in the
annotation bar. Click on another annotation to view the leader line to that annotation card. One grey connector line is
available at a time, unless you moved a cell. In this case, there is a leader line where the cell was originally located and
a leader line in the cell's new location. Click the same annotation to remove the leader line.

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 Note: The Has Hidden Data field is populated during Processing. The hidden content that the Viewer finds may not
be perfectly in-sync with the hidden data that the Processing engine finds.

39.2 Image Viewer

When you switch to the Image Viewer, a .tiff or .jpeg version of the document displays. You can highlight and redact
images in this mode. The Image Viewer is only available if you have loaded an imaged version of the document in the
Viewer or if you have manually imaged the file using the Image on the fly option in the Document actions menu. For
more information, see Imaging on the fly.
The redactions that are burned into a produced image are the redactions that were on the image at the time that you
produced it. If you add or remove redactions from an image after you have produced it, then the image and the
produced version of that image will be out of sync.

39.2.1 Navigating the Image Viewer

The Image Viewer offers several ways of viewing and working with documents.

Note: If you used the Basic Imaging profile to produce images of a PDF file, please note that the Viewer displays
PDF text by mapping the character codes to Unicode in most cases. To check whether PDF text has been properly
encoded and will display correctly in the Viewer, copy the text in the original PDF file and paste it into another applic-
ation like Microsoft Word or Notepad. If the pasted text does not display correctly, the PDF is not properly encoded.
If the pasted text displays correctly in another application but not in the Viewer, contact Support for assistance.

There are options available in the following sections of the Viewer:

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 1. Image Viewer toolbar options
2. Left drawer Viewer options
3. Document actions menu
4. Viewer settings menu
5. Viewer breadcrumbs
Each of these options and menus is described in more detail in the sections below.

39.2.1.1 Image Viewer toolbar options

The Image Viewer displays the following icons in the toolbar:

l Zoom Out/In —zooms out and in on the current document in increments of 10% within a range of 10% to
4,000%. If you attempt to zoom out to a percentage lower than 10%, the Viewer automatically sets the display to
10%. If you attempt to zoom in to a percentage higher than 4,000%, the Viewer automatically sets the display to
4,000%. Your zoom setting persists as you navigate through a document set. This means that if you have set
one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number in the percentage
field and press the Enter key.
l Reset Zoom —resets the zoom to 100%.
l Fit Width —increases the size of the document to fit the maximum width of the Viewer. This setting persists
when you re-size the window.
l Fit Page —fits the entire document into the total size of the page. Clicking this zooms out the document and
reduces the font size.

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l Fit Actual —fits the document display to the actual size it was in its native application. By default, this resets
the zoom percentage to 100%.
l Layout Mode —select one of the following options to determine how documents that are more than one page
long display in the Viewer.
l Single —one page of a document will display at a time. Use the page navigation options at the bottom of
the Viewer to adjust which page you view.
l Single Continuous —displays the pages in the document stacked vertically so you can scroll up and
down to view them.
l Facing Continuous —displays the pages in the document in a row horizontally so you can scroll left and
right to view them.
l Rotate all pages —rotates all pages in a document clockwise 90 degrees.
l Rotate current page —rotates only the current page clockwise 90 degrees.

Note: Image rotation is persistent. Any pages that you rotate will be rotated the next time you return to them
in the Viewer and for other users who view them after you rotate them. Rotation is also applied when you run
the production containing the images.

l Selector —select within a document.

l Markup Visibility —changes the visibility mode of the markups between full visibility, transparent and hidden.
By default, this is set to Solid, which means all highlights and redactions appear as solid as you applied them.
l Highlight - <Color> —highlights the selected text with the color you specify from the drop-down menu. The
default color is blue. Select from the following:
l Blue
l Green
l Orange
l Pink
l Purple
l Yellow
l Redaction Mode - Basic Redact —enables the basic redaction tool. For more information, see Creating
inverse redactions on page 308.
l Redaction Mode - Full page —enables the full-page redaction tool. The drop-down menu for this redaction
type offers the same options as the basic Redact icon, except that the redaction you choose is applied to the
entire page. For example, if you select White, the entire page becomes white. For more information, see Creat-
ing full-page redactions on page 308.
l Redaction Mode - Inverse —enables the inverse redaction tool. For more information, see Creating inverse
redactions on page 308.
l Redaction Mode - Mass Redact —apply a full-page redaction across all images or a range of images in the
document. For more information, see Creating mass redactions on page 309.

l Redaction Type - <Style> —enables single redaction tool. For more information on redacting, see Creating
basic redactions on page 307. Select from the following types of redactions:

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 l Black —applies a solid black box to the selected text.
l Cross —applies a white box with an X in the middle of it over the selected text.
l Text —applies a box over the selected text, in which you can add text such as "Privileged" or "Redacted."
l White —applies a solid white box over the selected text.
l Font Size —change the font size of the text within a text box redaction.
l Delete Highlights —mass delete markups from any or all images in the document. For more information, see
Mass deleting markups on page 312.
l Create PDF —gives you the option of saving the image as a PDF. For more information, see Saving an image
as a PDF.

39.2.1.2 Left drawer Image Viewer options

The following options are available in the left drawer:

l Thumbnail—click to expand the left drawer and display the Thumbnail Viewer. Each page of the document you
are reviewing has its own numbered thumbnail in the Thumbnail Viewer. To learn more, visit Thumbnail Viewer.
l aiR for Review Analysis—click to expand or collapse the left drawer and display aiR for Review results. You
can also enable or disable aiR for Review highlights.
l aiR for Privilege Analysis—click to expand or collapse the left drawer and display aiR for Privilege results.

39.2.1.3 Document actions menu

To learn more about these options, see Document actions menu.

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39.2.1.4 Viewer settings menu

To learn more about these options, see Viewer settings menu.

39.2.1.5 Viewer breadcrumbs

The Viewer breadcrumbs help you track your current location while browsing documents in the Related items card.
The information on your current location updates as you navigate. If Documents is an active link, you can click it to
return to the document you were viewing before browsing documents in the Related items card.

Additionally, to exit the Viewer and return to the page you were previously on, you can click the Exit viewer button at
any time.

39.2.2 Saving an image as a PDF

Clicking the Create PDF icon brings up the following window, in which you can specify your PDF settings:

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 l PDF Profile—select the desired PDF profile to determine how the PDF will be customized.
l Page Range—select from the following standard print range options:
l All pages—saves all pages in the document.
l Current Page—saves only the page you are currently on.
l Pages—saves a range of pages that you specify in the text box to the right.

39.3 Extracted Text Viewer

When you switch to Extracted Text Viewer in the Viewer type tabs, you can access a drop-down menu on the right
side of the Extracted Text tab where all extracted text and all long text fields on the field edit/creation page are
available. See Creating and editing fields. The drop-down menu lists long-text fields that contain text for the current
document open in the Viewer and those you have permissions to.

Notes: Relativity displays all long text fields made available in the Viewer in the drop-down menu, regardless of
whether that field contains text for the current document. If you select a long text field from the drop-down list, and
the current document does not have text for that field, the Viewer displays a message stating, "This page is empty".
The Viewer displays PDF text by mapping the character codes to Unicode in most cases. To check whether PDF
text has been properly encoded and will display correctly in the Viewer, copy the text in the original PDF file and
paste it into another application like Microsoft Word or Notepad. If the pasted text does not display correctly, the
PDF is not properly encoded. If the pasted text displays correctly in another application but not in the Viewer, con-
tact Support for assistance.

39.3.0.1 Navigating the Extracted Text Viewer

The Extracted Viewer offers several ways of viewing and working with documents. There are options available in the
following sections of the Viewer:

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 1. Extracted Text Viewer toolbar options
2. Left drawer Viewer options
3. Document actions menu
4. Viewer settings menu
5. Viewer breadcrumbs
Each of these options and menus is described in more detail in the sections below.

39.3.0.2 Extracted Text Viewer toolbar options

The Extracted Text Viewer provides the following options:

l Zoom Out/In —zooms out and in on the current document in increments of 10% within a range of 10% to
4,000%. If you attempt to zoom out to a percentage lower than 10%, the Viewer automatically sets the display to
10%. If you attempt to zoom in to a percentage higher than 4,000%, the Viewer automatically sets the display to
4,000%. Your zoom setting persists as you navigate through a document set. This means that if you have set
one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number in the percentage
field and press the Enter key.
l Reset Zoom —resets the zoom to 100%.
l Go To Next/Previous Highlight —moves through previous and next highlighted terms in the document.
l Tab character size —select an option from the drop-down menu to determine the amount of space that is
taken when the Tab key was used in the current document. This option can help you ensure that the spacing in
a spreadsheet document is aligned and works best when the Tab key is used after each column in the spread-
sheet.
l Toggle WordWrap —determines whether the text in the current document will wrap so that it fits on the current
page or not.

l Enabled —text in the current document will be forced onto the next line if it cannot display in the current
window size. You cannot scroll horizontally with Toggle WordWrap enabled.
l Disabled—text in the current document will not be forced onto the next line will display in more horizontal
fashion. You can scroll horizontally to control to view the desired text
l Search Bar—searches for terms in the current document and navigates through the hits.

l Entering a term and either clicking the left or right arrow button or pressing Enter in this text box scrolls
to and highlights the text of the next instance of the term, from the placement of the cursor.
l Searching in this text box is not case sensitive.
l Searching supports dtSearch and so proximity, fuzziness, and stemming can be used.

Note: If you don't have permission to the Local Access option on the Document object, you can't use the Ctrl+C or
Ctrl+Ins options in either the Native Viewer or the Extracted Text Viewer.

39.3.0.3 Left drawer Viewer options

The following options are available in the left drawer:

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 l Persistent Highlighting—displays or hides a panel containing all recent searches from the criteria entered in
the search bar and any persistent highlight sets in the workspace. You can also create a dtSearch or keyword
search in the Your recent searches section. Only terms in the sets and recent searches that are in the current
document will display in the pane.
Additionally, you can control which highlights display in the current document by clicking on either the persistent
set to only display highlights from that set or you can click on a specific term to only see that term highlighted in
the document. You can also navigate to and from highlights using this pane.

l Sentiment—click to expand or collapse the left drawer and display sentiment analysis highlights in the Viewer.
l aiR for Review Analysis—click to expand or collapse the left drawer and display aiR for Review results. You
can also enable or disable aiR for Review highlights.
l aiR for Privilege Analysis—click to expand or collapse the left drawer and display aiR for Privilege results.

39.3.0.4 Right drawer Viewer options

The following option is available in the right drawer:

l Contextual Search—click to expand the right drawer and display the Contextual Search card. This feature
allows you to quickly navigate to matching search terms in a document which is useful in longer documents or
ones that have many matching search terms. The Contextual Search card has the same functionality as the
Search Bar. To learn more about the Search Bar's functionality, see Search Bar. Additionally, each search term
match is displayed in a box that includes both words before and after the search term match to make it easy for
you to view the context of each one.
Enter a term or terms in the search box and press Enter on your keyboard to highlight in yellow any matches in
the current document. You can click on a desired search term box in the pane to jump to that place in the doc-
ument. The active search term box will display with a blue border and the matching search term in the document
will be highlighted in blue to make it easy to find.

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39.3.0.5 Document actions menu

To learn more about these options, see Document actions menu.

39.3.0.6 Viewer settings menu

To learn more about these options, see Viewer settings menu.

39.3.0.7 Viewer breadcrumbs

The Viewer breadcrumbs help you track your current location while browsing documents in the Related items card.
The information on your current location updates as you navigate. If Documents is an active link, you can click it to
return to the document you were viewing before browsing documents in the Related items card.

Additionally, to exit the Viewer and return to the page you were previously on, you can click the Exit viewer button at
any time.

