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Relativity Project Management Specialist > Running a Review Workflow > Flashcards

Running a Review Workflow Flashcards

1
Q

Workspace Navigation

A 
Browser Panel
View bar
Document Preview Panel
Item List
Document Set Information Bar
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2
Q

Document Preview Panel

A
  • can view natives/images/production images/text
  • can view and navigate highlight hits for persistent highlight sets
  • cannot search or create ad hoc search terms
  • EnableDocumentPreview set to True
  • Users will need Document Preview Permission
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3
Q

Document Preview Options

A
  • Show/Hide Persistent Highlight Pane
  • Document Preview Panel mode [Native/Image etc]
  • Markup Set
  • Page Navigator
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4
Q

Tab Navigation

A

Tabs are displayed in the Sidebar on the left side of the page (may also be a Tab strip at the top)

  • Sidebar allows you to place commonly used tabs on the left side, in prescribed Order (lowest at the top)
  • to add a new tab to Sidebar, toggle “Show in Sidebar” and click Save
  • Collapse icon displays only the icon (not name and icon)
  • if you select a tab that has child tabs/is a child tab, Tab strip will display horizontally across the top of Relativity
  • clicking Parent tab takes you to default child tab
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5
Q

Fields

A 
Fixed-length (up to 4,999 chars)
Long text (up to 2 GB)
Date (Date or Date and Time)
Whole Number
Decimal
Currency
Yes/No
Single Choice
Multiple choice
User
File
Single Object (One to Many)
Multiple Object (Many to Many)
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6
Q

Dashboards - Creating a Dashboard

A
  1. Click the Dashboards drop-down menu
  2. Click New Dashboard to save the current config
  3. Enter a name and an order number for the dashboard
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7
Q

Dashboards - Adding Widgets

A
  • Pivot charts and tables
  • Cluster visualizations
  • Communication Analysis
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8
Q

Exporting a Dashboard

A
  1. Click the Export button to the right of the Dashboard drop-down (all listed items selected/included by default)
    - Dashboard name
    - Export date and time
    - Show data worksheets
    - Relativity logo
    - User Name
    - View Name
    - Workspace Name
  2. Open Excel
  3. Modify data and charts as appropriate (can’t modify cluster visualization though as this is a PNG)
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9
Q

Batches - Batch Fields in Relativity

A

Batch Set
Batch
Batch Status [blank / In progress / Completed]
Batch Unit (optional conditional grouping)
Assigned To
Reviewed (# of documents reviewed)
Batch Size (# of records in the batch)

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10
Q

Batches - Creating and Editing Batch Sets

A
  1. Click Batch Sets sub-tab from Case Admin tab
  2. Click New Batch Set (or Edit)
    - complete fields
  3. Click Save
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11
Q

Markup Sets

A

Securable sets of redactions available for reviewers applying redactions

  • can create as many as you want
  • can copy a markup set (and all markups)
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12
Q

Mass Operations - Mass save as PDF

A

Mass PDF = create PDF files from natives/images/produced docs
Notes:
- Option to store PDFs created in Relativity and review them in PDF viewer
- up to 10,000 documents or 1,000,000 images
- cannot use on Data Grid-enabled fields
- Does not integrate with the Password bank
- not available in workspaces created from RelOne ECA Template or where Repository Workspace application is installed
- needs to be manually installed on workspace restored using ARM
- need at least 1 PDF Manager agent and 2 PDF worker agents running and enabled

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13
Q

Mass PDF - PDF Permissions

A
  • Tab Visibility permission, PDF, controls access to PDF and PDF Profile tabs
  • Object Security permission, PDF Profile, controls access and operations over the PDF profile object
  • Previous “Save As PDF” permission is replaced with the new PDF permission
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14
Q

Mass PDF - Creating PDFs via Mass Operation

A
  1. From mass operations bar, choose items
  2. Select PDF in mass operations drop-down
  3. Select the appropriate settings
    - Action [Download PDF / Store in Rel / Delete PDF]
    - File types [Natives / Original Images / Produced Images]
    - PDF Options [Individual PDFs in a Zip / Single PDF / PDF Portfolio]
    - Naming Options [Control Number / Control Number and Field / Field]
    • Append File type / Prefix Sequential Number
      • Production Options
    • Include original images for documents that haven’t been produced
    • Modify Production Order
  4. Click Create PDF
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15
Q

