Review Certification Workbook

Review Certification Workbook
Review Certification Workbook
Version 8.1
Last Updated: February 4, 2015
Contents
Overview.............................................................................4
2 Tab Strip.........................................................................19
Exam Details............................................................................................4
9 Pivot................................................................................32
9.1 Pivot Menu..................................................................................... 32
Before You Begin....................................................................................4
3 Browser...........................................................................20
9.2 Pivot Settings ............................................................................... 32
Workbook Conventions......................................................................4
3.1 Browser Icons................................................................................ 20
9.3 Display Settings........................................................................... 32
Part 1:. Introduction to Relativity......................................6
4 Show/Hide Browser.......................................................21
1 Relativity Overview.........................................................7
5 Batching.........................................................................22
1.1 Browser Restrictions......................................................................7
5.1 Review Batches Tab.................................................................... 22
9.4 Pivot Profiles.................................................................................. 32
Part 2: Special Considerations.........................................34
Part 2: Review Questions.................................................35
5.2 Checking Batches Out............................................................... 22
2 Logging In........................................................................8
5.3 Checking Batches In................................................................... 22
Part 3:. Core Reviewer Interface.......................................36
2.1 User Passwords................................................................................8
5.4 Batch Status................................................................................... 23
Core Reviewer Interface................................................................... 37
5.5 Viewing Your Batched Documents........................................ 23
Image Viewer....................................................................................... 38
3 Terminology.....................................................................9
Core Reviewer Interface and Image Viewer Icons.................. 39
3.1 Workspaces.................................................................................... 10
6 View Bar..........................................................................24
3.2 Fields ............................................................................................... 10
6.1 Show Current Path...................................................................... 24
Part 1: Special Considerations.........................................11
7 Document List Options Strip........................................29
1.2 Native Mode.................................................................................. 40
7.1 Save as Search.............................................................................. 29
1.3 Image Mode.................................................................................. 40
7.2 Reset Column Sizes..................................................................... 29
1.4 Long Text Mode........................................................................... 40
1 Document View Selector...............................................40
1.1 Viewer Mode................................................................................. 40
Part 1: Review Questions.................................................12
Part 2: Workspace Navigation.........................................13
Workspace Navigation..................................................................... 14
Pivot Navigation................................................................................. 16
7.3 Show/Hide Filters........................................................................ 29
7.4 Clear All........................................................................................... 29
2 Viewer and Long Text Options......................................41
7.5 Document Display Count......................................................... 29
2.1 Persistent Highlight Sets........................................................... 41
7.6 Move First/Previous/Next/Last............................................... 29
2.2 Magnification................................................................................ 41
Pivot Icons............................................................................................. 17
2.3 Reset Zoom.................................................................................... 41
1 User Tools........................................................................................... 18
8 Document Set Information Bar....................................31
2.4 Searching in a Document......................................................... 41
1.1 Favorites.......................................................................................... 18
8.1 Returned Set Selector................................................................ 31
2.5 Modes.............................................................................................. 41
1.2 User Drop-down Menu............................................................. 18
8.2 Number of Documents in Set................................................. 31
2.6 Fit Document to Window......................................................... 41
8.3 Number of Items Displayed..................................................... 31
2.7 Print.................................................................................................. 41
OVERVIEW
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2.8 Go to Next/Previous Highlight............................................... 42
7.2 Save, Save & Next ....................................................................... 51
5 Stop Words.....................................................................64
7.3 Copy from Previous.................................................................... 52
3 Image Viewer Options...................................................43
7.4 Adding a Choice.......................................................................... 52
6 Conditional Searching...................................................65
3.1 Fit Options..................................................................................... 43
7.5 Switching Layouts....................................................................... 52
6.1 Toggle Conditions On/Off........................................................ 65
3.2 Rotate Page................................................................................... 43
7.6 Collapsible Layout Categories................................................ 52
3.3 Document Selector..................................................................... 43
3.4 Highlights ...................................................................................... 43
8 Related Items Strip........................................................53
3.5 Redactions..................................................................................... 43
8.1 Related Items Icons..................................................................... 53
3.6 Font Size......................................................................................... 44
8.2 Propagation................................................................................... 53
3.7 Delete Redactions and Highlights........................................ 44
8.3 Document Skip............................................................................ 53
3.10 About the Image Viewer........................................................ 45
3.11 Markup Navigation Pane........................................................ 45
3.12 Thumbnails.................................................................................. 45
4 Viewer.............................................................................47
4.1 Email Link to Document........................................................... 47
4.2 Imaging On-the-Fly.................................................................... 47
5 Navigation Bar...............................................................48
6 Core Reviewer Interface Toggle Options.....................49
6.1 Keyboard Shortcuts.................................................................... 49
6.2 Show/Hide Document List....................................................... 49
9 Persistent Highlight Sets Panel....................................54
Part 3: Special Considerations.........................................55
Part 3: Review Questions.................................................56
Part 4: Special Considerations.........................................71
Part 4: Review Questions.................................................72
Appendix 1: Answer Key .................................................73
1.1 Search Index Selector................................................................ 58
2 Filtering..........................................................................59
3 Keyword Search.............................................................60
4 dtSearch.........................................................................61
4.1 Proximity Searching................................................................... 61
6.5 Stand-Alone Document Viewer.............................................. 49
4.2 Fuzzy Searching........................................................................... 61
6.6 Show/Hide Tab Strip................................................................... 50
4.3 Stemming....................................................................................... 62
OVERVIEW
8.2 Keyword Expansion.................................................................... 68
1 Search Features.............................................................58
6.4 Swap Viewer Panes..................................................................... 49
7.1 Coding Documents..................................................................... 51
8.1 Concepts......................................................................................... 68
Part 4:. Searching in Relativity.........................................57
6.3 Dock/Undock Document Viewer........................................... 49
7 Layouts and Coding Forms...........................................51
8 Analytics ........................................................................68
8.3 Find Similar Documents............................................................ 69
3.8 Show Markup History................................................................ 44
3.9 Change Markup Visibility.......................................................... 45
7 Saved Searches Browser...............................................66
4.4 Wildcards........................................................................................ 62
4.5 Auto-recognition......................................................................... 62
4.6 Dictionary....................................................................................... 63
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Overview
When working with Relativity during review, it is necessary to understand and
familiarize yourself with several features of our software to help streamline your
daily productivity. Relativity has many innovative features that allow you to
work efficiently, ranging from efficient coding processes to advanced searching
functions.
Exam Details
The Relativity Review Specialist exam is a 100-question quiz. You will have 60
minutes to complete the quiz. Question types include: multiple choice, multiple
response, true/false, hotspot, and matching. For more details on the exam
itself, please review the Frequently Asked Questions (FAQ) document on the
Certifications page of kCura’s website.
Before You Begin
This workbook is designed to help you learn about Relativity’s capabilities that are
utilized throughout the review process and will help you prepare for the Relativity
Review Specialist exam.
Use this workbook as a reference tool for the Relativity Review Specialist exam
in tandem with the following materials located on the Relativity Documentation
website:
workbook.
The online Review Specialist Practice Quiz, which draws on content from this
workbook, our documentation, and the other recommended study materials, will
give you an idea of what to expect on the exam. You can take this quiz as often as
you like to supplement your studies.
Workbook Conventions
The workbook is divided into four parts. Each part is broken down into
subsections, which dive deeper into specific Relativity review features.
As you work through this workbook, notice the tutorials, webinars,
documentation and videos highlighted in the Table of Contents that appear at the
beginning of every part. These resources enhance your experience and further
your knowledge on the tasks and features in their associated sections.
Other key components of this workbook include the reference guides and icon
legends presented in Parts 2 through 4. When analyzing these guides, note
the associated numbered callouts and their corresponding sections. These are
designed to help you visualize what you should see in Relativity. The legends in
various subsections reference Relativity icons used as you progress through the
review process.
• Relativity Features
• Relativity Quick Reference Guides
• Relativity Reviewer Documentation
Additionally, we suggest you pay close attention to the Special Considerations
throughout the workbook and complete the Review Questions, both of which
can be found on the last pages of each part. Answers to the Review Questions
can be found in our documentation, as well as in the Answer Key at the end of the
OVERVIEW
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Workbook Callouts
Icon
Description
Tutorial Quick, helpful hands-on resources demonstrating how to
navigate through various tasks step-by-step.
Webinar Live or on-demand training sessions to provide additional
guidance on specific topics.
Documentation kCura’s electronic documentation should be
referenced to find more information on key topics.
Video Helpful resource to gather additional information on specific
topics.
Note Calls attention to an important note, tip, or key point to
remember. Read and understand these notes as they explain key
topics or features that may be covered in the Relativity Review
Specialist exam.
OVERVIEW
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Part 1:
Introduction to
Relativity
INTRODUCTION TO RELATIVITY
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1 Relativity Overview
Relativity is a feature-rich, web-based platform that provides complete processing
capabilities, computer-assisted review, image and native file review, powerful
searching, diverse coding options, flexible workflow capabilities and integrated
productions, Unicode and foreign language support, and text analytics – all
delivered in a highly scalable solution.
1.1 Browser Restrictions
Relativity is currently only fully compatible with Internet Explorer and is not yet
available for other browsers, such as Chrome, Safari, or Firefox.
www.edrm.net
Relativity Overview from President and CEO, Andrew Sieja
Reviewer Training webinar
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2 Logging In
Before accessing Relativity, a system administrator must create users and set
up login credentials, in addition to granting the user permission to access the
workspace they will be working in.
Getting Started Tutorial
2.1 User Passwords
As a user, an administrator may provide you with the ability to reset your
password. This can be done by using the Reset Password option in the user dropdown menu. This link directs you to a Reset Password pop-up where you must
enter your old password, followed by entering your new password. Users can
generate a password request using the Forgot Your Password? link on the login
screen.