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39.4 Productions Viewer
When you switch to the Productions Viewer in the Viewer type tabs, you can access a drop-down menu on the right
side of the Productions Viewer tab that displays available production sets that contain the current document. For
information about creating production sets, see Production sets in the Admin guide.

Note: The redactions that are burned into a produced image are the redactions that were on the image at the time
that you produced it. If you add or remove redactions from an image after you have produced it, then the image and
the produced version of that image will be out of sync.

Select a production set from the drop-down menu to see how a document was produced in the selected production. If
a document is not included in a production, the productions mode option is unavailable.

39.4.1 Navigating the Productions Viewer

The Productions Viewer offers several ways of viewing and working with documents. There are options available in
the following sections of the Viewer:

1. Productions Viewer toolbar options

2. Left drawer Viewer options
3. Document actions menu
4. Viewer settings menu
5. Viewer breadcrumbs
Each of these options and menus is described in more detail in the sections below.

39.4.1.1 Productions Viewer toolbar options

Productions Viewer provides the following options:

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 l Create PDF —gives you the option of saving the image as a PDF. For more information, see Saving an image
as a PDF.
l Zoom Out/In —zooms out and in on the current document in increments of 10% within a range of 10% to
4,000%. If you attempt to zoom out to a percentage lower than 10%, the Viewer automatically sets the display to
10%. If you attempt to zoom in to a percentage higher than 4,000%, the Viewer automatically sets the display to
4,000%. Your zoom setting persists as you navigate through a document set. This means that if you have set
one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number in the percentage
field and press the Enter key.
l Reset Zoom —resets the zoom to 100%.
l Fit Width —increases the size of the document to fit the maximum width of the Viewer. This setting persists
when you re-size the window.
l Fit Page —fits the entire document into the total size of the page. Clicking this zooms out the document and
reduces the font size.
l Fit Actual —fits the document display to the actual size it was in its native application. By default, this resets
the zoom percentage to 100%.
l Layout Mode —select one of the following options to determine how documents that are more than one page
long display in the Viewer.
l Single —one page of a document will display at a time. Use the page navigation options at the bottom of
the Viewer to adjust which page you view.
l Single Continuous —displays the pages in the document stacked vertically so you can scroll up and
down to view them.
l Facing Continuous —displays the pages in the document in a row horizontally so you can scroll left and
right to view them.
l Rotate all pages —rotates all pages in a document clockwise 90 degrees.
l Rotate current page —rotates only the current page clockwise 90 degrees.

Note: Image rotation is persistent. Any pages that you rotate will be rotated the next time you return to them
in the Viewer and for other users who view them after you rotate them. Rotation is also applied when you run
the production containing the images.

39.4.1.2 Left drawer Productions Viewer options

The following options are available in the left drawer:

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 l Thumbnail—click to expand the left drawer and display the Thumbnail Viewer. Each page of the document you
are reviewing has its own numbered thumbnail in the Thumbnail Viewer. To learn more, visit Thumbnail Viewer.
l aiR for Review Analysis—click to expand or collapse the left drawer and display aiR for Review results. You
can also enable or disable aiR for Review highlights.
l aiR for Privilege Analysis—click to expand or collapse the left drawer and display aiR for Privilege results.

39.4.1.3 Document actions menu

To learn more about these options, see Document actions menu.

39.4.1.4 Viewer settings menu

To learn more about these options, see Viewer settings menu.

39.4.1.5 Viewer breadcrumbs

The Viewer breadcrumbs help you track your current location while browsing documents in the Related items card.
The information on your current location updates as you navigate. If Documents is an active link, you can click it to
return to the document you were viewing before browsing documents in the Related items card.

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Additionally, to exit the Viewer and return to the page you were previously on, you can click the Exit viewer button at
any time.

39.4.2 Imaging on the fly

You can image a single document in the Viewer by selecting the Image on the fly option from the Document actions
menu at the top-center of the page.
Using this feature, you can select any imaging profile you have permissions to view and use it to image the document.

Note: If the source file of the document you are imaging is changed during the conversion process, for example
through overlay, that document becomes undeliverable and you receive an error. To resolve this error, refresh the
page or re-image the document.

After imaging a document on the fly, you can access thumbnail renderings of the imaged pages of the document.
Imaging some file formats can cause problems. Consider the following:

l Many PDFs render and image very well. However, you may have problems rendering and imaging some PDFs
due to the variety of their content.
l While most Microsoft Office documents render and image well, you may experience issues when imaging doc-
uments with embedded files.
l You may have problems rendering and imaging vector-based documents like Visio and CAD.

39.5 PDF Viewer

The PDF Viewer allows you to view PDF files in the Review Interface.

Note: You may experience slowness if you try to open PDF documents that are larger than 300 megabytes.
The Viewer displays PDF text by mapping the character codes to Unicode in most cases. To check whether PDF
text has been properly encoded and will display correctly in the Viewer, copy the text in the original PDF file and
paste it into another application like Microsoft Word or Notepad. If the pasted text does not display correctly, the
PDF is not properly encoded. If the pasted text displays correctly in another application but not in the Viewer, con-
tact Support for assistance.

There are options available in the following sections of the Viewer:

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 1. PDF Viewer toolbar options
2. Left drawer Viewer options
3. Document actions menu
4. Viewer settings menu
5. Viewer breadcrumbs
6. Right drawer Viewer options
Each of these options and menus is described in more detail in the sections below.

39.5.0.1 PDF Viewer toolbar options

The PDF Viewer provides the following options:

l Zoom Out/In —zooms out and in on the current document in increments of 10% within a range of 10% to
4,000%. If you attempt to zoom out to a percentage lower than 10%, the Viewer automatically sets the display to
10%. If you attempt to zoom in to a percentage higher than 4,000%, the Viewer automatically sets the display to
4,000%. Your zoom setting persists as you navigate through a document set. This means that if you have set
one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number in the percentage
field and press the Enter key.
l Reset Zoom —resets the zoom to 100%.

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 l Fit Width —increases the size of the document to fit the maximum width of the Viewer. This setting persists
when you re-size the window.
l Fit Page —fits the entire document into the total size of the page. Clicking this zooms out the document and
reduces the font size.
l Fit Actual —fits the document display to the actual size it was in its native application. By default, this resets
the zoom percentage to 100%.
l Layout Mode —select one of the following options to determine how documents that are more than one page
long display in the Viewer.
l Single —one page of a document will display at a time. Use the page navigation options at the bottom of
the Viewer to adjust which page you view.
l Single Continuous —displays the pages in the document stacked vertically so you can scroll up and
down to view them.
l Facing Continuous —displays the pages in the document in a row horizontally so you can scroll left and
right to view them.
l Draft Mode —click to begin Draft Mode which automatically contrasts text from the background, help you
identify poorly drawn redactions, and identify corrupt OCR text. This option is only available on the Native
Viewer and PDF Viewer with rendered documents.
l Go To Next/Previous Highlight —moves through previous and next highlighted terms in the document.
l Redact Markup Visibility — this option determines how markups display in the PDF Viewer. Click the Redact
Markup Visibility icon to toggle between the following modes:
l Solid —Markups in the document are fully visible and cover text underneath.
l Transparent —Markups in the document are partially visible so that you can still see the text under-
neath.
l Hidden —Markups in the document are not visible.

39.5.0.2 Left drawer Viewer options

The following options are available in the left drawer:

l Persistent Highlighting—displays or hides a panel containing all recent searches from the criteria entered in
the search bar and any persistent highlight sets in the workspace. You can also create a dtSearch or keyword
search in the Your recent searches section. Only terms in the sets and recent searches that are in the current
document will display in the pane.
Additionally, you can control which highlights display in the current document by clicking on either the persistent

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 set to only display highlights from that set or you can click on a specific term to only see that term highlighted in
the document. You can also navigate to and from highlights using this pane.

l Thumbnail—click to expand the left drawer and display the Thumbnail Viewer. Each page of the document you
are reviewing has its own numbered thumbnail in the Thumbnail Viewer.
l Sentiment—click to expand or collapse the left drawer and display Sentiment Analysis Highlights in the Viewer.
l aiR for Review Analysis—click to expand or collapse the left drawer and display aiR for Review results. You
can also enable or disable aiR for Review highlights.
l aiR for Privilege Analysis—click to expand or collapse the left drawer and display aiR for Privilege results.

39.5.0.3 Right drawer Viewer options

The following options are available in the right drawer:

l Hidden Content—displays or hides all hidden cells in a Microsoft Excel spreadsheet. This functionality is only
available for Excel files and does not work on imaged documents because Relativity only images unhidden
cells.
l Contextual Search—click to expand the right drawer and display the Contextual Search card. This feature
allows you to quickly navigate to matching search terms in a document which is useful in longer documents or
ones that have many matching search terms. The Contextual Search card has the same functionality as the
Search Bar. To learn more about the Search Bar's functionality, see Search Bar. Additionally, each search term
match is displayed in a box that includes both words before and after the search term match to make it easy for
you to view the context of each one.
Enter a term or terms in the search box and press Enter on your keyboard to highlight in yellow any matches in
the current document. You can click on a desired search term box in the pane to jump to that place in the doc-
ument. The active search term box will display with a blue border and the matching search term in the document
will be highlighted in blue to make it easy to find.

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39.5.0.4 Document actions menu

To learn more about these options, see Document actions menu.

39.5.0.5 Viewer settings menu

To learn more about these options, see Viewer settings menu.

39.5.0.6 Viewer Breadcrumbs

The Viewer Breadcrumbs help you track your current location while browsing documents in the Related items card.
The information on your current location updates as you navigate. If Documents is an active link, you can click it to
return to the document you were viewing before browsing documents in the Related items card.

Additionally, to exit the Viewer and return to the page you were previously on, you can click the Exit viewer button at
any time.

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39.6 Document actions menu
The following options are available in the Document actions menu:

l Download—hover your cursor over this option and select one of the following:

Note: Files over 4 GB cannot be downloaded using this option. If you have a document that is over 4 GB, you
can create a saved search that includes any documents you wish to export and then export them using
Import/Export.

l Active Production—select to download a copy of the produced document. A user must be granted the
Documents - Local Access (Download, Copy Text) permission to use this option.
l Document native—select to download a copy of the current document. A user must be granted the
Documents - Local Access (Download, Copy Text) permission to use this option.
If you cannot download a copy of the document, this option is grayed out. Hover your cursor over this
option to view a tooltip that contains an explanation why this option is disabled.
A system or case administrator can determine which native file types users can and cannot download by
doing the following:
1. Navigate to the Native Types tab.
2. Click the Edit icon in the row of the desired file type.
3. On the Prevent Native Download field, select Yes to prevent users from downloading it or No to
allow users to download it.
l PDF—select to download a copy of the stored PDF of the current document. To create a stored PDF, use
Mass PDF. A user must be granted the Documents - Local Access (Download, Copy Text) permission to
use this option.
If you cannot download a copy of the document, this option is grayed out. Hover your cursor over this
option to view a tooltip that contains an explanation why this option is disabled.

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 l Copy document link—select to copy the URL to the current document to your clipboard.
l Email document—select to open an email in your default email application with the URL to the current doc-
ument included in the body of the email. The subject of the email will include the name of the workspace and the
current document.
l Replace document native—select to replace the native file of the current document with a new file.
l Image on the fly/Delete all images for this document—Image on the fly will display if the current document
has not been imaged. If the current document has been imaged, delete all images for this document will display
instead.
l Delete all images for this document—select to delete all original images associated with the current
document.

