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 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.

See these related pages:

• Workspace navigation
• Workspaces tab

Also see this related workflow:

• Repository workspaces in RelativityOne

Creating and editing a workspace

To create or edit a workspace:

1. Navigate to the Workspaces tab.
2. Click New Workspace to create a new workspace. If you want to edit an existing workspace, click the pencil icon next to the workspace name.
3. Complete the fields in the form. See Fields.
4. Click Save. A window displays the progress of the workspace creation process. You cannot access the workspace until it is created and its status is Active. If needed, close the progress window to continue working in RelativityOne. This will not interfere with the creation process.

Note: The workspace creation process cannot be canceled once it begins.

 To find out the status of the workspace, review the Workspace State column in the Workspaces list:

• Active—the workspace is available for use.
• Creating—the workspace is in the process of being created.
• Cold storage—the workspace has been migrated to Cold Storage. See Migrating and retrieving workspaces to and from cold storage.

Fields

The Workspace Information section fields are:

• Name—the name used to identify the workspace. This must not exceed 50 characters.
  Note: You can edit a workspace name at any time without affecting any data. The root folder name for the workspace updates along with the workspace name.
• Matter—the case or legal action associated with the workspace. Click Select to choose a matter. The Select Item - Matter modal displays a list of matters based on the conditions set in the MattersOnPicker view.
• Template Workspace—an existing workspace structure used to create the new workspace. Click Select to select a template. The Select Item - Template Workspace modal displays a list of templates based on the conditions set in the WorkspacesOnPicker view. RelativityOne instances have multiple workspace templates to choose one. For more information, see RelativityOne Workspace Templates.
  Notes:

  • Any groups that are part of a template workspace will also be a part of the client domain workspace. We recommend removing these non-client domain groups to prevent the client domain admin from seeing information on non-client domain users and groups.
  • We recommend selecting an empty workspace without any documents as a template to prevent potential errors when trying to clean up all the references.
  • Workspace Admin and Client Domain Admin permissions are not copied from the workspace template when a new workspace is created. They are taken from the Sys Admin permissions.

 All of the following non-document objects in the template copy to the new workspace: 

• Analytics indexes
• Analytics profiles
• Automated workflows
• Choices
• Custom tabs
• Fields
• Filters for Repeated Content and Regular Expressions
• Groups, and permissions
• Imaging profiles
• Imaging sets
  
  Note: To enable an automatic carryover of Imaging Sets to newly created workspaces, confirm the Copy Instances on Workspace Creation setting within the corresponding Object Type template workspace (Imaging Set) is set to Yes.
• Integration Point profiles
  
  Note: Only export type Integration Point profiles with a source and destination of Relativity are copied.
• Layouts
• Markup sets
• Native types
• OCR profiles
• OCR sets
  
  Note: To enable an automatic carryover of OCR sets to newly created workspaces, confirm the Copy Instances on Workspace Creation setting within the corresponding Object Type template workspace (OCR Set) is set to Yes.
• Persistent highlight sets
• Pivot profiles
• Placeholders
• Saved searches using Keyword, dtSearch, or Analytics indexes
• Scripts
• Search term reports
• Structured analytics sets
• Summary reports
• User objects
• Views

• Project Type—A categorization for workspaces. If desired, assign a project type to simplify monitoring, management, and exploration of your projects in Cost Explorer.

Note: Do not enter confidential customer or personal information.

Pre-defined values for your project type are listed below:

• Data Breach Response
• Data Subject Access Requests (DSARs)
• Freedom of Information Act (FOIA) Requests
• Internal Investigations
• Litigation - Antitrust and Competition
• Litigation - Class Actions and Mass Torts
• Litigation - Commercial and Financial
• Litigation - Criminal
• Litigation - Data Protection, Privacy, and Security
• Litigation - Intellectual Property
• Litigation - Labor, Employment, and Civil Rights
• Litigation - Other Civil
• Litigation - Regulatory and Environment
• M&A Clearance, 2nd Requests, Phase II Inquiries
• Merger & Acquisition (M&A) Due Diligence
• Operational Efficiency
• Personal Data Identification and Anonymization
• Regulatory Requests
• Third-Party Subpoenas
• ‘Other’ option with free-form text

The Advanced Settings section fields are:

• Status—identifies a workspace as active or inactive. This field has no impact the workspace functionality, but you can add it to views for filtering workspaces. Inactive workspaces can be accessed and edited.
• SQL Full Text Language—determines the correct word-break characters used in the full text index. Select the primary language for documents added to the workspace. The default setting is English. Note that for multiple language workspaces, Microsoft recommends setting the most complex prevalent language as the SQL Full Text language.
  Note: The SQL Server settings determine the languages available in this list. Contact your system admin if you require additional languages. For information on configuring and managing word breakers, go to Microsoft's guidance on Configuring & managing word breakers & stemmers for search (SQL server).
• Workspace Admin Group—determines the group that has workspace admin permissions over this workspace. Click Select to choose a workspace admin group. See Workspace admin group for more information.
• Keywords—any keywords you want to associate with the workspace.
• Notes—any notes you want to add to describe the purpose of the workspace.

