User Guide

July 11, 2025

For the most recent version of this document, visit our documentation website.
Table of Contents
1 User guide overview 7
1.1 Navigation 7
1.1.1 Logging in 7
1.1.2 Tab navigation 7
1.1.3 All tabs menu 10
1.1.4 Tab strip 11
1.1.5 User options 13
1.1.6 Resetting your password 17
1.1.7 Favorites 18
1.1.8 Quick nav 20
1.2 Logging into RelativityOne 21
1.2.1 Logging in to RelativityOne with a password 21
1.2.2 Password 21
1.2.3 Two-factor authentication 21
1.2.4 OpenID Connect 23
1.2.5 SAML 2.0 23
1.2.6 Creating or resetting a password 24
1.3 SSO Troubleshooting console 25
1.3.1 Considerations 25
1.3.2 Viewing the SSO Troubleshooting console 25
2 Markups 27
2.1 Highlights 27
2.1.1 Creating highlights 27
2.2 Redactions 27
2.2.1 Creating basic redactions 27
2.2.2 Creating inverse redactions 28
2.2.3 Creating full-page redactions 28
2.2.4 Creating mass redactions 29
2.3 Editing markups 29
2.4 Deleting markups 30
2.4.1 Working with overlapping markups 30
2.4.2 Working with markups outside of page boundaries 31

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 2.4.3 Editing redaction text with a markup set 32
2.4.4 Editing redaction text 32
2.4.5 Editing font size in text box redactions 32
2.5 Mass deleting markups 32
2.6 Controlling markup visibility 33
2.7 Viewing markup history 33
2.8 Using the Markup Navigation pane 33
3 Persistent highlight sets 35
3.1 Getting started with persistent highlight sets 35
3.1.1 Showing and hiding persistent highlight sets in the Viewer 36
3.1.2 Navigating persistent highlight hits in the Viewer 38
3.1.3 Recent searches in the Persistent Highlight Sets pane 39
3.1.4 Navigating highlighted terms in the Viewer 40
3.1.5 Persistent highlight set behavior across Viewers 42
3.1.6 Persistent highlight behavior 42
3.2 Creating persistent highlight sets 43
3.2.1 Fields 44
3.3 Entering highlight terms 45
3.3.1 Color-coding persistent highlights 45
3.3.2 Guidelines for adding terms or phrases 46
3.4 Using the highlight fields source 47
3.4.1 Best practices 49
3.5 Creating efficient searches for persistent highlighting 50
3.5.1 Using terms search 50
3.5.2 Using highlight fields 51
4 Search terms reports 53
5 Search terms reports 54
6 Searching 55
6.1 Filters 55
6.2 Search panel 55
6.3 Keyword searches 55
6.4 Saved searches 55
6.5 dtSearch 55
6.6 Analytics 56

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 6.7 Regular expressions 56
6.8 Additional features 56
6.9 Search conditions 56
6.9.1 Setting up search conditions 57
6.9.2 Canceling queries 58
6.9.3 Frequently asked searching questions 59
7 Tabs 60
7.1 Creating and editing tabs 60
7.2 Fields 60
7.2.1 Tab Information 61
7.2.2 Tab Location 62
7.3 Nesting children tabs 63
8 Viewer 64
8.1 Native Viewer 65
8.1.1 Navigating the Native Viewer 67
8.1.2 Copying text in the Viewer 72
8.1.3 Streaming audio and video files 72
8.1.4 Document Intelligence 75
8.2 Image Viewer 78
8.2.1 Navigating the Image Viewer 78
8.2.2 Saving an image as a PDF 82
8.3 Extracted Text Viewer 83
8.4 Productions Viewer 87
8.4.1 Navigating the Productions Viewer 87
8.4.2 Imaging on the fly 90
8.5 PDF Viewer 90
8.6 Document actions menu 95
8.7 Viewer settings menu 96
8.8 Pop Out Viewer 97
8.8.1 Standalone Viewer 100
8.8.2 Document preview panel 100
8.9 Related items card 101
8.10 Document and Production History card 103
8.10.1 Document and Production History card permissions 104