Relativity passwords must meet the following requirements:
• Use at least 8 characters
• Include the following criteria:
–– 1 lowercase letter
–– 1 uppercase letter
–– 1 number
–– 1 non-alphanumeric character
Depending on the company you work for and how their Relativity environment is
set up, there will be different authentication methods used for your user account.
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3 Terminology
The terms in the table provide definitions for some of Relativity’s most common
terms. Familiarize yourself with these terms as you move through this workbook.
Term
Definition
Workspace
Workspaces within Relativity are typically document repositories used to store, display, search, organize, and categorize documents related to a specific client.
User
Users are individuals who have access to the Relativity environment.
Group
Relativity users are organized by groups and may be associated with more than one at a time. Groups are added to Relativity workspaces and access
permissions may vary from workspace to workspace.
Document
A document is a record within a Relativity workspace.
Field
Fields are used to store document metadata or coding information within Relativity.
Choice
Choices are predetermined values that are applied to Single and Multi-Choice List fields.
Views
Views are customizable lists of items within Relativity. For example, a list of documents is controlled by a view.
Layout
Layouts are web-based coding forms that allow users to view and edit Document fields values.
Batch
A static set of documents split into multiple document sets based on administrator-set criteria.
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3.1 Workspaces
• Null: Box has been filled in with a shaded blue square.
When running a case in Relativity, documents related to the case or investigation
are stored in workspaces. This securable document repository helps facilitate
searching, organizing, and categorizing content.
Reviewers should be aware that Null and No are not the same coding decision and
should ensure they’re selecting the correct one.
After logging into Relativity, a list of Relativity workspaces you have access to
will display. In order to access the documents of a workspace, you must first click
the workspace’s link. Relativity will then navigate to the document list in that
workspace, allowing you to begin your review tasks.
3.3 Choices
Some coding fields are completed by selecting predetermined values called
choices. These choices can be applied to single and multiple choice field lists. The
following image displays the designation field as a single choice and the issues
field as multiple choice. Single choice lists often appear as radio buttons while
multiple choice lists often appear as check boxes. In the case of longer lists, both
can appear as a popup picker.
3.2 Fields
Fields are used to display information, such as metadata and reviewers’ coding
choices. Relativity supports a number of different field types, all of which serve
different purposes within the application. For example, the Date field type holds
the date on which that document was sent. A Yes/No field is often employed
when reviewers need to make quick, binary decisions.
Yes/No fields can be displayed on layouts as either drop-downs, radio buttons, or
check boxes. In the case of check boxes, remember that a Yes/No field will actually
display three states: Yes, No, Null.
• Yes: Box is checked.
• No: Box is unchecked.
INTRODUCTION TO RELATIVITY
Some of these fields require only one choice to be selected, while others allow
for the selection of multiple choices. For instance, a Designation field might have
choices such as responsive or not responsive. A reviewer will need to select the
appropriate choice to determine a document’s relevance to the case. Other fields,
like the Date Sent field, will not be associated with choices and will display as a
read-only field.
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Part 1: Special Considerations
• Choices can be nested. If a choice is nested and the child choice is selected, the
parent choice is automatically selected.
• To exit a workspace and return to your list of available workspaces, click
Workspaces on the user drop-down menu.
• In order to have access to a workspace, you must belong to a group granted
permission to the workspace.
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Part 1: Review Questions
REVIEW QUESTIONS
Workspace Navigation
1. Which of the following is not a valid password?
a. [email protected]
b. Appl3Pie
c. Rasb3rry!
2. Once logged in to Relativity, the case documents will be available in a
___________.
3. True or False: The metadata loaded to Relativity will be stored in fields.
4. How do you open a workspace?
a.
b.
c.
d.
Select the workspace field button
Click on the workspace button
Click on the workspace name
Select the workspace name from the user drop-down
5. Select the correct definition for these terms: View, Field, Group
a. Used to store document metadata
b. Used to organize a system of users
c. Used to display lists of items
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Part 2:
Workspace
Navigation
WORKSPACE NAVIGATION
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Workspace Navigation
2
5
7
9
1
6
3
8
4
WORKSPACE NAVIGATION
1
User Tools
Access help, support, and
customizable user settings
4
Show/hide
browser
Show or hide browser pane
7
Document List
Options Strip
Document options to filter and
navigate your results
2
Tab Bar
Navigate between different Relativity
functions
5
View Bar
Controls which documents and fields are
displayed in the Document List Manager
8
Document Set
Info Bar
Controls the returned set of documents
and how these documents are
displayed
3
Browser
Panel to view document folders and
saved searches
6
Document List
Contains document list
9
Search Index
Selector
Select search indexes to run on your
document set
GUIDE
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Workspace Navigation Icons
USER TOOLS
Favorites
Hi, Reviewer
VIEW BAR
Favorites
User drop-down
Show current path
Documents
Selected view
In This Folder & Subfolders
Include Family
Scope Menu
Include Related
Documents
BROWSER
Folders
DOCUMENT LIST OPTION STRIP
Save as Search
Saved Searches
Reset Column Sizes
Refresh
Show Filters
Clear All
Items
GUIDE
1
- 25 (of 1,000)
Document Display Count
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Pivot Navigation
5
3
2
1
4
7
6
8
PIVOT NAVIGATION
4
Pivot Profile
selection
Select existing or create new Pivot
Profiles
7
Chart tool icons
Resize chart to fit current window
(settings cog and
and adjust chart settings
resize)
Select field(s) for Pivot, including
ability to specify Year or Year/Month
on date fields
5
Grid Display
Renders Pivot results in grid format
8
List Display
Enables/disables grid/chart/list
results
6
Chart Display
Renders Pivot results in chart format
1
Pivot toggle icon Enables/Hides pivot interface
2
Group by/Pivot
on field menus
3
Grid/Chart/List
toggle icons
GUIDE
Renders Pivot results in list format
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Pivot Icons
PIVOT TOGGLE ICON
GRID/CHART/LIST TOGGLE ICONS
Toggle Pivot On/Off
Toggle Grid On/Off
Toggle Chart On/Off
GROUP BY/PIVOT ON FIELD DROP-DOWN
Custodian
Toggle Item List On/Off
Group By drop-down
Go
Applies settings to data set
PIVOT PROFILE SELECTION
Sent Date
Year/Month
Clear
Pivot On drop-down
Summarizes on Year/
Month combination
Removes Pivot settings
from display
Custodians per Month
Selected Pivot profile
Save
Save modifications
Save As
Save as new profile
CHART TOOL ICONS
Adjust chart settings
Resize chart to fit current
window
GUIDE
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1 User Tools
There are several key areas which are important for a Relativity user to learn. In
order to use the system effectively, it is essential to understand the navigation
features along with keyboard shortcut basics.
After opening a workspace, you will be taken to the main document view. In
the top-right corner of the workspace, you will see some tools available to you:
Favorites and the user drop-down. Favorites allows you to bookmark certain
pages to easily navigate back to them. The user drop-down offers a variety of
different user options.
1.1 Favorites
The favorites menu contains all of your bookmarks (Favorites) and the last 10
pages in your browsing history (Recents). The Favorites menu appears at the
top of the application window next to your user name. You can use Favorites to
quickly navigate within Relativity. If you visit a particular page on a regular basis,
adding it as a Favorite minimizes the number of clicks it takes to get there.
To mark a page as a Favorite, click the gray star next to the page name in the
Recent section. Once you click it, the star turns yellow and Relativity adds it to the
Favorites section. There is no limit to how many pages you can mark as a favorite.
Note: You can make a document a favorite by first clicking the Show/Hide tab
strip button to make the Favorites menu visible.
• Reset Password: Opens a pop-up window to change your password.
• My Settings: Opens a pop-up window that allows you to change various
personal settings. The following fields are editable under your user information:
–– First name
–– Last name
–– Email Address
–– Item List Page Length: A number indicating the default list length for all
your lists in Relativity. It can be set from 1 to 200.
–– Default Selected File Type: The default view mode
–– Advanced Search Public by Default: Determines whether saved searches
are public or private by default.
• Logout: Logs you out of Relativity.
In the next section, you’ll find:
• Help: Launches the Relativity Documentation website.
• Support: Opens a new window containing the Technical Support page of the
kCura website where you can open a support ticket.
• About: Opens a dialog displaying the Relativity version number and licensing
agreement information.
Note: Depending on your permissions, you may not have the option to edit
your settings or reset your password.
In the next section, you will see a section displaying the current user’s email
address. Finally, at the bottom of the user drop-down menu, you have the option
to enable or disable Data Focus using the following options:
1.2 User Drop-down Menu
• On: When Data Focus is turned on, Relativity displays an adjusted interface that
displays more data in the view by removing the workspace name and white
The user drop-down appears in the top-right corner and contains several helpful
configuration options, including:
space from the main header.
• Off: When Data Focus is turned off, Relativity displays the standard interface
with the workspace name in the top-left corner.
• Workspaces: Returns you to the Workspaces tab where you can open a different
workspace.
WORKSPACE NAVIGATION
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2 Tab Strip
A workspace contains tabs that provide easy access to different Relativity features,
including documents and batches. You can access different tabs by selecting the
tab of choice on the tab strip. Your administrator determines which tabs you can
access. As such, tab access may vary from case to case.
WORKSPACE NAVIGATION
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3 Browser
The browser, located on the left side of the workspace, allows you to navigate to
your documents. Depending on your permissions, you may not see the browser.
If you can see the browser, it contains the following options for browsing through
your documents:
• Folders
• Saved Searches
There are also two other browsers which are typically used for administrator
functions: Field Tree and Cluster. Most reviewers will not have access to these
browsers.
3.1 Browser Icons
The browser icons are located directly below the browser. The folders browser
displays the folder hierarchy in your workspace. The folder structure is set when
documents are imported into the workspace. A folder often has multiple subfolders. You can expand and collapse desired folders by clicking the + or - signs.
