Relativity 8.1 User Guide
User Guide
Version 8.1 | April 17, 2015
For the most recent version of this document, visit our documentation website.
Table of Contents
1 User guide overview
1.1 Navigation
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6
1.1.1 Logging in
6
1.1.2 User options
7
1.1.3 Core reviewer interface
8
1.1.4 Resetting your password
10
2 History
11
2.1 History view fields
11
2.2 Filters on the History tab
12
2.3 Audited actions
13
3 Indented lists
15
4 Inline tagging
17
4.1 Using Inline tagging
17
4.2 Adding a tag to a transcript
20
4.3 Viewing tags in a transcript
20
4.4 Removing a tag from a transcript
20
5 Markups
5.1 Highlights
5.1.1 Creating highlights
5.2 Redactions
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5.2.1 Creating basic redactions
21
5.2.2 Creating inverse redactions
22
5.2.3 Creating full-page redactions
22
5.2.4 Creating mass redactions
23
5.3 Editing markups
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23
5.3.1 Working with overlapping markups
24
5.3.2 Editing redaction text
24
5.3.3 Editing font size in text box redactions
24
5.4 Mass deleting markups
25
5.5 Controlling redaction visibility
25
5.6 Viewing markup history
25
5.7 Using the Markup Navigation pane
25
6 Persistent highlight sets
6.1 Getting started with persistent highlight sets
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26
6.1.1 Selecting persistent highlight sets in the viewer
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6.1.2 Deselecting persistent highlight sets in the viewer
28
6.1.3 Persistent highlight set behavior across viewer modes
29
6.2 Creating persistent highlight sets
6.2.1 Fields
6.3 Entering highlight terms
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6.3.1 Entering multiple variations of a term
31
6.3.2 Color-coding persistent highlights
32
6.3.3 Guidelines for adding terms or phrases
33
6.4 Using the highlight fields source
6.4.1 Best practices
6.5 Importing search terms for persistent highlighting
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6.5.1 Relativity component setup
36
6.5.2 Importing terms
37
6.6 Creating efficient searches for persistent highlighting
7 Search terms reports
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7.1 Guidelines for using search terms reports
39
7.2 Creating a search terms report
39
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7.2.1 Fields
40
7.2.2 Adding or editing terms and highlight colors
40
7.2.3 Deleting terms
41
7.3 Running a search terms report
41
7.3.1 Search terms report status
43
7.4 Accessing tagged documents using the Field Tree browser
44
7.5 Using tagged search terms in a saved search
44
8 Searching overview
8.1 Search conditions
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47
8.1.1 Canceled queries
48
8.1.2 Frequently asked searching questions
50
9 Summary reports
51
9.1 Creating and editing a summary report
51
9.2 Fields
52
10 Tabs
53
10.1 Creating and editing tabs
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10.2 Fields
54
10.3 Nesting tabs
56
11 Transcripts
57
11.1 Importing transcripts
57
11.2 Word index
57
11.3 Links
58
11.3.1 Adding a link to a transcript
12 Viewer
12.1 Viewer toolbars
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12.1.1 Document view selector options
59
12.1.2 Viewer and Extracted Text icons
60
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12.1.3 Image icons
61
12.2 Imaging on the fly
62
12.3 Using the stand-alone document viewer
62
12.4 Related items pane
63
12.5 Using the thumbnail viewer
65
12.5.1 Deleting blank images
66
12.5.2 Using the thumbnail viewer slideshow
66
12.6 Adding information to CaseMap
67
12.6.1 Adding a document to CaseMap
67
12.6.2 Adding a fact to CaseMap
68
12.7 Relativity Compare
70
12.8 Viewer-supported file types
71
12.8.1 Text only designation
72
12.8.2 File ID only designation
72
12.8.3 File identification values in Outside In 8.4.0
72
12.8.4 File types supported in Oracle 8.4.0
75
13 Workspaces
13.1 Workspace navigation
85
87
13.1.1 Browser
87
13.1.2 View bar
90
13.1.3 Item list
91
13.1.4 Document set information bar
93
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1 User guide overview
When working with Relativity as a reviewer, it's important to familiarize yourself with the tool’s
many implementations.
This guide outlines Relativity’s capabilities and walks you through how you can best use Relativity for
document review, from logging in to creating a word index inside a workspace.
1.1 Navigation
Relativity is a complex application with many screens and functions. This section describes the main
core reviewer interface you use to review documents as well as some of the standard procedures
you'll need to perform as you use the product.
1.1.1 Logging in
To log in to Relativity, browse to your Relativity website. If you don't know the correct address,
contact your Relativity administrator. After you enter the address, the login screen appears.
Enter your email address and password. If you don't know your login information, contact your
Relativity administrator.
Note: The Forgot your password? link only displays if an admin enables the ShowForgotPasswordLink
configuration table value. See the Configuration table guide.
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1.1.2 User options
When you first log in to Relativity, you see a list of your workspaces. You can click your name in the
upper-right corner to see the mode drop-down menu.
By default, you're in Workspaces mode, which displays your workspaces. Depending on your
permissions, you may have the option to edit your settings or reset your password. If you don't see
the modes, your Relativity administrator can change the settings.
1.1.2.1 My settings
Clicking My Settings opens a settings mode pop-up, which displays your user information. Click Edit
to change your settings.
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First name - your first name.
Last name - your last name.
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Note: Your first and last name appear as your user name throughout Relativity.
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Email address - your email address and login.
Note: Changing an email address on the My Settings popup window is restricted to system
administrators .
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Skip Default Preference - if changed from Normal to Skip, turns on the skip feature. When reviewing
documents, skip can prevent a reviewer seeing documents that have already been coded (depending
on the selected view). See Document skip in the Admin guide.
Item list page length - a numeric field indicating the default list length for all lists in Relativity. It can be
set from 1 to 200.
Default Selected File Type - the default viewer mode (Viewer, Native, Image, Long Text, or Production).
See Viewer on page 59 for details.
Advanced Search Public by Default - determines whether saved searches are public or private by
default. If set to Yes, the search is public and all users with rights to it can see it. If setting is No, the
search is private and only you are able to see it.
Note: Depending on your permissions, you may not have rights to edit the Advanced Search Default
field.
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Native Viewer Cache Ahead - if checked, pre-loads the next native document in your review queue
once the active document is loaded.
Data Focus - determines whether your default setting is to show or hide the workspace name in the
interface. Data Focus On hides the workspace name at the top left and allows more space in the window for data information. Data Focus Off shows the workspace name. You can also toggle the Data
Focus setting directly from the Mode menu.
After changing your settings as needed, click Save.
1.1.3 Core reviewer interface
To open a document in the core reviewer interface, click on a document name or identifier on the
Documents tab.
The core reviewer interface screen consists of four panes: persistent highlight sets (if activated),
viewer, layouts, and the related items pane.
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You can toggle between several viewing options by using the icons in the upper-right corner of the
window.
You can move through a set of documents by using the navigation menu located in the upper-right
corner of the core reviewer interface.
You can type a number into the textbox and hit Enter to move to that document. You can also use
the navigation arrows:
Top of first page
Previous page
Next page
Last page
You can't browse past the last document in your returned set. For example, in the above screenshot,
you can't use the navigation arrows to get to document 1,001.
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1.1.4 Resetting your password
There are two ways you can reset your password if your administrator has given you the appropriate
permissions. You can use the Reset Password option inside Relativity or the Forgot your password?
link on the Relativity login screen.
Note: If your password has expired, the Reset Password dialog appears automatically when you log in to
Relativity. Your system administrator determines when your password expires and the number of previous
passwords that you can't reuse.
1.1.4.1 Resetting your password inside Relativity
If you're already logged in to Relativity, you can reset your password by clicking Reset Password in
the mode drop-down menu. This directs you to a Reset Password popup.
Enter your old password, then enter and retype your new password. Click Save.
You can use your new password next time you log in to Relativity.
1.1.4.2 Resetting your password outside Relativity
If you can't log in to Relativity because you've forgotten your password, perform the following steps
to reset your password.
1. Click Forgot your password? on the login screen.
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2. Enter your email address in the popup.
Relativity sends an email to the address you provide. You should receive this message within a few
minutes. If you don't receive an email, check your spam or junk mail folder.
3. Click the link in the email to reset your password. We recommend opening the link in Internet Explorer.
This link will be active for 15 minutes and expires after that time. If the link has expired, or if you click
the link more than once, you'll have to generate a new password reset request.
4. The link directs you to a page where you can create a new password.
5. Enter a new password and retype it, then click Submit. After your password successfully resets, you'll
get a message prompting you to log in with your new password. An email will be sent to the address
you entered, notifying you that your password reset was successful.
2 History
On the History tab, you can view the actions of users throughout the workspace. Relativity has a
comprehensive audit system that logs actions that users perform, object types, timestamps, and
other details. This tab also includes views and filters to help you navigate through the audit records.
Note: When you view a document in the Core Reviewer Interface, you can display its history in the related
items pane by selecting the Document History icon.
2.1 History view fields
You can customize the views available on the History tab or create new views as necessary. The
History tab includes pre-configured views for recently updated documents, long running queries,
and imaging history, which you can modify.
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The following fields are available in views on this tab:
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Action - the user activity captured in the audit record.
Artifact ID - the artifact ID of the audit action.
Details - the detailed description of the audit action.
Execution time - the length of time in milliseconds for a document query to run.
ID - the identifier for the audited item; each tracked action has its own unique identifier.
Name - the name of the object.
Object type - the type of object.
Request origination - the connection details for the user that sent the change request.
Timestamp - the date and time when the audit action occurred.
User name - the user who initiated the action.
You can export the contents of a view to Excel using
at the top of the screen. Only the currentlyloaded records are included in the Excel file. For example, in the following workspace, only 1,000
records would be included instead of the full 6,905 records.
Some features' history views are more detailed.
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For more information, see Saved search history in the Searching Guide.
For more information on imaging history, see Imaging history in the Admin guide.
2.2 Filters on the History tab
On the History tab, you can search for specific audit records by using filters just as you would on
other tabs. For more information on filtering, see Filters in the Searching Guide.
You can also search for choice values using the Details Filter. Actions related to field choices are
recorded using Artifact ID. To display the Artifact ID for choice values, click the Choice Legend icon
in the view bar.
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On the Choice Legend popup, you can search for choices in the workspace, their artifact IDs, and
their associated fields. You can then enter Artifact ID listed for a choice value in the Details Filter
and filter the audit records. For example, you would use the Artifact ID 2881180 to filter on the Issue
choice "Really Hot."
Note: You can also use views to filter audit records. See History view fields on page 11.
2.3 Audited actions
The following table lists audited actions in Relativity:
Action name
CaseMap - Add Document
Description of activity
A document was sent to CaseMap.
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Action name
CaseMap - Add Fact
Create
Delete
Document Query
Description of activity
A selection of text from the viewer was sent to CaseMap as a fact.
An item was created.
An item was deleted.
A query was run on a list of documents, or a document query was canceled. (A message indicating that a query was canceled is displayed in the details and on the
Query Text pop-up.)
Export
The contents of a production set, saved search, folder, or subfolder were exported.
Images - Created
Images were created.
Images - Created for Pro- Images corresponding to a production outside of Relativity were imported into the
duction
system.
Images - Deleted
Images were deleted.
Import
Content associated with a load, production, or image file was imported.
Markup - Image Redactions or highlights were added to an image.
Created
Markup - Image Redactions or highlights were removed from an image.
Deleted
Markup - Image - Modi- Redactions or highlights were moved, resized or edited on an image.
fied
Markup - Native Redactions or highlights were added. This audit entry applies to transcripts only.
Created
Markup - Native Redactions or highlights were removed. This audit entry applies to transcripts only.
Deleted
Markup - Native Redactions or highlights were moved, resized or edited. This audit entry applies to
Updated
transcripts only.
Move
A document was moved from one folder to another.
Native - Created
A native file was loaded into Relativity.
Native - Deleted
A native file was removed from Relativity.
Pivot Query
A Pivot report was run, or a Pivot report was canceled. (A message indicating that a
query was canceled is displayed in the details and on the Query Text pop-up.)
Print
A document was printed.
Production - Add Docu- A document was added to a production.
ment
Production - Remove
A document was removed from a production.
Document
Query
A process ran a query (such as categorization), or a query was canceled. (A message
indicating that a query was canceled is displayed in the details and on the Query
Text pop-up.)
RelativityScriptExecution A Relativity script was run.
ReportQuery
A summary report was run.
Run
An Imaging Set, Image-on-the-Fly, or Mass Image job was performed
Search Cache Table
A search cache table was created. (Search cache tables are created the first time
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Action name
Creation
Security
Tally/Sum/Average
Update
Update - Mass Edit
Update - Mass Replace
Update - Propagation
View
Description of activity
you search for a term or phrase using dtSearch or Relativity Analytics.)
Security rights were assigned or changed
The mass operation Tally/Sum/Average was run in the workspace.
Document metadata was updated on a single-document basis.
Document metadata was updated on a mass basis.
Document metadata was edited using a text mass replacement.
Document metadata was edited according to a propagation rule.
A document was viewed.
Note: No login action exists when you access a workspace. Relativity interprets the login based on any
other auditable action in the workspace. For example, if you view a document in Workspace A, Relativity
audits that view action on the History tab and indicates that a user accessed Workspace A.
3 Indented lists
Indented lists provide additional information to users by displaying levels within a relationship, such
as an email conversation thread. Viewing a list in the indented hierarchy allows for easier
understanding of the email order in the family.
Indented items are aligned with dots indicating levels between the initial record and subsequent
records, as in the following example of emails and their replies or forwards. While you can define
indented lists based on any related items field, these examples describe indented lists in the context
of setting up an email thread view that shows Reply and Forward emails nested under the parent.
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Indented lists are available in the document item list.
Indented lists are also available in the related items pane in the Viewer.