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 8.11 Documents card 104
8.11.1 Email thread visualization tool 105
8.12 .eml and .msg header dates and times in the Viewer 105
8.13 Thumbnail Viewer 105
8.14 Document Compare 106
8.15 Viewer-supported file types 108
8.15.1 Text only designation 108
8.15.2 File ID only designation 108
8.15.3 Supported File ID-only file types 108
8.15.4 Supported Text-only file types 109
8.15.5 Supported File types 110
8.15.6 Viewer audio and video-supported file types 121
8.15.7 Troubleshooting errors 121
8.15.8 Supported audio file types 122
8.15.9 Supported video file types 122
9 Workspaces 125
9.1 Creating and editing a workspace 125
9.2 Fields 126
9.3 Viewing workspace details 129
9.3.1 Deleting a workspace 130
9.4 Using the utilities console 130
9.4.1 System Settings 131
9.5 Managing system keyboard shortcuts 131
9.6 Viewing the personal items of workspace users 133
9.7 Migrating and retrieving workspaces to and from cold storage 133
9.7.1 Migrate workspaces to cold storage 133
9.7.2 Retrieve workspaces from Cold Storage 135
9.7.3 Deleting workspaces from Cold Storage 137
9.8 Adding and editing production restrictions 137
9.8.1 Managing production restrictions in templates 138
9.9 Workspace admin group 138
9.10 Document and item list navigation 139
9.10.1 Browsers panel 139
9.10.2 View bar 142

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9.10.3 Document Preview panel 143
9.10.4 Item list 145

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1 User guide overview
When working with Relativity as a reviewer, it's important to familiarize yourself with the software's many features.
This guide outlines Relativity’s capabilities and walks you through how you can best use Relativity for document
review, from logging in to creating a word index inside a workspace.

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.

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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.

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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.

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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.

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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.

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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.

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 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.
You can click your avatar in the upper-right corner to see the user drop-down menu. The avatar contains the initials of
your first and last name

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.

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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 64 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.

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 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.

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.

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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.

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.

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 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.

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.

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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.

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.

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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.

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

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 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:

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.

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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 25.

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 24.
To log in:

1. Navigate to the RelativityOne site.

2. Log in with your password. See Logging in to RelativityOne with a password above

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 24.
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.

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 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.
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.

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 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.

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:

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 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.

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.

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

1.3 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.

1.3.1 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.

1.3.2 Viewing the SSO Troubleshooting console

To view and manage the errors in the console:

1. Navigate and select your authentication provider

2. Click on the Errors Log button.

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 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:

User Guide 26
2 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.

2.1 Highlights
When you create a highlight, a colored box appears in the area you select, just like using a highlighter.

2.1.1 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 33.

2.2 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 29
When you create a redaction, it appears in the Markup Navigation Pane. See Using the Markup Navigation pane on
page 33.

2.2.1 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 32. The system admin determines which text options are available.

User Guide 27
 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.

2.2.2 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.

2.2.3 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 32. 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.

User Guide 28
You can also create a keyboard shortcut to apply a full-page redaction. See Creating keyboard shortcuts in the Admin
guide.
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.

2.2.4 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.

2.3 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.

User Guide 29
 2. Select any control and drag to re-size the markup.
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.

2.4 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.

2.4.1 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.

User Guide 30
2.4.2 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.

User Guide 31
2.4.3 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.

2.4.4 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.

2.4.5 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.

2.5 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.

User Guide 32
 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.

2.6 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.

2.7 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 .

2.8 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.

User Guide 33
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.

User Guide 34
3 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 in the Admin guide.
Persistent highlight sets are independent of markup sets. See Markup sets in the Admin guide.

3.1 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 45 for more information.
This set is available when a user opens the viewer and any edits made to this set are reflected immediately.

User Guide 35
3.1.1 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.

User Guide 36
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.

User Guide 37
3.1.2 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.

User Guide 38
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.

3.1.3 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.

User Guide 39
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.

3.1.4 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.

User Guide 40
3.1.4.1 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

User Guide 41
 Color name Highlight Color Number
Orange 24
Dark purple 25
Dark orange 26

3.1.5 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 47.
See the Viewer documentation in the Admin Guide.

3.1.6 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 47.
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.

User Guide 42
3.2 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 47.

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 on the next page for
details.

User Guide 43
 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.

3.2.1 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:
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 47.

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.

User Guide 44
 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.

3.3 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.

3.3.1 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.

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

User Guide 45
 Color name Highlight Color Number
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
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.

3.3.2 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.

User Guide 46
 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.

3.4 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.
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.

User Guide 47
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.

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.

