Transcripts application

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The Transcripts application gives users the ability to upload, review, code, and annotate Transcript files in Relativity.

This application is available for download in the Relativity Community. Search for the name of the file, and then select the Files tab in the search results.

This page contains the following information:

Transcripts application compatibility matrix

  Relativity 10.0.318.5 Relativity 9.7.229.5 Relativity 9.6.284.6 Relativity 9.6.202.10 Relativity 9.6.134.78 Relativity 9.6.26.- 9.6.50.31 Relativity 9.5.411.4 Relativity 9.5.378.15+
Transcripts application 10.0.2.28 X              
Transcripts application 9.7.0.328   X            
Transcripts application 9.7.0.319   X            
Transcripts application 9.6.1.692     X X        
Transcripts application 9.6.1.187         X      
Transcript application 9.6.1.396           X    
Transcripts application 9.5.2.83           X X X

Installing the Transcripts application

In Relativity, confirm that you have the appropriate system admin permissions to install the application. See Relativity applications.

To add the application to the Application Library:

  1. On the Applications & Scripts tab, click the Application Library tab.
  2. Click Upload Application.
  3. Click Browse, navigate to and select the Transcripts rap file, and then click Open.
  4. Click Save.
  5. Click Install in the Workspaces Installed section to install the application on workspaces.
  6. Click in the Workspaces field to display the Select Workspaces dialog.
  7. Select a workspaces to install the application, and then click Ok.
  8. Click Clear to remove a workspace from the list.
  9. Click Save to install the application to the selected workspaces.

Working with transcripts

Note: You can only view Transcripts using the HTML5 Viewer.

To access the Transcripts application:

  1. Navigate to the Documents tab.
  2. Click New Transcript.

If you also have access to Simple File Upload, you will see a drop-down menu where you can choose the New Document or New Transcript button. For more information, see Simple File Upload.

New transcript

When the screen is minimized, the drop-down menu disappears and two icons become available for New Document (New document icon) and New Transcript (New transcript icon).

When uploading Transcripts, Relativity automatically creates folders named after the Deponent Name field. Transcripts are stored in these folders, along with any corresponding attachments. Beginning in 9.7.229.5, when exhibit folders are uploaded with a transcript, the naming convention includes an underscore (_). In addition, if there are no exhibits, an exhibit folder is not created.

Note: The load file must contain data in the Deponent Name field in order for Relativity to automatically create folders named after the deponent.

Uploading new transcripts

To upload a new transcript to a workspace:

  1. Click New Transcript. A pop-up appears.

  2. Click Choose File or drag and drop your file to upload.
    (Click to expand)

    New transcript window

    Note: Transcripts only appear in the viewer mode of the Core reviewer interface if you upload the native files. Non-native files only appear in extracted text mode.

  3. When the transcript imports successfully, a green check mark appears.
  4. Fill out the fields:
    • Control Number - choose the file name or a enter a control number.
    • Deponent Name - enter the name of the deponent.
    • Upload Files - click Select to choose which exhibit files you would like to add along with the transcript.
    • Deponent Type - select Fact, Expert, or Character deponent.
    • Deposition Date - enter the date of the transcript's creation.
    • Volume - enter the volume of the transcript you are reviewing.
    • Status - select Draft or Final.
    • Transcript Source - select Hearing, Trial, Or Deposition.
    • Taking Attorney - enter the name of the taking attorney.
    • Defending Attorney - enter the name of the defending attorney.
    • Party - select Plaintiff or Dependent.
    • Lines per page - enter the number of lines per page reflected on original transcript file taken by the respective court reporter.
    • Comments - add custom comments to the transcript being imported in this custom field.
  5. Click Upload.

Beginning in 9.7.229.5, a tool tip indicates that the Deponent Name will be the name of the transcripts folder created.

Transcript Information tool tip

Uploading a bundle of files

When you upload a bundle of files, Relativity extracts the transcript file and displays the extra files as exhibits. You can choose which files you would like to bring in by selecting the check boxes next to the files.

Note: The Transcripts Bundle field has a default length of 36 characters, To ensure files are uploaded, the Transcript filename, including the file extension, must be 36 characters or less.