Note: If the document has produced images, these are not affected by this option. To remove the pro-
duced images from a document, delete the production set instead.

l Image on the fly—to image the current document from the Viewer, hover your cursor over this option
and the Image Profile options will display. Select the desired profile option to begin the imaging process.
A system or case administrator can determine which native file types can or cannot be imaged using
Image on the fly by doing the following:
1. Navigate to the Native Types tab.
2. Click the Edit icon in the row of the desired file type.
3. On the Restricted From Imaging By Default field, select Yes to prevent users from using this
option to image the native type or No to allow users to image the native file type.

l Replace images for this document—to replace the images for the current document using an imaging profile,
hover your cursor over this option and select the desired Imaging Profile option to begin the imaging process.
l Reconvert—select to clear your internet browser's cache and reload the current document for review.
l Download translated document—hover your cursor over this option and select the desired language to down-
load a copy of the document in the selected language. This option only displays if a document has been trans-
lated.

39.7 Viewer settings menu

The following options are available in the Viewer settings menu:

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 l Keyboard Shortcut Legend—select to open the Keyboard Shortcut Legend pop-up modal to view the current
keyboard shortcuts available in the Viewer.
l Enable/Disable Keyboard Shortcuts—select to enable or disable the keyboard shortcuts feature while in the
Viewer.
l Show/Hide Tab Strip—select to show or hide the sidebar and tab strip in the Native Viewer.
l Pop Out Viewer—select to open the Viewer in a new window in your browser. To learn more, visit Pop Out
Viewer.
l Swap Layout—select to move the coding layout and the document card to the opposite side of the Viewer from
where they are currently located.
l Review Interface Settings—Allows a third-party developer to temporarily enable or disable other extensions
and settings in the Review Interface while they are developing their extension. This option only displays in the
Viewer Settings menu if a user has the Document - Review Interface Settings permission. This permission is dis-
abled by default for all users other than System Administrators.
You can toggle instance settings, persistent highlighting, and extensions on or off for the current user to help
troubleshoot problems. Settings that are edited only apply to the current user and do not impact settings across
the instance. If you edit any of the options on this page, a message displays at the top of the Viewer indicating
that the settings have been changed. You may need to refresh your browser for the changes to be reflected in
the Viewer. Any changes made do not persist across user sessions and once you log out, the Viewer will return
to the state prior to editing the Review Interface Settings.
If you would like to return to the prior Viewer state, click Reset Default Settings at the bottom of the page to
restore the settings back to their original values.

39.8 Pop Out Viewer

You can open the Viewer in a new window in your browser using the Pop Out Viewer. The Document card and the
Coding card remain in the previously opened browser window. They can be expanded to a greater width to take
advantage of the space freed up by the Pop Out Viewer. The Pop Out Viewer retains the same functionality as the
Viewer. For example, you can switch Viewer types and view highlights or the Thumbnail Viewer as desired.

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To open the Pop-Out Viewer in a new browser window, select the Pop Out Viewer option from the Viewer settings
menu in the upper-right corner.

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To return the Viewer to the previous browser window where the Document card and Coding card are located, you can
click either the Pop In Viewer button on the previous browser window or you can select the Pop In Viewer option from
the Viewer settings menu in the upper-right.

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Alternatively, if you close the browser window that the popped out Viewer is in, the Viewer pops in to the Review
Interface or in other words, returns to the original browser window.

39.8.1 Standalone Viewer

To view a document in a separate browser window, click the file icon in the Document list or in the Viewer on the
Documents card or Family card. Launching the Standalone Viewer from either the Documents and Family card launch
the Review interface.

39.8.2 Document preview panel

The Document preview panel allows you to view documents in the document list before launching the Viewer. It also
allows you to filter the list and quickly view documents in the results which makes the process of finding documents
more efficient. To learn more, visit

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39.9 Related items card
The related items card is located at the bottom-right corner of the Viewer. Related items are customizable groups of
documents within a workspace. Common examples are family groups, duplicates, or similar documents.
The Edit field will be available in the Related items card if you add it to the Relational card view.
The related items toolbar includes the following:

l Related items —displays a group of documents related to the active document. Options vary within the work-
space. Hover over each icon to display the name of the item. Examples include: family group, duplicates, and
thread group.
l Document history —displays a history of actions taken on the current document. You may not have access to
document history. If you store your audits in Data Grid, this displays the field name, old value, and new value.

Note: In the Document History card, you can click the Details link to display a pop-up with the audit history
for the document. Click Run Details to display information about document imaging jobs, including the name
of the imaging profile and the formatting options used during mass imaging or imaging on the fly.

l Production —displays all productions in which the document was included. You may not have permissions to
view production information.
l Linked —displays all linked records on the active document.
l Search results —displays the results of an Analytics search.
l Batch sets —shows all the batch sets for the active record. See Batches on page 110. You may not have per-
missions to view this section.

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When a coding decision is made, the information in the Related Items card automatically refreshes. If there are two or
more reviewers on the same document, a user can refresh this card by clicking on the Menu icon and selecting
Refresh card.
The Related items card can be opened in a separate browser window. Click the Menu icon and select Pop out card to
open the card in its own window. Click the Menu icon and select Pop in card to close the browser window and return
the card to the Viewer.

39.9.0.1 Document actions in the related items card

You can use the related items card to quickly identify documents related to the active document. You can also use this
card to act on those groups of related items.
For instance, in the example of the Related items card below, you can select some or all of the documents in the
Related items card and click Edit. This opens a window for you to access all of your active layouts – the same layouts
available in the layouts pane. Using these layouts, you can make coding decisions and apply them to the selected
documents using mass editing. Alternatively, you can mass PDF, Save as List, Image, or Tally/Sum/Average. To learn
more, see Mass operations in the Admin guide.
If you add the Edit field to your relational card view, you can click the Edit icon in the row of a document and
immediately open that document in the Viewer with the layout ready to be edited.

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39.10 Document and Production History card
The Document History and Production History card is located in the bottom-right of the Viewer. This card displays
either the document history or the production history, depending on which you have selected. The Document History
card displays information about the most recent actions taken by users with the current document. The Production
History card displays information on any productions that the current document was included in.
You can filter the columns to help find information or export the information in the Document History card to a .csv file.
You can refresh this card by clicking on the Menu icon and selecting Refresh card.
The Document History card can be opened in a separate browser window. Click the Menu icon and select Pop out
card to open the card in its own window. Click the Menu icon and select Pop in card to close the browser window and
return the card to the Viewer.

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39.10.1 Document and Production History card permissions
The following permissions are required to access Document and Production History:

Object Security Tab Visibility Admin Operations

l Document - l View All

View Audits
l Production -
View

39.11 Documents card

The Documents card contains the document list so you can conveniently navigate from document-to-document
without having to leave the Viewer. The fields that display in the card are based on which view is selected in the
document list. Each time that you save a coding decision in the Viewer, the Documents card refreshes to show the
latest results. The highlighted document in the document list now updates when you navigate from document-to-
document to make tracking even easier.
If you're using Review Center, the Documents panel shows the documents in your current queue. For more
information, see Reviewing documents using Review Center in the Review Center guide.

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39.11.1 Email thread visualization tool
When you have installed and run an email threading structured analytics set for documents, you can use the email
thread visualization tool. Launch the Email Thread Visualization pane, click the email thread visualization icon in the
lower right corner of the displayed document in the Viewer. The email thread visualization pane expands and shows
the thread group for the selected email in the Viewer.
Using this tool, you can visually examine email threads and how they are coded. You can also easily perform mass
editing from this tool. See Email thread visualization in the Analytics guide for more information.

39.12 .eml and .msg header dates and times in the Viewer
.eml, .msg and RSMF documents have header dates and times in Coordinated Universal Time (UTC) format. The
Relativity Native Time Zone Offset field determines how these date/time values are displayed in the Native Viewer,
based on the desired time zone and its offset from UTC.

Note: Relativity does not automatically account for Daylight Savings Time. For documents processed in Relativity,
DST rules are automatically taken into account when calculating the Relativity Native Time Zone Offset value. For
all other documents, if you need the Viewer to account for Daylight Savings Time, deploy the Set Native Timezone
Offset With DST script. You must be a Relativity admin to deploy this script.

39.13 Thumbnail Viewer

When in the Native Viewer, Image Viewer, or Productions Viewer, you can access and browse thumbnail renderings
of a document's pages. Quickly scan, locate, and navigate to pages in an open document.

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To open the Thumbnail Viewer, click Thumbnail icon in the left drawer. The left drawer expands and displays the
Thumbnail Viewer. Scroll up and down to navigate all pages in the open document and click a page to view it. As you
scroll through the document, the thumbnail viewer scrolls simultaneously to keep the viewed pages in focus.
The Thumbnail Viewer is compatible with word processor, presentation, vector image, and raster image file types.

Note: The Thumbnail Viewer may not be available in the Native Viewer for document types that do not paginate
such as spreadsheets or plain text.

39.14 Document Compare

You can use Document Compare to view the key differences between the extracted text of two documents. Unlike
most fields, the Relativity Compare field is not visible on the Fields tab. To access Document Compare, you must first
add the Relativity Compare system field to a view. See Views on page 632 Views in the Admin guide.

To compare two documents in Relativity from the document list:

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1. Click Compare icon to open the Document Compare selection window. By default the document identifier of the
selected document populates the Document Compare window.
2. Click the Select button next to the With field to select a document with which to compare it. A Select Item pop-
up window displays.

Note: You can change the value of either of the fields at any time while in the Document Compare window.

3. Select the desired document from the list and click Set. The Document Compare window displays the selected
document in the With field.
4. Click Compare. The window displays the similarities and differences between the documents.
5. The similarities and differences between the documents are reflected in the legend at the bottom of the window:
l Inserted - text appears in the "With" document but doesn't appear in the "Compare" document.
l Deleted - text appears in the "Compare" document but doesn't appear in the "With" document.
l Unchanged -text appears in both documents.

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You can also compare related documents from within the Viewer. To compare related documents in the Viewer, open
the Related Items pane and click the Compare icon next to the document you want to compare. The Document
Compare selection window opens. The document you select from the Related Items pane automatically populates in
the With field, while the document open in the Viewer automatically populates the Compare field.

39.15 Viewer-supported file types

Relativity uses the Viewer to display rendered versions of native files. Reviewers can see how the file looked in its
native application without opening the file in that native application.
When converting email file types such as EML, the Viewer will not download images from the internet. Any linked
images will display as a gray box in the Viewer.
This document provides a comprehensive list of files types supported by the Viewer. Find out which Viewer version
you have, by navigating to your Viewer and clicking .
See the Admin guide for more information on the Viewer.

Note: Relativity does not support any third-party applications after the user downloads a file. This includes specific
browser and media-player combinations, such as Internet Explorer and Windows Media Player.

39.15.1 Text only designation

Some file types have a "text only" designation. When viewing these files in the Native Viewer, the document's text is
the only data that renders. For Microsoft Project files and XML files, the view doesn't display items such as Gantt
charts, icons, or other graphics. There is typically no formatting (bold, italics, fonts, etc.) of the text.

39.15.2 File ID only designation

Some file types have a "file ID only" designation. The Viewer is able to identify the file ID correctly, but it returns an
error message indicating that the file format is not supported. Despite returning an error message, the Viewer
identifies the file so that you can easily locate it and open it in an alternate application.

39.15.3 Supported File ID-only file types

The Viewer supports file ID-only functionality the following native file types. The supported file types are listed by
category.

File Exten-
Program/File Type Category Type/Version
sion

Microsoft Access Report Snapshot Database 2000-2003

IBM Lotus Notes NSF Email 7.x, 8.x
DICOM Multimedia
Flash Multimedia 9, 10
Real Media Multimedia
MPEG-1 Video V 2 Multimedia .mpg
MPEG-1 Video V 3 Multimedia .mpg
MPEG-2 Audio Multimedia .mpg
Windows Media Playlist Multimedia
AOL Messenger Other

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 File Exten-
Program/File Type Category Type/Version
sion
Microsoft InfoPath Other 2007
Microsoft Office Theme files Other 2007-2013
Microsoft Windows Compiled Help Other .chm
Microsoft Windows Explorer Command Other .scf
Microsoft Windows Help Other .hlp
Microsoft Windows Shortcut Other .ink
Trillian XML Log File Other 4.2
Adobe Photoshop PSD Raster
TrueType Font Other .ttf, .ttc
WebP Raster
XHTML Text and 1.0
Markup
Visio XML VSX Vector Image 2007
Microsoft Publisher Word Pro- 2003-2007
cessing
Samsung JungUm Global Word Pro-
cessing
Strict Open XML - Presentation Presentation 2013, 2016

Note: Relativity does not support the password protected

version for these three Strict Open XML file formats.