User Guide 48
3.4.1 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 53 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

User Guide 49
 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 53 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.

3.5 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.

3.5.1 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.

User Guide 50
 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].

3.5.2 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 the next page 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 the next page 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 the next page 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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4 Search terms reports

User Guide 53
5 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.

User Guide 54
6 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.

6.1 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.

6.2 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.

6.3 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.

6.4 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.

6.5 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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6.6 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.

6.7 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.

6.8 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.

6.9 Search conditions

You can use the search conditions option to build complex queries by selecting fields, operators, and values. While
this feature has the same functionality as the search condition section of the saved search form, it's conveniently
available from the Documents tab and Relativity Dynamic Object tabs. This option displays up to five rows, with each
row representing a separate criterion. Depending on the type of field you select, different operators appear. You can
use this option alone or in conjunction with keyword searches, dtSearches, Analytics, or Cluster visualization. When

User Guide 56
you use search options in conjunction with another search feature, documents must both meet the search criteria and
also the conditions specified.

Note: To use the search conditions option, you must have add or edit permissions for Search and access to the
Saved Searches Browser assigned to you through the Security page. See Workspace security in the Admin
Guide.

6.9.1 Setting up search conditions

6.9.1.1 Setting up search conditions in the Search panel
To set up search conditions in the Search panel follow these steps:

1. Navigate to the Search Builder.

2. Click Add Condition and select the fields to which you want to apply conditions.
A pop-up window opens for each condition field you select.
3. Set the required conditions in the relevant field pop-up window by selecting the desired field or by choosing a
field category and then selecting the desired field.
4. Click Apply.
5. (Optional) Click Add Logic Group to add a logic group. Logic groups are evaluated first, and then connected to
other filter conditions or logic groups using AND / OR operators.
6. (Optional) Drag and drop conditions together to create logic groups.
7. (Optional) Add the AND or OR operators to connect the criterion.
8. Click Apply.
If you need to edit the condition, click on the condition card. The pop-up reopens so you can make changes.

6.9.1.2 Setting up search conditions in the Search browser

To set up search conditions in the Search browser, follow these steps:

1. Click the Saved Search icon to navigate to the Search Browser.

2. Click New Search.

3. Click Add Condition and select the fields to which you want to apply conditions.
A pop-up window opens for each condition field you select.
4. Set the required conditions in the relevant field pop-up window.
5. Click Apply.
6. (Optional) Click Add Logic Group to add a logic group and drag and drop your conditions into the frames.
Logic groups are evaluated first and then connected to other filter conditions or logic groups using AND / OR
operators.
7. (Optional) Add the AND or OR operators to connect the criterion.
8. Enter all required fields.
9. Click Save or Save As.
If you need to edit the condition, click on the condition card. The pop-up reopens so you can make changes.

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6.9.1.3 Using the multiple object condition builder
You can set conditions for multiple object fields from a single pop-up window. The following example uses Batch as
a multiple object field condition.
To use the multi-object condition builder, follow these steps:

1. Click Add Condition from the Search browser or Search panel.

2. Enter or select Batch.
The Condition: Batch window opens.

3. Select the desired operator from the Operator drop-down list. For example, these conditions.
4. Click Add Condition.
5. Select the condition from the Add Condition drop-down list. For example, Batch:: Batch Set.
6. Click the available fields from the Available column and move them to the Selected column as desired.
7. Click Apply.
8. (Optional) Click Add Logic Group to add a logic group. Logic groups are evaluated first and then connected to
other filter conditions or logic groups using AND / OR operators.
9. (Optional) Drag and drop conditions into logic groups as desired.
10. Click Apply on the Condition: Batch window.
Relativity applies your search conditions.
For more information about multiple object searching logic, see Multiple object searching.

6.9.2 Canceling queries

You can cancel a long-running search or view by clicking the Cancel button. This link appears when you perform a
keyword search, dtSearch, Analytics search, or use Pivot. It also appears when you filter or sort a document or
Dynamic Object list. It also appears when you perform other actions on item lists containing documents or Dynamic
Objects that initiate a query in the background.
When you click Cancel Request, Relativity stops the background query used to populate documents in an item list. If
you edit a search and click this link, your changes save, but the item list doesn't load. For example, your changes save
when you perform a mass edit on a list of documents in a search and then click Cancel Request when the query is
running to redisplay the updated list.