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4 Inline tagging
Inline tagging is a feature that allows you to tag sections of text within a transcript that you can then
reference through hyperlinks. If a record is large and covers many topics, it may be difficult to
identify which part of the record relates to which issue. For example, issue coding is a common task.
With inline tagging, you can create tags named after the issues in your case, and tag specific
sections of documents as relating to those issues.
Inline tagging is only available for transcripts. See Transcripts on page 57. For information on using
layouts to code non-transcript documents, see Layouts in the Admin guide.
Note: If you want to add inline tagging to a transcript, you must first process the transcripts using the
Process Transcripts mass action.
4.1 Using Inline tagging
Imagine you're analyzing documents, looking for content related to the issues of "rents" and
"expenses". You encounter a document that you want to apply both issues to, but you want to call
out the specific areas in the document.
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Because tags allow you to label individual pieces of text as related to different issues, you decide to
use inline tagging. You highlight "Analyze rent rolls", right-click, select Tag, and choose the "rents"
tag.
You want to tag the second half of the sentence as "expenses", so you repeats the same process.
You've now applied two tags to the same document. To view the tags you applied, you click the tag
list icon to bring up the tag list pane, which shows all the tags in the document.
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When you click the hyperlinked entries in the pane, the active tag appears in blue in the viewer.
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4.2 Adding a tag to a transcript
To add a tag to a processed transcript:
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3.
4.
5.
Open a transcript from the Documents tab.
Highlight the text you want to tag.
Right-click on the selected text, and click Tag.
Select the checkbox next to the tag(s) you want to apply.
Click Save.
4.3 Viewing tags in a transcript
To view all the tags in a transcript:
1. Open a transcript from the Documents tab.
2. Click the tag icon
in the lower right corner.
4.4 Removing a tag from a transcript
To remove a tag from a transcript:
1. Open a transcript from the Documents tab.
2. Right-click on the tag in the document.
3. Click Remove.
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5 Markups
Markups in Relativity refer to highlights and redactions. You can add markups to documents using
the Relativity image viewer. When you open a document in the core reviewer interface, select
Image to image the document if necessary and open the document as an image.
Note: If two people edit a markup at the same time, an error occurs.
5.1 Highlights
When you create a highlight, a colored box appears in the area you select, just like using a
highlighter.
5.1.1 Creating highlights
To create a highlight, perform the following steps:
1. Click
. Yellow is the default color. Click the drop-down menu to select a different color.
2. Draw the highlight across the section(s) of text you want to highlight.
When you create a highlight, it appears in the Markup Navigation Pane. See Using the Markup
Navigation pane on page 25.
5.2 Redactions
A redaction hides text on a page. In Relativity, you can create several different types of redactions:
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Creating basic redactions below
Creating inverse redactions on the next page
Creating full-page redactions on the next page
Creating mass redactions on page 23
When you create a redaction, it appears in the Markup Navigation Pane. See Using the Markup
Navigation pane on page 25.
5.2.1 Creating basic redactions
To apply a basic redaction to a document, perform the following steps:
1. Click
. The black redaction tool is the default. Click the drop-down menu to select a different tool.
You can select from the following:
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Black - creates a solid black box, like using a black marker. While you draw the box, a gray translucent fill appears.
Cross - creates a white redaction box black border and a black X from corner to corner.
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Text - creates a white redaction box with black text. The text will fill the box by default. To change
the font size, keep the redaction box selected and click
, then select a new font size
from the drop-down menu. You can right-click a text box redaction to apply different text. See
Editing redaction text on page 24. The Administrator determines which text options are available.
n White - creates a solid white box with a gray border. The gray border won't be printed or produced.
2. Draw the redaction box(es) across the section(s) of the page you want to redact. You can draw in any
direction.
5.2.2 Creating inverse redactions
An inverse redaction creates a black redaction across the full page except on the locations where
you draw boxes. To create an inverse redaction, perform the following steps:
1. Click
.
2. Draw the inverse redaction box(es) across the section(s) of the page you do not want to redact. A blue
cast indicates where the black redaction is created, and the white box indicates the area that is not
redacted. You can move or resize the white box using the controls.
5.2.3 Creating full-page redactions
A full-page redaction creates a redaction across the entire page. To apply a full-page redaction,
click
. The black full page redaction tool is the default. Click the drop-down menu to select a
different tool. You can select from the following:
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Black - creates a solid black box, like using a black marker.
Cross - creates a white redaction box with a black border and a black X from corner to corner.
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Text - creates a white redaction box with black text. You can right-click a text box redaction to apply
different text. See Editing redaction text on the next page. The Administrator determines which text
options are available.
White - creates a solid white box with a gray border. The gray border won't be printed or produced.
You can also create a keyboard shortcut to apply a full-page redaction. See Creating keyboard
shortcuts in the Admin guide.
After you apply a full-page redaction, you can resize it to make it smaller than the full page and
then work with it like a normal redaction.
5.2.4 Creating mass redactions
You can use the mass redact option to apply full-page redactions of any type to a set of pages in
your document. To apply mass redactions, perform the following steps:
1. Click
. The Mass Redact Options popup appears.
2. Select the type of redaction to apply. You can select from the following:
Black - creates a solid black box, like using a black marker.
Cross - creates a white redaction box with a black border and a black X from corner to corner.
n Text - creates a white redaction box with black text. In the Text Options section, you can select
the font size and text to apply to the redactions. To apply custom text, select <Enter
Custom Text> from the Text drop-down menu, then enter the text in the Text field.
n White - creates a solid white box with a gray border. The gray border won't be printed or produced.
3. Specify a range of images to apply the redaction to. Select Pages and enter a set of pages or select All
pages in document to apply the full-page redactions to the entire document.
4. Click OK. The redactions are applied to the set of pages you specified.
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5.3 Editing markups
To resize a single markup, click inside the markup shape. White dot controls will appear on the
corners and edges of the markup. Select any control and drag to resize the markup.
You can move or delete markups individually or as a set. To select multiple markups, click the
selector tool
and drag across the markups. Alternatively, press Shift or Ctrl and click to select
individual markups, or click Ctrl + A to select all markups on an image. Controls will appear on the
corners and edges of all selected markups.
To move, click and drag the selected markups to a new location. You can also move selected
markups using the arrow keys. Each time you hit an arrow key, the markups move 10 pixels in that
direction. For finer control, hold Shift while pressing an arrow key, and the markups move only 1
pixel in that direction.
To delete, right-click a selected markup and click Delete, or press the Delete key and click Yes on
the Confirm Delete popup. All selected markups are deleted.
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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.
5.3.1 Working with overlapping markups
If you have multiple markups on a page that overlap each other, when you hover over the markups,
translucent controls will appear. Click the markup you want to work with, and the controls become
active to indicate which markup is active. In the following example, the black box redaction is
active. You can select any of the controls on the black box redaction, even the ones that are
overlapped by the cross redaction, to resize the black box redaction.
5.3.2 Editing redaction text
To edit the text in a text box redaction, perform the following steps:
1. Right-click the redaction and select Edit. The Enter Redaction Text popup opens.
2. Enter the new redaction text in the field and click OK. The new text appears in the redaction.
5.3.3 Editing font size in text box redactions
The font size for text box redactions defaults to fill the entire text box. To edit the font size, perform
the following steps:
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1. Select the text box redaction(s). You can press Ctrl or Shift and click to select multiple text box redactions.
2. Click the Font Size tool
text box redactions.
and select a font size. The font size is applied to the text in all selected
When you create a new text box redaction, the last selected font size is automatically applied to the
text.
5.4 Mass deleting markups
You can mass delete markups from a single page, from a range of pages, or from your entire
document at once using the delete redactions and highlights option. To mass delete markups,
perform the following steps:
1. Click
. The Mass Delete Markup Options popup appears.
2. Select the markup types you want to delete. You can select Non full-page redactions, Full-page redactions, Highlights, or any combination of these.
3. Select the range of pages from which to delete the selected markups. You can select This page, Pages
(enter a set of pages), or All pages in document.
4. Click OK. The selected markup types are deleted from the range of pages you selected.
5.5 Controlling redaction visibility
You can toggle redaction visibility between visible, transparent, and invisible. Use the Change
Markup Visibility button
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to change the setting.
Click once to set the markups to transparent.
Click a second time to set the markups to invisible. The redactions are not deleted, just temporarily hidden.
Click a third time to return the markups to full visibility.
When you print an image, the Print Options popup is populated with settings for displaying
redactions and highlights based on the current markup visibility setting.
5.6 Viewing markup history
To view the history of any highlight or redaction, right-click it and select Show Markup History. The
Markup Information popup appears with information identifying each action, the user who
performed the action, and the date and time at which the action was performed.
5.7 Using the Markup Navigation pane
In the viewer, you can locate markups in a document using the Markup Navigation pane. To open
this pane, click in the lower right corner of the viewer. The Markup Navigation pane displays a
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list of all redactions and highlights that reviewers created in the document, as well as references to
their page numbers and parent markup sets.
You can click the markup type hyperlink to jump to the page where the markup occurs. In addition,
Relativity updates the active markup set to the one associated with your hyperlinked selection in the
Markup Navigation pane.
6 Persistent highlight sets
Persistent highlight sets allow you to create and use highlight parameters to assist in document
review. They're reusable, transferable, and independent of markup sets. See Markup sets in the
Admin guide.
Administrators can control which highlight sets different users see when working within a document.
See Security permissions in the Admin guide.
From the viewer, you can see all sets saved in the workspace and apply them to the document
you're reviewing. Like other tree views in Relativity, you can expand the set to select and de-select
specific terms.
If the document you're viewing contains any of the terms specified in the set, you can see those
terms and the number of times they appear in the document when you expand the set. If the
document contains no terms from the set, you can't expand or collapse the set in the tree.
6.1 Getting started with persistent highlight sets
Once saved, a persistent highlight set is available for selection from a panel in the viewer. Relativity
saves your persistent highlight set panel settings across sessions. If the panel is open for one session,
it stays open the next time you log in.
If an administrator edits a persistent highlight set while a reviewer is using it, the reviewer receives
notification that the set currently in use is undergoing modification and will appear differently in the
panel the next time he/she logs in and launches the viewer.
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For example, the following persistent highlight set includes several highlight terms with colorcoding. This set will be available when the user opens the Viewer and any edits made to this set will
be reflected immediately.
6.1.1 Selecting persistent highlight sets in the viewer
Opening the viewer, the user sees the Show/Hide persistent highlight sets icon on the left side of the
tool bar.
Clicking the Show/Hide icon brings up the panel containing all saved sets. Clicking the + sign next to
a set expands it so that it displays all terms from that set found in the document. If any of the set’s
terms are missing from this tree view, you know that they are not present anywhere in the
document. For example, you have just created a set named Investments that contains five highlight
terms, but when you expand this set for a particular document you only see one of those terms
present. This means that none of the other four terms are found in this document.
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If a document contains not even a single term found in any set, you won't have the expand option
for any of those sets.
6.1.2 Deselecting persistent highlight sets in the viewer
By default, the Select All box is checked, which means that all terms in the set are currently being
applied to the document. Removing any of these checks will remove the highlighting for that term
from the document. Removing the check from the Select All box will remove all highlighting from
the document.
In addition to removing the check from the Select All box, you can also click on the persistent
highlight set light bulb icon next to the set to disable it and remove all highlighting from the
document.
When a set is disabled, its terms are grayed-out. Note also that, although the other highlight sets in
this workspace are currently active, the document does not contain any of the terms specified in any
of these other sets, as there are no highlights on any of the text. It is possible to have many active
highlight sets containing many terms and fields in the panel but no highlights whatsoever inside the
document.
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6.1.3 Persistent highlight set behavior across viewer modes
Note the following regarding persistent highlight set behavior as the reviewer moves from
document to document, changes viewer modes, and uses pane toggles:
n
n
n
n
Any changes made to a persistent highlight set tree in the panel when the viewer is undocked, such as
terms selected or unselected, will display when the viewer is docked again.
A synced stand-alone viewer won't display changes made to a persistent highlight set, such as terms
selected or unselected, in the panel of the normal viewer. However, persistent highlight set panel settings will remain the same in the stand-alone viewer as the reviewer goes from doc to doc within the
stand-alone viewer.
The persistent highlight set panel will maintain its current state when viewer panes are swapped.
The persistent highlight set panel in Long Text mode and viewer mode are independent of each other –
a change made to the panel in Long Text mode will not automatically be reflected when the reviewer
switches to viewer mode and vice versa.
See Viewer on page 59 for more information.
6.2 Creating persistent highlight sets
To create a new persistent highlight set, follow these steps.
1. In Workspaces mode, select the Persistent Highlight Sets tab.
2. Click the New Persistent Highlight Set button to display the default Persistent Highlight Set layout.
3. Complete all required fields in the persistent highlight set information section. See Fields on the next
page for details.
4. Click Save to create a new set
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Note: Verify that reviewers are not actively reviewing documents when creating Persistent Highlight Sets.
Creating Persistent Highlight Sets while reviewers are actively reviewing documents can cause errors.
6.2.1 Fields
Persistent highlight sets include the following fields.
n
n
n
Name is the descriptive name under which you want this set to appear in the Viewer and item list.
Order is the order in which you want this set to appear.
Source determines the area that will be drawn from when designating characters to be highlighted and
displayed in the Viewer. There are two options:
o
o
n
n
Fields designates fields as the source of highlighting. Selecting this radio button means you must
select a Highlight Field in order to save this set.
Terms designates terms as the source of highlighting. Selecting this radio button means you
must enter terms into the Terms field below to save this set.
Highlight Fields allows you to choose the field referencing the list of terms to be highlighted. Click
to bring up the system view called Field Picker on Persistent Highlight Sets, which displays the Name
and Object Type for applicable multiple object fields, including those created by Search Terms Reports.
To select the desired Highlight Field, check the field’s box, click Add, and click Set. The field is displayed
on the layout. See Using the highlight fields source on page 33.
Terms allows you to enter terms to be highlighted and the color code with which to distinguish them in
the Viewer. See Entering highlight terms below.
