Mapping processing fields

To pull in all of your desired processing data, use the Field Catalog to map your document fields to Relativity's processing data.

This section provides information on all system-mapped fields in Relativity, as well as the optional metadata fields available to you to map to your data.

This page contains the following information:

Mapping fields

To map processing fields, perform the following steps:

  1. Open the Fields tab.
  2. Click New Field or Edit on an existing field.
  3. In the Object Type field, select Document. Only Relativity Document fields are eligible to map to a value in the Source field. Selecting any other object type disables the Source field.
  4. Provide a name in the Name field. We recommend that you give the field an identical name to the one you're mapping to.
  5. Click ellipsis button on the Source field to display the processing fields to which the Relativity field can be mapped.
  6. From the available processing fields, select the one to which you want to map, and click Set.
  7. Confirm that the field you just mapped appears in the Source field, complete the remaining required fields and click Save.

Note: If the Processing application is not installed, you can still map fields as long as you've added the worker manager server to the resource pool.

Processing system field considerations

Note the following regarding processing system fields:

  • Processing system fields are mapped by default and cannot be modified.
  • Processing system fields aren't listed in the Field Catalog.

Field mapping validations

When mapping fields, you'll receive an error if:

  • You attempt to map fields of mismatching types; for example, if you map a long text field to a date field, you'll receive an error upon saving the field.
  • You attempt to map a fixed-length text field to a catalog field of a longer length.
  • You don't have Edit permissions for the Field object. This is because mapping through the Source field is considered an edit to a field. If you only have Add permissions for the Field object and not Edit, and you attempt to map a field, you'll receive an error stating, “Error saving field mapping."

System-mapped processing fields

The following system-created metadata fields are always populated when data is processed.

Note: These fields are automatically mapped when you install or upgrade the Processing application from a version earlier than 9.4, and they aren't available for manually mapping through the Source field on the Field layout:

Processing Field Name Field Type Description
Container Extension Fixed-Length Text Document extension of the container file in which the document originated.
Container ID Fixed-Length Text Unique identifier of the container file in which the document originated. This is used to identify or group files that came from the same container.
Container Name Fixed-Length Text Name of the container file in which the document originated.
Control Number Fixed-Length Text The identifier of the document.
Custodian Single Object Custodian associated with (or assigned to) the processing set during processing.
Converted Email Format Yes/No

Tracks whether an email was converted from MSG to MHT via the Email Output field on the processing profile.

This field was introduced in Relativity 9.5.411.4.

Discover Errors on Child Documents Multiple Object The identifier of the file that contains the parent document on which the error occurred.
Extracted Text Long Text Complete text extracted from content of electronic files or OCR data field. This field holds the hidden comments of MS Office files.
Last Published On Date Date on which the document was last updated via re-publish.
Level Whole Number Numeric value indicating how deeply nested the document is within the family. The higher the number, the deeper the document is nested.
Originating Processing Set Single Object The processing set in which the document was processed.
Originating Processing Data Source Single Object A single object field that refers to the processing data source.
Parent Document ID Fixed-Length Text (50)

Document ID of the parent document. This field is only available on child items.

This field became a part of the Processing application, and therefore a system-mapped field, in Relativity 9.5.370.136.

Processing Duplicate Hash Fixed-Length Text

Identifying value of an electronic record that is used for deduplication during processing.

The system disregards MD5 hash when it computes a single Processing Duplicate Hash for emails.

Processing File ID Fixed-Length Text Unique identifier of the document in the processing engine database.
Processing Folder Path Long Text The folder structure and path to the file from the original location, which is used to generate the Relativity folder browser for your documents. This field is populated every time you process documents. See Processing folder path details for more information.
Processing Errors Multiple Object Any associated errors that occurred on the document during processing. This field is a link to the associated Processing Errors record.
Relativity Native Time Zone Offset Decimal

A numeric field that offsets how header dates and times appear in the viewer for processed emails. This field will be populated with the UTC offset value of the time zone chosen in the processing profile. For example, documents processed to Central Standard Time (CST), would be populated with a value of "-6" because CST is UTC-6. For more details on this field, see Relativity Native Time Zone Offset.

Time Zone Field Single Object Indicates which time zone is used to display dates and times on a document image.
Unified Title Long Text

Subject of the document. If the document is an email, this field contains the email subject. If the document is not an email, this field contains the document's file name.

This field in tandem with Group Identifier helps alleviate the problem of non-sequential control numbers within families.