Note: Relativity creates an audit record in the History tab for canceled queries. The query description displays the
running time of the query and indicates that it was canceled. You must have the appropriate permissions to view this
tab.

The following table explains different scenarios in which you might cancel a running query and whether the query
actually cancels.

Scenario Result
You start a query and click Cancel Request or Cancel. The query is canceled.
You start a query and close the browser. The query is canceled.
You start a query and an system admin resets the IIS on the server. The query is not canceled.
You start a query and leave your browser idle for longer than the session The query is not canceled.
timeout specified in Relativity web.config, regardless of whether you clicked
OK or Cancel on the message from the webpage pop-up.

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 Scenario Result
You start a query and click Cancel on the message from the webpage pop- The query is canceled.
up within the session timeout specified in Relativity web.config.
You start a query and click OK on the message from webpage pop-up within The query continues to run. Relativity
the session timeout specified in Relativity web.config. returns you back to the waiting screen
(see the first row of this table).
You start a query and paste a different URL into your browser, or you The query is canceled.
refresh the page.

6.9.3 Frequently asked searching questions

This section includes frequently asked questions from Relativity users.

6.9.3.1 Multiple terms in dtSearch queries

Why would I receive an error message saying my query is too complex?
Relativity can't return precise results when a query includes search conditions that are too complex due to the use of
multiple search terms. To avoid this error message, simplify your search criteria. For example, search for 10 instead of
50 terms in your query. You can save and tag your search results from each simpler query. With this approach you can
search on the required terms, while providing better results.

6.9.3.2 Proximity searches in dtSearch queries

Why are terms in my proximity search highlighted even when they don't match my defined W/N criteria?
Relativity highlights terms that meet the requirements of your proximity search as well as the individual search terms.
This behavior doesn't affect the results of your proximity search, which returns the appropriate documents. For
example, the results of a proximity search for instances of law within three words of order (that is "law W/3 order")
includes highlighted terms of "law" and "order" when they aren't within three words of each other. To accommodate
this behavior, focus only on the results that match the proximity search criteria, and disregard the other highlighted
terms.

6.9.3.3 Using reserved characters in dtSearch queries

Can I use a reserved character such as ampersand (&) in my dtSearch queries?
The following characters have special meaning in dtSearch, and must be treated with care when they appear in your
queries: ?, *, %, ~, #, =, :, &, (). Use the dictionary to explore syntax options if necessary.
If you want to make any of these characters searchable, you must add them to the alphabet file and, in some cases,
use Regular Expressions in your search. For more information, see the Searching Guide.

6.9.3.4 Multiple conditions

Why do my searches run slowly when I use multiple conditions?
When you add multiple search conditions to a query, Relativity searches on these conditions relative to each other,
which slows down the return of your results. For example, you experience slow performance when running a query on
all email messages received "after June 1" and "before June 30" of the same year. You can improve performance by
using as few conditions as possible, such as excluding the condition "before June 30". Run the query with only the
condition "after June 1", and then sort or filter your results to display messages received between the desired dates.

6.9.3.5 Nesting searches

Can I nest multiple searches in a saved search?
For performance reasons, we don't recommend nesting multiple searches in a saved search. You can select a search
as a condition, but using multiple searches as conditions slows down the return of your results. See the Searching
guide for more information.

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7 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.

7.1 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.

7.2 Fields
Information on the fields in the Tab Information and Tab location are described below.

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7.2.1 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.

7.2.2 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).

User Guide 62
7.3 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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8 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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8.1 Native Viewer

User Guide 65
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.

User Guide 66
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.

8.1.1 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

User Guide 67
 5. Viewer breadcrumbs
6. Right drawer Viewer options
Each of these options and menus is described in more detail in the sections below.

8.1.1.1 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.

8.1.1.2 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

User Guide 69
 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.

8.1.1.3 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.

8.1.1.4 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.

8.1.1.5 Document actions menu

To learn more about these options, see Document actions menu.

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8.1.1.6 Viewer settings menu

To learn more about these options, see Viewer settings menu.

8.1.1.7 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.

8.1.2 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.

8.1.3 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

8.1.3.1 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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8.1.4 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.

8.1.4.1 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

8.1.4.2 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.

8.2 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.

8.2.1 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.