New Transcript

You can find the exhibits as document references in the transcripts layout. They will not have a page or line number unless they are directly linked to a page and line on the transcript.

Beginning in 9.7.229.5, existing links to exhibits in transcripts files will be visible in the transcript viewer once they are uploaded to Relativity.

Mass importing transcripts

Beginning in 9.7.229.5, you can mass import transcripts.

You can mass import transcripts using the RDC. See Importing through the RDC.

When mass importing transcript files, folders are automatically created through the Deponent Name. If you want to keep the same folder structure from upload, you must make sure the folders you create in the Folder Path column in your DAT file match the Deponent Name.

The screen shot below provides an example of a transcripts DAT file with the transcripts Folder Path and Deponent Name highlighted.

Transcript DAT file example

Reading transcripts with page number

There may be situations where you only upload a portion of a transcript, or split up a witness transcript in volumes.

Beginning in 9.7.229.5, page numbers will appear on transcripts to indicate the page number for the whole transcript, and not the imported portion. The Viewer will still show page number based on the uploaded amount of pages.

Transcript page numbers in the Viewer

Supported file types

Transcripts provides the capacity to upload the following file types:

  • .ptf
  • .xmptf
  • .rtf
  • .trn
  • .lef
  • .xmef
  • .txt
  • .mp4

To read about load file specifications for each file type, see Supported file types for the Transcripts application.

Editing the transcript upload layout

Beginning in 9.7.229.5, you can edit the transcript upload layout.

To edit the transcript upload layout:

  1. Navigate to the Layouts tab.
  2. Click on the Transcripts Import Layout.
  3. Click Build Layout.
  4. Customize your layout by dragging and dropping fields into the Transcript Fields category. Certain fields will not display as options when you're customizing the Transcripts Import Layout because they are set during the import process of a transcript file. These fields include:

    • Control Number

    • Extracted Text

    • File Extension

    • File Name

    • File Size

    • Is Transcript

    • Transcript Bundle

    • Transcript Deponent Name

    • Transcript Document Type

    • Transcript Metadata

    • Transcript Name

    • Transcript OI Metadata

    • Transcript Viewer Text

    • Transcript Word Index

    See Using the layout builder.

  5. Click Save.

The Transcript Info category does not change and includes the following fields:

  • Control Number
  • Deponent Name

New Transcript

If you upgrade, your customized layout does not change.

Using video syncing with transcripts

Beginning in 9.6.202.10, you can use video syncing with transcripts.

Transcripts load files often come with a video of the interview. The video can be played in the Viewer in sync with the text of the transcript.

Note: You must import videos at the same time you are uploading transcripts or the video and transcript cannot sync.

The Transcripts application currently supports MP4 videos that are synced with all of our existing supported transcript file types, as long as the transcript includes the timing convention of the mp4 file.

To upload a video using an .lef file:

  1. Click New Transcript. A pop-up appears.

  2. Click Choose File or drag and drop your .lef file to upload.
  3. Multiple attachments will appear uploaded along with the transcript. Make sure that you keep the .mp4 check box selected.
  4. Fill out the fields. See Uploading a new transcript.
  5. Click Upload.

To upload a video using an .mp4 file:

  1. Click New Transcript. A pop-up appears.
  2. Upload your transcript file.
  3. Next to Upload Files click Select.
  4. Navigate to your .mp4 file and upload it.
  5. Fill out the relevant fields. See Uploading a new transcript.
  6. Click Upload.

Videos are not documents and are not stored in the document list in Relativity. Videos are stored as a file field within a transcript. To access a video, you will need to open it from the Viewer or find it in the folder browser. To distinguish videos from transcripts, videos will have an icon (Video sync icon) next to them.

To open the video player in the Viewer, click the video icon (Video sync icon) in the bottom, left side of the Viewer.

