Email thread visualization

The email thread visualization tool is available for any email threading jobs run as full builds. Upon job completion, the visualization is available from the document viewer when you open a document.

The email thread visualization can be used in the following ways to optimize your efficiency when working with email threads:

  • Quickly see the story of an email conversation - instantly see where the conversation branched and where drafts or attachments occurred as the conversation progressed.
  • Optimize your QC process - use the visualization as part of your QC process. Coding highlight can be used to highlight any Yes/No and single choice field in the email thread visualization pane. In this way, you can see how a whole thread is coded with privilege or responsiveness. Furthermore, where discrepancies exist, you can use the visualization to correct them through mass editing.

This page contains the following sections:

See these related pages:

Requirements for email thread visualization

Users must have the Analytics application installed in the workspace, and the Email Author Date ID must be present for the emails. The Email Author Date ID is only available for emails run through a full analysis using structured analytics in. The email thread visualization pane will not work for email threads from previous versions unless a full analysis is run against the structured analytics set containing the emails after upgrading to Relativity 9.5.41.87 or higher.

Security permissions

The following security permissions are required for email thread visualization:

Object Security Admin Operations
  • Color Map - View or higher
  • Structured Analytics Set - View or higher
  • Email Thread Visualization

You must also have View security permissions to the following fields. If you don’t have security access to any one of these email fields, you cannot use this tool.

  • Email Action
  • Email Thread Group
  • Email Author Date ID
  • Inclusive Email, Email Thread Hash
  • Email Duplicate Spare
  • Email Threading Display

Launching the email thread visualization tool

Email thread visualization is available from the document viewer, for all document types.

Note: Email thread visualization is not supported if you are using the ActiveX document viewer.

To launch the email thread visualization pane, click the email thread visualization ) icon in the lower right corner of the displayed document in the viewer. The pane expands and shows the thread group for the selected email in the viewer.

Upon clicking the email thread visualization ( ) icon, the email thread visualization pane expands to display the email thread group of the currently opened document. From the visualization, the currently opened document is outlined in gray and displays as larger than the unselected documents in the thread. If the current document is an attachment or duplicate spare, the parent that holds that attachment or duplicate spare will be outlined in gray.

When navigating in the viewer, the email thread visualization pane will persist in its current state. Once opened, the pane will remain opened for documents that are navigated to which also have been run through email threading. Navigation to new email thread groups update the pane to reflect the new email thread group. Navigation to any documents that have not been run through email threading will close the email thread visualization pane.

Common icons and basic navigation

The email thread is depicted in the email thread visualization pane from left to right with the earliest emails in the thread group appearing on the left. Emails with Forward and Reply actions branch downward before a Reply All action. Email actions are illustrated with arrow icons in the lower left corner of the email icon. See Email Threading Display for more information on how email actions are shown.

The color of the square email icon indicates inclusiveness. Inclusive, non-duplicate messages appear black. Non-inclusive or duplicate spare messages appear white. See Navigation icons and Using the legend and email thread characteristics for more information on.

Clicking on an email icon opens the parent email in the viewer and if you hover over an email icon, a tooltip window displays with information about who the email is from, the sent date, and lists any attachments or duplicate spares for the selected email. You can click on the attachment name or the name of the duplicate spare to open it in the viewer. See Using the email icon tooltip window (hover).

An email that has duplicate spares or non-duplicate spare emails that exist at the same location in the visualization contain a double stacked email icon. Beginning in 9.5.411.4, these non-duplicate spare emails are grouped within an "Other Emails" section in the tooltip. The following scenarios are the most common reasons these emails are not marked as duplicate spares and thus grouped in the “Other Emails” section:

Note: There are no changes to email threading values, branches, or nodes upon upgrade; the change is only in visualization.

  • Inserted confidentiality footer
  • Processing differences in body text
  • Differing attachments

Note: There are no changes to email threading values, branches, or nodes upon upgrade; the change is only in visualization.