Expand (+) will open up the folder so that you can see the sub-folders. Collapse (-)
will get you back to just the root folder.
By navigating to the saved searches browser, you will be able to create a new
search or browse previously saved searches. See Part 5 for more information on
saved searches.
WORKSPACE NAVIGATION
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4 Show/Hide Browser
The browser is open by default. You can hide or show the browser by clicking the
vertical Hide Browser or Show Browser link to the right of the browser.
Clicking Hide Browser closes the browser and expands the document list to the
full width of the Relativity window. Depending on what you are doing, you may
want to hide the browser to maximize your view. The filtered selections you
choose in the browser appear on the vertical bar when the browser is hidden. Reopen the document browser by clicking the Show Browser link.
You can also resize the document browser by selecting the browser resize handle
– the thick, black vertical bar to the left of the Show/Hide Browser link.
Navigating Case Documents Tutorial
WORKSPACE NAVIGATION
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5 Batching
Batching helps structure a large-scale review by giving you the ability to assign
documents to multiple reviewers in an organized fashion. They also organize
documents into groups based on certain criteria for review. Common examples
of batch criteria include custodian, email thread, or issues. Batches will typically
include entire document families to help streamline the review. This means emails
and their attachments will be grouped together.
batches to other users by selecting their names.
Your administrator may create batches and assign them to you or, with the
appropriate permissions, ask you to check them out. You may also be tasked with
assigning batches out to other people.
5.3 Checking Batches In
Checking Documents In and Out Tutorial
5.1 Review Batches Tab
Note: As a reviewer, you may only be able to check out one batch at a time.
However, an administrator can assign you multiple batches at once.
Checking batches back in (or reassigning them to others) is a very simple process
that can be performed at any time after the batch has been checked out. There
are no review percentages or other completion criteria — in fact a batch can be
checked back in immediately after it has been checked out if necessary. To check a
batch in, navigate back to the Review Batches tab and click Edit next to that batch.
A pop up window will open and you will have to choose one of the following
options:
The review batches tab will hold all of the batches you have permission to see. You
can access your assigned batches by clicking on the Review Batches tab.
5.2 Checking Batches Out
Once you access the Review Batches tab, you will see the batch list view, along
with additional information, such as batch set number, batch size, if the batch has
been checked-out/reviewed, and by whom. By clicking Edit next to a batch, you
can check it out.
• Check In As Pending: Checks in the batch as pending, often used when the
batch is only partially complete.
• Check In As Completed: Checks in the batch as completed.
• Reassign To: Assigns the batch to another user.
Note: Depending on your permissions, you may not see the Reassign To
button.
If an administrator has given you the appropriate permissions, you can also assign
WORKSPACE NAVIGATION
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5.4 Batch Status
There are three different batch statuses.
• Blank: The batch is currently inactive.
• In Progress: The batch has been checked out, but not yet checked in.
• Completed: The batch has been checked in as completed.
5.5 Viewing Your Batched Documents
A view can be created by an administrator which will only return documents
within your checked out batches. If this view is created and all other documents
are secured, you will only see documents in your checked out batches when you
log in to the workspace. See the associated image for an example.
WORKSPACE NAVIGATION
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6 View Bar
At the top of the document list window you will see the view bar. The view bar is
used to view document sets.
The view bar consists of the following sections:
•
•
•
•
Show current path
Views
Scope Menu
Include Related Documents
Any time you see a list of items in Relativity, it is defined by a view. Along with
layouts, views represent one of the main places where users can see and interact
with a document’s metadata and coding.
Different views are created to control:
• Items displayed in lists, based on a set of specified criteria
• Fields of information related to displayed items
• The default sort order of the items
Note: There is no limit to the number of columns displayed in a view.
6.1 Show Current Path
The show current path icon, which is the left-most icon, displays the current
browser location path. This path is helpful if you do not have access to the folder
browser or when the browser is collapsed.
6.2 Views
The first drop-down on the view bar displays your default view. You can navigate
the drop-down menu to access other views. Each view displays a set of fields,
arranged into columns, the order of which was chosen when the view was created
by an administrator.
Some common views a reviewer might see are:
•
•
•
•
•
•
My Checked Out Batches
Unreviewed Documents
Responsive Documents
Unassigned and Not Reviewed Documents
Email Threads
Textual Near Duplicates
WORKSPACE NAVIGATION
6.2.1 Batch Views
A common reviewer view is one that limits the displayed document to your
current batch(es). Within the batch, documents can be grouped by fields, such
as custodian or designation. Some batch views are further split up to show only
reviewed or unreviewed documents, and update automatically each time a
document is coded and saved.
6.2.2 Family Views
Some views will display document families (such as emails and their attachments)
together. These lists might typically contain blue lines which indicate where one
family begins and another ends. It is also common for some family views to indent
the attachments in order to make them easier to distinguish from their parents.
Views such as these can make it easier to spot-check coding when propagation is
enabled. For more information on propagation, please see Part 3.
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Note: For family views that already display both the parent and attachment
documents, it is not necessary to select include families in the relational field
drop-down. Please see section 5.2.4 for more information on including related documents.
6.2.3 Email Threading Views
Email threading views are similar to family views, but extend beyond a family of
documents to encapsulate entire conversations. For example, consider a very
common situation where a document set contains emails from many different
custodians. Threading will capture the entire conversation, regardless of the
source, and arrange the email chain in order, typically including attachments.
• What is inclusiveness?
One of the greatest advantages to using email threading during review is the
ability to eliminate a lot of duplicate information by focusing on the emails that
contain an entire conversation thread. These emails are called inclusive emails.
Consider the following two examples:
You’ll note that email #2, in addition to containing some new information, also
includes all of email #1. Consequently, email #2 is the inclusive email of this
thread. As such, it would not be necessary to review email #1, as it is non-inclusive;
all of its information can be accessed elsewhere.
Please note the following about inclusive emails:
• An email thread may contain more than one inclusive email. This often occurs
when a conversation branches out into parallel conversations.
• An email might be inclusive because of its attachments. Consider the previous
two examples again. If email #1 had an attachment that email #2 did not have,
then both emails would be considered inclusive.
• How are threads displayed in the view?
When threading is applied, indentation bubbles indicate each email message’s
indentation level within the thread. For example, the first email in the chain
would be “1,” an email responding to the first email would be “2,” and an email
responding to the third email would have a “4.” This visualization also allows us to
quickly identify potentially missing emails in a thread.
The color of the indentation bubble indicates inclusiveness and uniqueness.
Inclusive email messages contain the prior message content and have a “Yes”
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value in the Inclusive Email field. Duplicate spare email messages contain the
exact same content as another message.
• A blue bubble indicates that the email is inclusive and is not a duplicate spare.
• A gray bubble indicates that the email is non-inclusive or a duplicate spare.
• What do the file icons mean?
The Email Threading Display field includes the following file type icons:
•
•
•
•
•
Reply (
): Original file name begins with RE:
Forward (
): Original file name begins with FW:
Other (
): Original file name does NOT begin with either RE: or FW:
Unknown (
): File type cannot be found.
Email contains attachments ( ): File is an email containing attachments, which
are sometimes also indented.
• How are attachments displayed?
Email attachments do not have a number bubble next to their name in the email
thread display field. Instead they have an icon that indicates their file type. The
following image shows three email threads, separated by blue lines.
Note the second thread, which contains document numbers MCASH_007101 –
MCASH_007103, consists of a parent email and two Excel attachments.
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Note: Not all inclusive emails will have a blue bubble. An email which is both
inclusive and a duplicate spare will have a gray bubble.
6.2.4 Textual Near Duplicate Views
As a reviewer, you may be asked to review a set of documents that are extremely
similar but not identical to each other. For example, you may need to ensure a
series of very similar reports are coded the same way. Another possible use is to
help you locate additional privileged documents that might have been missed
during the first pass review.
In situations like these, it is common to use a view that displays textual near
duplicates. Prior to the view’s creation, an admin will run a near duplicate analysis
during which documents with similar text patterns are placed together into
relational groups. Exact syntax and word order are heavily considered during this
analysis, unlike the conceptual analytics tools discussed later in this workbook. For
more information on conceptual analytics, please refer to Part 4.
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Here are the two most common fields you’ll likely encounter on a textual near
duplicate view:
• Textual Near Duplicate Principal - identifies the principal document with a
“Yes” value. The principal is the largest document (as measured by amount of
text) in the duplicate group. It acts as an anchor document to which all other
documents in the near duplicate group are compared.
• Textual Near Duplicate Similarity - the percent value of similarity between the
near duplicate documents in a given group and their principal document.
Each group of textually similar documents will contain a principal, which is
typically the document in the group that contains the most text. All documents
in a near duplicate group will be assigned a score that indicates how similar each
document is to its principal.
Consider the following example. The first document, AZIPPER_0011323, is the
group’s principal, as indicated by the “Yes” value in the Textual Near Duplicate
Principal field. It also has a score of 100. All principals will have a score of 100, as
they are by definition 100% similar to themselves, however, not all documents
with a score of 100 are necessarily principals.
The documents underneath are part of the principal’s relational group. The
second and third documents are identical to the principal. We know this because
they are 100% similar to it, as shown in the Textual Near Duplicate Similarity field
on the far right of the view. The last three documents are very closely similar to
the principal but are not exact duplicates; their scores indicate they are each 99%
similar to the principal.
Note: Textual near duplicate groups have a relational field that can be used to
code several documents at once. For more information about relational fields
and the related items coding strip, please see Part 3.
6.2.5 View Sorting
You can use any sort-enabled field in the view to sort the entire searching set - the
number of documents indicated in the bottom-right.
Click any field heading once to sort the documents in that field in ascending
order, alphabetically, and a down arrow appears next to the heading name.
Clicking a second time on the field heading sorts the documents in descending
order, alphabetically, and an up arrow appears. Click the field name a third time to
clear the sort and return the field to its original order.