Strict Open XML - Spreadsheet Spreadsheet 2013, 2016

Strict Open XML - Document Word Pro- 2013, 2016
cessing

39.15.4 Supported Text-only file types

The Viewer supports text-only functionality the following native file types. The supported file types are listed by
category.

Program/File Type Category Type/Version File Extension

Microsoft Access Database 1.0, 2.0, 95 - 2010 .accdb, .mdb
Flash Multimedia 6.x, 7.x, Lite .swf
Microsoft Excel for Windows Spreadsheet 2003 XML .xml
XML Text and markup .xml
Microsoft XPS Vector Image
Visio Vector Image 2013
Lotus WordPro Word processing 9.7, 96 - Millennium 9.8 .lwp, .mwp

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 Program/File Type Category Type/Version File Extension
Microsoft Word for Windows Word Processing 2003 XML

39.15.5 Supported File types

The Viewer supports the following native file types. The supported file types are listed by category.

File Exten-
Program/File Type Category Type/Version
sion
7z Archive .7z
Note: BZIP2 and split archives are not supported.
7z Self Extracting exe Archive .exe
Note: BZIP2 and split archives are not supported.
LiveNote Evidence File Archive .lef
LZA Self Extracting Compress Archive .lza
LZH Compress Archive .lzh
Microsoft Office Binder Archive 95, 97 .obd
Microsoft Cabinet (CAB) Archive .cab
PKZip Archive .zip
RAR Archive 1.5, 2.0, 2.9 .rar
TextMap Evidence File Archive .xmef
UNIX Compress Archive .z
UNIX GZip Archive .gz
UNIX tar Archive .tar
Uuencode Archive .uue
Zip Archive PKZip, WinZip .zip
DataEase Database 4.x .dba
DBase Database III, IV, V .dbf
First Choice DB Database Through 3.0 .fol
Framework DB Database 3.0
Microsoft Access Database 2007/2010 .accdb
Microsoft Works DB for DOS Database 2.0 .wdb
Microsoft Works DB for Macintosh Database 2.0 .wdb
Microsoft Works DB for Windows Database 3.0, 4.0 .wdb
Microsoft Works DB for DOS Database 1.0 .wdb
Paradox for DOS Database 2.0 - 4.0 .db
Paradox for Windows Database 1.0 .db
Q&A Database Database Through 2.0 .db

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 File Exten-
Program/File Type Category Type/Version
sion
R:Base Database R:Base 5000, .rb1, .rb2,
R:Base System V .rb3
Reflex Database 2.0 .rdx
SmartWare II DB Database 1.02 .db
Apple Mail Message (EMLX) Email 2.0 .emlx
Encoded mail messages Email l MHT
l Multi Part
Alternative
l Multi Part
Digest
l Multi Part
Mixed
l Multi Part
News
Group
l Multi Part
Signed
l TNEF
EML with Digital Signature Email SMIME .eml

Note: .EML files that have a password or are encrypted are

not supported in the Viewer. These documents will display the
attachment but the body will appear blank.

IBM Lotus Notes Domino XML Language DXL Email 8.5 .xml
IBM Lotus Notes NSF (Win32, Win64, Linux x86-32 and Oracle Email 8.x .nsf. .ntf
Solaris 32-bit only with Notes Client or Domino Server)
MBOX Mailbox Email RFC 822 .mbox

Note: An MBOX file is characterized as a text file with the

string "From<space>email address<space>date string". When
a file of this nature is viewed in Relativity, it may appear to only
show summaries of messages. Essentially, if that "from" line is
at the top of the document, Relativity treats it as MBOX and
displays it as an archive.

Microsoft Outlook (MSG) Email 97 - 2013 .msg

Microsoft Outlook (OST ) Email 97 - 2010, 2013 .ost
Microsoft Outlook (PST) Email 97 - 2013 .pst
Microsoft Outlook Express (EML) Email .eml
Microsoft Outlook Forms Template (OFT) Email 97 - 2013 .oft

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 File Exten-
Program/File Type Category Type/Version
sion
Microsoft Outlook OLM for Mac Email 2011
Microsoft Outlook PST (Mac) Email 2001 .pst
MSG with Digital Signature Email SMIME .msg

Note: .MSG files that have a password or are encrypted are

not supported in the Viewer. If you open an .MSG file that is
encrypted in the Viewer, the body of the document will be
blank and the contents of the encrypted data is placed into a
single attachment with a .p7m file extension.

Microsoft Live Messenger (via XML filter) Other 10.0

Microsoft OneNote Other 2007, 2010, 2013 .one
Microsoft Outlook, Google Calendar, and Apple Calendar Other .ics
Microsoft Project (sheet view only, Gantt Chart, Network Dia- Other 98-2013 .mpp
gram, and graph not supported)
Microsoft Project (sheet view only, Gantt Chart, Network Dia- Other 2007, 2010, 2013 .mpp
gram, and graph not supported)
Microsoft Windows DLL Other .dll
Microsoft Windows Executable Other .dll
Trillian Text Log File (via text filter) Other 4.2 .txt
vCalendar Other 2.1 .vcs
vCard Other 2.1 .vcf
Yahoo! Messenger Other 6.x – 8 .yps
Apache Office Draw (ODF 1.2) Presentation 3.x, 4.x
Apache Office Impress (ODF 1.2) Presentation 3.x, 4.x
Apple iWork Keynote (MacOS, text and PDF preview) Presentation 09 .key, .key-
note
Harvard Graphics Presentation DOS Presentation 3.0 .prs
IBM Lotus Symphony Presentations Presentation 1.x
Kingsoft WPS Presentation Presentation 2010
Libre Office Draw (ODF 1.2) Presentation 3.x, 4.x
Libre Office Impress (ODF 1.2) Presentation 3.x, 4.x
Lotus Freelance Presentation 1.0 - Millennium .prz
9.8
Lotus Freelance for OS/3 Presentation 2
Lotus Freelance for Windows Presentation 95, 97, SmartSuite
9.8
Microsoft PowerPoint for Macintosh Presentation 4.0 - 2011 .ppt

Admin Guide 696

 File Exten-
Program/File Type Category Type/Version
sion
Microsoft PowerPoint for Windows Presentation 3.0 – 2013 .ppt
Microsoft PowerPoint 2016 Presentation 2016 .pptx

Note: Beginning in Relativity 12.2.190.4 (Prairie Smoke 1),

.pptx files that have Ink drawings are supported in the Native
and Image Viewer. Any documents with Ink drawings that were
imported prior to Relativity 12.2.190.4 will need to be
reconverted to take advantage of this new functionality.

Microsoft PowerPoint for Windows Slideshow Presentation 2007-2013 .ppt

Microsoft PowerPoint for Windows Template Presentation 2007-2013 .pot
Novell Presentations Presentation 3.0, 7.0 .shw
OpenOffice Impress Presentation 1.1, 3.0 .sdd
Oracle Open Office Impress Presentation 3.x .odp
StarOffice Impress Presentation 5.2 - 9.0 .sda, .sdd
WordPerfect Presentations Presentation 5.1 - X5
Adobe Photoshop Raster image 4.0 .psd
Adobe Photoshop XMP only Raster image 8.0 - 10.0 (CS 1-5)
CALS Raster (GP4) Raster image Type I-II .cg4, .cal
Computer Graphics Metafile Raster image ANSI, CALS, .cgm
NIST
Encapsulated PostScript (EPS) Raster image TIFF Header only .eps
GEM Image (Bitmap) Raster image .bmp
Graphics Interchange Format (GIF) Raster image .gif
IBM Graphics Data Format (GDF) Raster image 1.0 .gdf
IBM Picture Interchange Format Raster image 1.0 .pif
HEIC Image file Raster image .heic
JBIG2 Raster image Graphic Embed-
dings in PDF
JFIF (JPEG not in TIFF format) Raster image .jfif
JPEG Raster image .jpg
JPEG 2000 Raster image JP2
Kodak Flash Pix Raster image .fpx
Kodak Photo CD Raster image 1.0 .pcd
Lotus PIC Raster image .pic
Lotus Snapshot Raster image
Macintosh PICT Raster image BMP only .bmp

Admin Guide 697

 File Exten-
Program/File Type Category Type/Version
sion
Macintosh PICT2 Raster image BMP only .bmp
MacPaint Raster image .pntg
Microsoft Windows Bitmap Raster image .bmp
Microsoft Windows Cursor Raster image
Microsoft Windows Icon Raster image .ico
OS/2 Bitmap Raster image
OS/2 Warp Bitmap Raster image
Paint Shop Pro (Win32 only) Raster image 5.0, 6.0 .psp
PC Paintbrush (PCX) Raster image .pcx
PC Paintbrush DCX (multi-page PCX) Raster image .dcx
Portable Bitmap (PBM) Raster image .pbm
Portable Graymap PGM Raster image .pgm
Portable Network Graphics (PNG) Raster image .png
Portable Pixmap (PPM) Raster image .ppm
Progressive JPEG Raster image .jpg, .jpeg,
.jpe
StarOffice Draw Raster image 6.x - 9.0
Sun Raster Raster image .srs
TIFF Raster image Group 5 & 6 .tif, .tiff
TIFF CCITT Raster image Group 3 & 4
TruVision TGA (Targa) Raster image 2.0 .tga
WBMP wireless graphics format Raster image
WebP Raster image

Note: WebP files are only available in the Native Viewer.

Word Perfect Graphics Raster image 1.0 .wpg

WordPerfect Graphics Raster image 2.0 – 10.0 .wpg, .wpg2
X-Windows Bitmap Raster image x10 compatible .xbm
X-Windows Dump Raster image x10 compatible .xdm
X-Windows Pixmap Raster image x10 compatible .xpm
Apache Office Calc (ODF 1.2) Spreadsheet 3.x, 4.x
Apple iWork Numbers (MacOS, text, and PDF preview) Spreadsheet 09 .numbers
Cellebrite Excel Report File Spreadsheet .xlsx
Cellebrite Encrypted Excel Report File Spreadsheet .xlsx

Admin Guide 698

 File Exten-
Program/File Type Category Type/Version
sion
Enable Spreadsheet Spreadsheet 3.0 - 4.5
First Choice SS Spreadsheet Through 3.0
Framework SS Spreadsheet 3.0
IBM Lotus Symphony Spreadsheets Spreadsheet 1.x
Kingsoft WPS Spreadsheets Spreadsheet 2010
Libre Office Calc (ODF 1.2) Spreadsheet 3.x, 4.x
Lotus 1-2-3 Spreadsheet Through Mil- .wk1, .wk3,
lennium 9.8 .wk4, .wks
Lotus 1-2-3 Charts (DOS and Windows) Spreadsheet Through 5.0 .wk1, .wk3,
.wk4, .wks
Lotus 1-2-3 for OS/2 Spreadsheet 2.0
Microsoft Excel Charts Spreadsheet 2.x - 2007 .xlsx, .xls
Microsoft Excel for Macintosh Spreadsheet 98 – 2011 .xlsx, .xls
Microsoft Excel for Windows Spreadsheet 3.0 - 2016 .xlsx, .xls

Note: Excel files with slicers will convert and display normally
in the Viewer, but slicer elements in those files will not display.