This field became a part of the Processing application, and therefore a system-mapped field, in Relativity 9.5.370.136.

Virtual Path Long Text Folder structure and path to file from the original location identified during processing. See Virtual path details for more information.

Optional processing fields

The following 127 metadata fields can be, but are not required to be, mapped through the field catalog:

Please note:

  • You can map one processing field to multiple Document object fields.
  • You can only map a processing field to a Unicode-enabled field.
Relativity Processing field/
source name
Relativity version introduced Field type Description Example value
All Custodians 9.4 Multi Object

All custodians (deduped and original) associated with a file. The All Custodians and All Paths/Locations fields are always populated when you map them, even if no duplicates exist for the document that was published in the workspace.

Prior to Relativity 9.5.196.102, these fields were only populated for documents with duplicates.

Lay, Kenneth; Doe, John
All Paths/Locations 9.4 Long Text

This is the same as DeDuped Paths except that the virtual path of the current document is appended to the end of the list.

The All Custodians and All Paths/Locations fields are always populated when you map them, even if no duplicates exist for the document that was published in the workspace.

Prior to Relativity 9.5.196.102, these fields were only populated for documents with duplicates.

Lay, Kenneth|\Lay, Kenneth\kenneth_lay_000_1_2_1.pst
\lay-k\Kenneth_Lay_Dec2000\Notes Folders\Notes inbox;
Doe, John|\Doe, John\John_Doe_000_1_2_1.pst
\Doe-J\John_Doe_Dec2000\Notes Folders\Discussion threads
Attachment Document IDs 7.5 Long Text Attachment document IDs of all child items in family group, delimited by semicolon, only present on parent items. KL0000000031.0001;KL0000000031.0002
Attachment List 8.2.287.4 Long Text Attachment file names of all child items in a family group, delimited by semicolon, only present on parent items. EC PRC Meeting Agenda.doc;Map to The St.Regis.doc
Author 7.5 Fixed-Length Text (50) Original composer of document or sender of email message. Jane Doe
BCC 9.4 Long Text The name(s) (when available) and email address(es) of the Blind Carbon Copy recipient(s) of an email message. Capellas Michael D. [Michael.Capellas@COMPAQ.com]
BCC (SMTP Address) 8.2 Long Text The full SMTP value for the email address entered as a recipient of the Blind Carbon Copy of an email message. Michael.Capellas@COMPAQ.com
CC 9.4 Long Text The name(s) (when available) and email address(es) of the Carbon Copy recipient(s) of an email message. Capellas Michael D. [Michael.Capellas@COMPAQ.com]
CC (SMTP Address) 8.2 Long Text The full SMTP value for the email address entered as a recipient of the Carbon Copy of an email message. Michael.Capellas@COMPAQ.com
Child MD5 Hash Values 8.2.287.4 Long Text

Attachment MD5 hash value of all child items in a family group, only present on parent items.

Relativity can't calculate this value if you have FIPS (Federal Information Processing Standards cryptography) enabled for the worker manager server.

BA8F37866F59F269AE1D62D962B887B6;5DE7474
D13679D9388B75C95EE7780FE
Child SHA1 Hash Values 8.2.287.4 Long Text Attachment SHA1 hash value of all child items in a family group, only present on parent items. 1989C1E539B5AE981820648623954872BEE3E483;
58D9E4B4A3068DA6E9BCDD969523288CF38F9FB3
Child SHA256 Hash Values 8.2.287.4 Long Text Attachment SHA256 hash value of all child items in a family group, only present on parent items. 7848EEFC40C40F868929600BF033617642E0D37C2
F5FA444C7EF83350AE19883;628B6233DD6E0C89
F32D6EFF2885F26917F144B19F3678265BEBAC7
E9ACAAF5B
Comments 7.5 Long Text Comments extracted from the metadata of the native file. For more information, see Comments considerations. Oracle 8i ODBC QueryFix Applied
Company 8.2 Fixed-Length Text (255) The internal value entered for the company associated with a Microsoft Office document. Oracle Corporation
Contains Embedded Files 8.2 Yes/No The yes/no indicator of whether a file such as a Microsoft Word document has additional files embedded in it. Yes
Control Number Beg Attach 8.2 Fixed-Length Text (50) The identifier of the first document in a family group. This field is also populated for documents with no family members. KL0000000001
Control Number End Attach 8.2 Fixed-Length Text (50) The identifier of the last document in a family group. This field is also populated for documents with no family members. KL0000000001.0002
Conversation 7.5 Long Text Normalized subject of email messages. This is the subject line of the email after removing the RE and FW that are added by the system when emails are forwarded or replied to. Sigaba Secure Internet Communication
Conversation Family 7.5 Fixed-Length Text (44) Relational field for conversation threads. This is a 44-character string of numbers and letters that is created in the initial email. 01C9D1FD002240FB633CEC894C1985845049
B1886B67
Conversation Index 7.5 Long Text Email thread created by the email system. This is a 44-character string of numbers and letters that is created in the initial email and has 10 characters added for each reply or forward of an email. 01C9D1FD002240FB633CEC894C1985845049
B1886B67
Created Date 9.4 Long Text The date on which a file was created. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. 12/24/2015
Created Date/Time 7.5 Date
  • The date and time from the Date Created property extracted from the original file or email message.
  • This field will display the filesystem date created for the document if that's the only date created value available.
  • If a document has both a filesystem date created value and a document metadata date created value, this field will display the document metadata date created value.
  • Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present.

