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.

This page contains the following sections:

See these related pages:

Also see this related recipe:

Creating and editing a workspace

To create or edit a workspace, following these steps:

  1. Click the Workspaces tab.
  2. Click New Workspace. If you want to edit an existing workspace, click the Edit link next to the workspace name.
  3. Complete the fields in the form. See Fields.
  4. Click Save.

Watch the Creating Clients, Matters and Workspaces video for more information.

Fields

The workspace fields are:

  • Name - the name used to identify the workspace. This must not exceed 50 characters.

    Note: You can change a workspace's name after it has been created without affecting any data. The root folder name for the workspace is updated along with the workspace name.

  • Client - the name of this workspace's client object. Click ellipsis button to select a client. When you select a client you are making this workspace a child object of that client object. The Select Client pop-up displays a list of clients based on the conditions set in the ClientsOnPicker view.
  • Matter - the case or legal action associated with the workspace. Click ellipsis button to select a matter. The Select Matter pop-up 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 ellipsis button to select a template. The Select Workspace pop-up displays a list of templates based on the conditions set in the WorkspacesOnPicker view.

    Note: Selecting a smaller workspace that has fewer than a million documents as a template is recommended to prevent potential errors.

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

    • Analytics indexes

      Note: The Analytics server selection is not copied over and will need to be manually selected once the new workspace is created since the resource pool is not necessarily the same for the new workspace.

    • Analytics profiles
    • Note: The Analytics server selection is not copied over and will need to be manually selected once the new workspace is created since the resource pool is not necessarily the same for the new workspace.

    • Structured Analytics Sets

      Note: The Analytics server selection is not copied over and will need to be manually selected once the new workspace is created since the resource pool is not necessarily the same for the new workspace.

    • Choices
    • Custom tabs
    • User objects
    • Fields
    • Filters for Repeated Content and Regular Expressions
    • Groups (and permissions)
    • Imaging profiles
    • Layouts
    • Markup sets
    • Native types
    • OCR profiles
    • Persistent highlight sets
    • Pivot profiles
    • Production placeholders
    • Saved searches using Keyword, dtSearch, or Analytics indexes
    • Scripts
    • Summary reports
    • Views
  • Status - identifies a workspace as Active or Inactive. This field has no impact the workspace functionality, but it can be added 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: 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 here.

  • Workspace Admin Group - determines the group that has workspace admin permissions over this workspace. Click ellipsis button to select a workspace admin group. See Workspace admin group for more information.
  • Resource Pool - a set of servers and file repositories that you can associate with a workspace. Contact your system admin for information about available resource pools. Your selected resource pool determines the file repositories and SQL Servers available in the drop-down menus. See Resource pools for configuration information.
  • Default File Repository - specifies the path for the physical location of the files (including document natives and images) associated with the workspace.
  • Data Grid File Repository - specifies the path for the physical location of the text files used by Data Grid. If no file repository is specified for this field, and Data Grid is enabled, Data Grid stores text in the default file repository.

    Note: If you run out of space in this repository, you can specify a new repository. Data Grid will continue to read from the old repository as well as the new repository.

  • Default Cache Location - specifies the UNC path for the network drive where the natives, images, productions, and other file types used by the viewer are temporarily stored. For more information, see the cache location server type on the Servers page.
  • Database Location - the SQL Server where the workspace database is stored.
  • Enable Data Grid - determines whether or not the workspace can have fields that save to Data Grid. This field appears on the Workspace Details page after you create your workspace.
  • Note: Once you enable a workspace for Data Grid, you're unable to revert it back to SQL through the Relativity front end. If you have to reverse Data Grid enabling, you must contact support at support@relativity.com.

  • Download Handler URL - lists the default URL referencing the code responsible for making downloaded files available to users. (This setting is independent of the selected resource pool.)

Viewing workspace details

On the Workspace Details page, Relativity displays read-only workspace settings, 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.