Microsoft Excel for Windows (.xlsb) Spreadsheet 2007-2013 (Bin- .xlsb

ary)
Microsoft Works SS for DOS Spreadsheet 2.0 .wks
Microsoft Works SS for Macintosh Spreadsheet 2.0 .wks
Microsoft Works SS for Windows Spreadsheet 3.0, 4.0 .wks
Multiplan Spreadsheet 4.0 .sylk
Novell PerfectWorks Spreadsheet Spreadsheet 2.0 .wpw
OpenOffice Calc Spreadsheet 1.1-3.0 .sdc
Oracle Open Office Calc Spreasheet 3.x .sdc
Office Calc (ODF 1.2) Spreadsheet 4.x
PFS: Plan Spreadsheet 1.0
QuattroPro for DOS Spreadsheet Through 5.0 .wb1
QuattroPro for Windows Spreadsheet Through X5 .qpw, .wb3,
.wb2, .wb1
Quattro Pro Win Spreadsheet X7 .qpw
SmartWare II SS Spreadsheet 1.02 .def
SmartWare Spreadsheet Spreadsheet .def
StarOffice Calc Spreadsheet 5.2 – 9.0 .sdc

Admin Guide 699

 File Exten-
Program/File Type Category Type/Version
sion
SuperCalc Spreadsheet 5.0 .cal
Symphony Spreadsheet Through 2.0 .wrk
VP-Planner Spreadsheet 1.0
ANSI Text Text and 7 & 8 bit .ans
markup
ASCII Text Text and 7 & 8 bit .asc
markup
DOS character set Text and
markup
EBCDIC Text and
markup
HTML (CSS rendering not supported) Text and 1.0 – 4.0 .html
markup
IBM DCA/RFT Text and
markup
Macintosh character set Text and
markup
Rich Text Format (RTF) Text and .rtf
markup
Unicode Text Text and 3.0, 4.0 .txt
markup
UTF-8 Text and
markup
Wireless Markup Language Text and .wml
markup
Adobe Illustrator Vector image 4.0 – 7.0, 9.0
Adobe Illustrator (PDF Preview only) Vector image 9.0, CS1-6 .pdf
Adobe Illustrator XMP Vector image 11 – 13 (CS 1 - 5)
Adobe InDesign XMP Vector image 3.0 – 5.0 (CS 1 - 5)
Adobe InDesign Interchange XMP only Vector image
Adobe PDF Vector image 1.0 – 1.7 (Acrobat .pdf
1 - 10)
Adobe PDF Package Vector image 1.7 (Acrobat 8 - .pdf
10)
Adobe PDF Portfolio Vector image 1.7 (Acrobat 8 - .pdf
10)
Ami Draw Vector image SDW .sdw
Apple iWork Keynote File Preview Vector 09 .key, .key-

Admin Guide 700

 File Exten-
Program/File Type Category Type/Version
sion
note
Apple iWork Keynote Numbers File Preview Vector 09 .numbers
Apple iWork Pages File Preview Vector 09 .pages
AutoCAD Drawing Vector image 2.5, 2.6, 9.0-14.0, .dwg
2000i -2012
AutoCAD Drawing Vector 2013 .dwg
AutoShade Rendering Vector image 2 .rnd
Corel Draw Vector image X4 - X7 .cdr
Corel Draw Clipart Vector image 5.0, 7.0 .cmx
Enhanced Metafile (EMF) Vector image .emf
Escher Graphics Vector image .egr
FrameMaker Graphics (FMV) Vector image 3.0 – 5.0 .fmv
Gem File (Vector) Vector image .img
Harvard Graphics Vector 98 .cht
Harvard Graphics Chart DOS Vector image 2.0 – 3.0 .ch3
Harvard Graphics for Windows Vector image .prs
HP Graphics Language Vector image 2.0 .hp, .hpg
IGES Drawing Vector image 5.1 – 5.3 .iges
Micrografx Designer Vector image Version 6 .dsf
Micrografx Designer Vector image Through 3.1 .drw
Micrografx Draw Vector image Through 4.0 .drw
Novell PerfectWorks Draw Vector image 2.0
OpenOffice Draw Vector image 1.1 – 3.0 .sda
Oracle Open Office Draw Vector image 3.x .sda
SVG (processed as XML, not rendered) Vector image .xml
Microsoft Visio: Vector image 5.0 – 2007, 2013 .vsd
l Stencil
l Template
l Macro Enabled Drawing
l Macro Enabled Stencil
l Macro Enabled Template
Visio (Page Preview mode WMF/EMF) Vector image 4.0 .wmf, .emf
Windows Metafile Vector image .vmf

Admin Guide 701

 File Exten-
Program/File Type Category Type/Version
sion
Adobe FrameMaker (MIF only) Word pro- 3.0 - 6.0 .mif
cessing
Adobe Illustrator Postscript Word pro- Level 2 .eps
cessing
Ami Word pro-
cessing
Ami Pro for OS2 Word pro- .sam
cessing
Ami Pro for Windows Word pro- 2.0, 3.0 .sam
cessing
Apache Office Writer (ODF 1.2) Word pro- 3.x, 4.x
cesser
Apple iWork Pages (MacOS, text and PDF preview) Word pro- 09 .pages
cessing
DEC DX Word pro- Through 4.0 .dx
cessing
DEC DX Plus Word pro- 4.0, 4.1 .dx, .wpl
cessing
Enable Word Processor Word pro- 3.0 - 4.5
cessing
First Choice WP Word pro- 1.0, 3.0 .pfx
cessing
Framework WP Word pro- 3.0
cessing
Hangul Word pro- 97 - 2010 .hwp
cessing
IBM DCA/FFT Word pro- .dca, .fft
cessing
IBM DisplayWrite Word pro- 2.0-5.0 .rft, .dca
cessing
IBM Writing Assistant Word pro- 1.01 .iwa
cessing
Ichitaro Word pro- 5.0, 6.0, 8.0 - 13.x, .jtd
cessing 2004 - 2014
JustWrite Word pro- Through 3.0 .jw
cessing
Kingsoft WPS Writer Word pro- 2010 .wps
cessing
Legacy Word pro- 1.1 .leg
cessing

Admin Guide 702

 File Exten-
Program/File Type Category Type/Version
sion
Libre Office Writer (ODF 1.2) Word pro- 3.x, 4.x
cessor
Lotus Manuscript Word pro- Through 2.0 .manu
cessing
MacWrite II Word pro- 1.1 .mcw
cessing
Mail Rule DXL Word pro-
cessing
Mass 11 Word pro- Through 8.0 .m11
cessing
Microsoft Word for DOS Word pro- 4.0 – 6.0 .doc
cessing
Microsoft Word for Macintosh Word pro- 4.0-6.0, 98 - 2016 .doc
cessing
Microsoft Word for Windows Word pro- 1.0 – 2016 .doc, .docx
cessing
Microsoft WordPad Word pro- .rtf
cessing
Microsoft Works WP for DOS Word pro- 2.0 .wps
cessing
Microsoft Works WP for Macintosh Word pro- 2.0 .wps
cessing
Microsoft Works WP for Windows Word pro- 3.0, 4.0 .wps
cessing
Microsoft Write for Windows Word pro- 1.0 – 3.0 .wri
cessing
MultiMate Word pro- Through 4.0 .dox
cessing
MultiMate Advantage Word pro- 2.0 .dox
cessing
Navy DIF Word pro- .dif
cessing
Nota Bene Word pro- 3.0 .nb
cessing
Novell PerfectWorks Word Processor Word pro- 2.0 .wpw
cessing
OfficeWriter Word pro- 4.0-6.0
cessing
OpenOffice Writer Word pro- 1.1 - 3.0 .sdw
cessing

Admin Guide 703

 File Exten-
Program/File Type Category Type/Version
sion
Oracle Open Office Writer Word pro- 3.x .sdw
cessing
PC File Doc Word pro- 5.0
cessing
PFS: Write Word pro- A, B .pfs
cessing
Professional Write for DOS Word pro- 1.0, 2.0
cessing
Professional Write Plus for Windows Word pro- 1.0
cessing
Q&A Write Word pro- 2.0, 3.0 .jw
cessing
Samna Word IV Word pro- 1.0 – 3.0 .sam
cessing
Samna Word IV+ Word pro- .sam
cessing
Signature Word pro- 1.0
cessing
SmartWare II WP Word pro- 1.02 .def
cessing
Sprint Word pro- 1.0 .spr
cessing
StarOffice Writer Word pro- 5.2 – 9.0 .sdw
cessing
Total Word Word pro- 1.2
cessing
Wang IWP Word pro- Through 2.6 .iwp
cessing
WordMarc Composer Word pro-
cessing
WordMarc Composer+ Word pro-
cessing
WordMarc Word Processor Word pro-
cessing
WordPerfect for DOS Word pro- 4.2 .wpd
cessing
WordPerfect for Macintosh Word pro- 1.02 - 3.1 .wpd
cessing
WordPerfect for Windows Word pro- 5.1 – X5 .wpd
cessing

Admin Guide 704

 File Exten-
Program/File Type Category Type/Version
sion
Wordstar 2000 for DOS Word pro- 1.0 - 3.0 .wsd
cessing
Wordstar for DOS Word pro- 3.0 - 7.0 (none
cessing defined)
Wordstar for Windows Word pro- 1.0 .ws1
cessing
XyWrite Word pro- Through III+ .xy
cessing

Note: Program/file types listed with text only or PDF preview only can be reviewed in the Viewer as listed. If
PDF preview only, a PDF file saved as part of the native will be viewed. Text only will just display the text without any
formatting.

39.15.6 Viewer audio and video-supported file types

Relativity can stream audio and video files within the Viewer.
This document provides a comprehensive list of files types supported by the Viewer. Certain file types may not be
compatible with your internet browser, refer to the sections below to learn more about browser compatibility. Find out
which Viewer version you have, by navigating to your Viewer and clicking .
See the Admin guide for more information on the Viewer.

Note: Relativity does not support any third-party applications after the user downloads a file. This includes specific
browser and media-player combinations, such as Internet Explorer and Windows Media Player.

39.15.7 Troubleshooting errors

If an audio or video file cannot be streamed in the Viewer, one of the following messages will display:

To resolve the error, ensure that your internet browser can play the selected file type. If that does not resolve the error,
check the MaximumNativeSizeForViewerForMediaFilesinMegaBytes instance setting to ensure that the file type is
not too big for the Viewer to stream.

Admin Guide 705

39.15.8 Supported audio file types
Note: Safari works with Mac OSX only.

File Format Container - Audio Codec Chrome Firefox Internet Explorer Safari
FI_RIFFWAVE wave - pcm √ √ √
Quicktime Movie mov - aac √ √ √ √
Quicktime Movie mov - vorbis √
MPEG Layer3 ID3 Ver 1.x mp3 - mp3 √ √ √
MPEG Layer3 ID3 Ver 2.x mp3 - mp3 √ √ √ √
FI_MPGAV2L3 mp3 - mp3 √ √ √
MPEG-4 file mp4 - aac √ √ √ √
MPEG-4 file mp4 - opus √
MPEG-4 file mp4 - vorbis √
MPEG-1 audio - Layer 3 mov - mp3 √ √ √
MPEG-1 audio - Layer 2 mp4 - mp2 √ √
MPEG-1 audio - Layer 3 mp4 - mp3 √ √ √
Ogg Opus ogg - opus √ √
Ogg Vorbis ogg - vorbis √ √

39.15.9 Supported video file types

Note: Safari works with Mac OSX only.