Note: Persistent highlighting created by using search terms reports or other multiple object fields
requires version 6.9 or higher of the Relativity web interface and Viewer. Users will receive an error
message indicating that persistent highlighting is unavailable if they are using an incompatible
version of the Viewer.
6.3 Entering highlight terms
If you choose Terms as the source of your highlighting, you will have to enter them in the Terms
field text box in order to save the new highlight set. You also have the option of specifying colorcoding to these terms to make them appear in your desired colors in the Viewer.
Relativity | User Guide - 30
6.3.1 Entering multiple variations of a term
If you enter multiple variations of a term and the variations include additional words, list the
variations before the single term. Persistent highlighting's regular expressions will look for and find
the first term listed and then move to the next one. For example, if you listed the terms United,
United States, and United States of America in that order, persistent highlighting would only
highlight "United."
To highlight each of the three terms, list the terms from most to fewest words:
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6.3.2 Color-coding persistent highlights
When you enter a term in the Highlight Terms box, you can also specify the color for both the text
and the background. Use the following format to color-code your persistently highlighted text:
[background color];[text color];[term to be highlighted]
For example, enter “3;16;Relativity” to highlight Relativity with dark green background and white
text. The following table includes available color codes.
Color name Color
[Default]
Black
Dark red
Dark green
Dark yellow
Dark blue
Dark magenta
Dark cyan
Light gray
Gray
Red
Green
Yellow
Blue
Magenta
Number
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
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Color name
Cyan
White
Color
Number
15
16
If you enter terms with no color-coding, the background will be magenta and the text black.
Note: Default has different implications for text and background. The default background color is white and
the default text color is black.
6.3.3 Guidelines for adding terms or phrases
Use the following guidelines when adding terms or phrases:
n
n
Enter a term that you want highlighted, and press Enter. You can enter multiple terms but each one
must be on a separate line.
Enter terms for persistent highlighting exactly as they appear in the document. Don't use quotation
marks and connectors.
Note: Quotation marks are not compatible with persistent highlighting, which automatically
searches for an exact phrase. You don't need to use quotation marks, which will result in slower
document loading speeds.
n
Keep lists simple. Do not use punctuation, special characters, operators, or dtSearch syntax.
Non-alphanumeric characters in persistent highlighting are treated as special character wildcards by Relativity. If you surround search terms with quotation marks, Relativity will match the
quotation marks with any special character, such as $, &, ^, %, @, and others. For example, if
you enter the "The Phrase". Relativity will query on special characters to find matches like %The
[email protected], or &The Phrase$. The process of finding the special characters dramatically slows
Viewer performance.
n Operators including “AND” or “OR”, are not utilized as in keyword searching. If used, Relativity
will look for the exact phrase including “AND” or “OR”. For example, you entered these search
terms: Apple AND Banana. Relativity would highlight the entire phrase “apple and banana” in the
document. Separate occurrences of apple, and occurrences of banana would NOT be highlighted.
n Wildcards may still be used as in this example: appl*.This search term will highlight apple, application, applies, and so on. An excessive use of wildcards will affect performance. Leading wildcards are not recommended such as *itting.
Do not enter duplicate terms.
Identify and remove terms with large hit counts.
List variations of a term first and enter the root term last.
If the list of terms is large (>100 terms), use Highlight Fields with a Search Terms Report.
n
n
n
n
n
6.4 Using the highlight fields source
Using the Highlight Fields source in a persistent highlight set allows you to choose a field
referencing a list of terms to highlight.
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Select the Highlight Fields source, then click the
to bring up the Field Picker on Persistent
Highlight Sets system view. This system view displays the Name and Object Type for applicable
multiple object fields, including those created by Search Terms Reports.
Note: Persistent highlights generated by a Search Terms Report don't automatically update after you load
new data into a workspace. You must rebuild the dtSearch index to incorporate the text from new
documents.
In the following example, the picker view shows all completed Search Terms Reports in the
workspace of the Report and Tag type. To select a Highlight Field, check the field’s box, click Add,
and click Set. The field appears on the layout.
When using a Search Terms Report as the highlight fields source, the number of terms that
Relativity searches for will vary among different records. Relativity only looks for the terms listed in
the Search Terms Report for that document.
Relativity | User Guide - 34
Note: Persistent highlighting created by using search terms reports or other multiple object fields requires
version 6.9 or higher of the Relativity web interface and Viewer. Users will receive an error message
indicating that persistent highlighting is unavailable if they are using an incompatible version of the Viewer.
6.4.1 Best practices
Consider the following guidelines when creating or adding terms using Search Terms Reports as the
highlight fields source:
n
n
n
n
n
Enter terms exactly as they appear in the document.
Do not use quotation marks. In persistent highlighting, Relativity treats non-alphanumeric characters
as special character wildcards. If you surround search terms with quotation marks, Relativity will match
the quotation marks with any special character, such as $, &, ^, %, @, and others. For example, if you
enter "The Phrase," Relativity will query on special characters to find matches like %The [email protected], or
&The Phrase$. The process of finding the special characters dramatically slows performance.
Do not use operators such as AND and OR. Operators including “AND” or “OR,” are not used in
keyword searching. If used, Relativity will look for the exact phrase including “AND” or “OR.” For
example, if you entered these search terms: Apple AND Banana, Relativity would highlight the entire
phrase “apple and banana” in the document. Separate occurrences of apple, and occurrences of
banana would NOT be highlighted.
Wildcards are useful in some cases. For example, the search term appl* will highlight apple, application,
applies, and so on. An excessive use of wildcards will affect performance. Leading wildcards such as *itting, are not recommended. Using asterisks in the middle of a term will not count as wildcards.
Avoid using advanced dtSearch functionality, including proximity, stemming, and fuzziness.
o
o
Persistent highlighting does not understand proximity searching. If you enter the phrase “Relativity w/5 kCura” as a search term, the search term report will use a dtSearch to find and tag all documents that meet those criteria. However, persistent highlighting will function differently than
the dtSearch, as it will look for the term Relativity, a space, the letter w, any special character
(instead of “/”), the number 5, a space, and then the term kCura.
Persistent highlighting does not understand the stemming character (~). If you enter the term
“apply~” as a search term, the search term report will find and tag all documents with the word
apply, or any document that stems from apply, including applied, applies, application, and so
on. However, persistent highlighting will look for the term “apply” followed by any special character, so you will not see the expected terms highlighted.
Relativity | User Guide - 35
n
In Search Terms Reports, you can work around these limitations by using the Dictionary Search function to identify search terms using stemming or fuzziness. Copy the list of terms returned in this search.
Paste them in the Add Terms box on the Search Terms Report form. You will enhance your search term
list, while avoiding errors caused by special characters.
6.5 Importing search terms for persistent highlighting
To import search terms to use as a source for persistent highlighting, perform the following
procedures.
6.5.1 Relativity component setup
Before importing search terms, use the following steps to create a Relativity Dynamic Object to
handle the data.
1. Navigate to the Object Type tab in your workspace.
2. Click New Object Type.
a. Provide a name for the new object in the required Name property.
b. Keep all remaining properties at their default values.
c. Click Save.
3. Navigate to the Fields tab.
4. Click New Field to create the field that will hold the persistent highlight color information and that will
connect your Dynamic Object to the Document object.
5. In the New Field form, specify the following properties:
a.
b.
c.
d.
Object Type: <Dynamic Object created in step 2>
Name: Highlight Color
Field Type: Fixed-Length Text
Length: 10
Relativity | User Guide - 36
e. Keep all remaining properties at their default values.
f. Click Save and New.
6. Create a new field to link your Dynamic Object and the Document object. Specify the following properties:
a. Object Type: Document
b. Name: <User preference>
c. Field Type: Multiple Object
d. Associative Object Type: <Dynamic Object created in step 2>
e. Keep all remaining properties at their default values.
f. Click Save.
7. Navigate to the Persistent Highlight Sets tab in your workspace.
8. Click New Persistent Highlight Set.
9. Create a new set with the following properties:
a. Name: <User preference>
b. Order: <User preference>; this controls the position of this set in the Persistent Highlight Tree in
the Viewer.
c. Source: Highlight Fields
d. Highlight Fields: <The name of the field created in step 6b.>
e. Click Save.
6.5.2 Importing terms
To import a CSV or other Relativity-supported load file containing terms, use the following
procedure.
1.
2.
3.
4.
5.
6.
7.
Open the Relativity Desktop Client.
Select the workspace you are importing into.
Select the Dynamic Object you created above from the object drop-down menu.
Select Tools from the top menu.
Select Import | <Dynamic Object> load file.
Select your terms load file and corresponding delimiters.
Map the field in your load file that contains the terms to the Name field in Relativity.
Here you can also import Relativity Highlight Color. You must have this information in the load file
contained in a field in the following format: text color; highlight color (for example, 15;9). If you do not
have this information in the load file, you can manually enter it for terms in Relativity. Because the
latter can be time consuming, we recommend having this information in the load file if possible.
8. Click Import to import the terms.
9. Verify that the terms are highlight through the following:
a. Open a document in the workspace.
b. Open the Persistent Highlight Tree in the Viewer.
c. Note the presence of the newly created Persistent Highlight Set and verify that terms are highlight in the appropriate colors.
Relativity | User Guide - 37
6.6 Creating efficient searches for persistent highlighting
Creating efficient searches will improve the performance of persistent highlighting, whether you're
working with a Terms Search or Highlight Fields. Use the following guidelines to create efficient
searches.
Avoid the following when writing searches for persistent highlighting:
n
n
Do not use "AND" or "OR" connectors. Persistent highlighting will look for the exact phrase "trade and
complete" instead of the word "trade" and the word "complete."
Do not use proximity, fuzziness, and stemming search logic. The system ignores the dtSearch syntax.
Your terms will not be highlighted if you use these advanced searching features, even though the
search terms report Count column lists the number of matching terms. For example:
The search term “oil w/10 water” will highlight the term “oil” and the term “water,” even if they
are not within 10 terms of each other.
o If you enter the term “apply~” as a search term, persistent highlighting technology will look for
the term apply followed by any special character, so you will not see expected terms highlighted.
Avoid using terms with a large number of hits per document because persistent highlighting will highlight each hit. For example, it will take longer to load a Word document containing 1,000 instances of a
single term or an Excel document with a high frequency of the same number.
Avoid using terms that only occur once in a document. Use search terms reports for those terms so
that they do not strain the system searching each document.
Avoid long lists of numbers, such as Bates numbers or account numbers. They can bloat the search.
Do not use duplicate terms.
o
n
n
n
n
Use the following techniques to optimize your searches:
n
Use the dtSearch Dictionary to identify variations of a term instead of using wildcards.
o
o
n
Identify which terms should be in the highlight set and which terms are not necessary.
You may want to avoid highlighting terms with high word counts.
If using a wildcard (*), place the wildcard at the end of a term. If placed in the middle of a term, the system will not identify it as a wildcard. It is possible to add the wildcard to the beginning of a term, but it
will slow persistent highlighting.
Note: To highlight terms using objects, create a fixed-length text field for your object called Relativity
Highlight Color. You can enter color-coding in this field using the format: [highlight color];[text color].
Relativity | User Guide - 38
7 Search terms reports
A search terms report simplifies the process of identifying documents that contain a specific group
of keywords. Instead of running complicated queries, you can use a search terms report to enter a
list of terms or phrases and then generate a report listing their frequencies in a set of documents.
You can determine the output of the report by selecting one of the following type options:
n
n
Report Only - Creates a report that includes the number of hits for each term or phrase. (A hit indicates
one or more uses of the term or phrase in a document.)
Report and Tag - Creates a report that includes the number of hits for each term or phrase in addition
to the following:
o
o
Creates a multiple object field named after the search term report with the prefix STR.
Tags the documents using the multiple object field with the search term(s) found.
You can also use the reports created with the report and tag option in your markup sets. When you
select a search terms report for use with a markup set, the report determines which terms or
phrases are highlighted in the documents viewed through the core reviewer interface.
7.1 Guidelines for using search terms reports
Use the following guidelines to ensure that your search terms report properly highlights the
required terms:
n
n
n
n
Define a saved search using conditions that return the required group of documents for the Searchable
Set. Persistent highlighting applies only to documents in the searchable set. If including relational
group, only related items in the searchable set are counted.
Confirm that the dtSearch used for the search terms report has been used to index all the documents
in the Searchable Set.
Select Report and Tag in the Type radio button list for the report. If you don't select this option, then a
multiple object field isn't created for the search terms report, and you can't select it in the Highlight
Fields option when creating a persistent highlights set. See Persistent highlight sets on page 26.
When you use search terms reports for persistent highlights, only the terms in documents associated
with the current reports appear highlighted. If you add new search terms to the reports, you must run
pending terms so that they appear highlighted in documents.
7.2 Creating a search terms report
To create a new search terms report, follow these steps:
1.
2.
3.
4.
Click the Search Terms Report tab.
Click New Search Terms Report.
Complete the fields on the form. See Fields on the next page.
Click Save.
Relativity | User Guide - 39
After saving the search terms report, the Search Terms Report Status section and Search Terms
Report console appear. As the status section indicates, you must add terms to your new report. See
Adding or editing terms and highlight colors below.
7.2.1 Fields
Search terms reports contain the following fields:
n
n
n
n
Name - the search terms report’s name.
Index - the index used to create the report. Select only dtSearch indexes.
Searchable set - a saved search that includes the set of documents used to create the report.
Type - select one of the following options:
o
Report and tag - creates a report that includes the number of hits for each term or phrase in
addition to the following:
l
l
o
n
Creates a multiple object field named after the search term report with the prefix STR, i.e.
STR - Industry terms.
Tags each document containing search hits using the STR multiple object field with the
search term(s) found in each document.
Report only - creates a report that includes the number of hits for each term or phrase.