Workspace details page

Deleting a workspace

From the Workspace Details page, you can delete the current workspace. Clicking Delete removes the workspace from Relativity. 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, the following occurs in Relativity:

  • Relativity removes the workspace from the Workspace lists and marks the workspace for deletion after hours.
  • During off-hours, the Case Manager Agent runs and deletes the following:
    • Any documents in the Relativity file repository, except those loaded in with pointers.
    • dtSearch indexes
    • Relativity Analytics indexes and staging areas
    • The SQL database; however, Relativity doesn't delete database logs and backups.
    • The data store with the artifact ID of the workspace. Specifically, the Case Manager Agent sends a message to the worker manager server to delete the data stores.

Using the utilities console

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

Relativity Utilities console

System Settings

The console includes the following buttons in the System Settings 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 button, 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.

Relativity Downloads

In the Relativity Downloads section, click any link to download the corresponding component.

  • Viewer Installation Kit - download a standalone utility containing executable files used to install the viewer software.
  • Relativity Desktop Client 32-bit - displays a pop-up for saving or running this utility.
  • Relativity Desktop Client 64-bit - displays a pop-up for saving or running this utility.

    Note: To use these buttons, you must have the security permission for the Admin Operation called Download Relativity Desktop Client.

Re-run Event Handlers

The console includes the following button for rerunning event handlers:

  • Re-run Event Handlers - executes Post Workspace Create event handlers that failed to complete properly. The Workspace Details page displays this button and an error message at the top of the page only when Post Workspace Create event handlers have failed. If the Post Workspace Create event handlers continue to fail, contact Client Services.

    Note: For additional information, see Post Workspace Create event handlers on the Relativity Developers site.

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 Core Reviewer Interface. You must have security permissions for the Admin Operation called Modify System Keyboard Shortcuts.

To manage system keyboard shortcuts, follow these steps:

  1. Click the Workspace Admin > Workspace Details tab.
  2. Click Manage System Keyboard Shortcuts in the Relativity Utilities console.
  3. System keyboard shortcuts page

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

  • Select or deselect one or more of the following checkboxes: 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 LegendKeyboard shortcut legend icon 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

You must be a system admin to view the personal items of workspace users. To view personal items, follow these steps:

  1. Click the AdministrationWorkspace 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.

Adding and editing production restrictions

Using the Production Restrictions option, you can ensure that your production set doesn't 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.

    Note: You can select a saved search that uses a dtSearch or Analytics index. However, the saved search can't use a multiple object field, such as a Search Terms Report, as criteria. If you select this type of saved search for production restrictions, you'll receive an error when attempting to save your workspace details page.

  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>.

    Production Restrictions field on Workspace Details tab

  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, or
  • Continue With No Production Restriction

You can't 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 full control over all objects within the workspace, but members of the group do not have the script permissions available only to system admins.

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

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

Note: You can only designate one group per workspace as a workspace admin group.

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

Adding workspaces to a client domain

You can add or remove objects from client domains if you have the client domains feature activated. See Client domains for more information.

Note: This feature was formerly referred to as multi-tenancy in versions of Relativity previous to 9.5.162.111.

Note: Migrating a workspace that contains published data to a resource pool associated with a different worker manager server results in the loss of all references to previously published data.

Note: Once you add a workspace to a client domain, you can't remove it from the client domain.

Use the following steps to add a workspace to a client domain:

  1. Navigate to the Workspace Details tab.
  2. Click Edit.
  3. Click next to the Client Name field in the Workspace Information section of the Workspace Details tab.
  4. Select the client with client domains enabled from the list.

  5. A warning message requires you to confirm your decision by clicking Save.
  6. Click Save.
  7. You must select a new Matter, Resource Pool, Default File Repository, and Default Cache Location for the workspace once you move it into a client domain.

Note: Any groups that are part of a template workspace will also be a part of the client domain workspace. These non client domain groups should be removed to prevent the client domain admin from seeing information on non-client domain users and groups.