Viewing workspace details

On the Workspace Details tab, Relativity displays read-only workspace fields, history information, Relativity Utilities console, Production Restrictions, and the Workspace Admin Group field. You can update the Production Restrictions field when you edit a workspace. See Adding and editing production restrictions.

Deleting a workspace

From the Workspace Details tab, you can delete the current workspace. Clicking Delete moves the workspace to the Recycle Bin. After you click Delete, a confirmation message appears with the Dependencies button. See Displaying and interpreting the dependencies report.

Note: You must have Delete permissions for the workspace object in order to delete a workspace.

When you delete a workspace in Relativity, it automatically moves to the Recycle Bin, providing a safety net for deleted workspaces. You can manually choose to permanently delete the workspace from the system or restore it within the seven-day period in the Recycle Bin.

During off-hours, the Case Manager agent deletes the following:

• Any documents in the Relativity file repository, except those loaded with pointers.
• dtSearch indexes.
• Analytics indexes and staging areas.
• The SQL database (Relativity does not delete database logs and backups).

Using the utilities console

Additional administrative features are available through the Relativity Utilities console on the Workspace Details tab.

System Settings

The console includes the following in the System Section:

• Manage Workspace Permissions—set permissions for the workspace.
• Manage System Keyboard Shortcuts—displays a pop-up for modifying the key combination used by system shortcuts. To use this, you must have security permission for the Admin Operation called Modify System Keyboard Shortcuts. See Managing system keyboard shortcuts.
• View Another User’s Personal Items—displays a pop-up for selecting workspace users where you can view a user's personal items. This button is only available to system admins. See Viewing the personal items of workspace users.
• Migrate to Cold Storage—displays a pop-up for migrating workspaces to Cold Storage. To use this, you must be a system admin and have the security permission for the Admin Operation called Manage Cold Storage. See Migrating and retrieving workspaces to and from Cold Storage.

Managing system keyboard shortcuts

You can modify the system keyboard shortcuts for a workspace. These keyboard shortcuts are defined in Relativity for use in the review interface. You must have security permissions for the Admin Operation called Modify System Keyboard Shortcuts.

To manage system keyboard shortcuts, follow these steps:

1. Navigate to the Workspace Details tab.
2. Click Manage System Keyboard Shortcuts in the Relativity Utilities console.

Use the following instructions to modify a system keyboard shortcut key:

• Select or deselect one or more of the following check boxes: Ctrl, Alt, or Shift for the Control, Alt, and Shift keys, respectively.
  Note: You must select either or both the Ctrl and Alt checkboxes. Relativity displays the error message <Invalid Keyboard Shortcut> when these checkboxes are not selected.
• In the Key drop-down menu, select a letter, number, or navigation key. The navigation keys include End, Home, Space, Return, Down Arrow, Up Arrow, Left Arrow, Right Arrow, Page Down, and Page Up.
• Click the Keyboard Legend icon to display a list of keyboard shortcuts currently in use by the System and browsers. See Keyboard shortcuts legend.
• Click Clear to reset the options for keyboard shortcuts.

After you have completed your updates, click Save to display the Workspace Details page.

Note: You can create user-defined shortcuts when you add a new field to Relativity. See Creating and editing fields, and Creating keyboard shortcuts.

Viewing the personal items of workspace users

Access to View User's Personal Items is granted to System Administrators by default. All other groups must have the proper permissions. To view personal items, follow these steps:

1. Navigate to the Workspace Details tab.
2. Click View Another User’s Personal Items in the Relativity Utilities console.
3. Select one or more users whose personal items you want to view, and move them to the right box using the arrows.
   Note: To move multiple users between boxes, click the double arrows. You can also select and double-click on user names to move the between boxes.
4. Click Save.

Migrating and retrieving workspaces to and from cold storage

Migrate workspaces to cold storage

You must have security permissions set at the workspace-level to edit the workspace, and the Admin Operation called Manage Cold Storage to migrate workspaces to cold storage. See Instance Security, for more details.

The following minimum security permissions are required in order to migrate workspaces to cold storage:

Object security	Tab visibility	Admin operations
Instance level
Workspace: View, Edit, Delete		Manage Cold storage
Workspace level		Other Settings
Workspace: View, Edit	Workspace Details	View workspace details

Note: Text migration jobs must be run before moving a workspace to Cold Storage.