6.2.6 Scope Menu
The second drop-down in your view bar shows the Scope Menu, which controls
the folder scope of the documents returned.
The scope menu contains the following options:
• In This Folder and Sub-folders: Displays the documents in the currently
selected folder AND the documents in all of its sub-folders. This is the default
option.
• In This Folder: Displays only the documents in the currently selected folder in
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the browser, not its sub-folders.
6.2.7 Include Related Documents
The Include related documents drop-down returns items related to the
documents in the view.
• Blue text indicates language in the second document but not the first.
• Red text indicates language in the first document but not the second.
• Black text: indicates language common to both documents.
Please refer to the following image for an example.
The options vary by workspace but may include family groups, email threads,
duplicates, and textual near duplicates.
Once you use your browser selection and view bar to select the correct set of
documents, you can begin working with the document list.
6.2.8 Relativity Compare
Sometimes a reviewer is required to find subtle distinctions between very similar
documents. A helpful way to identify these differences is by using the Relativity
Compare feature. To compare documents, the Compare field icon (
) must be
present on your view, as indicated in the following image.
Clicking the Compare icon will open a new window which automatically
populates the initial document as the “Compare” document. The reviewer may
then choose the second document by clicking the ellipsis button next to “With”,
and selecting the desired target. Once both documents are in place, clicking the
Compare button will trigger the analysis.
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7 Document List Options Strip
As a reviewer, you have some control in the way you interact with the document
list, using the Document List Options Strip.
7.1 Save as Search
The Save as Search icon allows you to convert your combined filters and
conditions (see Show/Hide Filters section) into a saved search and provide a
meaningful name for the saved search. Please refer to Part 4 for more information
on conditional searching.
7.2 Reset Column Sizes
Within your document list, you can customize the look and feel by changing a
column’s size. To do this, hover over the white line at the edge of the column
header. A double arrow appears, indicating that you can move the column. At this
point you can drag the line in either direction to adjust the column width. The
other columns on the page automatically adjust. If the size of your document list
columns is changed, select the Reset Column Sizes icon to return to the original
settings.
Note: Filters are not saved when navigating to a different view.
7.4 Clear All
By clicking the Clear All icon, all current filter settings are removed. You can also
clear out an individual column’s filter by clearing out the search box and pressing
enter. This option is only available after you set a filter. Keep in mind results vary
based on the active filters.
7.3 Show/Hide Filters
7.5 Document Display Count
Within a view, filtering provides a fast and easy way to search the document list.
You can use filters to search within the fields displayed on the active view. Filters
are available for item lists displayed on tabs and pop-ups.
The Document Display Count shows how many documents you are currently
viewing, and how many documents are available. The items displayed per page
may vary depending on either administrator or user settings.
Filters query across the searchable set of documents in the active view to
return desired results. The Show Filters icon activates the filters for an item list,
displaying filtering options at the top of each column. By clicking the icon again,
it hides the filtering options. The associated image shows the Email To field with
filters turned on. For more information on filtering, review Part 4.
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7.6 Move First/Previous/Next/Last
Relativity uses a series of navigation arrows to move through documents in your
list. You can use the Move First/Previous/Next/Last icons to navigate to different
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documents in your searchable set. Move First brings you to the first document in
the searchable set. Move Last brings you to the first document in the last set of
items displayed in your searchable set. Move Previous and Move Next brings you
backward or forward to the first document of the next or previous page of your
searchable set.
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8 Document Set Information Bar
Although many cases have a large volume of documents, in order to help the
performance, Relativity only loads the first 1,000 documents by default. Because
of this, it’s important to understand how to add additional documents to the
review set.
more documents to your returned set.
Note: If you would like to change your environment’s results set selector
defaults, please contact your Relativity Administrator.
The document set information bar gives you further control over how you work
with your searchable set of documents. The next sections review those options.
8.1 Returned Set Selector
The returned set selector indicates how many documents are currently available
in your searchable set.
Depending on your environment, the default returned set size may be 500 or
1,000. The number of documents in your result set is the number of documents
you’re able to browse in the core reviewer interface. For instance, if your returned
set selector is set to 1,000 documents, you will be able to browse the first 1,000
documents of your searchable set. You will not be able to browse to document
1,001 in the view.
To do so, you can either:
• Add more documents
• Apply filters to return only the documents you wish to browse
8.2 Number of Documents in Set
The number of documents in your searchable set is the number next to the
returned set selector drop-down. This is the total number of documents in your
view.
8.3 Number of Items Displayed
The number of items displayed is the number of documents that you can
currently see in your view without navigating to the next page. The default is 25
items per page, but by selecting the drop-down you can change this number.
8.1.1 Adding More Documents
From the document set information bar, click the drop-down menu next to
‘Viewing the’ language to add documents to the returned set.
Depending on your environment, you may be able to add 500, 1,000, or 5,000
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9 Pivot
Relativity offers a variety of data analysis resources to help provide greater insight
into your case documents and help accelerate the review process. The most
significant of these resources is Pivot, which enables the visualization of key data
in your case to reveal trends and patterns.
Using Pivot, users can create tables and charts to visually summarize and simplify
analysis. When it comes to analyzing data, Pivot’s availability is not limited to
or dependent on the data set. Pivot can be used whether you are looking at all
records, a subset of records, such as search results.
9.1 Pivot Menu
The pivot menu displays options to run reports on pivot-enabled items listed in a
view or saved search. To display the pivot menu, click on the Toggle Pivot on/off
icon (
) in the top-right corner of any view.
Once open, the Pivot menu contains the following sections: Pivot settings, Display
settings, and Pivot Profiles.
9.2 Pivot Settings
Pivot can be used to identify trends. In order to capture these trends, two fields
are used: Group By and Pivot On. Group By is used to define the vertical axis of the
Pivot grid. It is possible to run Group By on its own if you wish to only get results
on a single field. Pivot On is used to break down the totals displayed in each row.
This field acts as the horizontal axis of the report. If you choose a date field for
the Group By or Pivot On fields, you can also select month, year, or year/month to
further drill down into your results.
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9.3 Display Settings
Pivot can display information in three ways: as a grid, chart, and list. These buttons
are used to show or hide the Pivot grid, chart, and item lists. Click the buttons on
and off to show or hide the results in that form.
• Grid: Displays Pivot results in grid form. Displays results using the Group By field
as the vertical axis and the Pivot On field as the horizontal axis.
• Chart: Displays Pivot results in chart form. Displays results using the Group By
field as the vertical axis and the Pivot On field as the horizontal axis. To further
drill down, it can be displayed as a bar, pie, or line chart in a Pivot Profile.
• List: Displays result documents in list format.
It is possible to run a pivot with any combination of these three settings.
9.4 Pivot Profiles
Pivot Profiles are reports that you can save with predefined configurations. The
profile is then available for access at a later time. In the profile, there are many
configurable settings, including the Group By and Pivot On, and Date fields, as
well as the chart formats. To preserve profile settings, you may click save, or if
you’re modifying settings for an existing profile, you can select Save as.
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There are a few additional chart formats including bar, pie, and line, which can be
accessed by clicking on the cog wheel (
) icon.
• Bar: Rectangular bars with lengths proportional to the values that they
represent.
• Pie: Circular chart divided into sections to illustrate each value.
• Line: Compares two values plotted along the vertical and horizontal axes.
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Part 2: Special Considerations
Consider the following points when dealing with workspace navigation:
• Always be conscious of the folder you have selected, as the selections in the
view bar will impact your sorting and filtering results.
• When previewing a document, hover your mouse pointer over a record’s file
icon and click to open a pop-up view showing the record.
• If you have permission to create and edit views, two icons appear next to the
view drop-down menu that allow you to create and edit views.
• You can check in a batch of documents that are not completely reviewed.
• Press the Enter key to apply a filter to a view.
• Views are fully customizable and will update automatically as new documents
meet the view criteria.
• There is no time limit to how long a batch can be checked out, however, an
administrator can check in a batch on behalf of any user if required.
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Part 2: Review Questions
REVIEW QUESTIONS
Workspace Navigation
1. True or False: You apply a Favorite by selecting the star option from the
user drop-down.
2. When the Data Focus is on, what is the expected behavior?
a. Relativity displays an adjusted interface that adds extra white space
b. Relativity displays an adjusted interface that removes white space
3. Name the three Pivot display settings.
a. ____________________
b. ____________________
c. ____________________
4. What do views control? (Select all that apply.)
a.
b.
c.
d.
Items displayed in lists, based on a set of specified criteria.
Fields of information related to displayed items.
How much white space there is at the top of the workspace.
The default sort order of the items.
5. When you see these icons in a document view, what do they mean?
a.
b.
c.
