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Relativity Project Management Specialist > Running Productions > Flashcards

Running Productions Flashcards

1
Q

Imaging Documents - Imaging Profiles

A

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
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2
Q

Imaging Profiles Scenario

A

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.

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3
Q

Creating and editing an Imaging Profile

A
  1. Navigate to “Imaging” tab and select “Imaging Profiles”
  2. Click “New Imaging Profile” to launch the Imaging Profile form
  3. Complete all required fields
  4. Click Save
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4
Q

Imaging Profile Options + Basic Options

A
  • 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)
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5
Q

Native Imaging Engine Options

A
  • 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)
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6
Q

Native File Imagine Profile Validation

A

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

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7
Q

Imaging - Restricted Native Types

A

Name
Category (Basic) [e.g. Word Processor]
Link (adds existing native types to the restricted list)
Unlink - removes restricted native types from the list

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8
Q

Imaging - Application Field Codes

A

This is how Relativity refers to fields that Microsoft documents use to store document data

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9
Q

Imaging Sets

A

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
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10
Q

Production - Basic Production Workflow

A
  1. Create a saved search
  2. Add a production restriction
  3. Create a production set
  4. Add a production placeholder
  5. Add a production data source
  6. Preview the production
  7. Stage the production
  8. View the documents
  9. Run the production
  10. Rerun errored documents
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11
Q

Production Information

A
  • 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

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12
Q

Production Sets - Creating and Editing a Production Set

A
  1. Navigate to Production tab
  2. Click “Production Sets”
  3. Click “New Production” / click Edit Link next to existing set
  4. Add or edit the fields as necessary
  5. Save
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13
Q

Production Sets - Basic Settings

A
  • 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)
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14
Q

Production Sets - Numbering

A

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
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15
Q

Production Sets - Page Level Numbering

A
  • Prefix
  • Suffix
  • Start Number
  • Number of digits for document numbering
  • Attachment relational field
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16
Q

Production Sets - Original Image Numbering

A

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

17
Q

Production Sets - Existing Production Numbering

A
  • 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

18
Q

Production Sets - Numbering Merge Conflicts

A
  • 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
19
Q

Production Set - Branding

A

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

20
Q

Production Sets - Sorting

A

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
21
Q

Production Data Source - Adding a Data Source

A
  • 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
22
Q

Production Console - Stage and Run a Production

A

Can stage & run in a single step by clicking “Stage and Run Production” on the console.

  1. Staging
  2. Validation
  3. Production
  4. Branding
23
Q

Production - Staging

A

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]
24
Q

Production - Validation

A

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

25
Q

Production - Production Phase

A

In this phase, Rel produces the staged documents. After production finishes, branding begins.

If error occurs, click “View Production Errors and warnings”

26
Q

Production - Branding

A
  1. Click View Branding Errors on Production Console to open the Branding Errors pop-up
  2. 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”
  3. Click Rerun errored documents
27
Q

Check Production Status - Staging Summary Fields

A 
Total Documents Count
Total Images Count
Documents with Images
Documents with Natives
Documents with Placeholders
Redacted Documents
28
Q

Checking Production Status - Production Summary fields

A 
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
29
Q

Branding Summary Fields

A

Start Time
Branding Completion
Completion Rate
Estimated Time Remaining

30
Q

Production Restrictions

A
  1. 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
  2. Click to edit the Workspace details page - can only update Prod Restrictions when editing a workspace
  3. Select your saved search in Production Restrictions option
  4. 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.

31
Q

Check for Production Conflicts

A

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
32
Q

OCR - Creating and Editing an OCR Set

A
  1. Click OCR Sets tab
  2. New OCR Set (or Edit)
  3. Complete the fields
  4. Click Save
33
Q

OCR Sets - Fields

A

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

Relativity Project Management Specialist (12 decks)

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