Calculate unique hits - if set to Yes, this setting includes a Unique hits value for each term in the search
terms results. Unique hits is the count of documents in the searchable set returned by only that particular term. If more than one term returns a particular document, that document is not counted as a
unique hit. Unique hits reflect the total number of documents returned by a particular term and only
that particular term.
Note: Unique hits can help you identify terms in your search terms report that may be overly inclusive.
n
Include relational group - includes the "Documents with hits, including group" counts for each term in
the search terms results. This value counts the documents with hits for each term as well as all documents in the same relational group as the documents with hits. Include relational group only includes
hits of related items in the searchable set. It will not look outside of the searchable set. Click the ellipsis
and select a relational group to include.
7.2.2 Adding or editing terms and highlight colors
To add or edit terms for your search terms report:
1. You must create a Persistent highlight set for highlighted terms to appear in your documents. See Persistent highlight sets for more information.
2. To open the terms management screen, click the Modify Terms button.
3. To add new terms, enter your terms in the large text box under the New Terms heading so that each
term appears on a separate line.
Alternatively, click the Dictionary link to display the Dictionary Search pop-up, where you can perform
searches using fuzziness levels and stemming. See Running a Dictionary search in the Searching guide.
Click Copy to List to add the Dictionary search results to the New Terms text box.
Relativity | User Guide - 40
Note: Each line is treated as an individual dtSearch query. For more information about dtSearch, refer to the
Searching Guide .
4. To move your new terms to the existing terms list, click Add Terms. A single term has a character limit
of 450. A confirmation message displays with the count of new terms added and duplicate terms
ignored.
5. (Optional) To change the background color and text color for one or more of the terms, select the checkbox next to the term(s) and select the background color and text color using the drop-down menus.
See the preview text to verify that the resulting highlighted text is readable. Click Apply Color.
Note: By default, highlighted terms appear as black text with a magenta background.
6. To return to the search terms report screen, click Done.
After adding new search terms to an existing report, you must run the terms so that they appear
highlighted in documents. See Running a search terms report below for details.
7.2.3 Deleting terms
To remove terms from the search terms report:
1.
2.
3.
4.
To open the terms management screen, click the Modify Terms button.
Under Existing Terms, select the checkbox next to the term(s) you want to remove.
Click Delete.
To return to the search terms report screen, click Done.
If you remove search terms from the reports, the terms automatically disappear from the search
terms report results. You must run the report again for accurate totals in the status bar and when
using View Term Report.
7.3 Running a search terms report
You generate a search terms report by using the options available in the search terms report
console. The console appears after you save a search terms report or when you open an existing
report from the Search Terms Report tab.
The console includes the following options:
Relativity | User Guide - 41
n
n
n
n
Modify Terms - opens the terms management screen. On this screen, you can add new terms to the
report, apply text and background highlight colors, and delete existing terms from the report.
Run All Terms - generates counts for each term. Use this option when generating the report for the
first time or if you want to regenerate counts for all terms in the report. Run all terms after adding new
documents to the searchable set. See Search terms reports on page 39.
Run Pending Terms - updates an existing report. It runs a report on only those terms with a Pending
status.
View Results - opens the Search Terms Results page. This page displays the report results, listing the
number of document hits for each term.
Relativity | User Guide - 42
The Search Terms Results page provides the following:
o
o
Name - search term included in search terms report.
Documents with hits - the number of documents in the searchable set that contain the search
term.
Note: Documents with hits is not security-aware or influenced by permissions. This means that it
includes documents the user can't view in a basic search. For example, a user could perform a dtSearch
that returns a total of five documents, including two inaccessible documents. Even though the user can
only view three documents, the search terms count still includes all five documents originally tagged
with the search term.
Documents with hits, including group - counts the documents with hits for each term as well as
all documents in the same relational group as the documents with hits. The count only includes
hits of related items in the searchable set. It will not look outside of the searchable set.
o Unique hits - counts the number of documents in the searchable set returned by only that particular term. If more than one term returns a particular document, that document is not counted as a unique hit. Unique hits reflect the total number of documents returned by a particular
term and only that particular term.
o Last run time - timestamp when the search terms report last ran.
View Term Report - In the Search Terms Report console, click View Term Report to open the graphical
search terms report. You can print or save the report. To save, select a file type at the top of the report.
Retry Errors - attempts to regenerate the report for search terms that returned error messages.
Refresh Page - updates the information displayed on the page.
o
n
n
n
7.3.1 Search terms report status
After running a search terms report, the search terms report status section appears. It lists the
search terms report name and status. The status indicates the current progress of the report. This
field contains either Searching your terms, Completed, or Error.
Relativity | User Guide - 43
This section also provides a summary of the search terms report and its results:
n
n
n
n
Number of terms - total number of terms run in the search terms report.
Documents in searchable set - total documents in the designated searchable set.
Total documents with hits - the number of documents in the searchable set that contain the search
term.
Total documents with hits, including <relational group name> - counts the documents with hits for
each term as well as all documents in the same relational group as the documents with hits.
7.4 Accessing tagged documents using the Field Tree browser
After you run a search term report with the Report and Tag option enabled, Relativity creates a
folder in the Field Tree browser with documents grouped by tags found by the search term report.
The folder is named after the STR multiple object field created by the search term report.
Click a search term tag in the Field Tree browser to view documents in your searchable set tagged
with the selected term.
7.5 Using tagged search terms in a saved search
After you run a search term report with Report and Tag option enabled, Relativity creates choices
for each of the terms that you specified. You can then use these choices as criteria in a saved
Relativity | User Guide - 44
search. You must add each of the search terms separately to the saved search to return the correct
results.
Use this procedure to create a saved search using tagged search terms:
1. Follow the instructions for setting fields in the Information and Search Conditions sections on a saved
search. See creating a saved search in the Searching guide .
2. In the Conditions section, select your search term report in the Field box and select a condition in the
Operator box.
3. In the Value field, click
to display the Select STR dialog.
4. On the Select STR dialog, perform these tasks:
a. In the Field box, select your search term report.
b. Select an Operator, such as any of these.
c. Click
to select a single search term on the Select Items dialog.
Note: If you select multiple tagged search terms on this dialog, your saved search won’t return the
correct results.
d. Set any other fields as necessary.
5. Click OK. If you added the tagged search terms called money, power, and oil, the Conditions section
would appear as follows:
6. Repeat steps 1 to 3 for each tagged search terms.
7. Click Search to run your query.
Relativity | User Guide - 45
8 Searching overview
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. The following list summarizes the
searching features available in Relativity.
Filters
You can use filters to limit the documents or items that appear in item lists on Relativity tabs and
pop-ups. When you enable the filters for an item list, you can set criteria on single or multiple fields
so that only matching documents or items appear in the view. Filters query across the searchable
set of documents in the active view to return your results. Relativity supports multiple filter types so
that you can easily choose the best format for different field types. See the Searching Guide for
more information.
Keyword searches
You can run keyword searches from the Documents tab and from Dynamic Object tabs. With these
searches, you can leverage the basic functionality for querying the SQL full-text index populated
with data from extracted text fields. The keyword search engine supports the use of Boolean
operators and wildcards. As the default search engine in Relativity, keyword search automatically
populates with extracted text during data import. See the Searching Guide for more information.
Saved searches
These searches provide you with the functionality to define and store queries for repeated use. With
flexible settings, you can create a saved search based on any Relativity search engine, assign
security permissions to it, and define specific columns to display your search results. Saved searches
support the development of complex queries that you build using a form with search condition
options. These queries run dynamically to ensure that updated results appear when you access a
saved search. See the Searching Guide for more information.
dtSearches
Available on the Documents tab, you can use the advanced searching functionality to run queries
with proximity, stemming, and fuzziness operators, as well as with basic features such as Boolean
operators and wildcards. Relativity administrators can create a dtSearch index for a specific subset
of documents in a workspace, and then assign security to it. They must manually update indexes
when the document search sets used to create them are modified. See the Searching Guide for
more information.
Analytics
Supporting conceptual searching, Analytics includes documents in a result set when they contain
similar ideas or conceptual relationships, rather than matching specific search terms or conditions.
You can create searches with Analytics that categorize your documents based on the concepts
contained in a sample document set. Instead of categorizing documents, you can also perform
Relativity | User Guide - 46
clustering, which uses specific algorithms (system-defined rules) to identify conceptually related
documents. See the Searching Guide for more information.
Additional features
Relativity provides additional features that make searching easily accessible from the Documents
tab. With the search condition option, you can build queries using the same condition options
available for saved searches. You can click Save as Search
on the Documents tab to create saved
searches based on the criteria defined for keyword searches, dtSearches, Analytics, or the search
conditions option. See the Searching Guide for more information.
8.1 Search conditions
You can use the search conditions option to build complex queries by selecting fields, operators, and
values. While this feature has the same functionality as the search condition section of the saved
search form, it's conveniently available from the Documents tab and Relativity Dynamic Object tabs.
This option displays up to five rows, with each row representing a separate criterion. Depending on
the type of field you select, different operators appear. You can use this option alone or in
conjunction with keyword searches, dtSearches, Analytics, or Pivot. When you use search options in
conjunction with another search feature, documents must both meet the search criteria and also the
conditions specified.
For search condition rules and an explanation of expected search behavior when applying search
conditions to Long Text and Fixed-Length Text fields using the is, is like, is not like, or is not
operators, see the Search condition rules in the Searching Guide..
Note: To use the search conditions option, you must have add or edit permissions for Search and access to
the Saved Searches Browser assigned to you through the Security page. See the Admin Guide.
To set up search conditions, follow these steps:
1. Navigate to the Documents tab or to a Dynamic Object tab.
2. Click
to display fields for a search condition. The search conditions
when conditions are active.
icon's appearance changes
3. Set the following options to define a search condition:
n
Left or Opening Parentheses - Use the first box in the row to select a single, double, or triple parentheses for grouping criteria or controlling precedence in the query.
Relativity | User Guide - 47
Note: To enable this menu, you must first select a value for Field.
n
n
n
Field - Select a field available in your workspace.
Operator - Select a search operator. The field type determines the available operators. See Operators in the Searching guide.
Value - Enter or select a value. The field type determines the available values.
Note: With date-based fields, you can enter @today as the value instead of choosing a date if “is
before” or “is after or on" operator is selected.
n
n
Right or Closing Parentheses - Use the last box in the row to select a single, double, or triple parentheses to group criteria.
AND or OR Operators - Use these operators to connect the criterion in each row.
To remove your current selections for a condition, click the Clear link for the row.
4. (Optional) Click Add another condition to display another search condition row. Repeat Step 3 to set
the options in the new row. You can set a total of five conditions with the search conditions option. If
your query requires more than five conditions, create a saved search. Creating a saved search in the
Searching guide.
5. Click Search.
6. (Optional) Perform any of the following tasks to work with your search:
n
Hide Search Conditions - Click
search conditions are active.
n
Save Search Settings - Click . See the Searching guide.
Remove Search Settings - Click the Clear button to remove the current conditions and any
search type settings.
n
. A message appears above the item list indicating that the
8.1.1 Canceled queries
You can cancel a long-running search or view by clicking the Cancel Request link. This link appears when
you perform a keyword search, dtSearch, Analytics search, or use Pivot, as well as when you filter or
sort a document or Dynamic Object list. It also appears when you perform other actions on item lists
containing documents or Dynamic Objects that initiate a query in the background.
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When you click Cancel Request, Relativity stops the background query used to populate documents in
an item list. If you edit a search and click this link, your changes save, but the item list doesn't load. For
example, your changes save when you perform a mass edit on a list of documents in a search and then
click Cancel Request when the query is running to redisplay the updated list.
Note: Relativity creates an audit record in the History tab for canceled queries. The query description displays
the running time of the query and indicates that it was canceled. You must have the appropriate permissions to
view this tab.
The following table explains different scenarios in which you might cancel a running query and whether
the query actually cancels, especially when the message from the webpage popup appears.
Scenario
You start a query and click Cancel Request.
You start a query and close the browser.
You start a query and an administrator resets the
IIS on the sever.
You start a query and leave your browser idle for
longer than the session timeout specified in Relativity web.config, regardless of whether you clicked
OK or Cancel on the message from the webpage
popup.
You start a query and click Cancel on the message
from the webpage popup within the session
timeout specified in Relativity web.config.
You start a query and click OK on the message from
webpage popup within the session timeout spe-
Relativity | User Guide - 49
Result
The query is canceled.
The query is canceled.
The query is not canceled.
The query is not canceled.
The query is canceled.
The query continues to run. Relativity returns
you back to the waiting screen (see the first row
Scenario
cified in Relativity web.config.
You start a query and paste a different URL into
your browser, or you refresh the page.
Result
of this table).
The query is canceled.
8.1.2 Frequently asked searching questions
This section includes frequently asked questions from Relativity users.
8.1.2.1 Multiple Terms
Why would I receive an error message saying my query is too complex?
Relativity can't return precise results when a query includes search conditions that are too complex due
to the use of multiple search terms. To avoid this error message, simplify your search criteria. For
example, search for 10 instead of 50 terms in your query. You can save and tag your search results from
each simpler query. This approach allows you to search on the required terms, while providing better
results.
8.1.2.2 Proximity Searches
Why are terms in my proximity search highlighted even when they don't match my defined W/N
criteria?
Relativity highlights terms that meet the requirements of your proximity search as well as the individual
search terms. This behavior doesn't affect the results of your proximity search, which returns the
appropriate documents. For example, the results of a proximity search for instances of law within three
words of order ( that is "law W/3 order") includes highlighted terms of "law" and "order" when they
aren't within three words of each other. To accommodate this behavior, focus only on the results that
match the proximity search criteria, and disregard the other highlighted terms.
8.1.2.3 Multiple Conditions
Why do my searches run slowly when I use multiple conditions?
When you add multiple search conditions to a query, Relativity searches on these conditions relative to
each other, which slows down the return of your results. For example, you experience slow
performance when running a query on all email messages received "after June 1" and "before June 30"
of the same year. You can improve performance by using as few conditions as possible, such as
excluding the condition "before June 30". Run the query with only the condition "after June 1", and
then sort or filter your results to display messages received between the desired dates.