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Part 3:
Core Reviewer
Interface
CORE REVIEWER INTERFACE
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Core Reviewer Interface
1
2
4
5
6
7
9
8
CORE REVIEWER INTERFACE
1
Document View
Selector
Controls which form of the document
appears in the viewer
4
Viewer
Displays the current document in the
selected viewer mode
7
Coding Layouts
and Forms
Customizable coding forms for document
review
2
Viewer and
Long-Text Icons
Viewer and long-text mode tools to
interact with your document
5
Navigation Bar
Move through the returned set of
documents
8
Related Items
Strip
Access a document’s related items, such
as family and duplicates
3
Image Viewer
Icons
Image mode tools to interact with
your document *See next page
6
Interface Toggle
Options Strip
Toggle options to customize your viewer
settings
9
Persistent
Highlight Sets
Pane
Displays hit counts for highlighted search
terms and persistent highlight sets
GUIDE
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Image Viewer
3
3
3
GUIDE
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Core Reviewer Interface and Image Viewer Icons
VIEWER AND LONG-TEXT OPTIONS
IMAGE VIEWER OPTIONS
CORE REVIEWER INTERFACE TOGGLE OPTIONS
Show/Hide Persistent
Highlight Sets
Zoom Out/In
Email link to document
Zoom Out/In
Fit Actual/Width/Height
Keyboard Shortcuts
Legend
Reset Zoom
Rotate Clockwise and set
all images to new
rotation/Rotate pages
Find Previous/Next Term
and Search
Modes
Fit to Window Width
Print
Go to Previous/Next
Highlight
About Relativity Web Client: Native Viewer
Enable/Disable Keyboard
Shortcuts
Show/Hide Document List
Print
Dock/Undock Document
Viewer
Document Selector
Swap Panes
Highlight
Launch Stand-Alone
Document Viewer
Redact - solid black/white
box, cross, and text
Shows/Hides tab strip
Redact - Inverse
Redact - Full Page – solid
black/white box, cross and
text
RELATED ITEMS STRIP
Mass Redact
Duplicate Documents
Font Size
Family Documents
Delete Redactions and
Highlights
Email Thread Group
Change Markup Visibility
Near Dup Group
About Relativity Web Client: Image Viewer
Select Image Profile/
Image-on-the-fly
Markup Navigation Pane
GUIDE
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1 Document View Selector
In this section, you will learn about the Core Reviewer Interface and its
components. The Core Reviewer Interface is used to review and interact with your
documents. There are four main panels that you will be utilizing as you make your
way through the review process. These include the persistent highlight sets pane,
the Relativity viewer, layouts (coding forms), and the related items pane.
Using the Document View Selector, users can select how the document is
displayed in the Core Reviewer Interface. To open a document, you must first click
on the link for the document name or identifier from the Document List Manager.
Then, you can use the Document View Selector to toggle the loaded formats of
the file, such as native, image, long text, or production.
Reviewing Your Documents Tutorial
1.2 Native Mode
Next, is the native radio button. By selecting the native mode, a document will
open using the document’s native application. For example, an Excel file would
launch a new window displaying the native document. This option is only
presented if a native document has been loaded. Certain document types may
be restricted from native view by an administrator. Some documents’ native
applications may be restricted by an administrator. In these situations, you will not
be able to open the document in its native application.
1.3 Image Mode
The third radio button is the Image option. The Image selection will display a TIFF
or JPEG version of the document. It’s available only if an image has been loaded or
created. You can highlight and redact images in this mode.
1.1 Viewer Mode
Starting with the left-most radio button, you will see the Viewer. Clicking on the
Viewer radio button opens the document using the Relativity native file viewer.
It provides a print preview that shows how the file would look in its native
application.
1.1.1 Bandwidth Tester
If you experience latency or performance issues while loading a document in the
Viewer, you can run a bandwidth test to detect network connection problems. The
icon appears in the bottom right corner of the viewer and to the left of the layout
or related items pane.
Note: To learn more about the icons in Image mode, see Section 3 on Image
Viewer icons.
1.4 Long Text Mode
The long text radio button is the next option on the Document View Selector.
This mode displays a drop-down menu of extracted text and all long text fields
that have been made available in the viewer on the field edit/creation page. For
example, in addition to a document’s extracted text, there might also be a long
text field for translations of foreign language documents.
Note: The drop-down menu will not display long text fields that are empty for
the current document or fields that you do not have permission to view.
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2 Viewer and Long Text Options
In both viewer and long text modes, reviewers can utilize different tools on the
Document View Selector to assist with document analysis. Working from left to
right, let’s discuss how each viewer option works.
Printing Case Documents Tutorial
2.1 Persistent Highlight Sets
Persistent highlight sets are groups of search terms set by an administrator to be
highlighted on a document. Clicking the Show/Hide Persistent Highlight Sets
icon will display or hide a panel containing all persistent highlight sets in the
workspace, along with each term’s hit count for the document.
2.2 Magnification
If you need to zoom in on a document, you can use the Magnification feature.
Zoom out and in on the current document with a 10 percent to 300 percent range
using this tool.
2.5 Modes
The Display Modes drop-down offers a menu for the different viewer display
modes including draft, normal, and preview.
• Draft
–– Displays documents using a single font and size.
–– Does not display embedded graphics.
–– Does not display graphic or table borders.
–– Wraps the text to the size of the view window.
• Normal
–– Displays all supported formatting.
–– Wraps the text to the size of the view window.
• Preview
–– Displays all supported formatting.
–– Wraps the text as it will be printed.
Note: Draft mode does not render any embedded objects, including attachments, graphics, graphic borders, or table borders.
2.3 Reset Zoom
The Reset Zoom option will reset the zoom function to 100 percent.
2.4 Searching in a Document
The Find Previous and Next tool searches for terms in the current document
and navigates through the hits. The left and right arrows can be used to find the
previous instance of the term and the next instance of the term.
2.6 Fit Document to Window
When Preview mode is selected in the user drop-down, you can opt to fit your
selected document to the entire window, allowing the reviewer to see the entire
page at once.
2.7 Print
Some users are given permission to print documents by an administrator. To print
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the current native document displayed in the viewer, click the print icon.
• To print a native document, ensure the viewer is in native mode.
• To print an image, including any redactions or highlights, ensure the viewer is in
image mode.
2.8 Go to Next/Previous Highlight
Using the Go to Next/Previous Highlight arrows, you can easily navigate
between the next and previous highlighted terms within your document. For
example, if you ran a search on the word “oil,” then opened one of the returned
documents, you could move through all the highlighted hits using these buttons.
These arrows may also be used to navigate persistent highlight set term hits.
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3 Image Viewer Options
In the Core Reviewer Interface, there are a variety of tools you can take advantage
of to further interact with your documents. After selecting Image mode, a toolbar
will appear with new icons allowing you to markup your files. In Relativity,
Markups refer to the highlights and redactions you can add to a document using
the Relativity image viewer. Later, we’ll go into more detail about these icons and
features.
degrees.
3.3 Document Selector
The Selector icon allows you to select a markup within a document.
Adding Redactions and Highlights Tutorial
3.4 Highlights
Using Native Imaging Tutorial
The first markup option in the Image viewer bar is the Highlight tool. When you
create a highlight, a colored box appears in the area you select, just like using
a highlighter. You can choose a color from the Highlight drop-down or use the
default highlight color, which is yellow.
3.1 Fit Options
There are several Fit Options available on the Image Viewer toolbar:
• Fit Actual: After zooming in or out using the magnification tool, you can select
Fit Actual to resize the document back to 100 percent.
• Fit Width: Select this icon if you would like to see your document expand the
entire width of the viewer.
• Fit Page: This icon will resize the height of the document, allowing you to see
the entire page in the viewer.
3.5 Redactions
The next four markup features in the toolbar enable redactions. Redactions are
commonly used to hide confidential or privileged information on a page. In
Relativity, there are multiple types of redactions including basic, inverse, and fullpage. Users can also utilize the mass redaction tool to apply a full-page redaction
to multiple pages of a document. Working left to right, let’s learn about the
different markup features.
3.5.1 Black Box/White Box Redaction
3.2 Rotate Page
You can choose to rotate your document in two different ways:
• Rotate All Document Pages Clockwise: Rotates all pages in a document
clockwise 90 degrees.
• Rotate Current Page Clockwise: Rotates the current page clockwise 90
CORE REVIEWER INTERFACE
The redact drop-down defaults to the black redaction. If you click this redact
drop-down, users can also apply cross redactions, white box redactions, or text to
a part of a document.
3.5.2 Textbox Redaction
A textbox redaction allows a user to create a white redaction box with black text.
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The text will fill the box by default. To change the font size, keep the redaction box
selected and click from the font size drop-down in the Redactions toolbar.
down. New textbox redactions will automatically use the font size of the most
recent redaction.
You can also edit redaction text by right-clicking on the textbox and selecting
Edit. The Enter Redaction Text pop-up opens for you to enter your desired
redaction text.
3.7 Delete Redactions and Highlights
3.5.3 Inverse Redaction
An inverse redaction creates a black redaction across the full page except on the
locations where you draw boxes. A blue cast indicates where the black redaction
is created, and the white box indicates the area that is not redacted. It is possible
to apply an inverse redaction and other redactions on the same document at the
same time.
3.5.4 Full-Page Redaction
Clicking the Delete Redactions and Highlights icon will open a pop-up where
you can indicate which markups you would like to remove. You will have the
option to delete non full-page redactions, full-page redactions, and highlights.
You can also specify the range of pages from which the selected markups should
be deleted.
3.8 Show Markup History
Right-clicking on a markup will allow you to view its history, as indicated in the
following image.
A full-page redaction creates a redaction across the entire page of a document.
The full-page redactions consist of a black box, white box, text box, and cross
redactions.
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.
3.5.5 Mass Redaction
You can specify a range of pages or select all pages in a document to apply a
redaction to. For example, you might have a clinical study where all the patient
information is on pages 21-43, so you want to redact those pages.
A new window will open titled Markup Information, which displays the following:
• Action: Tracks markup creation, deletion, and resizing.
• User Name: Indicates who performed the action.
• Timestamp: Displays when the action was performed.
3.6 Font Size
For text redactions, you can alter the size of your text using the font size drop-
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Markup navigation pane displays the following columns:
•
•
•
•
•
•
Page Number
Markup Type
Markup SubType
Markup Text
Full Page
Markup Set
3.9 Change Markup Visibility
As you’re adding highlights and redactions to your document, you can opt to
change the visibility of your markups. Using the Change Markup Visibility
tool, you can alter the visibility mode of the markups between full visibility,
transparent, and hidden. The markup visibility status will be displayed in the lower
left corner of the viewer.
3.10 About the Image Viewer
Clicking the About icon will open a pop-up window that provides information on
the Relativity Web Client Image Viewer version.
