Collect tab

Before you begin collecting, you must create a collection job and associate it with a specific matter, custodians, and one or more data sources. Add the custodians, data sources, and other information using the Collect wizard. Once completed, start the collection using the Collect Console. Finally, download a results report that details the items collected and a summary report of the entire collection job. For more information, see Reports.

This page contains the following information:

Creating a collection

Before you begin creating a collection, make sure to create a matter. For more information, see Matters.

Use the following procedure to create a collection:

  1. On the Collect tab, click the Collections sub-tab. Collect displays a list of the collections currently added to this application.
  2. Click New Collection.
  3. Complete the steps in the Collect wizard. See Using the Collect wizard
  4. On the Collection Details page, click Run Collection in the console. See Collection Summary.

For information on running concurrent Microsoft 365 collection jobs, see Accessing Microsoft 365 tenants.

Using the Collect wizard

The Collect wizard takes you through each step to create a collection. After completing the collection setup, run a collection from the Collection console.

When a step is complete, click Next or the hyperlink under the next step shown. Click the Previous button to move to the previous step. Information is auto-saved when moving between steps. If any required information is missing or incorrect, an error message displays and are prevented from moving to the next step.

Collection Details

Complete the Collection Details step by entering information in the following fields:

  • Name—the name of the collection.

    Note: Enter a name using alphanumeric characters only. Special characters, such as periods, commas, and em dashes, cannot be used and will cause an error.

  • Collection Matter—the name of the matter associated with this collection. Click Edit to select an existing matter or click Add to define a new one. See Creating a matter.
  • Processing Source Location - the file repository for collected data to be stored for future processing of documents or for storing collected data. See Processing and Collect Store.

    Note: All data sources that produce RSMF have a limit of 200MB. For more information, see Processing.

  • ZIP Collected Files—toggle on to compress all collected data into ZIP64 formatted containers. For more information, see Storing collected data. Google data is excluded from compressing into ZIP64 formatted containers since Google compresses the data on their end.
  • Zip Password—enter a password that is required by anyone attempting to decompress the ZIP64 container files.

    Note: If Processing is installed in the workspace, Collect will automatically populate the Processing Password Bank with the password so it is available at the time the collection is processed.

  • Enable Auto-Processing—toggle on to enable auto-processing. If enabled, select the workspace and profile. All data in the in a completed collection or completed with errors collection will be processed after collection is complete.
  • Select Workspace—select a workspace within your instance to select a Processing profile to use when creating a processing job.
  • Select a Processing Profile—select a processing profile available in the drop-down menu. The available profiles are from the selected workspace.
  • Select a document prefix option—select Use Processing Profile Document Number Prefix or Use Processing Profile Document Number Prefix to apply to each file in the processing set once it is published to a workspace.

  • Job Number—enter a number that you want assigned to the job for reporting purposes.
  • Description—enter a description of the collection used for reporting purposes.
  • Receive Progress Notifications—toggle on to send or receive collection job status emails. The statuses include:
    • Completed—includes completed or completed with errors job status.

    • Failed—includes job status and reason for failure.

  • Notification Address—enter the email address of person that wants to receive collection job statuses.
  • Data Source Type—select one or more data sources to use in the collection. For more information, see Data source types and properties.
    Depending on your RelativityOne license, commercial or government, and your Microsoft tenant, Microsoft 365 or Microsoft 365 Government, you will be able to collect from either Microsoft 365 or both Microsoft 365 and Microsoft 365 Government data sources. Commercial users can only collect from Microsoft 365 tenants. Government users can collect from Microsoft 365 and Government 365 tenants. These data sources act the same, but have different icons within Collect.


Complete the Custodians step by assigning custodians to the project. Follow the steps below to assign a custodian:

  1. From the Unselected custodians table, use the column filters to locate custodians.
  2. Click a check box next to a custodian.
      Notes: If you select multiple Slack custodians in the same collection, the channels they share will only collect once.

  3. Click to add select custodians. Click to add all custodians.
  4. Click Next.

Custodian selection step in Collect wizard.

Note: There is a limit of 10,000 custodians with targets in the custodian picker.

Configure Data Source

Configure the data sources chosen in the Collection Details step. If you select multiple data sources in the first step, you'll configure all sources in the step. Switch between each source by clicking the name of the data source in the left navigation menu. Clicking Next and Previous also moves you through the data sources. Select individual data sources by clicking on the checkbox and then using the right arrows to select them. After selecting the data sources to configure, fill out the criteria. Each data source has different criteria to enter.