Re-production

A

Can use Re-produce mass option to re-produce select documents without having to run the whole production again

  • Relativity creates a new production job
  • store modified documents and re-use numbering format, bates numbers, and branding options
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16
Q

Re-production - Special Considerations

A
  • only works for prods that have run in Relativity
  • can re-produce from multiple prod sets with a single mass operation, but can only apply one re-prod type at a time
  • Rel recommends using saved searches to group docs that need the same type of re-prod
  • Re-prod job named after original production: [orig name]REPROD[reprod type]_[re-prod date]
  • when prod set modified by Re-prod mass action, new entry added to “Completed Re-productions” field in Production Summary
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17
Q

Re-production - Security

A

Object Security: Production [View/Edit/Add]; Production Data Source [View/Edit/Add]; Production Placeholder [View]
Other Settings: Mass Operations - Re-produce

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18
Q

Re-production Types

A
  • Replace produced images with placeholder (I-P)
  • Replace placeholder with images (P-I)
  • Re-produce documents (same number of pages) (I-I)
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19
Q

Unsupported Re-production Types

A
  • Replace placeholder with another placeholder
  • Replace native-only doc with images/placeholder
  • Re-produce the same document as images but with a different # of images
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20
Q

Replace Produced Images with placeholder

A

Each page of imaged doc replaced with placeholder
- 50 page imaged doc, 50 pages of placeholder (preserves bates numbering)
Include Natives - select yes to include natives of docs selected for re-production (or No to include only the placeholder). Overrides the option on the original prod
Select Production Placeholder

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21
Q

Replace placeholder with images

A
  • Docs must already be imaged before you run, or error will occur
  • possible that new doc will have more than 1 page
    Delimiter - use a character to suffix the original prod bates from the number of pages in re-produced (can be “_”, “-“, or “.”)
    Number of Digits
    Include Natives
    Burn Redactions - Yes to apply redactions to docs selected for re-production
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22
Q

Re-produce Documents

A
  • must be same number of pages
    Include Natives
    Burn Redactions (Select Markup Set)
23
Q

Re-production Scenarios

A
  1. Doc A was produced as placeholder in Prod_1, Doc B was Produced as placeholder in Prod_2.
    - Replace Placeholders with images
    - 1 doc from Prod_1 modified, 1 doc from Prod_2 modified
    - Doc A re-produced in Prod_1, Doc B re-produced in Prod_2
24
Q

Re-produce Documents

A
  1. Select the documents to re-produce
  2. Click Re-produce from Mass Operations
  3. Select a re-production type and complete fields
  4. Click Next
  5. Select the productions that you want to modify (only prods with selected documents will display)
  6. Click Re-produce
25
Q

Re-production Views

A

Re-productions - view that lists every re-production job
- Name / Status / First Bates / Last Bates / Prefix / Production Set

Original Productions - View that lists every production set that has been modified by a re-production job
- Name / Status / First Bates / Last Bates / Prefix / Start Number

26
Q

Persistent Highlight Sets - Creating Highlight Sets

A

NB - if using fields, may need to create an STR

  1. Go to Persistent Highlight Sets tab
  2. Click New Persistent Highlight Set
  3. Complete All Required fields
  4. Click Save
27
Q

Persistent Highlight Sets - Fields

A
  • Name
  • Order
  • Source [Highlight Fields / Terms]
  • Highlight Fields - choose field referencing the list of terms using Field Picker
    • if STR run against customized alphabet file, hits on STR may not match the highlights rendered in viewer
  • Terms - enter terms you wish to highlight and select the color code
28
Q

Persistent Highlight Sets - Entering Highlight Terms

A

Format: [bg color];[text color];[term to be highlighted
With no color-coding, defaults to magenta and black
Guidelines:
- Enter a term and press enter; each term must be on a separate line
- don’t use quotation marks and connectors
- do not use punctuation, special characters, or operators
- Do not use dtSearch syntax
- Terms do support wildcards
- do not enter duplicate terms
- identify and remove terms with large hit counts
- list variations of a term first and enter hte root term last
- if > 100 items, use Highlight Fields with an STR