"12/24/2015 11:59 PM"
Created Time 9.4 Long Text The time at which a file was created. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. 11:59 PM
DeDuped Custodians 8.2.377.5 Multiple Object

The custodians associated with the de-duped records of a file. This is present only when Global or Custodial Deduplication is enabled and duplicates are present.

This is populated on the master document. You aren't able to retroactively populate this field with custodian information. If you discovered and published your set before Relativity version 8.2.377.5, you can't map this field and re-publish the set.

Lay, Kenneth;Doe, John
DeDuped Paths 8.2.377.5 Long Text

The virtual paths of duplicates of a file. This is present only when Global or Custodial Deduplication is enabled and duplicates are present. Each path contains the associated custodian.

This is populated on the master document. You aren't able to retroactively populate this field with path information.

If you discovered and published your set before Relativity version 8.2.377.5, you can't map this field and re-publish the set. The list is pipe-delimited and is populated on parent documents only.

Lay, Kenneth|\Lay, Kenneth\kenneth_lay_000_1_2_1.pst
\lay-k\Kenneth_Lay_Dec2000\Notes Folders\Notes inbox|
Doe, John|\Doe, John\John_Doe_000_1_2_1.pst\Doe-J
\John_Doe_Dec2000\Notes Folders\Discussion threads

Delivery Receipt Requested 8.2.287.4 Yes/No Indicates whether a delivery receipt was requested for an email. No
Document Subject 7.5 Long Text Subject of the document extracted from the properties of the native file. RE: Our trip to Washington
Document Title 9.4 Long Text The title of a non-email document. This is blank if there is no value available. Manual of Standard Procedures
Email Categories 7.5 Long Text Category(ies) assigned to an email message. Personal
Email Created Date/Time 9.4 Date The date and time at which an email was created. "12/24/2015 11:59 PM"
Email Entry ID 9.4 Long Text The unique Identifier of an email in an mail store. 000000005B77B2A7467F56468D820375BC3DC582
44002000
Email Folder Path 9.4 Long Text The folder path in which a custodian stored an email. See Email folder path details for more information. Inbox\New Business
Email Format 9.4 Single Choice The indicator of whether an email is HTML, Rich Text, or Plain Text. HTML
Email Has Attachments 9.4 Yes/No The yes/no indicator of whether an email has children (attachments). Yes
Email In Reply To ID 8.2 Long Text The internal metadata value within an email for the reply-to ID. <F9B1A278195DF640A4CC6EC973DFF0C85FBBEDEB
@Prod-EX-MB-01.company.corp>
Email Last Modified Date/Time 9.4 Date The date and time at which an email was last modified. "12/24/2015 11:59 PM"
Email Modified Flag 9.4 Yes/No The yes/ no indicator of whether an email was modified. Yes
Email Sensitivity 8.2 Single Choice The indicator of the privacy level of an email. Company Confidential
Email Sent Flag 9.4 Yes/No The yes/no indicator of whether an email was sent, versus saved as a draft. Yes
Email Store Name 8.2 Fixed-Length Text (255)

Any email, contact, appointment, etc. that is extracted from an email container (PST, OST, NSF, MBOX, etc) will have this field populated with the name of that email container.