8.1.2.4 Nesting Searches
Can I nest multiple searches in a saved search?
For performance reasons, we don't recommend nesting multiple searches in a saved search. You can
select a search as a condition, but using multiple searches as conditions slows down the return of your
results. See the Searching guide for more information.
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9 Summary reports
Summary reports provide aggregate tallies of field values. Field types available for reporting are
limited to the following:
n
n
n
n
Multiple-choice list
Single-choice list
User
Yes/No
The reports are based on an optional grouping criterion (the vertical axis) and the fields to be tallied
(the horizontal axis).
For example, the following screenshot shows a summary report. The grouping criterion is custodian,
and the field to be tallied is responsiveness. The report shows how many documents have been
tagged with each responsiveness value per custodian.
9.1 Creating and editing a summary report
To create a summary report, follow these steps:
1.
2.
3.
4.
Click the Summary Reports tab.
Click New Summary Report, or if you're editing an existing summary report, click Edit.
Complete the fields on the form. See Fields on the next page.
Click Save.
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9.2 Fields
n
n
n
Folders - located in the browser to the left of the form, folders allow you to specify the scope of the
report. You can report on the entire case workspace or only on specific folders and subfolders.
Name - the title of the summary report.
Group By - an optional field that allows you to select a grouping criterion for the report. Grouping criteria appear as rows on the report.
o
Leave the group by field blank to display only a summary with no grouping.
o
Click
to select your grouping condition.
Note: You can use filters to quickly find your field.
n
n
Report on subfolders - a yes/no field that allows you to report on just a folder or a folder and its subfolders. Defaults to "Yes," which reports on folders and their subfolders.
Columns - allows you to select which fields are tallied. Selected fields are displayed as columns on the
report.
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o
o
Add Columns - allows you to add columns to the report. Click the Add Columns button and
select the checkbox for each field you want to tally. You can use filters to quickly find the desired
fields. Only multi-choice list, single-choice list, user, and yes/no fields can be reported on.
Remove selected columns - allows you to remove fields from your columns section.
10 Tabs
A workspace contains tabs that provide you with easy access to different Relativity features,
including documents, search terms reports, views, and other default functionality. Relativity is a
highly customizable platform. You can apply any template with a tabs arrangement that best serves
your review needs. Some workspace templates also include custom tabs for specialized
functionality.
You can add custom tabs in workspace or admin mode. Admin mode also displays a Tabs tab. The
functionality of this Tabs tab is the same as the workspace mode tab.
In addition, Relativity automatically creates a tab when you add a new object type. If you are
developing a custom application, you may want to obtain the globally unique identifier (GUID) for a
tab. For information about obtaining GUIDs, see Viewing component GUIDs on the Development
environment guidelines page in the Relativity 8.1 on the Developers site.
10.1 Creating and editing tabs
To create or edit a tab, follow these steps:
1.
2.
3.
4.
Click the Tabs tab.
Click New Tab. If you're editing an existing tab, click Edit.
Complete the fields on the form. See Fields on the next page.
Click Save.
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10.2 Fields
n
n
Name - the tab’s name. This field must be between 1 and 50 characters. Be as concise as possible when
naming tabs.
Order - represents the position of the tab by a numerical value. It can be any positive or negative
integer. No decimals are allowed. The lowest-numbered tab will be the leftmost tab. The highestnumbered tab will be the rightmost tab. Items that share the same value are sorted in alphanumeric
order.
Note: It’s always a good idea to set Tab Order by 10's, starting with 10, then 20, then 30, etc.
Numbering in groups of 10 allows you to insert an item into any position later in the workspace,
without the need to reorder (such as 10, 20, 25, 30, 40).
n
n
View Order - when clicked, displays a list of active tabs and their current order.
Link Type - determines the type of tab you want to create:
o
o
Object - creates a tab for a non-document object in your workspace.
External - allows you to link to any URL or any Relativity Dynamic Object.
Note: Selecting External from the Link Type menu causes the Link field to appear below the Parent
field. In the Link field, you can enter a web address to link to a URL.
Alternatively, you can link to a Relativity Dynamic Object by entering the Artifact ID or the GUID
for that object. Use the following format to link to a Relativity dynamic
object: ObjectArtifactIdentifier=[identifier], where [identifier] is the Artifact ID or GUID of the
Dynamic Object. For example, ObjectArtifactIdentifier=1039242.
Use the following text replacement options to customize the URL, allowing you to display current
details about your workspace:
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Text Replacement Option
%ApplicationPath%
%AppID%
%AuthenticationToken%
%artifactTypeid%
%parentArtifactID%
%associatedartifactid%
%connectorfieldartifactid%
Replacement Text
The actual application path
AppID=<Current Workspace ID>
AuthenticationToken=<New Authentication Token>
ArtifactTypeID=<Current ArtifactTypeID>
ParentArtifactID=<Current Parent ArtifactID>
AssociatedArtifactID=<Current Instance Artifact ID>
ConnectorFieldArtifactID=<Current Connector Field Artifact
ID>
In addition, you can modify the URL of an external tab when you want to create a link to custom
page containing HTML5. Append a question mark (?) followed by the token
StandardsCompliance=true to the URL. See the following sample URL for a custom page using
HTML5:
%ApplicationPath%/custompages/626bb65e-6143-4cd1-86b7-3a48737b06e6/679-Project1-master/
index.html?StandardsCompliance=true
For more information about custom pages, see Linking a custom page to an application in the
Relativity 8.1 Developers site.
Note: Support for HTML5 markup elements varies by the version of Microsoft Internet Explorer (IE)
that you are using. For more information about supported tags, see the recommendations for your
browser version.
Parent - establishes the tab as a parent tab. This allows existing tabs to be set as children of the
parent tab, thereby creating a drop-down tab structure. Selecting this changes the layout by hiding the Parent, Object Type, and Is Default fields and bringing up the required Tab Display field.
o Tab Display - determines whether the child tabs of this parent will display in a horizontal or a vertical arrangement. See the images after this section for an example.
Parent - allows the tab to be placed as a child tab in the drop-down list of any parent tab.
Object Type - determines which object’s information is displayed in the tab for those specified as Link
Type = Object.
o
n
n
n
n
n
Is Default - allows the tab to serve as the workspace’s default tab. Reviewers logging into the workspace are taken to the default tab. If a reviewer does not have access to the default tab, he or she is directed to the Documents tab.
Is Visible allows you to select this tab from the tab menu. Setting this to No allows you to create a new
tab to be used in an application with a horizontal tab structure.
Relativity Applications - allows you to add this tab to a Relativity application. Clicking
list of available applications.
This is an example of vertical tab display:
Relativity | User Guide - 55
brings up a
This is an example of horizontal tab display:
10.3 Nesting tabs
You may prefer to nest several tabs within a parent to reduce clutter in your Relativity interface and
make tabs easier to locate. You must first specify a tab as a parent (step 1) and then specify children
tabs (steps 2-4).
1.
2.
3.
4.
Create a new tab with a Link Type of Parent or edit an existing tab.
Click the Edit link next to the tab you want to nest.
Under the Parent drop-down menu, choose the parent tab name.
Click Save.
Repeat for each tab you wish to nest. Nested tabs reside in the drop-down menu of the parent. The
tab will disappear from the tab strip and reside below the new tab.
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11 Transcripts
ASCII transcripts are a type of document you can load into Relativity and review just like any other
type of document. Working with transcripts in Relativity allows you to use three unique features
including: creating word indexes of terms in a transcript, linking to related documents in a
workspace from within a transcript, and inline tagging to add identifiable reference terms to
specific content in a transcript. When processing transcripts, you also have the option to add or
remove header and footer content to and from your transcripts.
Note: Relativity accepts only ASCII transcripts.
Note: Note: You can perform native redactions on transcripts that appear when you perform basic imaging
on a transcript; however, native redactions on transcripts are not respected if you use native imaging to
image a transcript.
11.1 Importing transcripts
Importing transcripts into Relativity is the same process as importing any other type of native file.
Use the Relativity Desktop Client to import transcripts with a load file. See Importing document
metadata, files, and extracted text in the Desktop Client guide.
11.2 Word index
A word index is a list of all non-noise words in the transcript. It includes the page number and line
location of all occurrences of each word. It also includes the total number of times the word appears
in the transcript. Before you create a word index, you have to process the transcript. See Process
transcripts in the Admin guide.
To access the word index, click the word index icon
. The word index is sorted in alphanumeric
order, so it begins with numbers. You can filter the columns to rearrange the order.
The index lists the each term location using the <page number>:<line number> syntax. For
example, 2:15 means the term appears on page 2, line 15.
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11.3 Links
Links are references to other documents in your workspace. You can only add links within
transcripts, but you can link to any other document type. Linked text appears green in the transcript.
11.3.1 Adding a link to a transcript
Before you can create a link, you have to process the transcript. See Process transcripts in the
Admin guide.
To add a link to a transcript:
1. Open a transcript from the Documents tab.
2. Highlight the text you want to hyperlink.
3. Right-click on the selected text, and click Link.
Relativity | User Guide - 58
4. Select the radio button next to the document you want to link to.
5. Click Set.
Note: All links on the transcript appear in the related items pane.
12 Viewer
Relativity's viewer displays workspace documents. You can use the viewer menu to toggle the
loaded formats of documents, such as native, image, extracted text, or production. Using the
viewer, you can control the form of document that displays in the interface. If a document hasn't
been imaged, you can image documents on the fly in the viewer.
If you don't see a form of the document in the menu, it either hasn't been loaded to the workspace
or you don't have permission to see it.
For information on working with transcripts in the viewer, see Transcripts on page 57.
12.1 Viewer toolbars
The viewer toolbars include the following options and icons:
12.1.1 Document view selector options
The document view selector toolbar contains the following options and features:
n
Viewer - opens the document using the Relativity native file viewer. It provides a “quick print” version
that shows how the file would look in its native application. There are three available modes when rendering a document in the Viewer:
o
o
o
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: Some behavior exceptions apply based on file type.
n
n
Native - opens document with the native document application in the browser, if the native application
is installed. This option is present only if a native document has been loaded. If you do not see this
option, you may not have sufficient permissions or the Prevent Native Download setting for that particular file type has been set to Yes.
Image - displays a TIFF or JPEG version of the document. You can highlight and redact images in this
mode. It's available only if an image has been loaded or created.
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n
Long-Text 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. See Creating fields in the Admin guide.
Note: The drop-down menu won't display long-text fields that are empty for the current document or those
you don't have permissions to.
n
n
n
n
Productions - contains all of the document's produced instances. This view displays the document's
saved production states, where you can see how the document was produced. It's available only if the
document has been included in a production.
Image Profile - displays a drop-down menu of all imaging profiles that you have permissions to use.
Imaging profiles include format settings for creating TIFF or JPEG images for a document. Contact your
Relativity administrator for information about available custom profiles.
Image button - after you select an image profile, click the Image button to create a document image on
the fly. See Imaging on the fly on page 62.
Delete Images button - click to delete an existing document image.
12.1.2 Viewer and Extracted Text icons
The viewer contains the following icons:
n
Show/hide persistent highlight sets
sets in the workspace.
n
Zoom out and in
300 percent range.
n
Reset zoom
n
Find previous and next
- searches for terms in the current document and
navigates through the hits.
Draft/Normal/Preview display modes - drop-down menu for different viewer display modes.
n
- displays or hides a panel containing all persistent highlight
- zooms out and in on the current document with a 10 percent to
- resets the zoom function to 100 percent.
Note: Draft mode doesn't render any embedded objects, including attachments, graphics, graphic borders, or
table borders.
n
Fit to window width
view mode.
n
Print
- prints the current document.
Show/hide hidden cells
- displays or hides all hidden cells in a Microsoft Excel spreadsheet. This
functionality is only available for Excel files and doesn't work on imaged documents because Relativity
only images unhidden cells.
n
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- fits the document to the window. This function is only available in the pre-
n
Set markup visibility
ument.
- displays, hides, or renders transparent all redactions or highlights in the doc-
n
Go to next/previous highlight
n
About
- displays the Relativity Web Client and Outside In versions.The icon is red if a version is
out of date.
- moves through previous highlighted terms in the document.
12.1.3 Image icons
The viewer displays the following icons for the image version of the document:
n
Zoom
range.
- zoom in and out of current document with a 10 percent to 2000 percent
n
Fit options
- Fit actual resizes to 100 percent, Fit width resizes to the width of the page,
and Fit page resizes to the height of the page.
n
Rotate all document pages clockwise
n
Rotate current page clockwise
n
Print
- prints the current document. If you have permissions, you can select whether to print highlights and redactions and whether they should be normal or transparent. These options are automatically populated based on the current markup visibility.
n
Selector
n
Highlight
menu.
n
Redact
- enables single redaction tool. Select the type of redaction (black, cross, text, or white) box
to draw from the drop-down menu.
n
Redact - Inverse
n
Redact - Full page
- enables full-page redaction tool. Select the type of full-page redaction (black,
cross, text, or white) to draw from the drop-down menu.
n
Mass redact
- displays a popup where you can select which type of full-page redaction to apply and
the specify the range of pages to which the redaction should be applied.
n
Delete redactions and highlights
- displays a popup where you can select which redactions and
highlights to delete and specify the range of pages from which the selected markups should be deleted.
n
Change markup visibility
- changes the visibility mode of the markups between full visibility, transparent and hidden. The markup visibility status displays in the lower left corner of the viewer.
- rotates all pages in a document clockwise 90 degrees.
- rotates the current page clockwise 90 degrees.
- select within a document.
- highlights selected text. Select the highlight color you want from the drop-down
- enables inverse redaction tool.
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n
About image viewer
a version is out of date.
- displays the Relativity Web Client and Outside In versions.The icon is red if
12.2 Imaging on the fly
You can image a single document on the fly using the Image button in the viewer.