To migrate workspaces to cold storage, follow these steps:

1. Navigate to the Workspace Details tabs.
2. Click Migrate to Cold Storage in the Relativity Utilities console. The Cold Storage Confirmation dialog box displays.

3. Click Migrate Workspace to migrate the workspace to cold storage.
   Note: Migrating a workspace to cold storage is an immediate action that does not impact potential client-related due date charges. However, once data is migrated to cold storage, it becomes inaccessible.

4. The Storage Status column on the workspace view displays the status of the workspace as Cold Storage.
   

Notes:
• A workspace in cold storage cannot be used as a template.
• A workspace in cold storage cannot be used by Import/Export or Integration Points.
• A cold storage Workspace will be considered an active standard workspace for billing purposes in any calendar month where it is accessed. This includes accessing the cold workspace through Relativity APIs or for auditing or reporting purposes.
• Workspaces in cold storage can be archived directly using ARM without having to be moved to an active state before archiving. See Creating and running an Archive job for more information.
• After moving a workspace to Cold Storage, it must remain there for 30 days before it can be deleted. For example, if you move a workspace to Cold Storage on January 1st at 11:20 AM, it will be eligible for deletion after 11:20 AM on January 31st. Once 30 days have passed, the "Delete Workspace" button becomes available, allowing you to delete the workspace. Before 30 days, you cannot delete the workspace directly from Cold Storage.

Retrieve workspaces from Cold Storage

You must have the security permissions to edit the workspace and the Admin Operation called Manage Cold Storage to retrieve workspaces from cold storage. See Instance Security, for more details.

To retrieve workspaces from cold storage, follow these steps:

1. Navigate to the Workspaces tab.
2. Click the workspace name of the workspace you want to retrieve from cold storage. The Cold Storage Retrieval page displays.
3. Click Retrieve Workspace to retrieve the workspace from cold storage. The Cold Storage Retrieval Confirmation pop-up displays.
   
4. Click Retrieve Workspace to retrieve the workspace from cold storage. The Cold Storage Retrieval confirmation page displays.
   
Notes:
• Workspace retrievals are not instantaneous after clicking Retrieve Workspace. It could take 1-5 days to resume operations in that workspace.
• The user who sent the retrieval request will receive an email notification once the retrieval of the workspace is complete.
• Cold Storage Case Retrieval Agent needs to be present and running for workspaces to be retrieved from cold storage.
• Migration and retrieval actions are audited.
• You can archive workspaces in cold storage directly using ARM without having to be moved to an active state before archiving. See Creating and running an Archive job for more information.

Deleting workspaces from Cold Storage

When you click the workspace you want to delete from Cold Storage, a screen will appear showing the number of days until the workspace can be deleted. This dynamic countdown displays the correct number of days remaining. After placing a workspace into Cold Storage, it can be deleted after 30 days. Once 30 days have passed, the "Delete Workspace" button becomes available, allowing you to delete the workspace. Before 30 days, you cannot delete the workspace directly from Cold Storage.

Adding and editing production restrictions

Using the Production Restrictions option, you can ensure that your production set does not include privileged or other confidential documents. You can select a saved search that returns documents that you want excluded from the production set. When you run a production, Relativity compares these documents against those in the production and alerts you to any conflicts. See Production console.

Note: You must have permissions to the documents included in a production to remove production restrictions.

To add a production restriction:

1. Create a saved search with criteria that returns documents that you want excluded from the production set. Include family groups in your saved search so that all of the family items are kept together and can be removed if necessary.
2. Click to edit the workspace details page. You can only update the Production Restrictions option when editing a workspace. See Creating and editing a workspace.
3. Select your saved search in the Production Restrictions option. The default value is <no restriction>.
   
   
   
4. Run your production set. If a conflict occurs, you can override the production restriction if you're a system admin with the Override Production Restrictions permission. See Workspace security.

Managing production restrictions in templates

If you use a workspace with production restrictions as a template, you'll see a warning message that requires you to select one of the following options:

• Select a New Production Restriction
• Continue With No Production Restriction

You cannot delete the saved search that the Production Restriction option uses. You must first edit the Production Restriction option so that it no longer references the search.

Workspace admin group

A system admin can assign any group in Relativity to have full admin rights over a particular workspace. A workspace admin has near-complete control over all objects within the workspace, but members of the group do not have the script permissions available only to system admins.

Note: While Workspace Administrators have extensive control over their respective workspaces, they do not automatically inherit the full range of system administrator privileges. Non-standard permissions like "New Document" must be added. Additionally, the "Workspace" permission is initially set only to "View" status.

Use the following steps to set a designate a workspace admin group:

1. Click Edit on the Workspace Details tab.
2. Click Select in the Workspace Admin Group field.
3. Select the group you want to set as the workspace admin group.
4. Click Ok.

See Workspace security for more information on configuring permissions for workspaces.