Any children of those extracted emails, contacts, and appointments will not have anything populated in this field. For more information on this field, see Email Store Name details.

kenneth_lay_000_1_1_1_1.pst
Email Unread 8.2.287.4 Yes/No The yes/no indicator of whether an email was not read. Yes
Excel Hidden Columns 9.4 Yes/No The yes/no indicator of whether an Excel file contains one or more hidden columns. No
Excel Hidden Rows 9.4 Yes/No The yes/no indicator of whether an Excel file contains one or more hidden rows. Yes
Excel Hidden Worksheets 9.4 Yes/No The yes/no indicator of whether an Excel file contains one or more hidden worksheets. No
Excel Pivot Tables 9.4 Yes/No The yes/no indicator of whether an Excel file contains pivot tables. Yes
Family Group (formerly "Group Identifier") 7.5 Fixed-Length Text (40) Group the file belongs to (used to identify the group if attachment fields are not used). KL0000000002
File Extension 7.5 Fixed-Length Text (25)

The extension of the file, as assigned by the processing engine after it reads the header information from the original file. This may differ from the value for the Original File Extension field.

If you publish processing sets without mapping the File Extension processing field, the Text Extraction report does not accurately report document counts by file type.

MSG
File Name 7.5 Fixed-Length Text (25) The original name of the file. enron corp budget.xls
File Size 7.5 Decimal Generally a decimal number indicating the size in bytes of a file. 15896
File Type 7.5 Fixed-Length Text (255) Description that represents the file type to the Windows Operating System. Examples are Adobe Portable Document Format, Microsoft Word 97 - 2003 Document, or Microsoft Office Word Open XML Format. Microsoft Excel 97-2003 Worksheet
From 9.4 Fixed-Length Text (255) The name (when available) and email address of the sender of an email message. Capellas Michael D. [Michael.Capellas@COMPAQ.com]
From (SMTP Address) 8.2 Long Text The full SMTP value for the sender of an email message. Michael.Capellas@COMPAQ.com
Has Hidden Data 7.5 Yes/No

Indication of the existence of hidden document data such as hidden text in a Word document, hidden columns, rows, or worksheets in Excel, or slide notes in PowerPoint.

If a document contains hidden data that was found during processing, this field displays a value of Yes. If no hidden data was found, this field is blank. Note that this field doesn’t display a value of No if no hidden data was found.

This is because Relativity can’t definitively state that a document contained no hidden data just because the system couldn’t detect it.

Yes
Has OCR Text 8.2 Yes/No The yes/no indicator of whether the extracted text field contains OCR text. Yes
Image Taken Date/Time 9.4 Date The date and time at which an original image was taken. "12/24/2015 11:59 PM"
Importance 7.5 Single Choice Notation created for email messages to note a higher level of importance than other email messages added by the email originator. Low
Is Embedded 9.4 Yes/No The yes/no indicator of whether a file is embedded in a Microsoft Office document. No
Is Parent 9.4 Yes/No The yes/no indicator of whether a file is a parent with children or a child/loose record with no children. If this reads Yes, it's a parent with children. If this reads No, it's an attachment or a loose record such as a standalone email or an Edoc. No
Keywords 8.2 Long Text The internal value entered for keywords associated with a Microsoft Office document. Enron, Security Agreement
Last Accessed Date 9.4 Long Text The date on which a loose file was last accessed. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. 12/24/2015
Last Accessed Date/Time 8.2 Date The date and time at which the loose file was last accessed. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. "12/24/2015 11:59 PM"
Last Accessed Time 9.4 Long Text The time at which the loose file was last accessed. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. 11:59 PM
Last Modified Date 9.4 Long text The date on which changes to a file were last saved. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. 12/24/2015
Last Modified Date/Time 9.4 Date The date and time at which changes to a file were last saved. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. "12/24/2015 11:59 PM"
Last Modified Time 9.4 Long Text The time at which changes to a file were last saved. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. 11:59 PM
Last Printed Date 9.4 Long Text The date on which a file was last printed. 12/24/2015
Last Printed Date/Time 9.4 Date The date and time at which a file was last printed. "12/24/2015 11:59 PM"
Last Printed Time 9.4 Long Text The time at which a file was last printed. 11:59 PM
Last Saved By 8.2 Fixed-Length Text (255) The internal value indicating the last user to save a document. ymendez
Last Saved Date 9.4 Long Text The date on which a file was last saved. 12/24/2015
Last Saved Date/Time 8.2 Date The internal value entered for the date and time at which a document was last saved. "12/24/2015 11:59 PM"
Last Saved Time 9.4 Long Text The time at which a file was last saved. 11:59 PM
Lotus Notes Other Folders 8.0 Long Text A semi-colon-delimited listing of all folders that a Lotus Notes message or document appeared in, except for the one indicated in the Email Folder Path. For example: (Mail Threads);($All);($Drafts) (Mail Threads);($All);($Drafts)
MD5 Hash 7.5 Fixed-Length Text (40)

Identifying value of an electronic record that can be used for deduplication and authentication generated using the MD5 hash algorithm.