Note: The Image button disables if the Imaging application isn't installed.
Using this feature, you can select any imaging profile you have permissions to view and use it to
image the document.
After imaging a document on the fly, you can access thumbnail renderings of the imaged pages of
the document. See Adding information to CaseMap on page 67.
Imaging some file formats can cause problems. Consider the following:
n
n
n
Many PDFs render and image very well. However, you may have problems rendering and imaging
some PDFs due to the variety of their content.
While most Microsoft Office documents render and image well, you may experience issues when imaging documents with embedded files.
You may have problems rendering and imaging vector-based documents like Visio and CAD.
For more information, see the Viewer-Supported File Types guide.
12.3 Using the stand-alone document viewer
To view the document in a separate browser window, click the stand-alone document viewer icon
in the upper right of the core reviewer interface. This opens another viewer pane with an
Unsynced designation at the top of the screen. This means that the stand-alone viewer isn't yet set
to synchronize with the core reviewer interface.
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To synchronize the standalone viewer with the core viewer, click Unsynced. This switches the standalone viewer setting to Synced where you can view text and images, natives, and productions sideby-side while navigating through the document queue. You can launch more than one stand-alone
viewer per document.
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.
If you click the Return to Document List link, the stand-alone viewer disappears.
12.4 Related items pane
The related items pane is located at the bottom-right corner of the core reviewer interface. Related
items are customizable groups of documents within a workspace. Common examples are family
groups, duplicates or similar documents.
The related items toolbar includes the following:
n
Related items
- displays a group of documents related to the active document. Options
vary within the workspace. Hover over each icon to display the name of the item. Examples include family group, duplicates, and/or similar documents.
Relativity | User Guide - 63
n
Document history
- displays a history of actions taken on the current document. You may not
have access to document history.
Note: In the document history pane, you can click the Details link to display a pop-up with the audit history for
the document. Click Run Details to display information about document imaging jobs, including the name of
the imaging profile and the formatting options used during mass imaging or imaging on the fly.
n
n
n
n
Production - displays all productions in which the document was included. You may not have permissions to view production information.
Linked - displays all linked records on the active document. For more information on linking documents, see Links on page 58.
Search results
- displays the results of a Relativity Analytics search. See Searching overview on
page 46.
Batch sets - shows all the batch sets for the active record. See Batches in the Admin manual. You may
not have permissions to view this section.
Use the related items pane to quickly identify documents related to the active document. You can
also use this pane act on those groups of related items.
For instance, in the example of the related items pane below, the active document is an email,
highlighted in yellow, with five attachments. You can select some or all of the documents in the
related items pane and click Go. This brings up all of your active layouts – the same layouts
available in the layouts pane. Using these layouts, you can make coding decisions and apply them to
the entire range of documents using mass editing. See Mass edit in the Admin guide.
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12.5 Using the thumbnail viewer
When in Image or Production mode, you can access thumbnail renderings of the document's pages
you're currently working with in the core reviewer interface. You can quickly scan, locate, and
delete any malformed or blank images within the document. See Deleting blank images on the next
page.
Any highlightsor redactions you apply to images won't appear in the thumbnail viewer images. See
Markups on page 21.
To access thumbnails while in Image mode or Production mode, click the Show Thumbnails option
below the core reviewer pane. The thumbnail viewer displays at the bottom of the screen. It
provides the first set of pages in the document from left to right, and the Show Thumbnails option
changes to Hide Thumbnails.
Note: To access to the thumbnail viewer, you must have the Admin Operation permission View Image
Thumbnails. If you don't have this permission, contact your administrator.
Thumbnail images of pages in the document display in sets in the panel below the main viewer
pane. When you click a thumbnail from the set, the corresponding document displays in full size in
the view pane.
The number of thumbnail images in a set is determined by the size of your browser window. Resize
your browser window to view a different number of thumbnails per set.
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If the document contains more pages than can be displayed in one set, the arrow to the right of the
thumbnails turns blue and displays "Next Set." Click this arrow to advance to the next set of
thumbnails.
Once you move to the next set of thumbnails, the previously inactive gray arrow to the left of the
thumbnails turns blue and displays the text "Prev Set." Click this arrow to return to the previous set.
If all the pages in the document are visible in one set of thumbnails, an inactive gray arrow displays
to the left and to the right.
12.5.1 Deleting blank images
You can delete any blank images in the thumbnail viewer when viewing documents in Image mode.
Note: You can't delete thumbnails when viewing them in Production mode.
To delete one or more thumbnail images:
1. Click to select a single thumbnail to delete. To select all thumbnails in the current set, click to select the
first image in the set and then press SHIFT and click the last image in the set. Use CTRL and click to
select two or more thumbnails in the set.
Note: You can't select more thumbnails than those currently displayed in the set.
This highlights the thumbnail(s) and enables the Delete button.
2. Click Delete to remove the selected thumbnails.
3. Click Yes in the prompt to confirm the deletion.
To delete all imaged pages, click Delete All Images in the upper right corner of the main viewer.
The thumbnails aren't highlighted for deletion, but you'll be prompted to confirm the deletion of all
imaged pages in the document.
12.5.2 Using the thumbnail viewer slideshow
You can also use the thumbnail viewer to play a slideshow of the thumbnail sets using the controls
below the viewer panel. Click Play to begin a slideshow of the thumbnail sets in the thumbnail
viewer. Click Pause to pause the slideshow.
Relativity | User Guide - 66
If you're in Play mode and you click a thumbnail from the current set, the slideshow pauses and the
corresponding document displays in full size in the view pane. Click Play again to continue
advancing image sets.
Thumbnails advance as a set. Using the speed controller, you can adjust the speed with which the
viewer advances through each image in the set. The slowest speed is 3 seconds per thumbnail
image; the fastest speed is 0.5 seconds.
You can adjust the speed of the thumbnail viewer slideshow while in Play mode or Pause mode. If
you adjust the speed controller in Pause mode, the slideshow advances at the new speed once you
click Play. If you adjust the speed controller in Play mode, the new speed begins with the next set of
thumbnails.
At the end of the slideshow, the Play and Pause buttons are disabled.
12.6 Adding information to CaseMap
You can capture documents and text in the Relativity viewer for analysis in the CaseMap tool. You
can then use a mass operation to export the data to CaseMap. See Send to CaseMap in the Admin
guide for details.
Note: CaseMap is not compatible with Windows 8.
12.6.1 Adding a document to CaseMap
To add a document to a CaseMap database from the viewer, right click the document and select
Case Map > Add to CaseMap.
12.6.1.1 Linking a document to CaseMap
Next, you must link the document to CaseMap:
1. Choose the CaseMap category for the document (Document, Pleading, Proceeding, Research Authority, or Other).
Relativity | User Guide - 67
2. Enter a Full Name for the new document you're linking to CaseMap.
3. Enter a Short Name for the document you're linking.
4. (Optional) Click Advanced to Save or Save & Edit the document linking information you've already
entered.
5. Click OK.
12.6.2 Adding a fact to CaseMap
In addition to adding a document to CaseMap, you can add a highlighted text excerpt from a
document as a fact:
1. After highlighting the text, right click and select Case Map > Add Fact.
2. Next, you must link the source document to CaseMap if you haven't yet done so. See Linking a document to CaseMap on the previous page.
3. (Optional) You may want to specify the settings in the dialog for the sake of distinguishing this fact from
others in CaseMap.
Relativity | User Guide - 68
4. Click OK to add the highlighted text as a fact.
When you view your CaseMap, you should see the new fact has been added.
Relativity | User Guide - 69
12.7 Relativity Compare
You can use Relativity Compare to view the key differences between the extracted text of two
documents. To access the Relativity Compare system field, you must first add it to a view. See Views
in the Admin guide.
To compare two documents in Relativity:
1. Click
to open the Document Compare selection window.
2. By default the document identifier of the selected document populates the Document Compare
window. Click
by the With field to select a document with which to compare it.
Relativity | User Guide - 70
Note: You can change the value of either of the fields at any time while in the Document Compare window.
3. A Select Item pop-up window displays.Select the desired document from the list and click Set.
4. The Document Compare window now displays the selected document in the With box. Click Compare.
5. The window displays the similarities and differences between the documents.
The similarities and differences between the documents are reflected in the legend at the bottom of the
window:
n
n
n
Inserted - Text appears in the "With" document but doesn't appear in the "Compare" document.
Deleted - Text appears in the "Compare" document but doesn't appear in the "With" document.
Unchanged -Text appears in both documents.
12.8 Viewer-supported file types
Relativity uses Oracle Outside In to display rendered versions of native files within the document
viewer. Reviewers can see how the file looked in its native application without opening the file in
that native application.
This document provides a comprehensive list of files types supported by the viewer, according to
Oracle. This list applies to version 8.4.0 or higher.
See the Admin guide for more information on the viewer.
Relativity | User Guide - 71
12.8.1 Text only designation
Some file types have a "text only" designation. When viewing these files in the viewer mode of the
Relativity viewer, the document's text is the only data that renders. For Microsoft Project files and
XML files, the view doesn't display items such as Gantt charts, icons, or other graphics. There is
typically no formatting (bold, italics, fonts, etc.) of the text.
12.8.2 File ID only designation
Some file types have a "file ID only" designation. The viewer is able to identify the file ID correctly,
but it returns an error message indicating that the file format is not supported. Despite returning an
error message, the viewer identifies the file so that you can easily locate it and open it in an
alternate application.
12.8.3 File identification values in Outside In 8.4.0
Before referring to the list of file types supported in Outside In 8.4.0, you may want to note the
following changes in file identification values from version 8.3.5 to version 8.4.0.
12.8.3.1 File identification values added in 8.4.0
The following file identification values were added in Outside In 8.4.0.
File ID
1037
1055
1100
1229
1230
1231
1232
1308
1341
1342
1343
1344
1345
1346
1347
1348
1349
1350
1351
1352
Name
Mass 11
Word for Windows 1.x
Europa Fulcrum
Microsoft Access 2000/2002/2003
Microsoft Access 2007/2010
Microsoft Access Web Database
Microsoft Access 2007/2010 Template File
Microsoft Word XML 2007/2010
Trillian Text Log File
Trillian XML Log File
Microsoft Live Messenger Log File
AOL Messenger Log File
Outlook Appointment
Outlook Appointment Form Template
Outlook Journal
Outlook Journal Form Template
Outlook Contact
Outlook Contact Form Template
Outlook Sticky Note
Outlook Sticky Note Form Template
Relativity | User Guide - 72
Super Type
Word Processor
Word Processor
Word Processor
Database
Database
Database
Database
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
File Extension
.m11
.mdb
.accdb
.accdt
.xml
.txt
.xml
.sqm
.log
.vcs
.oft
.msg
.oft
.vcf
.oft
.msg
.oft
File ID
1353
1354
1355
1356
1357
1358
1359
1360
1361
1362
1363
1364
1365
1366
1367
1368
1370
1371
1372
1373
1374
1375
1442
1484
1485
1486
1487
1488
1489
1490
1491
1492
1493
1566
1567
1608
1652
1727
1728
Name
Outlook Task
Outlook Task Form Template
Password Protected Microsoft Word 2010-2013
Apple Mail 2.0 Message (EMLX)
Outlook Non Delivery Report
Outlook Non Delivery Report Form Template
Outlook Post
Outlook Post Form Template
Outlook Distribution List
Outlook Distribution List Form Template
Outlook Clear Signed Email
Outlook Clear Signed Email Form Template
Outlook Opaque Signed Email
Outlook Opaque Signed Email Form Template
Apple iWork Pages File
Apple iWork Pages File Preview
S/MIME (Secure/MIME)
Clear Signed S/MIME (Secure/MIME)
Microsoft Word 2013
Microsoft Word 2013 Template
Microsoft Word 2013 Macro Enabled Document
Microsoft Word 2013 Macro Enabled Template
MS Excel Mac 4.0 Workbook
Quattro Pro Win X5
Apple iWork Numbers File
Apple iWork Numbers File Preview
Microsoft Excel XML 2007/2010
Microsoft Excel 2013 Workbook
Microsoft Excel 2013 Macro Enabled Workbook
Microsoft Excel 2013 Template
Microsoft Excel 2013 Macro Enabled Template
Microsoft Excel 2013 Excel Add-in Macro File
Microsoft Excel 2013 Binary
Mac PowerPoint 3.0
Mac PowerPoint 4.0
Micrografx Designer
Lotus Screen Snapshot
Macromedia Flash 9
Macromedia Flash 10
Relativity | User Guide - 73
Super Type
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Word Processor
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Graphic
Graphic
Graphic
Other
Multimedia
Multimedia
File Extension
.msg
.oft
.docx
.emlx
.oft
.msg
.oft
.oft
.msg
.oft
.msg
.oft
.pages
.pages
.docx
.dotx
.docm
.dotm
.xlsx
.qpw
.numbers
.numbers
.xlsx
.xlsx
.xlsm
.xltx
.xltm
.xlam
.xlsb
.ppt
.ppt
.mgf
.swf
.swf
File ID
1826
1827
1828
1829
2034
2229
2230
2231
2232
2233
2234
2235
2236
2237
2238
2239
2240
2400
2401
2402
2403
2404
2405
2406
4072
4110
5012
5014
Name
7z Archive File
Self extracting 7z Archive File
Microsoft OneNote Table of Contents File
Microsoft OneNote File
Flexiondoc v5.5 (XML)
AutoCAD 2010/2011/2012 Drawing
Corel Presentations X5
Apple iWork Keynote File
Apple iWork Keynote File Preview
Scalable Vector Graphics File
AutoDesk DWF Archive File
Microsoft PowerPoint 2013
Microsoft PowerPoint 2013 Template
Microsoft PowerPoint 2013 Macro Enabled Template
Microsoft PowerPoint 2013 Slideshow
Microsoft PowerPoint 2013 Macro Enabled Presentation
Microsoft PowerPoint 2013 Macro Enabled Slideshow
Microsoft Windows Explorer Command File
Windows shortcut
Windows Help File
Windows Compiled Help File
TrueType Font File
TrueType Font Collection File
TrueType (MAC) Font File
Text - Cyrillic (KOI8-R)
HTML - Cyrillic (KOI8-R)
Embedded Bitmap
IAF (internal bitmap)
Super Type
Other
Other
Other
Other
Word Processor
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Graphic
Word Processor
Word Processor
Graphic
Graphic
12.8.3.2 File identification values deleted in 8.4.0
The following file identification values were deleted in Outside In 8.4.0.