Container - Video Codec - Audio Internet

File Format Chrome Firefox Safari
Codec Explorer

Quicktime Movie mov - h264 - aac √ √ √

Quicktime Movie mov - h264 - dolby_digital √ √
Quicktime Movie mov - h264 - mp2 √ Video-
only
Quicktime Movie mov - h264 - mp3 √ √ √
Quicktime Movie mov - h264 - vorbis √ √
Quicktime Movie mov - h264 - wma1 √ √
Quicktime Movie mov - h264 - wma2 √ √
Quicktime Movie mov - mpeg4 - aac Audio-only Audio- √
only
Quicktime Movie mov - mpeg4 - mp3 Audio-only Audio-
only

Admin Guide 706

 Container - Video Codec - Audio Internet
File Format Chrome Firefox Safari
Codec Explorer
Quicktime Movie mov - mpeg4 - vorbis Audio-only √
Quicktime Movie mov - theora - aac √ Audio-
only
Quicktime Movie mov - theora - dolby_digital √
Quicktime Movie mov - theora - mp2 √
Quicktime Movie mov - theora - mp3 √ Audio-
only
Quicktime Movie mov - theora - vorbis √
Quicktime Movie mov - theora - wma1 √
Quicktime Movie mov - theora - wma2 √
MPEG-4 file mp4 - h264 - aac √ √ √
MPEG-4 file mp4 - h264 - dolby_digital √ √ √
MPEG-4 file mp4 - h264 - mp2 √ √ √
MPEG-4 file mp4 - h264 - mp3 √ √ √ √
MPEG-4 file mp4 - h264 - opus √ √
MPEG-4 file mp4 - h264 - vorbis √ √ √
MPEG-4 file mp4 - mpeg4 - aac Audio-only √
MPEG-4 file mp4 - mpeg4 - mp2 Audio-only Audio- √
only
MPEG-4 file mp4 - mpeg4 - mp3 Audio-only Audio- √
only
MPEG-4 file mp4 - mpeg4 - opus Audio-only √
MPEG-4 file mp4 - mpeg4 - vorbis Audio-only √
MPEG-4 file mp4 - vp9 - aac √ √
MPEG-4 file mp4 - vp9 - dolby_digital Audio-only Audio-
only
MPEG-4 file mp4 - vp9 - mp2 √ √
MPEG-4 file mp4 - vp9 - mp3 √ √
MPEG-4 file mp4 - vp9 - opus √
MPEG-4 file mp4 - vp9 - vorbis √ √
Ogg Theora Opus ogg – theora - opus √ √
Ogg Theora Vor- ogg – theora - vorbis √ √
bis
Ogg VP8 Opus ogg – vp8- opus √ Audio-
only
Ogg VP8 Vorbis ogg – vp8 - vorbis √ Audio-

Admin Guide 707

 Container - Video Codec - Audio Internet
File Format Chrome Firefox Safari
Codec Explorer
only

Admin Guide 708

40 Workspaces
In Relativity, a workspace provides a secure data repository for documents used in cases or for applications
developed with dynamic objects. You can store all types of documents, such as productions, witness testimony, and
so on, in a workspace to facilitate searching, organizing, and categorizing content. In addition, you can use granular
security settings to grant or deny permissions to specific content stored in the workspace.
At the workspace level, you can also define views, layouts, fields, and choices. These features streamline workflows,
as well as simplify the processes for organizing and categorizing content. Views support filtering on item lists, while
layouts, fields, and choices are used for categorizing documents.

Note: As of February 2025, the new Feature Permissions redefines Relativity's security management by shifting the
focus from Object Types and Tab Visibility to feature-based permissions. This new method is simply another option;
any feature-specific permissions information already in this topic is still applicable. This new interface enables
administrators to manage permissions at the feature level, offering a more intuitive experience. By viewing granular
permissions associated with each feature, administrators can ensure comprehensive control, ultimately reducing
complexity and minimizing errors. For details see Instance-level permissions and Workspace-level permissions.

40.1 Creating and editing a workspace

To create or edit a workspace:

1. Navigate to the Workspaces tab.

2. Click New Workspace to create a new workspace. If you want to edit an existing workspace, click the pencil
icon next to the workspace name.
3. Complete the fields in the form. See Fields on the next page.
4. Click Save. A window displays the progress of the workspace creation process. You cannot access the work-
space until it is created and its status is Active. If needed, close the progress window to continue working in
RelativityOne. This will not interfere with the creation process.

Note: The workspace creation process cannot be canceled once it begins.

To find out the status of the workspace, review the Workspace State column in the Workspaces list:
l Active—the workspace is available for use.
l Creating—the workspace is in the process of being created.
l Cold storage—the workspace has been migrated to Cold Storage. See Migrating and retrieving work-
spaces to and from cold storage on page 717.

Admin Guide 709

40.2 Fields
The Workspace Information section fields are:

l Name—the name used to identify the workspace. This must not exceed 50 characters.

Note: You can edit a workspace name at any time without affecting any data. The root folder name for the
workspace updates along with the workspace name.

l Matter—the case or legal action associated with the workspace. Click Select to choose a matter. The Select
Item - Matter modal displays a list of matters based on the conditions set in the MattersOnPicker view.
l Template Workspace—an existing workspace structure used to create the new workspace. Click Select to
select a template. The Select Item - Template Workspace modal displays a list of templates based on the con-
ditions set in the WorkspacesOnPicker view. For more information, see the Admin Guide.

Notes:
l Any groups that are part of a template workspace will also be a part of the client domain workspace.
We recommend removing these non-client domain groups to prevent the client domain admin from see-
ing information on non-client domain users and groups.
l We recommend selecting an empty workspace without any documents as a template to prevent poten-
tial errors when trying to clean up all the references.
l Workspace Admin and Client Domain Admin permissions are not copied from the workspace template
when a new workspace is created. They are taken from the Sys Admin permissions.
All of the following non-document objects in the template copy to the new workspace:

Admin Guide 710

l Analytics indexes
l Analytics profiles
l Automated workflows
l Choices
l Custom tabs
l Fields
l Filters for Repeated Content and Regular Expressions
l Groups, and permissions
l Imaging profiles
l Imaging sets

Note: To enable an automatic carryover of Imaging Sets to newly created workspaces, confirm the
Copy Instances on Workspace Creation setting within the corresponding Object Type template
workspace (Imaging Set) is set to Yes.

l Integration Point profiles

Note: Only export type Integration Point profiles with a source and destination of Relativity are copied.

l Layouts
l Markup sets
l Native types
l OCR profiles
l OCR sets

Note: To enable an automatic carryover of OCR sets to newly created workspaces, confirm the Copy
Instances on Workspace Creation setting within the corresponding Object Type template work-
space (OCR Set) is set to Yes.

l Persistent highlight sets

l Pivot profiles
l Placeholders
l Saved searches using Keyword, dtSearch, or Analytics indexes
l Scripts
l Search term reports
l Structured analytics sets
l Summary reports
l User objects
l Views

Admin Guide 711

l Project Type—A categorization for workspaces. If desired, assign a project type to simplify monitoring, man-
agement, and exploration of your projects in Cost Explorer.

Note: Do not enter confidential customer or personal information.

Pre-defined values for your project type are listed below:

l Data Breach Response
l Data Subject Access Requests (DSARs)
l Freedom of Information Act (FOIA) Requests
l Internal Investigations
l Litigation - Antitrust and Competition
l Litigation - Class Actions and Mass Torts
l Litigation - Commercial and Financial
l Litigation - Criminal
l Litigation - Data Protection, Privacy, and Security
l Litigation - Intellectual Property
l Litigation - Labor, Employment, and Civil Rights
l Litigation - Other Civil
l Litigation - Regulatory and Environment
l M&A Clearance, 2nd Requests, Phase II Inquiries
l Merger & Acquisition (M&A) Due Diligence
l Operational Efficiency
l Personal Data Identification and Anonymization
l Regulatory Requests
l Third-Party Subpoenas
l ‘Other’ option with free-form text

The Advanced Settings section fields are:

Admin Guide 712

 l Status—identifies a workspace as active or inactive. This field has no impact the workspace func-
tionality, but you can add it to views for filtering workspaces. Inactive workspaces can be accessed and
edited.
l SQL Full Text Language—determines the correct 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
that for multiple language workspaces, Microsoft recommends setting the most complex prevalent lan-
guage as the SQL Full Text language.

Note: The SQL Server settings determine the languages available in this list. Contact your system
admin if you require additional languages. For information on configuring and managing word break-
ers, go to Microsoft's guidance on Configuring & managing word breakers & stemmers for search (SQL
server).

l Workspace Admin Group—determines the group that has workspace admin permissions over this
workspace. Click Select to choose a workspace admin group. See Workspace admin group on page 722
for more information.
l Keywords—any keywords you want to associate with the workspace.
l Notes—any notes you want to add to describe the purpose of the workspace.

40.3 Viewing workspace details

On the Workspace Details tab, Relativity displays read-only workspace fields, history information, Relativity Utilities
console, Production Restrictions, and the Workspace Admin Group field. You can update the Production Restrictions
field when you edit a workspace. See Adding and editing production restrictions on page 721.

Admin Guide 713

 Note: Once a workspace is created, only System Administrators and Client Domain Administrators can make
updates to the Matter object. Even users with full permissions for Matters and Clients will not have the ability to
modify this object unless they are System Administrators or Client Domain Administrators.

40.3.1 Deleting a workspace

From the Workspace Details tab, you can delete the current workspace. Clicking Delete moves the workspace to the
Recycle Bin. After you click Delete, a confirmation message appears with the Dependencies button. See the Relativity
Documentation Site.

Note: You must have Delete permissions for the workspace object in order to delete a workspace.

When you delete a workspace in Relativity, it automatically moves to the Recycle Bin, providing a safety net for
deleted workspaces. You can manually choose to permanently delete the workspace from the system or restore it
within the seven-day period in the Recycle Bin.
During off-hours, the Case Manager agent deletes the following:

l Any documents in the Relativity file repository, except those loaded with pointers.
l dtSearch indexes.
l Analytics indexes and staging areas.
l The SQL database (Relativity does not delete database logs and backups).

40.4 Using the utilities console

Additional administrative features are available through the Relativity Utilities console on the Workspace Details tab.

Admin Guide 714

40.4.1 System Settings
The console includes the following in the System Section:

l Manage Workspace Permissions—set permissions for the workspace.

l Manage System Keyboard Shortcuts—displays a pop-up for modifying the key combination used by system
shortcuts. To use this, you must have security permission for the Admin Operation called Modify System Key-
board Shortcuts. See Managing system keyboard shortcuts below.
l View Another User’s Personal Items—displays a pop-up for selecting workspace users where you can view
a user's personal items. This button is only available to system admins. See Viewing the personal items of work-
space users on page 717.
l Migrate to Cold Storage—displays a pop-up for migrating workspaces to Cold Storage. To use this, you must
be a system admin and have the security permission for the Admin Operation called Manage Cold Storage. See
Migrating and retrieving workspaces to and from Cold Storage.

40.5 Managing system keyboard shortcuts

You can modify the system keyboard shortcuts for a workspace. These keyboard shortcuts are defined in Relativity for
use in the review interface. You must have security permissions for the Admin Operation called Modify System
Keyboard Shortcuts.
To manage system keyboard shortcuts, follow these steps:

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 1. Navigate to the Workspace Details tab.
2. Click Manage System Keyboard Shortcuts in the Relativity Utilities console.

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

l Select or deselect one or more of the following check boxes: Ctrl, Alt, or Shift for the Control, Alt, and Shift
keys, respectively.

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

l In the Key drop-down menu, 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.

l
Click the Keyboard Legend icon to display a list of keyboard shortcuts currently in use by the System and
browsers. See Keyboard shortcuts legend.
l Click Clear to reset the options for keyboard shortcuts.
After you have completed your updates, click Save to display the Workspace Details page.

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 Note: You can create user-defined shortcuts when you add a new field to Relativity. See Creating and editing fields,
and Creating keyboard shortcuts.