Relativity can't calculate this value if you have FIPS (Federal Information Processing Standards cryptography) enabled for the worker manager server.

21A74B494A1BFC2FE217CC274980E915
MS Office Document Manager 8.2 Fixed-Length Text (255) The internal value entered for the manager of a document. Fabienne Chanavat
MS Office Revision Number 8.2 Fixed-Length Text (255) The internal value for the revision number within a Microsoft Office file. 72
Media Type 9.0.201.6 Single Choice A standard identifier used on the Internet to indicate the type of data that a file contains. application/msword
Meeting End Date 9.4 Long Text The date on which a meeting item in Outlook or Lotus Notes ended. 12/24/2015
Meeting End Date/Time 8.2 Date The date and time at which a meeting item in Outlook or Lotus Notes ended. "12/24/2015 11:59 PM"
Meeting End Time 9.4 Long Text The time at which a meeting item in Outlook or Lotus Notes ended. 11:59 PM
Meeting Start Date 9.4 Long Text The date on which a meeting item in Outlook or Lotus Notes started. 12/24/2015
Meeting Start Date/Time 8.2 Date The date and time at which a meeting item in Outlook or Lotus Notes began. "12/24/2015 11:59 PM"
Meeting Start Time 9.4 Long Text The time at which a meeting item in Outlook or Lotus Notes started. 11:59 PM
Message Class 9.4 Single Choice The type of item from an email client (e.g., email, contact, calendar, etc.). IPM.Note
Message Header 8.2 Long Text The full string of values contained in an email message header. date: Wed, 4 Oct 2000 18:45:00 -0700 (PDT) Wed, 4
Oct 2000 18:45:00 -0700 (PDT) Message-ID: MIME-Version:
1.0 Content-Type: text/plain; charset="us-ascii"
Content-Transfer-Encoding: 7bit from: "Rosalee Fleming"
to: "Telle Michael S." subject: Re: Referendum Campaign
filename: klay.nsf folder: \Kenneth_Lay_Dec2000\Notes
Folders\'sent
Message ID 8.2 Fixed-Length Text (255) The message number created by an email application and extracted from the email’s metadata. For more information, see Message ID considerations. <PLSRGLMRNQWEDFYPJL5ZJFF41USDEIQHB
@zlsvr22>
Message Type 8.0 Single Choice Indicates the email system message type. Possible values include Appointment, Contact, Distribution List, Delivery Report, Message, or Task. The value may be appended with '(Encrypted)' or 'Digitally Signed' where appropriate. Message
Native File 8.2 Long text The path to a copy of a file for loading into Relativity. \\files2.T026.ctus014128.r1.company.com\T026\Files\
EDDS2544753\Processing\1218799\INV2544753\
SOURCE\0\982.MSG
Number of Attachments 7.5 Whole Number Number of files attached to a parent document. 2
Original Author Name 9.4 Fixed-Length Text (50) The display name of the original author of an email. Jane Doe
Original Email Author 9.4 Fixed-Length Text (255) The email address of the original author of an email. Jane.Doe@COMPAQ.com
Original File Extension 9.4 Fixed-Length Text (25) The original extension of the file. This may differ from the value for the File Extension field, since that value is assigned based on the processing engine’s reading of the file’s header information. DOC
Other Metadata 7.5 Long Text

Metadata extracted during processing for additional fields beyond the list of processing fields available for mapping. This includes TrackChanges, HiddenText, HasOCR, and dates of calendar items.

Field names and their corresponding values are delimited by a semicolon.