File Name
ID
1340 Password Protected Microsoft
Word 2010
Super Type
File Extension
Word Processor
.docx
12.8.3.3 File identification values modified in 8.4.0
The following file identification values were modified in Outside In 8.4.0.
Relativity | User Guide - 74
File Extension
.7z
.onetoc
.one
.xml
.dwg
.prc
.keynote
.keynote
.svg
.dwf
.pptx
.potx
.potm
.ppsx
.pptm
.ppsm
.scf
.lnk
.fts
.chm
.ttf
.ttc
.ttf
.txt
.html
.iaf
File Old Name
ID
1097 WordPerfect 6.1 - 12.0 / X3
New Name
1445 Quattro Pro Win 9.0 / X3
Super Type File Extension
Word Pro- .wpd
cessor
Word Pro- .jtd
cessor
Word Pro- .msg
cessor
Word Pro- .hwp
cessor
Database
.mdb
Word Pro- .pst/.ost
cessor
Word Pro- .oft
cessor
Word Pro- .sxw
cessor
Spreadsheet
1140 Ichitaro
8.x/9.x/10.x/11.x/12.x/13.x/2004
1143 MS Outlook
Ichitaro 8.x-13.x/2004-2010
1180 Hangul 2002/2007 Word Processor
Hangul 2002 - 2010 Word Processor
1222 Microsoft Access 7
1302 Microsoft Outlook PST/OST
2003/2007
1311 Outlook Form Template
Microsoft Access 95/97
Microsoft Outlook PST/OST
2003/2007/2010
Outlook Email Form Template
1323 Open Office 1.x Writer
Open Office 1.x Writer
1482
Spreadsheet .xlsx
1483
1555
1556
1638
1704
1824
2228
WordPerfect 6.1 - 12.0 / X3-5
Outlook Email
Password Protected Quattro Pro Win
9.0 / X3 - X5
Password Protected Microsoft Excel Password Protected Microsoft Excel
2010
2010-2013
Password Protected Microsoft Excel Password Protected Microsoft Excel
2010 Binary
2010-2013 Binary
Corel Presentations 7.0 - 12.0 / X3 Corel Presentations 7.0 - 12.0 / X3-5
WordPerfect Graphic 7.0/8.0/9.0
WordPerfect Graphic 7.0 - 12.0 / X3-5
AutoCAD 2007 Drawing
AutoCAD 2007/2008/2009 Drawing
Macromedia Flash
Macromedia Flash 4-8
Microsoft OneNote 2007
Microsoft OneNote Package
Password Protected Microsoft
Password Protected Microsoft PowerPowerPoint 2010
Point 2010-2013
Spreadsheet .xlsb
Graphic
Graphic
Graphic
Multimedia
Other
Graphic
.shw
.wpg2
.dwg
.swf
.one
.pptx
12.8.4 File types supported in Oracle 8.4.0
The viewer supports the following native file types. The supported file types are listed by category.
Program/File Type
Category
7z
Archive
File Extension
.7z
Note: BZIP2 and split archives are not supported.
7z Self Extracting exe
Archive
.exe
Note: BZIP2 and split archives are not supported.
LZA Self Extracting Compress
LZH Compress
Archive
Archive
.lza
.lzh
Relativity | User Guide - 75
Type/Version
Program/File Type
Category
Type/Version
Microsoft Office Binder
Microsoft Cabinet (CAB)
RAR
Self-extracting .exe
UNIX Compress
UNIX GZip
UNIX tar
Uuencode
Zip
DataEase
DBase
First Choice DB
Framework DB
Microsoft Access (text only)
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Database
Database
Database
Database
Database
95, 97
Microsoft Works DB for DOS
Microsoft Works DB for Macintosh
Microsoft Works DB for Windows
Microsoft Works DB for DOS
Paradox for DOS
Paradox for Windows
Q&A Database
R:Base
Database
Database
Database
Database
Database
Database
Database
Database
Reflex
SmartWare II DB
Apple Mail Message (EMLX)
Encoded mail messages
Database
Database
Email
Email
1.5, 2.0, 2.9
PKZip, WinZip
4.x
III, IV, V
Through 3.0
3.0
1.0, 2.0, 95 - 2010 .accdb,
.mdb
2.0
.wdb
2.0
.wdb
3.0, 4.0
.wdb
1.0
.wdb
2.0 - 4.0
.db
1.0
.db
Through 2.0
.db
R:Base 5000,
.rb1, .rb2,
R:Base System V .rb3
2.0
.rdx
1.02
.db
2.0
.emlx
n
n
n
n
n
n
n
Relativity | User Guide - 76
File Extension
.obd
.cab
.rar
.exe
.z
.gz
.tar
.uue
.zip
.dba
.dbf
.fol
MHT
Multi Part
Alternative
Multi Part
Digest
Multi Part
Mixed
Multi Part
News
Group
Multi Part
Signed
TNEF
Program/File Type
Category
Type/Version
EML with Digital Signature
IBM Lotus Notes Domino XML Language DXL
IBM Lotus Notes NSF (File ID)
IBM Lotus Notes NSF (Win32, Win64, Linux x86-32 and Oracle
Solaris 32-bit only with Notes Client or Domino Server)
MBOX Mailbox
Microsoft Outlook (MSG)
Microsoft Outlook (OST )
Microsoft Outlook (PST)
Microsoft Outlook Express (EML)
Microsoft Outlook Forms Template (OFT)
Microsoft Outlook PST (Mac)
MSG with Digital Signature
AVI (Metadata only)
Flash (text extraction only)
MP3 (ID3 metadata only)
MPEG – 1 Audio layer 3 V ID3 v1 (Metadata only)
MPEG – 1 Audio layer 3 V ID3 v2 (Metadata only)
MPEG – 4 (Metadata only)
MPEG – 7 (Metadata only)
Quick Time (Metadata only)
WAV (Metadata only)
Windows Media ASF (Metadata only)
Windows Media Audio WMA (Metadata only)
Windows Media DVR-MS (Metadata only)
Windows Media Video WMV (Metadata only)
Microsoft Live Messenger (via XML filter)
Microsoft OneNote (text only)
Microsoft Project (sheet view only, Gantt Chart, Network Diagram, and graph not supported)
Microsoft Project (sheet view only, Gantt Chart, Network Diagram, and graph not supported)
Microsoft Windows DLL
Microsoft Windows Executable
Trillian Text Log File (via text filter)
vCalendar
vCard
Yahoo! Messenger
Apple iWork Keynote (MacOS, text and PDF preview)
Email
Email
Email
Email
SMIME
8.5
7.x, 8.x
8.x
Email
Email
Email
Email
Email
Email
Email
Email
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
Other
Other
Other
RFC 822
97 - 2010
97 - 2010
97 - 2010
10.0
2007
98-2003
.one
.mpp
Other
2007, 2010
.mpp
4.2
2.1
2.1
6.x – 8
09
.dll
.dll
.txt
.vcs
.vcf
.yps
.key, .key-
Relativity | User Guide - 77
Other
Other
Other
Other
Other
Other
Presentation
97 - 2010
2001
SMIME
6.x, 7.x, Lite
File Extension
.eml
.xml
.nsf
.nsf
.mbox
.msg
.ost
.pst
.eml
.oft
.pst
.msg
.avi
.swf
.mp3
.mpg
.mpg
.mpg
.mpg
.mpg
.wav
.asf
.wma
.dvr-ms
.wmv
Program/File Type
Category
Type/Version
Harvard Graphics Presentation DOS
IBM Lotus Symphony Presentations
Kingsoft WPS Presentation
Lotus Freelance
Presentation
Presentation
Presentation
Presentation
Lotus Freelance for OS/3
Lotus Freelance for Windows
Presentation
Presentation
Microsoft PowerPoint for Macintosh
Microsoft PowerPoint for Windows
Microsoft PowerPoint for Windows Slideshow
Microsoft PowerPoint for Windows Template
Novell Presentations
OpenOffice Impress
Oracle Open Office Impress
StarOffice Impress
WordPerfect Presentations
Adobe Photoshop
Adobe Photoshop XMP only
CALS Raster (GP4)
Computer Graphics Metafile
Encapsulated PostScript (EPS)
GEM Image (Bitmap)
Graphics Interchange Format (GIF)
IBM Graphics Data Format (GDF)
IBM Picture Interchange Format
JBIG2
3.0
1.x
2010
1.0 - Millennium
9.8
2
95, 97,
SmartSuite 9.8
4.0 - 2008
3.0 – 2010
2007-2010
2007-2010
3.0, 7.0
1.1, 3.0
3.x
5.2 - 9.0
5.1 - X5
4.0
8.0 - 10.0 (CS 1-5)
Type I-II
ANSI, CALS, NIST
TIFF Header only
Presentation
Presentation
Presentation
Presentation
Presentation
Presentation
Presentation
Presentation
Presentation
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image 1.0
Raster image 1.0
Raster image Graphic Embeddings in PDF
Raster image
Raster image
Raster image JP2
Raster image
Raster image 1.0
Raster image
Raster image
Raster image BMP only
Raster image BMP only
Raster image
JFIF (JPEG not in TIFF format)
JPEG
JPEG 2000
Kodak Flash Pix
Kodak Photo CD
Lotus PIC
Lotus Snapshot
Macintosh PICT
Macintosh PICT2
MacPaint
Relativity | User Guide - 78
File Extension
note
.prs
.prz
.ppt
.ppt
.ppt
.pot
.shw
.sdd
.odp
.sda, .sdd
.psd
.cg4, .cal
.cgm
.eps
.bmp
.gif
.gdf
.pif
.jfif
.jpg
.fpx
.pcd
.pic
.bmp
.bmp
.pntg
Program/File Type
Category
Microsoft Windows Bitmap
Microsoft Windows Cursor
Microsoft Windows Icon
OS/2 Bitmap
OS/2 Warp Bitmap
Paint Shop Pro (Win32 only)
PC Paintbrush (PCX)
PC Paintbrush DCX (multi-page PCX)
Portable Bitmap (PBM)
Portable Graymap PGM
Portable Network Graphics (PNG)
Portable Pixmap (PPM)
Progressive JPEG
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image 5.0, 6.0
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
StarOffice Draw
Sun Raster
TIFF
TIFF CCITT
TruVision TGA (Targa)
WBMP wireless graphics format
Word Perfect Graphics
WordPerfect Graphics
X-Windows Bitmap
X-Windows Dump
X-Windows Pixmap
Apple iWork Numbers (MacOS, text, and PDF preview)
Enable Spreadsheet
First Choice SS
Framework SS
IBM Lotus Symphony Spreadsheets
Kingsoft WPS Spreadsheets
Lotus 1-2-3
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
6.x - 9.0
Lotus 1-2-3 Charts (DOS and Windows)
1.0
2.0 – 10.0
x10 compatible
x10 compatible
x10 compatible
09
3.0 - 4.5
Through 3.0
3.0
1.x
2010
Through Millennium 9.8
Spreadsheet Through 5.0
Lotus 1-2-3 for OS/2
Microsoft Excel Charts
Microsoft Excel for Macintosh
Microsoft Excel for Windows
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
2.0
2.x - 2007
98 – 2008
3.0 - 2010
Relativity | User Guide - 79
Type/Version
Group 5 & 6
Group 3 & 4
2.0
File Extension
.bmp
.ico
.psp
.pcx
.dcx
.pbm
.pgm
.png
.ppm
.jpg, .jpeg,
.jpe
.srs
.tif, .tiff
.tga
.wpg
.wpg, .wpg2
.xbm
.xdm
.xpm
.numbers
.wk1, .wk3,
.wk4, .wks
.wk1, .wk3,
.wk4, .wks
.xlsx, .xls
.xlsx, .xls
.xlsx, .xls
Program/File Type
Category
Microsoft Excel for Windows (text only)
Microsoft Excel for Windows (.xlsb)
Spreadsheet 2003 XML
Spreadsheet 2007-2010 (Binary)
Spreadsheet 2.0
Spreadsheet 2.0
Spreadsheet 3.0, 4.0
Spreadsheet 4.0
Spreadsheet 2.0
Spreadsheet 1.1-3.0
Spreasheet 3.x
Spreadsheet 1.0
Spreadsheet Through 5.0
Spreadsheet Through X5
Microsoft Works SS for DOS
Microsoft Works SS for Macintosh
Microsoft Works SS for Windows
Multiplan
Novell PerfectWorks Spreadsheet
OpenOffice Calc
Oracle Open Office Calc
PFS: Plan
QuattroPro for DOS
QuattroPro for Windows
SmartWare II SS
SmartWare Spreadsheet
StarOffice Calc
SuperCalc
Symphony
VP-Planner
ANSI Text
ASCII Text
DOS character set
EBCDIC
HTML (CSS rendering not supported)
IBM DCA/RFT
Macintosh character set
Rich Text Format (RTF)
Unicode Text
UTF-8
Relativity | User Guide - 80
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Text and
markup
Type/Version
1.02
5.2 – 9.0
5.0
Through 2.0
1.0
7 & 8 bit
File Extension
.xml
.xlsb
.wks
.wks
.wks
.sylk
.wpw
.sdc
.sdc
.wb1
.qpw, .wb3,
.wb2, .wb1
.def
.def
.sdc
.cal
.wrk
.ans
7 & 8 bit
.asc
1.0 – 4.0
.html
.rtf
3.0, 4.0
.txt
Program/File Type
Category
Wireless Markup Language
Text and
markup
Text and
markup
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
XML (text only)
Adobe Illustrator
Adobe Illustrator XMP
Adobe InDesign XMP
Adobe InDesign Interchange XMP only
Adobe PDF
Adobe PDF Package
Adobe PDF Portfolio
Ami Draw
AutoCAD Drawing
AutoShade Rendering
Corel Draw
Corel Draw Clipart
Enhanced Metafile (EMF)
Escher Graphics
FrameMaker Graphics (FMV)
Gem File (Vector)
Harvard Graphics Chart DOS
Harvard Graphics for Windows
HP Graphics Language
Relativity | User Guide - 81
Type/Version
File Extension
.wml
.xml
4.0 – 7.0, 9.0
.ai
11 – 13 (CS 1 - 5)
3.0 – 5.0 (CS 1 - 5)
1.0 – 1.7 (Acrobat
1 - 10)
1.7 (Acrobat 8 10)
1.7 (Acrobat 8 10)
SDW
.pdf
.pdf
.pdf
.sdw
2.5, 2.6, 9.0-14.0, .dwg
2000i -20012
2
.rnd
2.0-9.0
.cdr
5.0, 7.0
.cmx
.emf
.egr
3.0 – 5.0
.fmv
.img
2.0 – 3.0
.ch3
.prs
2.0
.hp, .hpg
Program/File Type
IGES Drawing
Micrografx Designer
Micrografx Designer
Micrografx Draw
Novell PerfectWorks Draw
OpenOffice Draw
Oracle Open Office Draw
SVG (processed as XML, not rendered)
Visio
Visio (Page Preview mode WMF/EMF)
Windows Metafile
Adobe FrameMaker (MIF only)
Adobe Illustrator Postscript
Ami
Ami Pro for OS2
Ami Pro for Windows
Apple iWork Pages (MacOS, text and PDF preview)
DEC DX
DEC DX Plus
Enable Word Processor
Relativity | User Guide - 82
Category
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Vector
image
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Type/Version
File Extension
5.1 – 5.3
.iges
Version 6
.dsf
Through 3.1
.drw
Through 4.0
.drw
2.0
1.1 – 3.0
.sda
3.x
.sda
.xml
5.0 – 2007
.vsd
4.0
.wmf, .emf
.vmf
3.0 - 6.0
.mif
Level 2
.eps
.sam
2.0, 3.0
.sam
09
.pages
Through 4.0
.dx
4.0, 4.1
.dx, .wpl
3.0 - 4.5
Program/File Type
Category
Type/Version
First Choice WP
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
1.0, 3.0
Framework WP
Hangul
IBM DCA/FFT
IBM DisplayWrite
IBM Writing Assistant
Ichitaro
JustWrite
Kingsoft WPS Writer
Legacy
Lotus Manuscript
Lotus WordPro (text only)
MacWrite II
Mass 11
Microsoft Word for DOS
Microsoft Word for Macintosh
Microsoft Word for Windows
Microsoft WordPad
Microsoft Works WP for DOS
Microsoft Works WP for Macintosh
Relativity | User Guide - 83
File Extension
.pfx
3.0
97 - 2010
.hwp
.dca, .fft
2.0-5.0
.rft, .dca
1.01
.iwa
5.0, 6.0, 8.0 13.0, 2004, 2010
Through 3.0
.jtd
2010
.wps
1.1
.leg
Through 2.0
.manu
9.7, 96 - Millennium 9.8
1.1
.lwp, .mwp
Through 8.0
.m11
4.0 – 6.0
.doc
.jw
.mcw
4.0-6.0, 98 - 2008 .doc
1.0 – 2010
.doc, .docx
.rtf
2.0
.wps
2.0
.wps
Program/File Type
Category
Type/Version
Microsoft Works WP for Windows
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
3.0, 4.0
File Extension
.wps
1.0 – 3.0
.wri
Through 4.0
.dox
2.0
.dox
Microsoft Write for Windows
MultiMate
MultiMate Advantage
Navy DIF
Nota Bene
Novell PerfectWorks Word Processor
OfficeWriter
OpenOffice Writer
Oracle Open Office Writer
PC File Doc
PFS: Write
Professional Write for DOS
Professional Write Plus for Windows
Q&A Write
Samna Word IV