3.11 Markup Navigation Pane
The Markup Navigation Pane can be used to locate all the markups throughout
a document. To open this pane, click the icon in the lower right corner of the
viewer. The Markup Navigation Pane displays a list of all:
• Redactions and highlights reviewers created in the document
• References to their page numbers
• References to parent markup sets
3.12 Thumbnails
Relativity’s thumbnail feature allows you to navigate quickly through each page of
a document’s images to ensure that they imaged properly. To activate thumbnails,
ensure that you are viewing the current document in image mode, and then click
the Show Thumbnails button (
) at the bottom of the viewer
window.
By clicking the hyperlinked Markup Type, Relativity will navigate to the page
where the markup was added.
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Once you are viewing a document’s thumbnails, you can quickly scan through the
images for each page. You may also delete individual images by selecting the
desired image and clicking the delete button (
) at the bottom left
corner of the viewer. Multiple pages may be selected and deleted by shift-clicking.
CORE REVIEWER INTERFACE
To exit Thumbnail mode, click the Hide Thumbnails button (
).
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4 Viewer
Relativity’s viewer displays the workspace documents. Documents can be
displayed as native, extracted text, images, and productions, among other
options.
4.1 Email Link to Document
By clicking the Email Link to Document icon in the viewer, users can quickly send
an email with a link to a specific document in Relativity. A new Microsoft Outlook
email message window will open and a secure link to the document will be
copied into the body of the message.
4.2 Imaging On-the-Fly
An administrator can give you permission to image a single document on-the-fly
using the Image button in the viewer. If you have permission to access multiple
Imaging Profiles, you will see a drop-down next to the Image button allowing you
to select your desired profile when you image your document.
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5 Navigation Bar
Reviewers can easily move through documents loaded into the viewer by using
the Navigation Bar located in the upper-right corner of the Core Reviewer
Interface.
Simply click on the arrows to find a document. You can go back and forth between
documents or navigate directly to the first or last document in your returned set.
Users can also type a number into the textbox and press Enter to move to that
particular document.
Note: You cannot browse past the last document in your returned set.
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6 Core Reviewer Interface Toggle Options
The Core Reviewer Interface has several icons in the upper-right corner of the
window. These toggle options allow you to customize how you access, view, and
code documents.
Note: The keyboard shortcuts legend will also display your custom keyboard
shortcuts.
Using Keyboard Shortcuts Tutorial
6.2 Show/Hide Document List
6.1 Keyboard Shortcuts
The review process can be tedious and any shortcuts that can speed up the
process offer a huge advantage. Keyboard shortcuts allow for quick keyboardexecuted commands that will assist in the editing and review process.
Relativity has a set of standard keyboard shortcuts for various navigational
commands. However, you can also assign keyboard commands to fields or choices
yourself.
If you have permission to edit fields and choices, you’ll be able to create additional
shortcuts using the Keyboard Shortcuts property on the field or choice.
By default, standard user actions use system keyboard shortcuts, which are listed
in the shortcut legend along with those used by Internet Explorer. The Keyboard
Shortcuts Legend is accessible via the (
) icon. Within the legend, you can
sort, filter, export the list, and print by right-clicking and choosing the Internet
Explorer print option.
The keyboard shortcuts can be enabled or disabled by clicking the (
6.3 Dock/Undock Document Viewer
The viewer can be docked or undocked from the Core Reviewer Interface
depending on your preference. If you select this icon, the viewer will open in a
new window. This is particularly helpful in situations where you have more than
one monitor.
6.4 Swap Viewer Panes
The Swap Panes toggle option provides users the ability to switch the locations
of the viewer and the layout so that whichever is on the left side will flip to the
right side and vice-versa.
) icon.
Note: If a shortcut is chosen for Relativity that is identical to an existing
Windows shortcut, both shortcuts will be triggered.
CORE REVIEWER INTERFACE
Sometimes it is helpful to see both the document list and coding layout at the
same time, as they often contain different sets of information. The Show/Hide
Document List tool is located in the top-right corner of the Core Reviewer
Interface. Clicking this icon brings up the document list on the top of the viewer.
6.5 Stand-Alone Document Viewer
To view the document in a separate browser window, click the Launch Standalone Document Viewer icon in the upper-right corner of the Core Reviewer
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Interface. This option will open another viewer pane with an Unsynced
designation at the top of the screen. This means that the stand-alone viewer is not
enabled to be synchronized with the interface.
To synchronize the stand-alone viewer with the core viewer, click Unsynced.
This switches the stand-alone viewer setting to Synced where you can view text
and images, natives, and productions side-by-side while navigating through the
document queue. You can also launch more than one stand-alone viewer per
document.
Once you are finished using the stand-alone document viewer, click the Return to
Document List link and the stand-alone viewer will disappear.
Note: Keyboard shortcuts are available for use in the stand-alone viewer. For
example, if you execute the shortcut for Save & Next in the stand-alone viewer,
each window performs the operation and moves to the next document.
6.6 Show/Hide Tab Strip
The Show/Hide Tab Strip icon changes the viewer display settings so users can
see the Tab Strip as it would appear when viewing the Document List. Selecting
this toggle option also displays the case name and the user drop-down menu.
This feature is helpful when you wish to add a document as a Favorite, or access
your Favorite list from a document.
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7 Layouts and Coding Forms
After selecting a document from the Documents view, the Core Reviewer Interface
will open. Clicking on a document’s control number will open the document in
read only mode, whereas clicking on the Edit link will open the document in edit
mode.
your coding decisions.
Coding and Tagging Documents Tutorial
Layouts are used to code documents. Specifically, they are web-based coding
forms that allow users to view and edit document information. Layouts are the
primary place for a reviewer to see and edit workspace fields.
Layouts are created to perform specific tasks. For example, you can create a layout
specifically for first pass reviewers and another layout for second pass reviewers
or QC. These two layouts would contain different fields and choices because they
would serve different purposes. In addition to coding, layouts can also simply
provide additional information that may be pertinent to the document or case.
After a layout has been created, there are several workflow features that can be
utilized to enhance a user’s experience.
7.1 Coding Documents
To code a document, you must first choose a layout from the layout drop-down
then click Edit.
7.2 Save, Save & Next
Once a set of coding decisions are made on a document, there are two ways to
save these decisions.
Clicking Save will only retain the coding decision(s) and the viewer will remain on
that particular document until you manually move to the next document in the
set and will shift to read only mode.
Clicking Save & Next allows a reviewer to code a document, save that
information, and move on to the next document in the set. It is also important to
note that when navigating to the next document, you will be prompted to save if
changes have been made.
You are then presented with an editable form of the layout where you can make
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7.3 Copy from Previous
7.5 Switching Layouts
Layouts can be designed to include the Copy from Previous feature. Copy from
Previous enhances review by providing the ability to code the current document
using values from the immediately preceding document. Only specific fields
enabled by an admin are available to be copied with this feature. You can modify
the values as necessary, and then save these changes.
Depending on your role in the review, you may have access to more than one
layout. Users can easily navigate back and forth between layouts by simply
clicking the drop-down at the top of the layout. This is useful for reviewers
jumping between a first pass and second pass review layout. You can switch
layouts in both read only mode and edit mode. However, if you’ve made unsaved
changes to your document in edit mode, you will first be prompted to save your
decisions.
7.4 Adding a Choice
Administrators will sometimes give users the ability to add a choice directly to a
layout. By simply clicking the Add link as seen in the following image, users can
add a choice on-the-fly.
7.6 Collapsible Layout Categories
Some coding layouts contain many fields, which are only used occasionally during
review. In order to make the best use of limited layout space, some administrators
will create layouts with collapsible categories. To expand or collapse a category,
simply click the arrow next to the category name (
). The following
images display a layout category in both states.
Once the new choice is created, it appears selected in the choice field on your
layout. If you’ve created multiple new choices, the last one created is selected.
New choices will also always appear in the Choices list view under the Choices tab.
When creating a new choice, users will be prompted to assign the following
values:
•
•
•
•
•
Name
Order
Parent choice
Highlight color
Keyboard shortcut
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8 Related Items Strip
Related items are special groups of documents within a workspace. These
groups are connected via a special type of field called a relational field. Common
examples include family groups, duplicates, email threads, and textual near
duplicates.
duplicates of the family member to be propagated as well.
Note: Duplicates of the child attachments aren’t coded as Responsive. This
action would be a Duplicate propagation triggered by Family propagation.
Working with Related Items Tutorial
8.1 Related Items Icons
To open a Related Items Pane within the viewer, you must first click on one of the
Related Items icons at the bottom of the layout. Selecting one of these options
will display a group of documents related to the active document. Depending on
how your workspace is set up, these icons and options will vary. You can hover
over each icon to display the name of the item.
8.2 Propagation
The propagation function can help to enhance your document review workflow,
as it saves time spent coding related documents. It is used to automatically force
a coding value to a specified group of related items. For example, a user can tag
a document as Responsive and have that value propagate to that document’s
family members, duplicates, or entire email thread.
Note: It is important for Relativity users to understand how propagation is
implemented in the review process, as there is no warning to signal that
propagation is being applied.
There are limits to propagation, though, and it will not travel through multiple
relational groups. For example, propagating an entire family will not then cause all
CORE REVIEWER INTERFACE
Note: Propagation only carries over specifically chosen coding decisions to the
other documents in a relational group. Other user actions such as redactions,
highlights, or imaging will not be applied to other documents via propagation.
8.3 Document Skip
Document skip allows you to more efficiently code documents during review.
If you enable skip, Relativity removes any document from the queue, after the
current one, which doesn’t meet the view or saved search criteria.
When skip is enabled, the skip menu appears at the bottom-right of the layout
when you are editing documents. The associated image shows what it would look
like if document skip is enabled:
Skip tracks coding decisions that were already applied to documents that
you have not yet reviewed. For example, the documents have been coded via
propagation by an earlier coding decision, or even coded by another reviewer. In
these situations, enabling skip will bypass these documents and take you to the
next document which requires coding.