Excel/HasHiddenColumns=True;Office/Application=
Microsoft Excel;InternalCreatedOn=7/25/1997
9:14:12 PM;Office/Security=2;Office/PROPID_23=528490;Office/Scale=0;Office/
LinksDirty=0;Office/PROPID_19=0;Office
/PROPID_22=0;Office/Parts=sum,ENRON;
Office/Headings=
Worksheets,2;Office/_PID_GUID=Unknown
PROPVARIANT type 65;Excel/HasHiddenRows=True;
LiteralFileExtension=XLS
Outlook Flag Status 9.4 Single Choice The indicator of which flag, if any, an Outlook item has assigned to it (NoFlag, FlagMarked, or FlagComplete). NoFlag
Password Protected 8.0 Single Choice Indicates the documents that were password protected. It contains the value Decrypted if the password was identified, Encrypted if the password was not identified, or no value if the file was not password protected. Encrypted
PowerPoint Hidden Slides 9.4 Yes/No The yes/no indicator of whether a PowerPoint file contains hidden slides. Yes
Primary Date/Time 8.2.287.4 Date Date taken from Sent Date, Received Date, or Last Modified Date in the order of precedence. Prior to 9.5.411.4 , Relativity will display a value of 1/1/1900 for this field this field if no date is present. "12/24/2015 11:59 PM"
Read Receipt Requested 8.2.287.4 Yes/No Indicates whether a read receipt was requested for an email. Yes
Received Date 9.4 Long Text The date on which an email message was received. 12/24/2015
Received Date/Time 9.4 Date The date and time at which an email message was received. "12/24/2015 11:59 PM"
Received Time 9.4 Long Text The time at which an email message was received. 11:59 PM
Recipient Count 9.0.0.43 Whole Number The total count of recipients in an email which includes the To, CC, and BCC fields. 1
Recipient Domains (BCC) 7.5 Multiple Object

The domain(s) of the 'Blind Carbon Copy' recipient(s) of an email. Refer to the Relativity Admin Certification Workbook for information on domains and steps to create the Domains object and associative multi-object fields.

The Domains processing fields listed in this table eliminate the need to perform domain parsing using transform sets for the processed documents.

enron.com;bellatlantic.com
Recipient Domains (CC) 7.5 Multiple Object

The domain(s) of the 'Carbon Copy' recipient(s) of an email. Refer to the Relativity Admin Certification Workbook for information on domains and steps to create the Domains object and associative multi-object fields.

The Domains processing fields listed in this table eliminate the need to perform domain parsing using transform sets for the processed documents.

enron.com;bellatlantic.com
Recipient Domains (To) 7.5 Multiple Object

The domain(s) of the 'To' recipient(s) of an email. Refer to the Relativity Admin Certification Workbook for information on domains and steps to create the Domains object and associative multi-object fields.

The Domains processing fields listed in this table eliminate the need to perform domain parsing using transform sets for the processed documents.

enron.com;bellatlantic.com
Recipient Name (To) 7.5 Long text The name(s) of the recipient(s) of an email message. Jane Doe
Record Type 8.2.287.4 Single Choice The single choice field that indicates that the file is an Email, Edoc, or Attach. Edoc
SHA1 Hash 7.5 Fixed-Length Text (50) Identifying value of an electronic record that can be used for deduplication and authentication generated using the SHA1 hash algorithm. D4C4EB398980E82B4B3064CC2005F04D04BBAAE6
SHA256 Hash 7.5 Fixed-Length Text (70) Identifying value of an electronic record that can be used for deduplication and authentication generated using the SHA256 hash algorithm. 4F8CA841731A4A6F78B919806335C963EE039F33
214A041F0B403F3D156938BC
Sender Domain 9.4 Multiple Object The domain of the sender of an email. enron.com
Sender Name 9.4 Fixed-Length Text (255) The name of the sender of an email message. Kenneth Lay
Sent Date 9.4 Long text The date on which an email message was sent. 12/24/2015
Sent Date/Time 9.4 Date The date and time at which an email message was sent. "12/24/2015 11:59 PM"
Sent Time 9.4 Long Text The time at which an email message was sent. 11:59 PM
Sort Date/Time 7.5 Date

Date taken from the file's Sent Date, Received Date, and Last Modified Date fields in that order of precedence. This happens on email messages repeated for the parent document and all child items to allow for date sorting.

Note: When processing documents without an actual date, Relativity provides a null value for the following fields: Created Date, Created Date/Time, Created Time, Last Accessed Date, Last Accessed Date/Time, Last Accessed Time, Last Modified Date, Last Modified Date/Time, Last Modified Time, and Primary Date/Time.

"12/24/2015 11:59 PM"
Source Path 9.4 Long Text

The folder structure and path to the file from the original location identified during processing. For emails, this displays the subject in front of its path.

