Running a Review Workflow Flashcards
Workspace Navigation
Browser Panel View bar Document Preview Panel Item List Document Set Information Bar
Document Preview Panel
- 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
Document Preview Options
- Show/Hide Persistent Highlight Pane
- Document Preview Panel mode [Native/Image etc]
- Markup Set
- Page Navigator
Tab Navigation
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
Fields
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)
Dashboards - Creating a Dashboard
- Click the Dashboards drop-down menu
- Click New Dashboard to save the current config
- Enter a name and an order number for the dashboard
Dashboards - Adding Widgets
- Pivot charts and tables
- Cluster visualizations
- Communication Analysis
Exporting a Dashboard
- 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 - Open Excel
- Modify data and charts as appropriate (can’t modify cluster visualization though as this is a PNG)
Batches - Batch Fields in Relativity
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)
Batches - Creating and Editing Batch Sets
- Click Batch Sets sub-tab from Case Admin tab
- Click New Batch Set (or Edit)
- complete fields - Click Save
Markup Sets
Securable sets of redactions available for reviewers applying redactions
- can create as many as you want
- can copy a markup set (and all markups)
Mass Operations - Mass save as PDF
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
Mass PDF - PDF Permissions
- 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
Mass PDF - Creating PDFs via Mass Operation
- From mass operations bar, choose items
- Select PDF in mass operations drop-down
- 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
- Append File type / Prefix Sequential Number
- Click Create PDF
Re-production
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
Re-production - Special Considerations
- 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
Re-production - Security
Object Security: Production [View/Edit/Add]; Production Data Source [View/Edit/Add]; Production Placeholder [View]
Other Settings: Mass Operations - Re-produce
Re-production Types
- Replace produced images with placeholder (I-P)
- Replace placeholder with images (P-I)
- Re-produce documents (same number of pages) (I-I)
Unsupported Re-production Types
- 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
Replace Produced Images with placeholder
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
Replace placeholder with images
- 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
Re-produce Documents
- must be same number of pages
Include Natives
Burn Redactions (Select Markup Set)
Re-production Scenarios
- 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
Re-produce Documents
- Select the documents to re-produce
- Click Re-produce from Mass Operations
- Select a re-production type and complete fields
- Click Next
- Select the productions that you want to modify (only prods with selected documents will display)
- Click Re-produce
Re-production Views
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
Persistent Highlight Sets - Creating Highlight Sets
NB - if using fields, may need to create an STR
- Go to Persistent Highlight Sets tab
- Click New Persistent Highlight Set
- Complete All Required fields
- Click Save
Persistent Highlight Sets - Fields
- 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
Persistent Highlight Sets - Entering Highlight Terms
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
Persistent Highlight Sets - Using the highlight fields source
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
Persistent Highlight Sets - Importing Search Terms for Persistent Highlighting - Component Setup
- Navigate to the Object Type
- Click New Object Type and Name/Save
- Navigate to Fields tab
- 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 - 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] - Go to highlights tab
- Click “New Persistent Highlight Set”
a. Name
b. Order
c. Source - Highlight Fields
d. Highlight Fields - name of field created in 5
Persistent Highlight Sets - Importing Terms
To import a CSV/other load file:
- Open RDC
- Go to workspace
- Select Dynamic Object already created
- Select Tools -> Import | load file
- Select load file and delimiters
- 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)
- Click Import
- Navigate to Object tab
- click on Term
- Edit Layout to Add Associative Object List
- Set View to preferred Doc View
- Set Link View to preferred doc view
- Click Save
- Click Link
- Select all documents
- Click Add
- Click Set
- Repeat steps 14-17 on each term
- Verify that terms are highlighted through the following
Persistent Highlight Sets - Creating Efficient Searches for Persistent Highlighting - Terms
- 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
Persistent Highlight Sets - Highlight Fields Best Practices
- 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
Redact
An application that allows you to apply markups to imaged docs, Excels, or PDF files either manually or automatically as part of a project
Redact - Automated Excel Markup Project
NB Consider created a saved search and a markup set before starting the project creation process
- Navigate to “Redact Projects” tab
- Create New Project
- Select “Spreadsheet” Project option
- Complete the Create Excel markup project fields
- Complete the Rules section (optional)
- Click Save
Redact - Automated Excel Project - Fields
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)
Redact - Automated Excel Project - Rules
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
Short Message Viewer
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
Short Message Viewer - Filters
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
Short Message Viewer - Additional Stuff
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
Short Message Format - Creating an RSMF File
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
- Retrieve short message data from its source (mobile collection solutoin / API)
- Group by participants and timeframes in the data
- first group by like participants, then group those by time period - Create an rsmf_manifest.json file
- Ensure manifest file includes references to any avatars and/or attachments from the data source
- Create a new folder and place manifest file in it, then add any avatars/attachments
- Create a zip of the folder and name it rsmf.zip
- 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
Security and Permissions - Sending Messages to Users
- Open User Status tab from Workspace or Home
- Check off names to message
- Select “Send Message” from drop-down menu
- Click “Go” -> Webpage dialog appears
- Enter your message in the “Message” field and click “Send Message”
Security and Permissions - Workspace Security - Workspace Permissions
- 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
Workspace Permissions - Mass operations
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
Workspace Permissions - Admin Operations
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 ClientAutomated Workflows
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
Automated Workflow Permissions
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
Automated Workflow Overview
- 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
Automated Workflow - Creating a new workflow
- Go to Automated Workflows tab
- Click “New Automated Workflow” button
- Enter Name
- Description (Optional)
- Enable the Active field if you would like to make the workflow active upon completion (cannot be manually started if Active is disabled)
- Select a “Trigger” from the Select Trigger Card
- 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 - Repeat as necessary to create automated workflow
- Can insert an action between previously created actions
- Click Save and Activate - if Active toggle enabled, workflow will save with automated workflow waiting for the trigger to begin
Automated Workflow - Editing an Existing Workflow
- Navigate to Automated Workflows tab and click Edit
- If workflow is active, Edit Active Workflow pop-up appears; click “Continue” to make the workflow inactive
- Edit the fields
- Edit the trigger by clicking “Change Trigger” on the right side of the card
- (Optional) edit an action by clicking on the action card, or click X to remove the action from the current workflow
- Click Save
RelativityOne Mobile App
- 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
Mobile Admin
- 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
Reviewer Statistics
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
Reviewer Statistics