29
Q

Persistent Highlight Sets - Using the highlight fields source

A

NB - highlights don’t update if new data is loaded until you perform an incremental dtIndex build then re-run the STR

NB - recommend selecting an STR or the Domains field as the highlight fields source

Best Practices
- enter terms exactly as they appear
- you can use operators like AND and OR
- Wildcards can be useful but excessive use of wildcards affects performance
- dtSearch operators can be used but are not supported in the Extracted Text Viewer
- Can use proximity searching
- does understand the stemming character
Any operator in quotes will be treated as literal by the Viewer search, but dSearch will treat stemming and wildcard in quotes not as literal

30
Q

Persistent Highlight Sets - Importing Search Terms for Persistent Highlighting - Component Setup

A
  1. Navigate to the Object Type
  2. Click New Object Type and Name/Save
  3. Navigate to Fields tab
  4. Click “New Field” to hold persistent highlight color info
    a. Object Type - Dynamic Object from 2.
    b. Name
    c. Field Type - Fixed-Length Text
    d. Length - 10
  5. New field to link DO and Document Object
    a. Object Type - Document
    b. Name - [any]
    c. Field Type - Multiple Object
    d. Associative Object Type [RDO from above]
  6. Go to highlights tab
  7. Click “New Persistent Highlight Set”
    a. Name
    b. Order
    c. Source - Highlight Fields
    d. Highlight Fields - name of field created in 5
31
Q

Persistent Highlight Sets - Importing Terms

A

To import a CSV/other load file:

  1. Open RDC
  2. Go to workspace
  3. Select Dynamic Object already created
  4. Select Tools -> Import | load file
  5. Select load file and delimiters
  6. Map the field in your load file that contains the terms to the Name field in Rel (can also import Relativity highlight color in text color; highlight color format)
  7. Click Import
  8. Navigate to Object tab
  9. click on Term
  10. Edit Layout to Add Associative Object List
  11. Set View to preferred Doc View
  12. Set Link View to preferred doc view
  13. Click Save
  14. Click Link
  15. Select all documents
  16. Click Add
  17. Click Set
  18. Repeat steps 14-17 on each term
  19. Verify that terms are highlighted through the following
32
Q

Persistent Highlight Sets - Creating Efficient Searches for Persistent Highlighting - Terms

A
  • Do not use AND/OR connectors
  • proximity, fuzziness, stemming logic can’t be used
  • don’t use terms with a large number of hits per doc
  • avoid using terms that only occur once in a document (use STR instead)
  • avoid long lists of numbers, such as Bates or account numbers
  • don’t use duplicate terms
  • use dtSearch dictionary to identify variations of a term instead of using wildcards
33
Q

Persistent Highlight Sets - Highlight Fields Best Practices

A
  • Enter terms exactly as they appear
  • you can use operators
  • wildcards can be useful but excessive use affects performance
  • dtSearch operators can be used, but increase of operators does decrease performance
  • in STRs you can also use Dictionary Search function to identify terms using stemming or fuzziness; paste these in rather than using special characters
34
Q

Redact

A

An application that allows you to apply markups to imaged docs, Excels, or PDF files either manually or automatically as part of a project

35
Q

Redact - Automated Excel Markup Project

A

NB Consider created a saved search and a markup set before starting the project creation process

  1. Navigate to “Redact Projects” tab
  2. Create New Project
  3. Select “Spreadsheet” Project option
  4. Complete the Create Excel markup project fields
  5. Complete the Rules section (optional)
  6. Click Save
36
Q

Redact - Automated Excel Project - Fields

A

Create spreadsheet markup project section

  • Project Name
  • Saved Search
  • Markup Set
  • Redact all headers and footers
  • Redact all Excel objects (WordArt, SmartArt, embedded docs - does not redact charts!)
  • Ignore certain rows or columns (enter rows/columns separated by commas)
37
Q