Note: Document skip will not warn you when it skips a document. If a reviewer
codes one of your documents, you will not be notified by the system when that
document is skipped.
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9 Persistent Highlight Sets Panel
Another tool utilized in the document review process is persistent highlight
sets. These are reusable and transferable highlight parameters controlled by
your administrator to find specified terms within your document set. If there are
any persistent highlight sets in your workspace, you can see them displayed in
the left-most panel of the Core Reviewer Interface, by clicking the Show/Hide
Persistent Highlight Sets toggle icon.
It is important to note that your workspace might have more than one persistent
highlight set. Once visible, each set can be turned on/off by clicking on its light
bulb icon. An additional light bulb will also be present if the current document is
being viewed as the result of a search in order to see the search term hits.
Using Persistent Highlight Sets Tutorial
You can expand and collapse each persistent highlight set by clicking the + and
- signs next to the name of the set. If the document you are currently viewing
contains any of the terms specified in the set, you can view those terms and the
number of times they appear in the document when you expand the set.
Note: If an administrator edits a persistent highlight set while a reviewer is
using it, the reviewer receives a notification that the set currently in use is
undergoing modifications and will appear differently in the panel the next time the reviewer logs in and launches the viewer.
Note: Both keyword and dtSearch terms will automatically be highlighted on
resulting documents. These highlights can be turned off by clicking the search
terms light bulb in the persistent highlight panel.
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Part 3: Special Considerations
• In order to add a redaction to a document, the document must have an image
copy available.
• Document skip is controlled by system administrators. Users must be assigned
the ability to use document skip.
• If two reviewers are working with the same markup set and simultaneously
redact the same document, an error will occur.
• Be sure you’re using the correct markup set when applying redactions.
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Part 3: Review Questions
REVIEW QUESTIONS
Core Reviewer Interface
1. What viewer mode would you select to see a document’s extracted
text?
2. True or False: Once highlights have been applied to a document, they
can be switched off.
3. Which of the following are redaction tools? (Select all that apply.)
a.
b.
c.
d.
Inverse
White box
Gray box
Textbox
4. Where can you view a list of keyboard shortcuts?
5. Which of the following features help speed up your doc-to-doc review
speed? (Select all that apply.)
a.
b.
c.
d.
Save & Next
Apply All
Copy from Previous
Contextual help
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Part 4:
Searching in
Relativity
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1 Search Features
Relativity includes flexible search features designed to facilitate the document
review process. These easily accessible features support a range of searching
needs from filtering on fields and simple keyword searches to the development of
complex queries. There are many ways to search your data:
• Filtering allows you to search fields present in your view (or search result) for
specific values.
• Keyword search allows you to perform a word or phrase search, including basic
Boolean operators.
• dtSearch is an advanced search engine that allows you to perform a word or
phrase search, including many advanced operators.
• Conditional searching allows you greater flexibility to search across different
field values, even on fields which are not displayed in your view.
• Analytics is Relativity’s conceptual search engine. It is required for keyword
expansion and similar document identification.
1.1 Search Index Selector
The Search Index Selector allows you to choose an index from the available
indexes in your workspace. You will most likely have one or more of the following
index types:
• Keyword
• dtSearch
• Analytics
Once an index is selected, a box will appear above the document list where you
can type in your search terms.
To access the different search indexes in your workspace, there is a drop-down in
the top-right corner of the document list.
Creating Searches Tutorial
Advanced Searching webinar
Searching Quick Reference Guide
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2 Filtering
One of the easiest ways to search for information in Relativity is to filter on fields
in a view. Filtering allows you to drill down into your data by employing multiple
filters at once.
Note: When filtering for dates, ensure that you’re using the greater than or less
than sign along with an equal sign. Using them by themselves will produce a
syntax error.
There are several different filter types. Each of these types has their own set of
operators. The following table describes the proper syntax for each filter type.
Special
Character
Function
Boolean
Available for Yes/No field types. Conditions display a drop-down list
similar to list filters.
CustomOnly Uses filtering criteria from advanced and Boolean operators.
List
Usually associated with fields used for coding documents. Conditions
vary by the type and purpose of the field associated with it.
MultiList
Uses multiple conditions from a drop-down menu. You can connect the
conditions with the OR or AND operator.
Popup
Pickers
Contains values for multiple or single choice fields, as well as multiple
or single choice objects.
Used to search on specific terms, numbers, and dates. You can enter
multiple terms connected by any of the following operators:
• AND
Textbox
• OR
• BETWEEN
• = (equal)
• >= (greater than or equal to)
• <= (less than or equal to)
• % (to filter for NOT null)
Note: While filtering on multiple columns, each filter is treated as an AND
operator.
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3 Keyword Search
Keyword search is Relativity’s default search engine. You can use Boolean
operators (AND, OR, NOT) in keyword searches, quotation marks for exact
matches, and asterisks (*) for wildcards.
Following are a few examples of keyword search strings using Boolean operators.
For more information, reference the Keyword Search section of our online
documentation.
• books AND paper – the words book and paper
• books OR paper – the word books or the word paper
• books NOT paper – the word books and not the word paper
When attempting to search for more than one word using keyword search,
quotations must be used. For example, if you wish to search for the phrase “brown
fox,” the query must be submitted with quotes.
If quotes are not used, keyword search will interpret this as a search for the word
brown and the word fox anywhere in the document regardless of location.
Note: Keyword search and dtSearch handle unquoted phrases differently. Be
sure to know the correct syntax when using either.
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4 dtSearch
Relativity’s dtSearch engine provides advanced search functionality such as
proximity, stemming, and fuzzy searches, as well as with basic features such as
Boolean operators and wildcards. Here are some examples of dtSearch syntax
using basic Boolean operators:
One of the most powerful and commonly used dtSearch features is the ability to
run proximity searches. You can use the terms xfirstword or xlastword to limit a
search to the beginning or end of a file, respectively. Another example is if you’re
looking for the title of a report which occurs only at the top of the document.
• Apple and Pear – Returns documents which contain both “Apple” and “Pear”.
• Apple and not Pear – Returns documents which contain “Apple” but not the
word “Pear”.
• Apple or Pear – Returns documents which contain either the word “Apple” or
the word “Pear”.
• Apple Pear – Returns documents with the exact phrase “Apple Pear”
Here are some examples of proximity search syntax:
Note: The Boolean operator “Not” is entered differently in dtSearch and
Keyword searching. The proper syntax for a Keyword search would be: Apple
not Pear.
Note: Searches consisting of two words without an operator are handled
differently in dtSearch and Keyword searching. The search Apple Pear would be
interpreted as Apple and Pear in a Keyword Search.
For more information on distinctions between Keyword and dtSearch, please
consult the Searching Quick Reference guide.
4.1 Proximity Searching
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• Apple w/5 Pear – Returns documents where the word “Apple” appears within 5
words of “Pear”.
• Apple not w/5 Pear – Returns documents where the word “Apple” appears, but
not within 5 words of “Pear”.*
• Apple pre/5 Pear – Returns documents where “Apple” appears first, within 5
words of “Pear”.
• Apple w/5 xfirstword – Returns documents where “Apple” appears in the first 5
words of a document.
• Apple w/5 xlastword – Returns documents where “Apple” appears in the last 5
words of a document.
Note: The operator “Not” can be used in conjunction with all dtSearch proximity searches.
4.2 Fuzzy Searching
Using the dtSearch engine, you can perform fuzzy searches, which return
documents containing spelling variations of a specified term. Fuzzy searching may
be useful when querying documents that contain misspelled terms, typographical
errors, or have been scanned with Optical Character Recognition (OCR).
The percent sign (%) is the character used for fuzzy searches. The number of
(%) used indicates how many characters in the search term will be ignored by
the dtSearch engine when it runs the query. The position of the % indicates the
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number of characters from the beginning of the term that must match exactly
with words in the result set. The following search strings illustrate how this
character is used:
• “app%ly” indicates that a matching word must begin with “app” and differ from
“apply” by only one character.
• “a%%pply” indicates that a matching word must begin with “a” and differ from
“apply” by only two characters.
4.3 Stemming
Using the dtSearch engine, you can perform stemming searches, which return
documents containing grammatical variations of a root word. The tilde (~) is the
character used for stemming searches when added at the end of the root word.
For example, a search on “apply~” returns documents containing the words
“apply,” “applying,” “applies,” and “applied.”
Because stemming only works with the root word, it generally doesn’t return
irregular variations of a verb. For example, a search on “run~” would not return
“ran.”
Note: Relativity currently only supports stemming for the English language.
4.4 Wildcards
The dtSearch engine supports special characters that you can use as wildcards. It
also supports the use of leading wildcards, or those added to the beginning of a
word. The following characters represent wildcards in dtSearches:
Special
Character Function
?
Matches any single character.
*
Matches any numbers or characters. This character slows searches when
used near the beginning of the word.
~
Matches words containing grammatical variations of a root word. The
tilde (~) is the stemming character available in dtSearches.
4.5 Auto-recognition
Auto-recognition is a feature sometimes enabled by an administrator which
provides you with the ability to search for various date formats, e-mail addresses,
and credit card numbers.
Date recognition searches for strings that appear to be dates. It uses Englishlanguage months, including common abbreviations, and numerical formats. For
example, these date formats are recognized:
• January 15, 2006
•
•
•
•
•
15 Jan 06
2006/01/15
1/15/06
1-15-06
The fifteenth of January, two thousand six
To search for a date, enter a date expression between the parentheses in the
string “date()”; for example, “date(jan 10 2006)”
To search for range of dates, enter a date range between the parentheses in the
string “date()”; for example, “date(jan 10 2006 to jan 20 2006)”.
Email address recognition searches for text with the syntax of a valid email
address, such as “[email protected]” With this feature, you can search for a
specific email address regardless of the alphabet settings for “@”, “.”, or other
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punctuation in the email address.