40.6 Viewing the personal items of workspace users

Access to View User's Personal Items is granted to System Administrators by default. All other groups must have the
proper permissions. To view personal items, follow these steps:

1. Navigate to the Workspace Details tab.

2. Click View Another User’s Personal Items in the Relativity Utilities console.
3. Select one or more users whose personal items you want to view, and move them to the right box using the
arrows.

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

4. Click Save.

40.7 Migrating and retrieving workspaces to and from cold storage

Cold storage stores data for retention when it's not accessed regularly. To use this feature, you need specific
permissions and processes to migrate and retrieve workspaces. Archive inactive workspaces and retrieve them when
needed.

40.7.1 Migrate workspaces to cold storage

You must have security permissions set at the workspace-level to edit the workspace, and the Admin Operation called
Manage Cold Storage to migrate workspaces to cold storage.
The following minimum security permissions are required in order to migrate workspaces to cold storage:

Object security Tab visibility Admin operations

Instance level
Workspace: Manage Cold storage

l View, Edit,
Delete

Workspace level Other Settings

Workspace: Workspace Details View workspace details

l View, Edit

Note: Text migration jobs must be run before moving a workspace to Cold Storage.

To migrate workspaces to cold storage, follow these steps:

1. Navigate to the Workspace Details tabs.

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2. Click Migrate to Cold Storage in the Relativity Utilities console. The Cold Storage Confirmation dialog box dis-
plays.

3. Click Migrate Workspace to migrate the workspace to cold storage.

Note: Migrating a workspace to cold storage is an immediate action that does not impact potential client-
related due date charges. However, once data is migrated to cold storage, it becomes inaccessible.

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 4. The Storage Status column on the workspace view displays the status of the workspace as Cold Storage.

Notes:
l A workspace in cold storage cannot be used as a template.
l A workspace in cold storage cannot be used by Import/Export or Integration Points.
l When you move a workspace to cold storage, billing continues at the original data tier rate until the
start of the next calendar month. At that point, the system automatically switches to the cold storage
rate.
l To qualify for the discounted cold storage rate, the data must remain in cold storage for the entire
calendar month. To ensure this, move the workspace to cold storage before the end of the current
month. For example, if you move a workspace to cold storage on the 3rd of the month, you won’t
receive the discounted rate until the following month.
l When you move a case between Review and Cold Storage, the system updates the billing status
automatically. However, to qualify for the discounted cold storage rate, the case must remain in cold
storage for the entire calendar month.
l Workspaces in cold storage can be archived directly using ARM without having to be moved to an act-
ive state before archiving. See the ARM content on the RelativityOne documentation site for more
information.
l After moving a workspace to Cold Storage, it must remain there for 30 days before it can be deleted.
For example, if you move a workspace to Cold Storage on January 1st at 11:20 AM, it will be eligible
for deletion after 11:20 AM on January 31st. Once 30 days have passed, the "Delete Workspace"
button becomes available, allowing you to delete the workspace. Before 30 days, you cannot delete
the workspace directly from Cold Storage.

40.7.2 Retrieve workspaces from Cold Storage

You must have the security permissions to edit the workspace and the Admin Operation called Manage Cold Storage
to retrieve workspaces from cold storage.
To retrieve workspaces from cold storage, follow these steps:

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1. Navigate to the Workspaces tab.
2. Click the workspace name of the workspace you want to retrieve from cold storage. The Cold Storage Retrieval
page displays.
3. Click Retrieve Workspace to retrieve the workspace from cold storage. The Cold Storage Retrieval Con-
firmation pop-up displays.

4. Click Retrieve Workspace to retrieve the workspace from cold storage. The Cold Storage Retrieval con-
firmation page displays.

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 Notes:
l Workspace retrievals are not instantaneous after clicking Retrieve Workspace. It could take 1-5 days
to resume operations in that workspace.
l The user who sent the retrieval request will receive an email notification once the retrieval of the work-
space is complete.
l Cold Storage Case Retrieval Agent needs to be present and running for workspaces to be retrieved
from cold storage.
l Migration and retrieval actions are audited.

40.7.3 Deleting workspaces from Cold Storage

When you click the workspace you want to delete from Cold Storage, a screen will appear showing the number of days
until the workspace can be deleted. This dynamic countdown displays the correct number of days remaining. After
placing a workspace into Cold Storage, it can be deleted after 30 days. Once 30 days have passed, the "Delete
Workspace" button becomes available, allowing you to delete the workspace. Before 30 days, you cannot delete the
workspace directly from Cold Storage.

40.8 Adding and editing 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 compares these documents against those in the production and
alerts you to any conflicts.

Note: You must have permissions to the documents included in a production to remove production restrictions.

To add a production restriction:

1. Create a saved search with criteria that returns documents that you want excluded from the production set.
Include family groups in your saved search so that all of the family items are kept together and can be removed
if necessary.
2. Click to edit the workspace details page. You can only update the Production Restrictions option when edit-
ing a workspace. See Creating and editing a workspace on page 709.

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

4. Run your production set. If a conflict occurs, you can override the production restriction if you're a system admin
with the Override Production Restrictions permission. See Workspace security.

40.8.1 Managing production restrictions in templates

If you use a workspace with production restrictions as a template, you'll see a warning message that requires you to
select one of the following options:

l Select a New Production Restriction

l Continue With No Production Restriction
You cannot delete the saved search that the Production Restriction option uses. You must first edit the Production
Restriction option so that it no longer references the search.

40.9 Workspace admin group

A system admin can assign any group in Relativity to have full admin rights over a particular workspace. A workspace
admin has near-complete control over all objects within the workspace, but members of the group do not have the
script permissions available only to system admins.

Note: While Workspace Administrators have extensive control over their respective workspaces, they do not
automatically inherit the full range of system administrator privileges. Non-standard permissions like "New
Document" must be added. Additionally, the "Workspace" permission is initially set only to "View" status.

Use the following steps to set a designate a workspace admin group:

1. Click Edit on the Workspace Details tab.

2. Click Select in the Workspace Admin Group field.

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 3. Select the group you want to set as the workspace admin group.
4. Click Ok.

Note: You can only designate one group per workspace as a workspace admin group.

40.10 Repository workspaces in RelativityOne

When setting up a workspace for documents, it is useful to understand that RelativityOne provides administrators the
flexibility to setup a workspace either as a regular workspace or as a repository workspace.
This topic highlights some of the items that admins need to be aware of as they create the repository workspace in
RelativityOne. It also covers how to prepare and handle the flow of data between the review and the repository
workspaces.

40.10.1 Setting up a repository workspace

All organizations start with a template that is shipped with RelativityOne or a template that is customized for your
instance that meets your workflow requirements. The workflows described here will apply towards all such template
workspaces in your RelativityOne environment.
Here are some advantages of executing these workflows in the below scenarios to designating repository / review
workspaces:

l You have the same fields / layouts / views available in both workspaces (repository and review) so the learning
curve for the teams administering the case is minimal.
l When you promote data between repository and review workspace (using Integration Points) you can use the
same field names and types to push data between them, reducing the opportunity for errors since both work-
spaces are born out of Template Review Workspace (Workspace –A) originally.
Below, we'll describe two scenarios for creating a Repository Workspace, followed by a few quick workflows that will
come in handy as you use those workspaces.

40.10.2 Example 1
You currently have a Review Template (Workspace-A). You can create a new workspace (Workspace-Z) from
Workspace-A, add the Repository application to Workspace-Z and designate it as a Repository Template.

1. In Repository Template Workspace-Z remember to setup the appropriate security groups that limit access to
case admins and disable access to the reviewer groups.
2. You have two designated workspace templates – one for review (Workspace–A) and one for repository (Work-
space-Z).
3. You can create Review Workspace-B and Repository Workspace-Y from these templates.

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40.10.3 Example 2
You currently only have a Review Template Workspace-A. You have created a new Review Workspace-M and loaded
data into it and are well into review. With time you receive more data and the size of the workspace is expected to
increase dramatically.
At this point, you can still take advantage of the Repository feature and here is how:

1. Create a new review workspace called Workspace-N (from Template Workspace-A).

2. Now, add the Repository application to the original Review Workspace-M and from this point on it becomes
your repository workspace.
3. Turn off Review access to Workspace-M.
4. Promote the reviewed data from Workspace-M to your new Review Workspace-N.
5. Proceed with review in Workspace-N.

40.10.4 Special considerations

l Administrators can load data in using Import/Export.
l Repurpose some of the suggested Data Load / Analytics / Searching Dashboards to facilitate analysis and cull-
ing your data sets for promotion.
l When promoting subsets of data:

l Promotion workflow is not limited to just repository to review (ex: documents and metadata), it will also
work between review and repository (ex: overlay Priv Coding designations).
l It is recommended to tag documents that were promoted on an admin field in the repository workspace to
facilitate easy QC.
l Following promotion of, inclusive & non-duplicate emails or some documents from certain clusters, trying
to rerun the email threading or clustering (in these examples) in the review workspace, will result in dif-
ferent results, by design.
l To take advantage of the reduced data costs offered by the repository workspace, it is recommended to
promote documents via links only to review workspaces instead of storing copies of the files in the case
review workspace. If you choose to promote actual files to your case review workspace, your calculated
data usage will include both the files in the repository workspace billed at the reduced rate and the duplic-
ated files in the standard case review workspace which is billed at the standard rate (please refer to your
contract for more specific information for how this is calculated).
l If you promote documents via links from repository to review workspace – keep in mind that if you did
delete the documents in the repository workspace or delete the repository workspace itself, the links to
the promoted documents in the review workspace will be broken.

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 l When using Relativity Processing:

a. Administrators can load data in using Import/Export and processed data via Relativity Processing in the
repository.
b. If you are loading data via Import/Export:
i. Watch out for deduplication challenges across the mixed data.
ii. To avoid errors on retry (of processing errors), use unique control numbers that will not conflict
with the Relativity Processing Numbering scheme (Ex: HardCopy-xxxxx or LoadFile-xxxxx).
c. Process data with deduplication turned off on the processing profile and use the Processing Duplication
Workflow to cull your data. It provides better flexibility in case of changes in dedupe order / type.
l When using Analytics:
a. For structured analytics sets - Evaluate if you need to repopulate text or update only new documents. For
more information, see Running structured analytics in the Analytics guide.
b. For conceptual indexes – Evaluate if you need to do a full index update or an incremental one. For more
information, see Best practices for updating a conceptual index in the Analytics guide.
c. When clustering documents, evaluate if you would like to cluster the entire universe or just a subset of
documents based on your needs.

40.11 Document and item list navigation

The workspace offers several ways to view documents and items. Using the Browsers panel, you can navigate from
folder to folder to see the documents contained within each. The Document Preview panel allows you to view specific
documents from the document list. Additionally, you can also sort and filter the document or item list based on any
fields in the current view or using the search panel.

40.11.1 Browsers panel

The Browsers panel is located on the left side of the workspace. Depending on your permissions, you may not see the
Browsers panel.
The Browsers panel may contain the following options for browsing through your documents:

l Folders
l Field Tree
l Saved Searches
No matter which of these options you use, there are several display options you can use to customize your workspace.

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The Browsers panel opens by default. Hide or expand the Browsers panel by clicking the carrot to the left of Browsers.
If both the Browsers and Search Conditions panels are hidden, click on the Browsers icon to display it. You can also
re-size the Browsers panel by hovering over the line separating the panel from the other panel or document list until
the line is highlighted. You may then click-and-drag the line to the desired dimensions.

40.11.1.1 Document browser menu

The Document browser menu is located directly below the Browsers panel. Click on one of the menu’s options to
display that mode of the browser:

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 Icon Name Description
Folders Navigate the folder hierarchy for your workspace.

Field Tree Browse your documents according to how they were coded or grouped.

Saved Create a new search, or browse previously saved searches.See Saved Search in the
Searches Searching Guide.