Redact - Automated Excel Project - Rules

A

NB - if uploading CSV rules, this can be left blank

  • Redaction/Highlight/Inverse/Inverse Highlight toggle (which type of markup will be applied for the rule)
  • Markup Reason (easier to track when reviewing)
  • Markup Scope - options:
    • Word (only on exact text inside cell - only available for Redaction)
    • Cell (all content in cell that matches)
    • Row (markup on entire row)
    • Column (markup on entire column)
    • Sheet (markup on entire sheet)
  • Markup SubType - style of markup
  • Place redactions on sheets without matches - place inverse redactions/highlights on any sheets that do not have content that matches this rule
  • Word/Phrase - enter the words, phrases and text that you would like to apply. Multiple words/phrases can be added [this does not support dtSearch or wildcard syntax]
  • Name - name of the rule
  • Regex [after saving project, regex entered can be selected by name on other Redact automated projects within the same workspace]
    - NB entire word will be redacted if part of the word matches the Regex
38
Q

Short Message Viewer

A

Displays convos/messages sent using SMS or IM services (Skype, Slack, Bloomberg, etc).
- search bar supports dtSearch so proximity/fuzziness/stemming can be used
Search for emojis:
- can use copy and paste (highlight emoji and paste into search)
- Search using an emoji short name
- search using an emoticon

39
Q

Short Message Viewer - Filters

A

Conversations - Can filter by conversation ID
Participants - in participants dictionary, field called display used to populate this filter
Events - Type (Message/Join/Leave/Disclaimer/History)
Dates - uses timestamp to narrow down to timeframe

When filter is selected, Viewer will only display messages that meet that criteria

When multiple filters are elected within a category, “OR” logic is applied; when multiple filters are selected across categories, “AND” logic is applied

40
Q

Short Message Viewer - Additional Stuff

A

RSMF Slicing - select events and slice them to create a new doc
Adjusting Time Zone - Can use Relativity Native Time Zone Offset field in the control panel

41
Q

Short Message Format - Creating an RSMF File

A

In order to bring into Rel:

  • must have a .rsmf extension
  • must have an header field
  • must have exactly one attachment with a content-transfer-encoding header type of base64 and a content-disposition header of type attachment with a parameter filename equal to rsmf.zip
  1. Retrieve short message data from its source (mobile collection solutoin / API)
  2. Group by participants and timeframes in the data
    - first group by like participants, then group those by time period
  3. Create an rsmf_manifest.json file
  4. Ensure manifest file includes references to any avatars and/or attachments from the data source
  5. Create a new folder and place manifest file in it, then add any avatars/attachments
  6. Create a zip of the folder and name it rsmf.zip
  7. Create the RSMF file using the zip file created in the previous step
    - Add text to the body of the RSMF file
    - Add one participant to the FROM header of the RSMF file (required to run name normalization against the RSMF file)

Once RSMF file has been created, import into Relativity and ingest through Relativity processing

42
Q

Security and Permissions - Sending Messages to Users

A
  1. Open User Status tab from Workspace or Home
  2. Check off names to message
  3. Select “Send Message” from drop-down menu
  4. Click “Go” -> Webpage dialog appears
  5. Enter your message in the “Message” field and click “Send Message”
43
Q

Security and Permissions - Workspace Security - Workspace Permissions

A
  • Object Security (all workspace objects [None / View / Edit / Delete / Add / Edit Security])
  • Tab Visibility (all parent/child tabs to which groups can be granted access)
  • Browsers [Folders / Field Tree / Advanced & Saved Searches / Clusters]
  • Mass Operations
  • Admin Operations
44
Q

Workspace Permissions - Mass operations

A

Assign to Entity - select and re-assign an alias to a different entity when using name normalization
Cluster
Copy
Delete (requires rights to delete documents)
Edit
Export (right to export audit data via Audit - if Audit is installed and configured)
Export to File
Image
Move (from one or more folders to target folder - requires Add and Delete Document rights)
Merge (Name Norm)
Print Image
Produce
Replace (copy contents from one text field to another; add set string to beginning or end of existing field; merge values of source field with values of target field)
Process Transcript
Send to Case Map
Tally/Sum/Average
Custom mass operations may appear in the list