To go directly to a specific line of the transcript in the video:

  1. Choose the line number.
  2. Right-click and select Go to video from this line.

    (Click to expand)

    Go to video from this line

Printing transcripts

To print transcripts:

  1. Select the PDF to print icon ( PDF to print icon ) along the top of the Transcripts Viewer.
  2. A pop-up appears. Select the appropriate fields.
    1. Pages per Sheet - Select to print transcript pages as one page per sheet or select condensed printing to print four pages to a sheet.
    2. Branding - Select to include branding as a Center Header, Center Footer, or select None for no branding.
    3. Include - Select to include the Workspace Name, Transcript Name, Deposition Date, Deponent Name, and/or Page Numbers.
      • Notes:
      • Notes and/or Designations will only appear if you select to print transcripts as one page per sheet.
      • Beginning 10.0.318.5, comments within notes are included when you select Notes, so you can see the full dialogue on printed transcripts.
  3. Select Print Transcript.

Copying text from transcripts

Beginning in 9.6.202.10, you can copy transcript text with or without page:line numbers.

To copy transcript text only:

  1. Open a transcript in the Viewer .
  2. Select the text you want to copy.
  3. Right-click and select Copy Text.

    Copy text

To copy text with page: line number:

  1. Open a transcript in the Viewer.
  2. Select the text you want to copy.
  3. Right-click and select Copy With Page:Line.

    Copy with Page:Line

You can also use the following keyboard shortcuts after selecting the text you want to copy:

  • Ctrl + C - copies text only.
  • Ctrl + Alt + C - copies text with page:line numbers.

Annotating transcripts

Opening transcripts in the Viewer gives you the same functionality as opening any other file types in the Viewer. See Viewer.

When you open transcripts in the Viewer, you also have the ability to add the following annotations:

  • Notes
  • Designations
  • Exhibits
  • URLs

These annotations are logged in the Transcripts layout and are called out by page and line numbers. If you click on the line number, this takes you to the exact place the annotation is located on the transcript. Clicking on the Exhibit hyperlink opens the document in the Viewer. Clicking on the Note hyperlink sends you directly to the Notes object under the Transcripts tab. For more information, see Transcripts tab.

Transcripts layout

Adding notes

To add a note:

  1. Select text and right-click.
  2. Select Add Note. A pop-up appears in the margins.
  3. Type your note.

    Adding a note to a transcript

  4. Click Save.

You can then edit, delete, or comment on the note. Other users can comment on your note as well with the ability to create comment threads by replying.

Edit comment on the note

Comments and replies are time stamped along with the name of the user who left the comment.

Time stamped comment

Expanding notes

Sometimes there are many notes on a single page of a transcript and you cannot read the text all at once.

Beginning in 9.7.229.5, you can choose to expand or collapse all the notes in a page at once.

To expand/collapse notes, click on the expand/collapse notes icon ( Expand/collapse notes icon ) along the top of the Transcripts Viewer. When notes are expanded, they will appear on the left side of the transcript text. Each note indicates which page and line number it is tied to.

Expanded notes

Adding designations inline

To add a designation:

  1. Select text and right-click.
  2. Select Add Designation.
  3. Click to add a Designation Type or choose an existing designation type.

    Adding designation brackets

    You can also edit or delete an existing designation.

    Note: Deleting a designation removes all instances of the designation. You receive a warning notifying you before you delete.

    Edit designation

  4. A bracket appears in the margins. You can change the color of the bracket for all designations of that type by right-clicking on the bracket and selecting the drop-down arrow next to the designation type under Change Designation. You can also change the designation type or remove the designation by right-clicking.

    Change designation

When you add a Designation Type, a pop-up window appears where you can select up to two colors.

Designation color palette

You can add designations over existing designation types. The brackets appear in the order the designations are created with the inner bracket being the first addition.

Adding designations over existing designations

Uploading designations

You can upload a CSV file containing designations and then view those designations in the Viewer alongside any existing designations that were already on the transcript.

The CSV file must have the following columns:

  • Transcript name - The name of the transcript.
  • Page From - The page number on the transcript where the designation starts.
  • Line From - The line number on the transcript where the designation starts.
  • Page To - The page number on the transcript where the designation ends.
  • Line To - The line number on the transcript where the designation ends.
  • Designation - The designation.

To upload designations from a CSV file:

  1. Go to the Designations tab and click Upload Designations.
  2. Drag and drop your CSV file into the pop-up window or click browse for a file and select your CSV file.
  3. Verify that Relativity auto-mapped your columns correctly and click Next. In the image below, the designation field did not auto-map. You would need to select the column you want mapped to the designations field.
  4. Upload Designations pop-up window

  5. Verify that Relativity auto-mapped your transcripts correctly and click Next.
  6. Click Upload.

Note: The field for uploaded designations is the same field as designations that are added inline. This means that you will not be able to differentiate in the Viewer of the Core Reviewer Interface between uploaded designations and designations added inline. To verify that your designations uploaded, look at the System created on field for designations.