To search for an email, enter an email address between the parentheses in the
string “mail()”; for example, “mail([email protected])”.
textbox on the Dictionary Search dialog.
Note: Fuzziness is especially helpful when searching for variations of misspelled names.
Credit card number recognition searches for any sequence of numbers that
matches the syntax for a valid credit card number issued by a major company,
such as Visa, MasterCard, and so on. A credit card number is recognized regardless
of the pattern of spaces or punctuation embedded in the number.
To search for a credit card number, enter a credit card number between the
parentheses in “creditcard()” as exemplified in “creditcard(1234*).”
4.6 Dictionary
The dictionary search allows you to search the index for a specific term to see the
total occurrences of the term and the number of documents containing it. The
dictionary is a great way to gather information, and continue to gather statistics
on new terms as they come to light.
To launch the dictionary search, click the dictionary link next to the Keywords
textbox.
The dictionary search options allow you to search for a term, set a fuzziness level,
and/or enable stemming.
• Fuzziness Level: Select a value from one to 10 to determine the degree of
variation in the terms returned. A larger number returns terms with more
variation. This option is independent of the fuzziness (%) character that you can
enter in the textbox on the Dictionary Search dialog.
• Enable Stemming: Select to return grammatical variations of a word. For
example, a search on “apply” will return “applying”, “applies” and “applied.” This
option is independent of the stemming (~) character that you can enter in the
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5 Stop Words
When you run a dtSearch or keyword search, certain words are ignored because
they do not act as meaningful criteria in a query. They include characters (such as
punctuation marks and single letters), numbers, and words (such as “at”, “a”, “on”
and “the”). The search for proof of purchase would not recognize the stop word
“of” and therefore would bring back any documents where proof and purchase are
separated by any word.
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6 Conditional Searching
Conditional searching allows users even greater flexibility by allowing the ability
to tailor the search to include multiple fields, additional operators, and other
criteria. This option displays up to five rows, with each row representing a separate
criterion.
For example, if a user wants to locate documents where the sent date is 1/1/2001
OR the custodian is Sally Beck, a conditional search can be crafted to bring back
results which would not be available via simple filtering. Also, depending on the
type of field you select, different operators appear.
6.1 Toggle Conditions On/Off
Conditional searching is enabled by clicking the Toggle Conditions On/Off icon
(
), which will open a section above the document list where you
can enter various searching conditions, similar to a saved search.
Note: Once a conditional search is run, it is possible to save the resulting
criteria as a saved search. This search will incorporate all conditions and filters
utilized.
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7 Saved Searches Browser
One of the four browsers available in Relativity, the saved searches browser (see
Workspace Icons) holds all of the saved searches in your workspace. The saved
searches browser provides you with the features used to create, organize, edit,
and perform other tasks with saved searches.
The saved searches browser can be toggled between two modes: search folder
tree (
) and search list (
).
The search folder tree displays a list of your existing saved searches in nested
folders.
A saved search is a saved set of criteria which may contain both keyword and
conditional searches that can be saved for repeated use. You may also set sort
criteria, in addition to the ability to dictate which fields will be displayed in the
search results. Saved searches can be performed on the entire workspace or
limited to selected folders.
The search list is a view that allows you to sort and filter in order to quickly find
the desired saved search.
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For example, if you want to reference documents that contain the terms
“confidential” and “property” and are also tagged as Relevant, you can create a
saved search with that criteria.
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Since saved searches are executed in real-time, you save the search definition but
not the results. Relativity executes the search each time you click on it in the saved
searches browser and when you return to it after performing other tasks in the
workspace. This functionality ensures that only data meeting the search criteria is
returned in the result set.
Note: You can email a link to a saved search by clicking the email link (
icon or the by right-clicking the saved search.
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8 Analytics
This section deals with conceptual text analytics. Not all review projects will
employ analytics, but it is helpful to learn some of the basic functions as its use is
becoming more frequent.
8.1 Concepts
One of Relativity’s more advanced and powerful set of features stems from a
technology known as conceptual analytics. Unlike more traditional forms of
data analysis, which depend on exact text and word order, analytics tools are
concerned with a document’s conceptual content.
To illustrate, consider the following email:
document would not be returned as a result.
Conceptual searching works differently. It can ascertain what a document is
talking about without concerning itself with specific word choices and order.
Instead it relies on how certain terms occur with other terms in the overall
document set. This email contains the following terms:
•
•
•
•
•
turkey
holidays
November
pumpkin pie
football
Relativity Analytics is able to identify these terms and see how they are associated
with each other in the rest of the available documents. Because of this, the
concept of “Thanksgiving” is no longer limited to the actual use of the word.
8.2 Keyword Expansion
One simple way to use conceptual analytics is a feature called Keyword Expansion.
It allows you to enter a word (or longer passage of text) and retrieve conceptually
related terms. It’s important to understand that “conceptually-related” doesn’t
mean that the results will be synonyms of the submitted text. Instead, Relativity
will return terms that are associated with your search words, terms that are about
the ideas they represent within your document set.
You may access this feature by one of two ways:
Most people who live in the United States can pretty easily infer that this email is
about the Thanksgiving holiday. However, if you take a closer look, you’ll notice
that the word “Thanksgiving” does not appear in the document at all.
1. From the document view:
Consequently, if you entered “Thanksgiving” into a traditional searching tool, the
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•
•
•
•
Select an Analytics index from the index drop-down
Click on the Expand link
Type in the term to expand upon
Click the Expand button
• Your highlight term(s) will be automatically submitted, and your results will
display in the pop-up window
Note: The words returned for “thanksgiving” are not the same words that were
listed in the previous example email to Grandma. Remember, all conceptual
analysis is specific to the documents being analyzed. Instead of using a
synonym list or external dictionary, the relationships between the terms are defined by
the documents themselves.
2. From within a document:
• Highlight the word(s) you wish to expand upon in the viewer
• Right-click on the document and select the Keyword Expansion contextual
menu option
SEARCHING IN RELATIVITY
Once keyword expansion has been performed, the resulting terms (listed in
descending rank) can be copied and submitted for additional searching. It’s an
extremely useful way of locating important documents that might otherwise be
missed by traditional searching methods.
8.3 Find Similar Documents
Another powerful Relativity Analytics feature is the ability to find similar
documents. While in the core reviewer interface, right-click on the viewer of the
current document, then click Find Similar Documents on the contextual menu.
Your results will be displayed in the Search Results pane in the lower right corner
of the screen. To navigate to one of the returned documents, simply click its link in
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the Control Number column.
A few important things to remember about Find Similar Documents:
• Documents returned in the Search Results pane are conceptually similar to the
current document. As such, this feature should not be confused with Textual
Near Duplicates functionality, which operates on precise word count and order.
• Even though results for Find Similar Documents are displayed in the lower right
corner of the screen, there typically is no relational field for this feature (and
therefore no related items icon at the bottom of the layout).
Note: An administrator must first enable and grant access to these analytics
features in order for them to be available.
SEARCHING IN RELATIVITY
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Part 4: Special Considerations
Consider the following points when dealing with searching:
“Only 2,000 results returned.”
• IS LIKE and CONTAINS are two approximation operators that work in different
ways. They both work with wildcards. CONTAINS leverages a full text index
built upon the Extracted Text contained in the documents you are searching.
Depending on how your workspace is configured, other useful metadata may
be included. CONTAINS does not permit leading wildcards.
• When you use the IS LIKE search operator in Relativity, it automatically performs
a leading and trailing wildcard search. This search executes against all of the raw
data stored in that column. As a result, your search takes longer, and may put
great strain against the database.
• Use CONTAINS or dtSearch whenever possible for your searches. Your results will
return fast and efficiently.
• Both the keyword search box, and the conditions that sport the CONTAINS
token in the operator list, will leverage the full text index.
• Keyword searches are unable to retrieve results for queries consisting of single
digits, letters, or characters. dtSearch is able to perform this type of search, so
use dtSearch when looking for specific numbers or letters.
• When a large number of search terms are entered, Relativity cannot provide
results because the search field is too broad. If this occurs, pare down your
search criteria a bit. Instead of searching for six terms at once, try two at a time.
• When conducting a proximity search, Relativity will highlight every instance of
each individual term it hits. For example, every instance of “law” and “order” will
be highlighted when your initial search reads “law w/3 order”. This won’t affect
your search. Disregard the individual terms and focus on the desired results.
• The more conditions added to a search, the longer it will take to see results.
Relativity must search on behalf of each individual condition as it relates to the
others, slowing return time. Use as few conditions as possible to speed up the
return rate.
• The Dictionary Search will only return the first 2,000 results. If your search has
more than 2,000 hits, the Dictionary Search will display the following message:
SEARCHING IN RELATIVITY
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Part 4: Review Questions
REVIEW QUESTIONS
Searching in Relativity
1. Name three search engines in Relativity.
a. ___________________
b. ___________________
c. ___________________
2. True or False: A saved search is a list of terms or phrases that you can
use to generate a report showing frequency.
3. A dictionary search returns only the first __________ results.
4. True or False: As a best practice, you should use CONTAINS over the IS
LIKE token.
5. True or False: You can access the Find Similar Documents feature by
clicking on the Similar Documents radio button in the Viewer.
SEARCHING IN RELATIVITY
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Appendix 1: Answer Key
Part 1: Introduction to Relativity
Part 3: Core Reviewer Interface
1.
2.
3.
4.
5.
1.
2.
3.
4.
5.
B
Workspace
True
C
a. Field
b. Group
c. View
Part 2: Workspace Navigation
1.
2.
3.
4.
5.
False
B
Grid, Chart, List
A, B, D
Long Text Mode
True
A, B, D
Keyboard Shortcuts Legend
A, C
Part 4: Searching in Relativity
1.
2.
3.
4.
5.
Keyword, dtSearch, Analytics
False
2000
True
False
a. Reply
b. Forward
c. Unknown
APPENDIX 1: ANSWER KEY
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