45
Q

Workspace Permissions - Admin Operations

A 
Allow dtSearch Index Swap
Allow Export (RDC / Integration Points)
Allow Import ('')
Assign Batches
Communication Analysis Widget (groups without this permission can still view and interact with the widget if they have access to the dashboard)
Delete Object Dependencies (grants group members permission to force the deletion of an object)
Email Thread Visualization
Export Dashboard
Manage Cold Storage
Manage Object Types
Manage Relativity Applications
Modify System Keyboard Shortcuts
Override Production Restrictions
Use Pivot/Chart
Use Quick Nav
Use Sampling
View All Audits
View Batch Pane
View Images Hidden for QC Review
View User Status
View User's Personal Items
View Workspace Details
Download Relativity Desktop Client
46
Q

Automated Workflows

A

Application that lets users automate tasks in workspaces that previously required manual actions to complete - users specify a trigger under which automation begins as well as whether to run the automation automatically or manually

47
Q

Automated Workflow Permissions

A

Must be assigned to group selected as Workspace Admin or assigned to System Administrators group

Automated workflows has a unique group and user that’s required in your workspace for the app to function (Automated Workflows Application) - created automatically when app is installed

Object Security

  • Automated Workflows [View / Edit / Delete / Add]
  • Imaging Set [View / Edit / Delete / Add]
  • OCR Set [View / Edit / Delete / Add]
  • Search Index [View / Edit / Delete / Add]
  • STR [View / Edit / Delete / Add]
  • Structured Analytics Set [View / Edit / Delete / Add]

Tab Visibility - Automated Workflows

48
Q

Automated Workflow Overview

A
  • Trigger, determines when automated workflow begins
  • Action(s) - what is automated
    • adding new docs imported with RDC to dtSearch index
    • sending an email notification once automated workflow is complete
49
Q

Automated Workflow - Creating a new workflow

A
  1. Go to Automated Workflows tab
  2. Click “New Automated Workflow” button
  3. Enter Name
  4. Description (Optional)
  5. Enable the Active field if you would like to make the workflow active upon completion (cannot be manually started if Active is disabled)
  6. Select a “Trigger” from the Select Trigger Card
  7. Click the “Add Action” button to display the drop-down menu and select the desired action (no more than 100 actions to ensure high performance)
    - [Build dtSearch index, Run Structured Analytics set, Run Imaging Set, Run OCR Set, Run Search Terms Report] have additional fields
    - If you select “Send Email” enter email of person to notify
  8. Repeat as necessary to create automated workflow
  9. Can insert an action between previously created actions
  10. Click Save and Activate - if Active toggle enabled, workflow will save with automated workflow waiting for the trigger to begin
50
Q

Automated Workflow - Editing an Existing Workflow

A
  1. Navigate to Automated Workflows tab and click Edit
  2. If workflow is active, Edit Active Workflow pop-up appears; click “Continue” to make the workflow inactive
  3. Edit the fields
  4. Edit the trigger by clicking “Change Trigger” on the right side of the card
  5. (Optional) edit an action by clicking on the action card, or click X to remove the action from the current workflow
  6. Click Save
51
Q

RelativityOne Mobile App

A
  • Manage users/groups/workspaces
  • Review documents from the app
  • Decisions reflect instantly in Relativity
  • 6 digit passcode, Touch ID/Face ID, Rel credentials
  • Productivity on the move
  • Work offline
52
Q

Mobile Admin

A
  • Users tab is the default admin tab - can create a user, edit profile, send an invitation email, manage login methods, view groups
  • Groups - Name, Client, Keyword, Notes
    • can also add users
  • Workspaces - Group Management, can copy permissions
53
Q

Reviewer Statistics

A 
Script reports on the efficiency of reviewers over the specified date range
Enter:
- Reviewer Time Zone
- Start Date
- End Date
- Include Additional Action [Mass Edits / Propagation]
- Downtime threshold
Displays:
- Name
- Total Usage Time
- Views
- Distinct Views
- Edits
- Distinct Edits
- Edits per Hour
- Distinct Edits Per Hour
- Edits per day
- Distinct Edits per Day
- Mass Edits
- Distinct Mass Edits
- Mass Edits per Hour
- Mass Edits per Day
53
Q

Reviewer Statistics

A

Relativity Project Management Specialist (12 decks)

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