Resolving upload designations warnings and errors

When you upload designations, two types of warnings and errors can occur - warnings related to missing data or data type errors in the CSV and import errors.

Uploading designations warnings occur when the CSV file has missing data and/or data in an invalid format. To resole the warnings:

  1. In the Upload Designations window, click the Preview # Errors link.
    Upload Designation with Warnings
    The Preview Errors pop-up window will open. The Preview Errors pop-up window tells you the location of cells that have warnings attached to them in the CSV file.
    Preview errors
  2. Locate the cells that have warnings in the CSV file and resolve them by either entering the missing data or revising the data format to meet column requirements.
  3. Upload the revised CSV.

When an import error occurs, go to the Errors tab to find our more information about the error.

Upload designation

Linking to exhibits

To link to an exhibit:

  1. Select text and right-click.
  2. Hover over Link Exhibit.
  3. Select one of the following:
    • Link This Occurrence - Links exhibit only to the selected text.
    • Link All Occurrences - Links exhibit to all occurrences of the selected text in the Transcript.

      Linking occurances

      Note: When you select Link All Occurrences, you will see the progress as each occurrence is saved and you can continue working and completing other actions.

  4. A pop-up appears. Select the document you would like to link and click Set.

You can remove the link by right-clicking and selecting Remove Link. If you click on the link, the document opens in another tab.

You can also link exhibits on the Transcripts layout without directly linking to a line on the transcript:

  1. Navigate to the Exhibits tab on the layout.
  2. Click Link.
  3. Select the exhibit(s) you would like to link.
  4. Click Add.
  5. Click Set.

Linking to URLs

To link to a URL:

  1. Select text and right-click.
  2. Select Link URL. A pop-up appears.
  3. Enter the URL.
  4. Click Link URL.

You can remove the link by right clicking and selecting Remove Link. If you click on the link, the URL opens in a new tab.

Transcripts tab

The Transcripts tab contains individual tabs with views for Notes, Exhibits, URLs, Comments, Designations, and Designation types.

Notes tab

The Notes tab contains the following fields:

  • Document - contains the name of the transcript file. It appears as a hyperlink that opens the file directly in the Viewer.
  • Location - contains the page and line range in the transcript where the note is found. It appears as a hyperlink that opens the file in the Viewer and takes you directly to the location of the note.
  • Note - contains the full text of the note. It appears as a hyperlink that takes you to the Notes Layout with full note details.

Exhibits tab

The Exhibits tab contains the following fields:

  • Document - contains the name of the transcript file. It appears as a hyperlink that opens the file directly in the Viewer.
  • Location - contains the page and line range in the transcript where the exhibit is linked. It appears as a hyperlink that opens the file in the Viewer and takes you directly to the place where the exhibit is linked. If the exhibit is not directly linked to a location in the transcript, this field will be empty.
  • Document ref - contains the name of the linked exhibit. It appears as a hyperlink that opens the file directly in the Viewer.

URLs tab

The URLs tab contains the following fields:

  • Document - contains the name of the transcript file. It appears as a hyperlink that opens the file directly in the Viewer.
  • Location - contains the page and line range in the transcript where the URL is linked. It appears as a hyperlink that opens the file in the Viewer and takes you directly to the location where the URL is linked.
  • Link - contains the full text of the URL.

    Note: The URL is only text and does not link out. You need to copy the URL and paste it in another window/tab to access the link.

Comments tab

The Comments tab contains the following fields:

  • TranscriptsNote::Note - contains the full text of the note left on the transcript that a user commented on.
  • System Created By - contains the name of the user who left the comment.
  • System Created On - contains the date and time the user left the comment.
  • Comment - contains the full text of the comment.

Designations tab

The Designations tab contains the following fields:

  • Document - contains the name of the transcript file.
  • Location - contains the page and line range in the transcript where the designation type is found. It appears as a hyperlink that opens the file in the Viewer and takes you directly to the designation type location.
  • Designation Type - contains the type of designation assigned.