8.2.1.1 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 28.
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 28.
l Redaction Mode - Inverse —enables the inverse redaction tool. For more information, see Creating inverse
redactions on page 28.
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 29.

l Redaction Type - <Style> —enables single redaction tool. For more information on redacting, see Creating
basic redactions on page 27. 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 32.
l Create PDF —gives you the option of saving the image as a PDF. For more information, see Saving an image
as a PDF.

8.2.1.2 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.

8.2.1.3 Document actions menu

To learn more about these options, see Document actions menu.

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8.2.1.4 Viewer settings menu

To learn more about these options, see Viewer settings menu.

8.2.1.5 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.

8.2.2 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.

8.3 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. Creating fields in the Admin guide. 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.

8.3.0.1 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.

8.3.0.2 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.

8.3.0.3 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.

8.3.0.4 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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8.3.0.5 Document actions menu

To learn more about these options, see Document actions menu.

8.3.0.6 Viewer settings menu

To learn more about these options, see Viewer settings menu.

8.3.0.7 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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8.4 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.

8.4.1 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.

8.4.1.1 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.

8.4.1.2 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.

8.4.1.3 Document actions menu

To learn more about these options, see Document actions menu.

8.4.1.4 Viewer settings menu

To learn more about these options, see Viewer settings menu.

8.4.1.5 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.

8.4.2 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.

8.5 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.

8.5.0.1 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.

8.5.0.2 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

User Guide 92
 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.

8.5.0.3 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.

User Guide 93
8.5.0.4 Document actions menu

To learn more about these options, see Document actions menu.

8.5.0.5 Viewer settings menu

To learn more about these options, see Viewer settings menu.

8.5.0.6 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.

User Guide 94
8.6 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.

User Guide 95
 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.

8.7 Viewer settings menu

The following options are available in the Viewer settings menu:

User Guide 96
 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.

8.8 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.

User Guide 97
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.

User Guide 98
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.

User Guide 99
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.

8.8.1 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.

8.8.2 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

User Guide 100

8.9 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 in the Admin manual. You may not
have permissions to view this section.

User Guide 101

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.

8.9.0.1 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.

User Guide 102

8.10 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.

User Guide 103

8.10.1 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

8.11 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.

User Guide 104

8.11.1 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.

8.12 .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.

8.13 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.

User Guide 105

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.

8.14 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 in the Admin guide.

To compare two documents in Relativity from the document list:

User Guide 106

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.

User Guide 107

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.

8.15 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.

8.15.1 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.

8.15.2 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.

8.15.3 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

User Guide 108

 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

8.15.4 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

8.15.5 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

User Guide 110

 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

User Guide 111

 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

User Guide 112

 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

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 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

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 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

User Guide 115

 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-

User Guide 116

 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

User Guide 117

 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

User Guide 118

 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

User Guide 119

 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

User Guide 120

 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.

8.15.6 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.

8.15.7 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.

User Guide 121

8.15.8 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 √ √

8.15.9 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

User Guide 122

 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-

User Guide 123

 Container - Video Codec - Audio Internet
File Format Chrome Firefox Safari
Codec Explorer
only

User Guide 124

9 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.

9.1 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 133.

User Guide 125

9.2 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:

User Guide 126

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

User Guide 127

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:

User Guide 128

 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 138
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.

9.3 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 137.

User Guide 129

 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.

9.3.1 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).

9.4 Using the utilities console

Additional administrative features are available through the Relativity Utilities console on the Workspace Details tab.

User Guide 130

9.4.1 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 133.
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.

9.5 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:

User Guide 131

 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.

User Guide 132

 Note: You can create user-defined shortcuts when you add a new field to Relativity. See Creating and editing fields,
and Creating keyboard shortcuts.

9.6 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.

9.7 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.

9.7.1 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.

User Guide 133

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.

User Guide 134

 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.

9.7.2 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:

User Guide 135

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.

User Guide 136

 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.

9.7.3 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.

9.8 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 125.

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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.

9.8.1 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.

9.9 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.

9.10 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.

9.10.1 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.

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.

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9.10.1.1 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:

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.

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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.

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.

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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.

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.

9.10.2 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.

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 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.
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.

9.10.3 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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9.10.3.1 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.

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 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.

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.

9.10.4 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

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 Icon Description
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.

9.10.4.1 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.

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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.
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.

9.10.4.2 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.

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9.10.4.3 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.

9.10.4.4 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.

9.10.4.5 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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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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