Folders
Click on the Folders icon to navigate the folder hierarchy for your workspace. The folder structure is set when
documents are imported. It can be based on the document’s source, or according to a folder structure set by your
Relativity administrator. Clicking on a folder displays that folder’s documents in the document list.

Note: To ensure stable performance, we recommend creating no more than 250,000 folders in a workspace and
having 15 sub-folders or less within each folder.

A folder often has multiple sub-folders. Click on the folder to view the sub-folders. Click on the arrow next to the folder
to hide the sub-folders.
To change the folder scope, click on the This folder and subfolders or Only this folder icon.

Field tree
Click on the Field Tree icon to display the field tree in the browser. Selected single and multiple-choice list fields and
their choices appear in a tree structure.

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Each single and multiple-choice field has its own choice folder in the field tree. The field’s choices appear as sub-
folders. Each field also has a [Not Set] choice, which displays null values for the field.
You can click on a choice in the field tree to display all the documents in the document list that have the selected
choice value and meet the criteria of the active view.
Sending email links to choices
You can send an email with a link to a view that contains the choice, a choice folder, or the document list that appears
when the field tree is open. In the field tree, right-click on a choice or a choice folder and select the Email Link option.

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The subject line of the email pre-populates with the following text: Relativity Review - <Workspace Name> - <Choice
Name: Value>. If you send an email link to a choice folder, the subject line displays the folder name instead of choice
name and value.
When the recipient clicks on the link, the documents associated with the choice or folder appear in the document list. If
the recipient does not have required permissions for the choice folder or field associated with the choice, a
permissions denied message displays instead.
Alternatively, you can select Copy Link to Clipboard to copy a link to a view that contains the choice, a choice folder,
or the document list that appears when the field tree is open.

40.11.2 View bar

The View bar consists of the following elements:

l New documents—click to upload new documents using Simple File Upload. If the Transcripts application is
installed in this workspace, this icon is replaced with a drop-down menu that allows you to choose between
uploading a new document or a new transcript.
l Views drop-down menu—click to select a view.
l New view—click to create a new view from within the view drop-down menu. This icon only displays if
you have permission to add a new view. If the icon is not present, contact your Relativity administrator to
add a view.
l Edit view icon—click to edit a view that displays within the view drop-down menu. This icon only dis-
plays if you have permission to edit the view. If the icon is not present, contact your Relativity admin-
istrator to edit the current view.
l Include Related Items drop-down menu—returns documents related to the documents currently in the view.
The options vary by workspace, but may include email family groups, duplicates, or similar documents.

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 l Add Widget—click to add a custom widget to your document list dashboard.
l Dashboard drop-down menu—select a custom dashboard to view in the document list. See Dashboards in
the Navigation section of the Admin Guide for more information.
l New view—click to create a new dashboard from within the dashboard drop-down menu. This icon only
displays if you have permission to add a new dashboard. If the icon is not present, contact your Relativity
administrator to add a dashboard.
l Edit dashboard icon—click to edit a dashboard that displays within the dashboards drop-down menu.
This icon only displays if you have permission to edit the dashboard. If the icon is not present, contact
your Relativity administrator to edit the current dashboard.
l Export Dashboard—click and select a dashboard widget to download to your workstation as an editable Excel
file. See Dashboards in the Admin Guide for more information.
For more information, see the Views chapter of the Admin guide.

40.11.3 Document Preview panel

The Document Preview panel allows you to view documents similarly to the Viewer, while remaining on the document
list. This allows you to filter the document list as desired and view the results without leaving the Documents tab. You
can view and navigate through highlight hits for any previously created persistent highlight sets as well. However, you
cannot search or create search terms in the Document Preview panel. Additionally, searching for terms in the
document list will not create highlights in a document you are viewing in the Document Preview panel.
To access the Document Preview panel, the EnableDocumentPreview instance setting should be set to True. The

Show Document Preview Panel icon will then display in the upper-right. Additionally, users must have the
Document Preview permission in Other Settings assigned to use this feature.

Note: The Document Preview panel does not support viewing hidden content, creating or modifying markups, or
editing coding decisions. Open the document in the Viewer instead to perform these tasks.

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40.11.3.1 Navigating the Document Preview panel
The Document Preview panel can be re-sized at any time by clicking on the edge of the panel and dragging your
cursor to the desired size.
The Document Preview panel can be moved from the right or left side of the document list to the other side as well. To
move the preview panel, click in the upper-left corner and drag the window to the blue strip on the other side of the
screen.
The following options are available in the Document Preview panel:

l Persistent Highlighting—displays or hides a panel containing any persistent highlight sets in the workspace.
Only terms that are in the current document will display in the pane. Additionally, you can control which high-
lights display in the current document by clicking on either the persistent set to only display highlights from that
set or you can click on a specific term to only see that term highlighted in the document.

l Document preview panel Viewers—click on the name of the Viewer in which you would like to view the doc-
ument. Viewer names that are displayed in black indicate that the document is available for viewing. The Viewer
that is currently open is bold with an orange underline underneath the name. If a name appears in italics, that
Viewer is not available for the current document.

l Markup set—displays the active markup set in a drop-down menu. Choose a markup set from the drop-down
menu to make a different set active. This menu only appears when viewing a document in the Image Viewer of
the Document Preview panel.
l Page navigator—use any of the following options to help you navigate the pages in the document you are pre-
viewing:

Option Description
Click to move to the first page in the document.

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 Option Description
Click to move to the previous page in the document.

Click to move to the next page in the document.

Click to move the last page in the document.

40.11.4 Item list

The item list contains items as well as navigational and other controls for working with the list.

Icon Description
Inline Click to enable edit mode where a user can edit eligible fields from the document list.

Note: User access to Inline Editing is determined by permissions as well as on the view by a
Editing system administrator. As a result, some users may not see this icon, depending on which view
they are using.

Freeze/Un- Click the blue snowflake icon to refreeze columns that were most recently frozen. If the icon is
orange, click it to unfreeze the columns. This option only displays if you have already frozen a
freeze columns column this session.
Sampling If you have proper permissions, clicking the Sampling icon lets you create random sample sets
from the item list using three different methodologies from the pop-up menu that appears.
Show/Hide fil- Click the blue filter icon to show filters for columns in the item list. Click the orange icon to hide
them.
ters
Clear filters Click the blue clear filter icon to clear any filters applied to the item list.

Reset column Click the blue Reset column sizes icon to return to the original settings for the columns.

sizes
Turn Grid style Click the blue grid icon to turn grid style on. This shrinks the row padding and alternates row
shading to make your data more compact and easier to read. Click the orange icon to turn grid
on/off style off.
Use these navigational controls to navigate the pages in the document list.

The fields that appear in the item list are based on the selected view, which you can edit. You can also edit a view to
rearrange the order that the columns display. Contact your Relativity administrator to change the fields in your view.
To change a column’s size, hover over the white line at the edge of the column header. A double arrow appears,
indicating that you can resize the column. Drag it in either direction to adjust the column width. The other columns on
the page automatically adjust to fill the rest of the window. Column data can be cut off. If you wish to return to the
original settings click the Reset Column Sizes icon.

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40.11.4.1 Freeze and unfreeze columns in a list
When viewing and interacting with items in a list, you can freeze one or more columns so that they are locked in place
which allows you to scroll to the right and view any columns in the list side-by-side with the frozen columns.

To freeze a column or columns, do the following:

1. In the right-most column that you wish to freeze, hover your cursor over the column's title and click on the
ellipses.

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 2. Select Freeze Columns.
The column, or columns, to the left of the one you selected are frozen and will remain static as you scroll to the
right and left in the list.

Note: Once you have frozen a column or columns, you can freeze additional columns to the right of the
frozen columns by repeating steps 1-2.

To unfreeze a column or columns, do either of the following:

l Hover your cursor over the right-most frozen column, click on the ellipses, and select Unfreeze Columns.
l Click the Unfreeze Columnicon in the upper-right section of the list.

40.11.4.2 Copy column values

You can copy up to 10,000 values in a single column to clipboard. If you would like to copy more than 10,000 columns,
we recommend using Mass export to file.

Note: You can determine if a user has access to this feature by enabling or disabling the Copy Mass Operations per-
mission.

To copy column values:

1. In the column that you wish to copy, hover your cursor over the column's title and click on the ellipses.
2. Select Copy column values.
A modal displays the total number of column values that were successfully copied to clipboard.

40.11.4.3 Saving a search from the Documents tab

You can save the conditions you have currently set up for the item list as a new search using the Save Search button
located next to the mass operations bar at the bottom of the item list.

40.11.4.4 Previewing a document

If you hover your mouse pointer over a record’s file icon, you can click to open a pop-up viewer showing the record.

Note: If your item list does not contain the file icon, contact your Relativity administrator to add it.

40.11.4.5 Sorting
You can use any field in the view to sort all of the results in an item list.
Click any field heading once to sort the items in that field in ascending order, alphabetically. A down arrow appears
next to the heading name, as in the Responsive field below. Click a second time to sort the items in descending order,
alphabetically. An up arrow appears. Clicking the field name a third time clears the sort and returns the field to its
original order.

If you are not able to sort a particular field, contact your administrator to make sure the field has the Sort option set to
Yes.

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40.12 Recycle Bin
With the Recycle Bin feature, you can recover deleted workspaces within a specified time-frame at no additional cost.
It also provides a self-service option for restoring workspaces that have been accidentally deleted, which can minimize
downtime and data loss.

Billing and permissions

Workspaces stored in the Recycle Bin do not contribute to monthly billing calculations, ensuring accurate cost
considerations.
The Recycle Bin feature is only accessible at the System Administrator level.

Moving to the Recycle Bin

When you delete a workspace, it is automatically moved to the Recycle Bin, which provides a safety net for deleted
workspaces.
You can choose to permanently delete the workspace from the system manually or restore it at any time before the
expiration of the seven-day period in the Recycle Bin.
To move a workspace to the Recycle bin, follow these steps:

1. Load the workspace you want to delete.

2. Navigate to the workspace details tab.
3. Click the Delete button.

A pop-up window will appear to confirm to moving the workspace to the Recycle bin.

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 4. Click Yes, send to Recycle Bin.

Managing workspaces in the recycle bin

There are three options for workspaces in the Recycle Bin. They can be retrieved, permanently deleted, or moved to
Cold Storage.

l
To recover a workspace, click the restore icon.

l
To permanently delete a workspace, click the trash can icon.
l To move one or more workspaces to Cold Storage, click the button below the table.

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41 Resources
In addition to this guide, we provide a host of resources to help you use Relativity and its applications.

41.1 Tutorials
Relativity provides video tutorials to teach you the basics of Relativity and its features. You can find the tutorials
at https://help.relativity.com/topic.html?t=H6HK2.

41.2 Relativity Community

The Relativity Community is a collection of ideas, discussions, documentation, reports, articles and support tickets
that Relativity clients can use to improve their knowledge of the application. Log in to the Relativity Community to
search through the numerous resources available to you. Access the Relativity Community
at http://rcp.relativity.com/home/home.jsp.

41.3 Relativity Support team

If you need technical assistance or help troubleshooting an issue you are having, please contact our Support team
through our Support page.

Note: All customer data is treated as sensitive and confidential. Relativity Support will not accept any customer data
from clients for use in Relativity software troubleshooting or software development without explicit permissions from
the client. In the rare case where customer data is necessary to troubleshoot the issue, the document
troubleshooting will be contained in the RelativityOne environment on secure region-specific RelativityOne
Jumpboxes.

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Proprietary Rights
This documentation (“Documentation”) and the software to which it relates (“Software”) belongs to Relativity ODA
LLC and/or Relativity’s third party software vendors. Relativity grants written license agreements which contain
restrictions. All parties accessing the Documentation or Software must: respect proprietary rights of Relativity 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.
©2025. Relativity ODA LLC. All rights reserved. Relativity® is a registered trademark of Relativity ODA
LLC.

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