Designation Types tab

The Designation Types tab contains the designation types users have created. You can edit or delete designation types in this tab.

Using the Word Index

The Word Index lists out all the different terms that are found in the transcript. To access the Word Index, click Word index icon, located along the bottom right corner of the Viewer.

The Word Index contains the following fields:

  • Word - contains the term.
  • Count - contains how many times the term appears in the transcript.
  • Locations - contains hyperlinks to all the places in the transcript where the term appears.

You can search the Word Index for a phrase that has up to 5 words. For example, you can search for Exhibit 1.

When you hover over a location hyperlink, a pop-up appears that shows you the section of the transcript where the term appears. You can also filter by word or count.

Word index

You also have the ability to add up to three additional lines above and below the line where the term is located by using the tool tip. To access the tool tip, click Additional Lines Above and Below icon and enter the number of lines you would like to add above and below where the word is located. The default additional lines above and below is two.

Additional lines above and below

Digest Report

You can export the different annotations and items that have been linked to the transcript(s), including Case Dynamics items.

To create digest reports:

  1. Navigate to the Documents tab.
  2. Select multiple or a single transcript(s) to report on.
  3. Click the mass operations button and select Transcript Report. A pop-up appears.
  4. Select one of the following report types:
  5. Fill out the applicable fields and select Export.

Annotations Digest

The Annotations Digest report exports a PDF with the selected annotations that contains the following information:

  • Case Name
  • Transcript Name
  • Type of annotation with total number of annotations selected
  • Individual representations of each annotation with corresponding page and line numbers
  • Case Dynamics items
  • Time and date of digest generation

To run the Annotations Digest, fill out the following fields:

  • Include All Annotations - select all or which annotation types and Case Dynamics items you would like to include. In the bottom section of the report pop-up, you can choose to include or exclude specific annotations.

    Note: Beginning 10.0.318.5, comments within notes are included when you select Notes, so you can see the full dialogue on printed transcripts.

  • Include Entire Question and Answer - select Yes/No to include the nearest question and answer in the selected annotation.

Export transcripts

Key Terms

The Key Terms report exports a PDF with the chosen key terms that contains the following information:

  • Case Name
  • Transcript Name
  • List of key terms
  • Individual representations of each key term with corresponding page and line numbers, including the additional lines above and below the term
  • Time and date of digest creation

.

To run the Key Terms report, fill out the following fields:

  • Include Entire Question and Answer - select Yes/No to include the nearest question and answer in the selected annotation.
  • Additional Lines Above & Below - enter the additional lines (up to 10) you would like to include above and below the line where the term is located.
  • Key Terms - enter the key terms you would like to run the report on, with each term on a separate line.

Export transcripts

Working with Case Dynamics

You can create and link Case Dynamics items when viewing transcripts or through the Case Dynamics coding pane on the Transcripts layout. For more information, see Case Dynamics.

Case Dynamics items are highlighted with a corresponding color.

Transcript

The Transcripts Viewer provides a legend to identify Case Dynamics items. To expand the legend, click Expand legend icon along the bottom right corner of the Viewer.

Legend

You can hide the legend by clicking Hide legend icon.

Security permissions

The following security permissions are the minimum required to use the Transcripts application.

Object Security Tab Visibility Other settings
  • Document - Add
  • Transcripts - Designation - View, Edit, Delete, Add
  • Transcripts - Designation Reference - View, Edit, Delete, Add
  • Transcripts - Fact - View, Edit, Delete, Add
  • Transcripts - Interview Question - View, Edit, Delete, Add
  • Transcripts - Issue - View, Edit, Delete, Add
  • Transcripts - Link to document - View, Edit, Delete, Add
  • Transcripts - Link to Url - View, Edit, Delete, Add
  • Transcripts - Location - View, Edit, Delete, Add
  • Transcripts - Note - View, Edit, Delete, Add
  • Transcripts - Note - Comment - View, Edit, Delete, Add
  • Transcripts - Organization - View, Edit, Delete, Add
  • Transcripts - People - View, Edit, Delete, Add
  • Transcripts
  • Transcript Report