Running Productions Flashcards
Imaging Documents - Imaging Profiles
Imaging Profile controls the settings used to image a group of documents - can convert docs to black & white TIFF files or colored JPEGs
Best practice - for a new profile, make a copy of the “default” profile and make changes as appropriate
2 main options:
- Basic Imaging Engine Options
- Native Imaging Engine Options
Imaging Profiles Scenario
You need to provide reviewers in England with a group of 500 TIFFs so that they can redact and apply markups to them in the Viewer without having to first image them individually. To do this, you create a new imaging profile specifically tailored to their needs, which include an above-normal DPI of 450 and an image size of A4 (8.27 in x 11.69 in).
Once you create this profile, you can use it as part of the imaging set.
Creating and editing an Imaging Profile
- Navigate to “Imaging” tab and select “Imaging Profiles”
- Click “New Imaging Profile” to launch the Imaging Profile form
- Complete all required fields
- Click Save
Imaging Profile Options + Basic Options
- Name
- Imaging Method [Basic / Native]
Basic
- Basic Image Output Quality (DPI) - The higher the DPI the more detail is shown in the image; typical range is 200-600
- Basic Image Format [JPEG (color + larger file size) / TIFF (b&w + recommended)]
- Basic Image Size
- Original Setting
- Letter (8.5” x 11”)
- A4 (8.27” x 11.69”)
- Legal (8.5” x 14”)
- Custom - Maximum Image Height (Inches)
- Maximum Image Width (Inches)
Native Imaging Engine Options
- Native Image Output Quality
- Native Image Format
- Automatically detect and render color pages to JPEG (Overrides ‘Native Image Format’)
- Maximum pages imaged per file
- Dithering Algorithm (procedure for converting images from color to b&w TIFFS - only used for TIFF)
- Dithering Threshold - required for “Threshold” dithering algorithm
- Native Image Time Zone (updates the date sent when native imaging an email but native doc and metadata stays unchanged) [only supports MSG and EML files for email; select “Date Sent” for Native Image Date field]
- Native Image Date - any document-level date field available to use as current date for rendering date-related document field codes (otherwise will default to today’s date)
Native File Imagine Profile Validation
Numerical values:
- Native Image Output Quality (DPI) - [0 < 300 (recommended) < 2400 (max)]
- Dithering Threshold - [0 < 128 (recommended) < 255 (max)]
Format Specific:
JPEG - Ignores Images/Dithering Algorithm, Dithering Threshold, Render color pages to JPEG
TIFF - Requires Images/Dithering Algorithm & Render color pages to JPEG
Field Dependences:
Dithering Threshold Dithering Algorithm = Threshold
Fit to __ pages wide Fit to __ pages tall
If:
Zoom Level % is set, Fit to pages __ is ignored;
If Fit to ___ is set, Zoom Level % is ignored
Imaging - Restricted Native Types
Name
Category (Basic) [e.g. Word Processor]
Link (adds existing native types to the restricted list)
Unlink - removes restricted native types from the list
Imaging - Application Field Codes
This is how Relativity refers to fields that Microsoft documents use to store document data
Imaging Sets
An imaging profile + a saved search containing the docs you want to image
- run the job from the imaging set console
- can view document-level error messages and re-run an imaging
Production - Basic Production Workflow
- Create a saved search
- Add a production restriction
- Create a production set
- Add a production placeholder
- Add a production data source
- Preview the production
- Stage the production
- View the documents
- Run the production
- Rerun errored documents
Production Information
- stores important information about production
- staging a production populates this object
Can see: - amount of documents with redaction
- control numbers of docs in prod
- docs produced with placeholder
- docs produced as native
Click “View Documents” in the production console
- pop-up displays information on both documents and individual pages
Production Sets - Creating and Editing a Production Set
- Navigate to Production tab
- Click “Production Sets”
- Click “New Production” / click Edit Link next to existing set
- Add or edit the fields as necessary
- Save
Production Sets - Basic Settings
- Name
- Date Produced - can select any date, or auto-selects date that prod was completed
- Email Notification Recipients
- Imported (open to receive imported prod docs)
- Scale Branding Font for Viewer [Yes / No]
- Branding Font
- Branding Font Size
- Placeholder Image Format (TIFF by default but can be JPEG)
- Copy production on Workspace Create (if workspace used as a template)
- Wraps Branding Text (content of two adjacent footers/headers likely to overlap)
Production Sets - Numbering
Multiple options that control how numbering is applied:
- Page level numbering - incremental Bates number on every page
- Document level numbering - new doc number for each document (can add a unique page number to each page following the doc number)
- Original Image Numbering - retains identifiers originally associated with images (i.e. Bates or other numbers already assigned to images uploaded to Rel)
- Existing production numbering - Re-uses the Bates numbering fields from a previously-run production set, changes the images of the docs produced, or produces only a subset of documents
- Document field numbering - uses any fixed-length text field on the Document object for your numbering. Reflective fields are not available for this numbering option
Production Sets - Page Level Numbering
- Prefix
- Suffix
- Start Number
- Number of digits for document numbering
- Attachment relational field
Production Sets - Original Image Numbering
Natives + imported images -> Prod = Images and Natives -> Bates = Image identifiers in Image Load File
Natives + images -> Prod = natives -> Bates = Document Identifier
Natives + Oracle Images -> Prod = Images only -> Bates = Images number created by the TIFF native manager
Images only (imported) -> Prod = Images only -> Bates = Image identifiers defined in Image Load File
Natives only -> Prod = Natives only -> Bates = Document Identifier
Natives only -> Prod = Images and Natives -> Bates = Created image place holder, using the Document Identifier field
Natives only -> Prod = Images only -> Bates = Created image place holder, using the Document Identifier field
Production Sets - Existing Production Numbering
- When creating a prod set with existing numbering, you cannot add documents not contained in the existing set, change page counts, or change whether or not a document previously produced as Native only is produced with a placeholder
- Can replace a produced image with a placeholder
- if your prod set has more documents than the existing set, Relativity generates a warning showing that it auto-removed the extra documents
Production Set
Merge Existing Set - when you merge, the new production images replace the images in the previously existing production
- new prod exists for export
- updating “Has Redaction” field where redactions were added and removed
- images look the same in existing and new prod
- fully replaces original prod’s produced image inside Relativity
Production Sets - Numbering Merge Conflicts
- any docs in the prod set weren’t included in the existing prod set; these must be removed
- page counts of docs in production set you’re creating differs from page counts in existing prod set
- if docs in production set are also in the production restriction for that production, must remove those documents from the set or remove the production restriction
- attempt to perform any action on a production set while it is merging with another
Production Set - Branding
Can set branding options for headers and footers; can position left, center, right.