Samna Word IV+
Signature
SmartWare II WP
Sprint
Relativity | User Guide - 84
.dif
3.0
.nb
2.0
.wpw
4.0-6.0
1.1 - 3.0
.sdw
3.x
.sdw
5.0
A, B
.pfs
1.0, 2.0
1.0
2.0, 3.0
.jw
1.0 – 3.0
.sam
.sam
1.0
1.02
.def
1.0
.spr
Program/File Type
Category
Type/Version
StarOffice Writer
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
5.2 – 9.0
Total Word
Wang IWP
WordMarc Composer
WordMarc Composer+
WordMarc Word Processor
WordPerfect for DOS
WordPerfect for Macintosh
WordPerfect for Windows
Wordstar 2000 for DOS
Wordstar for DOS
Wordstar for Windows
XyWrite
File Extension
.sdw
1.2
Through 2.6
.iwp
4.2
.wpd
1.02 - 3.1
.wpd
5.1 – X5
.wpd
1.0 - 3.0
.wsd
3.0 - 7.0
1.0
(none
defined)
.ws1
Through III+
.xy
13 Workspaces
In Relativity, a workspace provides a secure data repository for documents used in cases or for
applications developed with Dynamic Objects. You can store all types of documents (such as
productions, witness testimony, and so on) in a workspace to facilitate searching, organizing, and
categorizing content. In addition, you can use granular security settings to grant or deny permissions
to specific content stored in the workspace.
At the workspace level, you can also define views, layouts, fields, and choices. These Relativity
features streamline workflows, as well as simplify the processes for organizing and categorizing
content. Views support filtering on item lists, while layouts, fields, and choices are used for
categorizing documents.
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13.1 Workspace navigation
The workspace has several key areas that are important to understand as a Relativity user.
13.1.1 Browser
The browser is located on the left side of the workspace. Depending on your permissions, you may
not see the browser. If you don't have a browser in your workspace, you can skip this section.
If you can see the browser, it contains at least three of the following options for browsing through
your documents:
n
n
n
n
Folders
Field Tree
Saved Searches
Clusters
No matter which of these options you use, there are several display options you can use to
customize your workspace.
The browser opens by default. Hide or show the browser by clicking the vertical Hide Browser or
Show Browser link directly to the right of the browser. Clicking Hide Browser closes the browser
and expands the item list manager to the full width of the Relativity window. 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. Use the browser resize handle–the thick, black vertical
bar to the left of the show/hide browser link–to resize the browser to suit your preference.
13.1.1.1 Browser options
The browser menu is located directly below the browser. Click on one of the menu’s options to
display that mode of the browser:
Icon
Name
Folder browser
Description
Navigate the folder hierarchy for your workspace
Field Tree browser
Browse your documents according to how they were coded or grouped
Saved Searches browser Create a new search, or browse previously saved searches
Clusters browser
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Browse your workspace clusters, which are groupings of conceptually correlated documents.
You must have Relativity Analytics to use the cluster browser and define
clusters in your workspace. See the Analytics Guide.
Displaying file paths
The current browser location drives what appears in the item list. The breadcrumb, which the red
arrow points to below, shows the current browser selection.
You can also access the breadcrumb by clicking the Show Current File Path
icon.
Folder browser
Clicking on the folder icon allows you to navigate the folder hierarchy for your workspace. The
folder structure is set when documents are imported. It can be based on the document’s source, or
according to a folder structure set by your Relativity administrator. Clicking on a folder displays that
folder’s documents in the item list.
A folder often has multiple subfolders. You can view the subfolders with the expand (+) button to the
left of the desired folder. Once the subfolders expand, you can use the collapse (-) button to collapse
them back into their root folder.
Click expand (+) to view the subfolders:
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Click collapse (-) to get back to the root folder:
Field tree browser
Clicking on the field tree icon displays the field tree in the browser. Selected single- and multiplechoice list fields and their choices appear in a tree structure.
Each single and multiple-choice field has its own choice folder in the field tree. The field’s choices
appear as subfolders. Each field also has a [Not Set] choice, which displays null values for the field.
You can click on a choice in the field tree to display all the documents in the item list manager that
have the selected choice value AND meet the criteria of the active view. In the item list, click this
icon to send a link to the documents currently displayed in it.
Sending email links to choices
You can send an email message with a link to a choice, a choice folder, or the item list that appears
when the field tree browser is open. In the field tree browser, right-click on a choice (or a choice
Relativity | User Guide - 89
folder) to display the E-mail Link option. Click this option on a choice to open an email message
containing a link to it. You can also send a link by clicking this icon in the item list.
The subject line of the email message pre-populates with the following text: "Relativity Review <Workspace Name> - <Choice Name: Value>." When the recipient clicks on the link, the documents
associated with the choice appear in the item list manager. Relativity displays a permissions denied
message if the recipient clicks the link but doesn't have access rights on the field associated with the
choice.
Note: If you send an email link to a choice folder, the subject line displays the folder name instead of the
choice name and the value. The item list manager displays all documents associated with the choices in the
folder. Recipients must have access rights to fields associated with the choice folder.
13.1.2 View bar
You can use the view bar, as well as any searches or filters, to narrow further the document set. The
following illustration shows the view bar displayed on the Documents tab.
The view bar consists of the following sections:
n
n
n
n
n
n
n
Show current path icon
Views
Scope Menu
Include Related Documents
Dictionary
Edit view icon
Create view icon
For more information, see the Views chapter of the Admin guide.
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13.1.2.1 Scope menu
The scope menu, highlighted in red above, controls the folder scope of the documents returned. The
scope menu contains the following options:
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n
In This Folder and Subfolders - displays the documents in the currently selected folder AND the documents in all of its subfolders. This is the default option.
In This Folder - displays ONLY the documents in the currently selected folder in the browser, not its subfolders.
13.1.2.2 Including related documents
Include related documents returns documents related to the documents currently in the view. The
options vary by workspace, but may include email family groups, duplicates, or similar documents.
Learn more about related items in the Related Items Pane section of this document.
13.1.2.3 Icons
In the left hand of the view bar, one icon appears, and at the right end of the view bar, there may be
one or two icons, as seen below:
Once you used your browser selection and view bar to select the correct searching set of
documents, you can begin working with them in the item list manager.
Icon
Description
Show the current path. This allows you to copy your current browser location to the clipboard to
paste into various locations. Clicking this icon displays the following:
Add a new view. This will only be present if you have permission to add a new view. If it is not
present, contact your Relativity administrator to add a view.
Edit the current view. This will only be present if you have permission to edit the view. If it's not
present, contact your Relativity administrator to edit the current view.
13.1.3 Item list
The item list manager consists of the item list as well as controls for working with the documents.
The fields that appear in the item list are based on the selected view, which is editable.
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Contact your Relativity administrator to change the fields in your view.
To change a column’s size, hover over the white line at the edge of the column header. A double
arrow appears, indicating that you can move the column. Drag it in either direction to adjust the
column width. The other columns on the page automatically adjust to fill the rest of the window.
Column data can be cut off. If you wish to return to the original settings click the Reset Column Sizes
icon.
13.1.3.1 Previewing a document
Note that if you hover your mouse pointer over a record’s file icon, you can click to open a pop-up
viewer showing the record.
Note: If your item list doesn’t contain the file icon, contact your Relativity administrator to add it.
13.1.3.2 Sorting
You can use any 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. A
down arrow appears next to the heading name, as in the Reviewer field below.
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Click a second time to sort the documents in descending order, alphabetically. An up arrow appears.
Clicking the field name a third time clears the sort and returns the field to its original order.
If you're not able to sort a particular field, contact your administrator to make sure the field has the
Sort option set to Yes.
13.1.4 Document set information bar
The document set information bar appears in the bottom right corner of the workspace. It consists
of the returned set selector and the displayed set selector. The document set information bar gives
you further control over how you work with your searching set.
The returned set selector indicates the subset of your searching set that Relativity returns. Your
returned set is controlled by the drop-down menu that appears in the above screenshot.
Note: The size of your returned set doesn't control which items you can search or on which items you can
run a mass operation. Any search you run is based on the number of documents in your searching set.
You can run any mass operation on the number of checked items in the item list, the number of returned
items, OR all the items in your searching set. See Mass operations in the Admin guide.
Depending on your environment, the default returned set size may be 500 or 1,000. If you’d like to
change your environment’s results set selector defaults, contact your Relativity administrator.
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Note that the number of documents in your result set selector is the number of documents you're
able to browse in the core reviewer interface.
For instance, if your result set selector is set to 500 documents, you're able to browse the first 500
documents of your searchable set. You can't browse to document 501 in the viewer.
To do so, you can either:
n
n
Add more documents
Apply filters to return only the documents you want to browse
13.1.4.1 Adding more documents
Click the drop-down menu to add documents to the returned set. Depending on your environment,
you may be able to add 500, 1,000, or 5,000 more documents to your returned set. If you want to
change your environment’s results set selector defaults, contact your Relativity administrator.
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Proprietary Rights
This documentation (“Documentation”) and the software to which it relates (“Software”) belongs
to kCura LLC and/or kCura’s third party software vendors. kCura grants written license agreements
which contain restrictions. All parties accessing the Documentation or Software must: respect
proprietary rights of kCura and third parties; comply with your organization’s license agreement,
including but not limited to license restrictions on use, copying, modifications, reverse engineering,
and derivative products; and refrain from any misuse or misappropriation of this Documentation or
Software in whole or in part. The Software and Documentation is protected by the Copyright Act of
1976, as amended, and the Software code is protected by the Illinois Trade Secrets Act. Violations
can involve substantial civil liabilities, exemplary damages, and criminal penalties, including fines
and possible imprisonment.
©2015. kCura LLC. All rights reserved. Relativity® and kCura® are registered trademarks of kCura
LLC.
Relativity | User Guide - 95
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