This does not display the email's entry ID. This provides you with better context of the origin of the email.

Previously, the Virtual Path field displayed the entry ID with the email file name, and if you followed this virtual path, it was difficult to tell by that entry ID where the email came from. See Source path details for more information.

Sample.pst\Inbox\Requested February report
Speaker Notes 8.2 Yes/No The yes/no indicator of whether a PowerPoint file has speaker notes associated with its slides. Yes
Subject 7.5 Long Text The subject of the email message. Blackmore Report - August
Suspect File Extension 9.4 Yes/No The yes/no indicator if whether the extension of a file does not correspond to the actual type of the file (e.g., XLS for a Word document). Yes
Text Extraction Method 9.3 Single Choice The method used to run text extraction. Excel
Title 9.4 Long Text The title of the file. For emails, this is the subject line. For non-emails, this is any available title. June Scrum Notes
To 9.4 Long Text The name(s) (when available) and email address(es) of the recipient(s) of an email message. Capellas Michael D. [Michael.Capellas@COMPAQ.com]
To (SMTP Address) 8.2 Long Text The full SMTP value for the recipient of an email message, for example, “bob@example.com.” Michael.Capellas@COMPAQ.com
Track Changes 8.2 Yes/No

The yes/no indicator of whether tracked changes exist in the document. For file types that provide the ability to track changes (for example, Office documents), this field displays either a Yes or No value.

For file types that can’t contain track changes, such as PDFs, email, and images, this field is blank.

Yes
Unprocessable 8.2 Yes/No

The yes/no value indicating if a file was able to be processed. If the file could not be processed, this field is set to Yes.

  • Even if a file is flagged as Unprocessable, it may still be visible in the native file viewer if Oracle is able to render the file.
  • The Unprocessable field is set to Yes on any file for which Relativity doesn’t have an Invariant plugin that is capable of extracting text or imaging/OCR’ing that document type. For example, it’s not set for a corrupt file for which we can’t extract text, such as a corrupt Word document that logs an error during data extraction.
  • Unprocessable documents don't have errors associated with them because they never reach a point at which they can register a processing error.
No

Note: Extracted Text Size in KB is also an available mappable field outside of the Field Catalog. This field was introduced in Relativity 9.4, and it indicates the size of the extracted text field in kilobytes. To map this field, you can edit the corresponding Relativity field, open the Field Catalog via the Source field, select the All Fields view, and select Extracted Text Size in KB as the Source value.

Note: You can track which passwords successfully decrypted published documents by mapping the Password field found in the All Fields view. Specifically, you can find this Password field by clicking Source on the field layout, selecting the All Fields view, and locating the source field name of Password with a field type of Long Text.

Email Store Name details

To better understanding how the Email Store Name field works, consider the following examples:

  • When an email comes from .PST, the .PST is listed in the Email Store Name field. When a child Word document comes from a .RAR archive and is attached to the email, the Email Store Name field is blank for the Word document.

    • The RAR/ZIP information for the Word documents mentioned above is found in the Container Name field.
  • In the following example, email 00011 comes from a .PST named PSTContainingEmbeddedPSTInFolders.pst, which is the value for the Email Store Name field for that email. The other emails, 00011.001 and 00011.002, come from a .PST attached to the 00011 email. This .PST file is named PSTWithEmails.pst. In this case, the Email Store Name field for those child messages is PSTWithEmails.pst, not the top-level .PST named PSTContainingEmbeddedPSTInFolders.pst.
  • For an email taken from a zip folder, the Email Store Name field is blank.

Virtual path details

The virtual path is the complete folder structure and path from the original folder or file chosen for processing to the file. This path includes any containers that the file may be in and, in the case of attached or embedded items, includes the file name of the parent document.

This path does not include the name of the file itself. If a file is selected for import instead of a folder, the virtual path for that file is blank.

The following are examples of virtual paths created from the folders, per the above images:

  • \Maude Lebowski\Loose Docs
  • \Walter Sobchak\Walter.pst\Inbox\Unimportant\Fest Junk\Walter
  • test.pst\My Test Box
    • In the case of a container or loose file being directly selected for processing, the virtual path doesn't have a leading backslash.
  • test.pst\My Test Box\000000009B90A00DCC4229468A243C71810F71BC24002000.MSG
  • Revisions.doc
    • This is the virtual path of a file embedded in the Revisions.doc file.