If you navigate to a document within the current document list review queue (i.e., the set of documents that you have opened in the viewer), then the document opens without refreshing the viewer screen. If you navigate to an email that is outside of the current document list review queue (e.g., maybe you filtered the document list or opened the viewer from search results), then a new review queue containing only the documents within the selected document's email thread group displays. From the new email thread group review queue, you can only navigate to emails within the same thread group. Click Return to review queue at the top left of the viewer to return to your original document list review queue.

Navigation icons

The following basic navigation icons are displayed in the email thread visualization pane:

Icon Feature Description
Enable Mass Edit Selection Click this button to allow you to click on documents in the visual email thread (along with their duplicate spares and/or attachments) to select them. You can then mass edit the selected documents. See Mass editing using email thread visualization .
Zoom out / Zoom in controls Click the plus or minus sign to zoom in or zoom out in your email thread visualization. See Using zoom controls.
Reset Zoom Click this icon to reset your zoom to its default state. See Using zoom controls.

Collapse legend / display option controls

Click this icon on the right side of the email visualization pane to collapse the legend and display options for the email thread visualization pane. See Using the legend and email thread characteristics.

Expand legend / display option controls

Click this icon on the right side of the email visualization pane to expand the legend and display options for the email thread visualization pane. See Using the legend and email thread characteristics.

Using the legend and email thread characteristics

When you view the email thread visualization for the first time during a session, a legend will appear in an opened state showing the meaning behind the different icons. You can collapse the legend if you want to see more of the visualization and the legend will persist as closed once it is closed until you log out of Relativity.

The legend has two collapsible subtabs:

  • Legend (the default section opened) – this legend subtab contains a graphic of the various types of email thread icons and their meanings
  • Display Options – this legend subtab contains the Coding Highlight as well as other display options that can be turned on or off. See Using coding highlighting.

The Legend contains descriptions for the following types of emails:

Icon Feature Description
Inclusive Emails that are inclusive, non-duplicate spares are represented by solid email icons.
Not Inclusive Emails that are not inclusive are represented by the white email icons.
Missing
  • Missing emails are indicated by a question mark icon.
  • Note: Please note that missing email icons may not represent truly missing emails. Missing email icons will be used when a previous segment has changed as the thread progresses. Because the original segment is not found, the Analytics Engine believes there is a missing email and represents this in the visualization. Inserted confidentiality footers is a common cause of missing emails being perceived. This can be mitigated by running email threading with a regular expression filter.

    Note: If an email that is in the middle of a thread is secured, then it will be represented with the same missing email icon. For example, the missing email shown below could be secured. If a secured email is the last email in the thread, then it is not shown in the visualization altogether. Last, if a parent email is secured that holds an attachment or duplicate spare that is not secured, the email will be represented as missing with the attachment or duplicate spare off that missing email shown.

    / Duplicate Spare and Other

    An email that has duplicate spares or non-duplicate spare emails that exist at the same location in a thread contain a double stacked email icon. Beginning in 9.5.411.4, these non-duplicate spare emails are grouped within an "Other Emails" section in the tooltip. There are no changes to email threading values, branches, or nodes upon upgrade; the change is only in visualization. The following scenarios are the most common causes of these emails not being marked as duplicate spares:

    • Inserted confidentiality footer
    • Processing differences in body text
    • Different attachments
    Attachment An email that contains a single attachment has a single paper icon. An email that contains multiple attachments is indicated with a multiple paper icon.
    Coding highlighting mismatch An email where the coding highlighting for its related duplicate spares or attachments does not match displays a red exclamation point icon in the top left corner. See Using coding highlighting.

    Using zoom controls

    The visualization first renders in a best zoom state, respecting the particular email thread group size being rendered. The visualization can be further zoomed out or in using the zoom controls () in the header as well as through use of your mouse's scroll button. Click the reset zoom () arrow to restore the default zoom state.

    Using the email icon tooltip window (hover)

    If you hover over an email icon, a tooltip window displays with information about who the email is from, the sent date, and lists any attachments or duplicate spares for the selected email. You can click on the attachment name or the name of the duplicate spare to open it in the viewer.

    Note: Sent Date and Email From fields are typically mapped for email threads when you run Structured Analytics email threading on documents. The tooltip reflect those properties. If you do not map these fields in your Structured Analytics profile, or you don't use them in your workspace, Relativity will use the derived values from the Analytics engine.