Available types:
- Production Bates Number
- Production Number (Document level numbering / Original image numbering only)
- Field
- Free text (can include {!PRODNUM!} or {!FIELD:ARTIFACTID!} in free text)
- Original Image Number (original Page ID assigned by Rel as 1) numbering used in image load file; 2) Document ID, Page ID, and a Hash Value.
- Document Identifier + Page Number
- Advanced Formatting - any combination of fields from the Advanced Formatting Drop-down list, free-form text, carriage returns, basic scripting language
Production Sets - Sorting
Select a field to determine how production is sorted. Can use more than one field at a time or use descending/ascending sort order.
- Default = Artifact ID
- doesn’t keep family groups together
- only applicable when Production Numbering is set to Page level numbering or Document level numbering
Production Data Source - Adding a Data Source
- Attaches saved searches to your production set
1. Go to Production Tab
2. Production Sets
3. Click name of production
4. Scroll down to “Production Data Source”
5. Click “New” -> Add Production Data Source window opens
6. Add the following fields as necessary - Name
- Production Type [Images / Natives]
- Document Source (Saved Search)
- Use Image Placeholder [When No Image / Always Use / Never Use]
- Placeholder
- Burn Redactions
- Markup Set
7. Click Save
Production Console - Stage and Run a Production
Can stage & run in a single step by clicking “Stage and Run Production” on the console.
- Staging
- Validation
- Production
- Branding
Production - Staging
Rel takes a snapshot of the data sources. After staging finishes, Rel automatically begins validation.
Errors:
- same document found in multiple data sources [modify saved searches to resolve error]
- no documents in the data sources [modify saved searches]
Production - Validation
Relativity performs conflict check and data source validation
Errors - click “View Production Errors and Warnings”
- Data source - documents in the data source do not have images or natives
- Conflict - data sources have documents that are also in the saved search selected in “Production Restriction” field
Conflict options:
- Remove the conflict - [Check for conflicts -> Remove Conflict -> Run Production]
- Override the Conflict - [Run Production -> Override and Continue on Production Warnings pop-up]
- Modify the production restriction field s none of the docs in the saved search are are in the prod set
Production - Production Phase
In this phase, Rel produces the staged documents. After production finishes, branding begins.
If error occurs, click “View Production Errors and warnings”
Production - Branding
- Click View Branding Errors on Production Console to open the Branding Errors pop-up
- Read Branding Error Message
- Could not find file -> make sure image exists
- File at could not be opened or is not a valid image file - Add doc password to password bank / make sure Rel supports file type
- process cannot access file because it is being used by another process - Click “Rerun Errored Docs” - Click Rerun errored documents
Check Production Status - Staging Summary Fields
Total Documents Count Total Images Count Documents with Images Documents with Natives Documents with Placeholders Redacted Documents
Checking Production Status - Production Summary fields
Begin Bates End Bates Total Documents Count Total Images Count Documents with Images Documents with Placeholders Redacted Documents Image Size in GB Production Run Date Completed Re-productions
Branding Summary Fields
Start Time
Branding Completion
Completion Rate
Estimated Time Remaining
Production Restrictions
- Create a saved search with criteria that returns docs that you want excluded. Include Family Groups in saved search so that all family items are kept together
- Click to edit the Workspace details page - can only update Prod Restrictions when editing a workspace
- Select your saved search in Production Restrictions option
- Run your production set. Sys admins can overide production restrictions
In templates, can “Select a New Production Restriction”, or “Continue with No Production Restriction”; can’t delete the saved search that the prod restriction uses.
Check for Production Conflicts
Production Restrictions warning may appear if a saved search is being used to restrict productions
- Remove Conflicts (deletes docs identified as conflicts)
- Cancel - stops conflict check
OCR - Creating and Editing an OCR Set
- Click OCR Sets tab
- New OCR Set (or Edit)
- Complete the fields
- Click Save
OCR Sets - Fields
Name
Email Notification
Status [Pending / Building / Waiting / In Progress / Assembling Text / Finalizing / Completed] [Failure / Completed with Errors / Stopping / Stopped]
Image Completion
Document Completion
Last Run Error
OCR Profile
Destination Field
Saved Search - choosing a saved search OCRs the original image - does not account for redactions
Production - OCRs all burned-in redactions, branding, headers/footers and text. All docs with images are OCRed, not only those with redactions (see below)
Only OCR Production Documents Containing Redactions