Processing folder path details

The processing folder path is the folder structure created in the folder browser of the Documents tab. Relativity creates this path by keeping any folders or container names in the virtual path and discarding any file names that a file may be attached to or embedded in.

Files without a virtual path and items embedded within them don't have a processing folder path. If a container is embedded in a loose file, the items in that container have a processing folder path that matches the name of the container.

The following are examples of virtual paths and corresponding processing folder paths.

Virtual Path Processing Folder Path
test.pst\Inbox test.pst\Inbox
test.pst\Inbox\000000009B90A00DCC4229468A243C71810F71BC24002000.MSG test.pst\Inbox

test.pst\Inbox\000000009B90A00DCC4229468A243C71810F71BC24002000.MSG\Pics.zip

test.pst\Inbox\Pics.zip

Email folder path details

The email folder path is the folder path within the email container file in which an email was stored. All attachments to emails have no value for this field.

For example, an email stored in the ‘Escalations’ folder in the following image below would have a value of “Inbox\Tickets\Escalations."

Source path details

The source path is a modified display of the virtual path. In the case of attachments to emails, any entry IDs of emails appearing in the virtual path are replaced by the subject of that email instead. In all other cases the source path value is identical to the virtual path.

For example, an attachment to an email could have the following virtual path and source path values:

Virtual Path Source Path
Sample.pst\Inbox\000000009B90A00DCC4229468A243C71810F71BC24002000.MSG

Sample.pst\Inbox\Requested February reports

Note: This source path field is not to be confused with the Source Path field found on the Processing Data Source layout on the saved processing set.

Message ID considerations

Note the following details regarding the Message ID field:

  • Message ID is an identifier applied to an email by the program that created the email, such as Outlook, Eudora, etc.
  • Email programs can use whatever they want for a message ID, or they can leave it off entirely. The mail server is free to assign an identifier even if an email client didn’t.
  • There’s no guarantee that every message ID is unique because every email client and mail server uses a different algorithm to create one.
  • Message ID is unique only in the fact Relativity doesn't know what tool generated the identifier or what algorithm generated it. In addition, Relativity can't assume that the identifier will even exist in an email.
  • Relativity can't validate the message ID because it's made up of opaque data associated with an email.
  • It's possible that two entirely different emails might share the same message ID.
  • Using the Message ID is not a reliable alternative to SHA256 deduplication. For the purposes of deduplication, we recommend that you use the Processing Duplicate Hash. If you processed the information in another tool, it's recommended that you use the Hash Algorithm you selected in that tool.

Comments considerations

There are two kinds of comments that are possible in all Office documents: metadata and inline. The following table breaks down which optional processing fields are populated by each type of comment.

Comment type Location in file Hidden Data value Comments value
Metadata Details tab of the Properties window (when you right-click on file name) Null (blank) Contents of comments property on the file
Inline In the body of the document "Yes" Null (blank)
Both Details tab of file and body of document "Yes" Contents of comments property on the file

Note: There are a number of reasons why a document could contain hidden text. A returned value of Yes for the Hidden Data field doesn’t automatically mean that the document has inline comments.

Deduped custodian and path considerations

If you run deduplication as part of your processing job, you may want to know where the documents that eventually get de-duplicated came from (the path), as well as which custodian those documents were associated with.

The DeDuped Custodians and DeDuped Paths optional fields allow you to track this information. When a document is de-duplicated, these fields are populated upon publish (or republish).

  • DeDuped Custodians - a multi-object field with object type Document and associated object type Entity. You should only associate this field with the Entity object. If this field is associated with any other object type, you won't be able to publish documents to your workspace.
  • DeDuped Paths - a long text document field that provides the location of the deduplicated document.

To use these fields, simply add them to a document view and refer to that view after your publish job has completed. You can then export the results to an Excel file, if necessary.

Note: When Relativity populates the Deduped Custodians and Deduped Paths fields during republish, it performs an overlay. Because of this, if you modify a document's identifier field in Relativity, your information could become out of sync. For this reason, we recommend that you don't modify the identifier field.

Pivot-enabled fields for processing

Several processing fields are enabled for Pivot by default. You can use the following fields to generate Pivot reports in their respective processing objects to help you better understand your processing data:

Processing field name Processing object found in
Custodian Processing Sets
Error created on Errors
Error status Errors
Error type Errors
Identified file type Errors
Name Processing Sets
Processing Set Errors
Status Processing Sets
Time zone Processing Sets