    If there are multiple attachments or duplicate spares, you can click on the link displaying the number of documents to display a slideout window of the actual list.

    Note: The tooltip window will not display for you after clicking the Enable Mass Edit Selection ( ) icon and switching to selection mode.

    Considerations during document review

    There are several general considerations to note when you are reviewing emails:

    • If you navigate using the Related items pane, the emails will load slower than if you use the email threading display visualization because of the full refresh that must happen.
    • If you are in a Review queue, you must click the Return to review queue link, and then click the Return to document list link to return to the document list.

    Selecting a different structured analytics set

    When viewing a thread in the email thread visualization pane, you can also select from any email threading structured analytics sets to view any differences for the sets run with different settings or on slightly different data sets.

    To switch to viewing the thread in a different structured analytics set, select a Structured Analytics Set from the drop-down.  

    Note: You will only see structured analytics sets that you have access to in the Structured Analytics Set drop-down. To see a set in the drop-down, you must have security permissions for all necessary results fields for the set.

    Note: If a displayed email thread is not in the selected Structured Analytics Set, then the email thread visualization displays a notification that the current document is not in the selected structured analytics set.

    Using coding highlighting

    Changing the color associated with a coding choice

    Colors are assigned as a field and its choices are being visualized in the Email Thread Visualization. The choices visualized are assigned colors in the order shown in the table below. As new choices on that same field are visualized, then they are assigned the next color in the order shown.

    Order

    Background Color

    Foreground Color

    1

      #0078ff

    #434548 (default)

    2

      #ffbc2b

    #434548 (default)

    3

      #9439ae

    #434548 (default)

    4

      #61b34a

    #434548 (default)

    5

      #de2f40

    #434548 (default)

    6

      #43bee6

    #434548 (default)

    7

      #ef5f11

    #434548 (default)

    8

      #4230ef

    #434548 (default)

    9

      #d1cc48

    #434548 (default)

    10

      #f773f5

    #434548 (default)

    As a Relativity system admin, you can update the colors that are assigned to specific coding field values.

    To update the color mapped to a choice perform the following steps:

    1. Unlock the Relativity Color Map application. See Locking and unlocking applications.
    2. Unhide the Color Map tab from the application console by clicking Edit next to the tab, and then selecting the Visible flag.
    3. Navigate to the Color Map tab. A list of Yes/No and single choice fields and their field values appears.
    4. Select the choice that you want to update – Field Value is set to the ArtifactID of the choice.
    1. Edit the Background Color for the selected choice using the Edit mass operations. Use the table above to enter values for the Background Color (e.g., #d1cc48). See Mass edit for more information on how to use the Edit mass operation.
    2. Re-hide the Color Map tab (optional), and then re-lock the Color Map application.

    Mass editing using email thread visualization

    The email thread visualization tool can be used to code entire branches of emails quickly and visually. You can mass edit from thread group related items pane or the visualization and it’s reflected in real time.

    To mass edit emails in a displayed thread:

    1. Click the Enable Mass Edit Selection ( ) icon to go from navigation to selection mode.
    2. The Edit and Cancel buttons appear. If you do not want to perform a mass edit, click Cancel to return to navigation mode.

    3. While in selection mode, click on the emails you want to edit in the displayed email thread to select them.  A green circle with the number of items selected for the email displays in the top right corner of the icon for the selected emails.
    4. Note: If a selected email contains an attachment and/or duplicate spare, both the parent and children attachments and/or duplicate spares are also selected and the total number of selected documents for the email is displayed in the green circle. The Edit button displays the total number of emails / attachments / duplicate spares currently selected for your review.

      Note: Hold down the SHIFT button to select an entire branch of a thread by clicking at the beginning email and the end email in the thread you want to highlight.

    1. Click the Edit button to launch the mass edit modal.
    2. The mass edit modal displays options for coding the documents.

    1. Make your coding changes for the selected emails, and then click Done.

    The email thread visualization refreshes with the coding changes and restores the pane to navigation mode upon completion.