Data source criteria

Add criteria to collect specific data. To configure the data sources, complete the following fields:

  • Select and unselected tabs—choose the data sources to collect from by moving unselected data sources to the selected list.
  • Field—choose the field to filter on within the data source.
      Notes: This field is only required when a calendar source is selected.
  • Operator—choose an operator such as equals, contains, greater than, or less than.
  • Value—enter a value to find in the selected field.

(Click to expand)

After selecting field options, you must click Add Criteria. Things to know about criteria:

  • Each criteria is then separated by an AND operator.
  • Leave the data source criteria empty to collect all data from the sources.

Filter a data source's data that you want to collect by adding criteria. This section covers the different criteria for each data source. It also includes what can be searched within each data source. The criteria options change based on the selected data source.

Collection Summary

Complete the creation of the collection by reviewing all steps, custodians, data sources, and targets, before finalizing. If Google Workspace, Microsoft 365, Slack, and X1custodian targets weren't created before started the project, click Generate Targets. Clicking Generate Targets will check to see if targets exist for the custodians you have selected for collection. If the targets do not exist, Collect will automatically create them based on the email address contained in the Entity record for each custodian.

The collection wizard's summary step.

In the Targets section, you will see a number next a custodian's name. The number listed is the number of custodian targets found in the associated data source. A zero means Collect did not find any custodian targets with that email address in that data source. A one means Collect found a single custodian target associated with the email address within the data source. Any number greater than one means that Collect found multiple custodian targets with that email address within the data source.

If there is no color highlighting the number, it means Collect already found and generated the custodian target. If there is a green highlight, Collect auto-generated the custodian target. If there is a red highlight, Collect could not auto-generated this custodian target. If red, you can still manually generate the custodian target. For more information, see Creating a custodian target.

Complete the collection setup by clicking View Collection Details. Once you finish creating the collection, it redirects you to the Collection Details page. From the Collection Details page, you can run the collection from the Collection Summary.

Viewing or editing collection details

You can display the collection details by clicking the name of a collection on the Collections tab. Collection also displays these details immediately after you add a new collection. On the Collection Details page, the buttons at the top of the page to edit, delete, or perform other collection tasks. Editing a collection takes you to the first step in the wizard. For more information, see Using the Collect wizard .

Note: Once a collection has started, the collection can't be edited and is locked in read-only mode.

  • Collection Details—lists the information that you entered or selected when you created the collection:
    • Name—lists the name given to the collection.
    • Collection Matter—lists the matter used in the collection.
    • Job Number—lists a number assigned to the job for reporting purposes.
    • Description—lists a description of the collection used for reporting purposes.
    • Processing Source Location—lists the file repository that collected data is stored for future processing of documents or for storing collected data.
    • Auto Processing Workspace—lists if you toggled the field on or off.
    • Auto Processing Profile—lists the processing profile if you toggled the Auto Processing Profile field on.
    • Auto Processing Document Numbering Prefix Option—lists the prefix option if you selected one.
    • Job Status—the status of the collection (New, Not Started, Started, Completed, Error, Completed with Errors).
    • Error Message—lists a message if collection job did not complete due to errors.
    • Zip Collected Files—lists if you selected to zip collected files.
    • Zip Password—lists the password that is required by anyone attempting to decompress the ZIP64 container files.
    • Receive Email Notifications—lists if you toggled on to send or receive collection job status emails.
    • Notification Address—lists the email address of the person that will receive collection job statuses.
  • Collection Console—displays buttons that you can use to perform the following tasks. See Collect console.
  • Data Sources—lists all the collection activities associated with this collection.
    • Custodian—the custodian associated with the collection.
    • Source Instance—the name of the data source associated with the collection.
    • Data Type Name—the name of the target associated with the collection.
    • Status—displays one of the following statuses:
      • Not Started—the collection has not been started.
      • Started—the collection is in progress.
      • Completed—the collection is done.
      • Completed with Errors—the collection of the target completed and one or more targets had errors. For more information, see the Errors report.
      • Error—the collection failed. For more information, see Graph Error Codes.
    • Error—lists the error message if the status is Failed.
    • Collected Items—the number of files collected from the target without error. If nothing is collected, a 0 is listed.
    • Collected Item Total—the number of files that there are to collect without errors. If nothing is collected, a 0 is listed.
    • Target—the custodian target associated with the data source.
    • Result Link—a Comma Separated Values file download listing all individual items collected from the target. It contains all of the associated metadata for each collected item as well. If no results, the file is empty. For more information, see Collect tab.
        Notes: Google Workspace results download as a .xml file that can be converted into a .csv file using a third-party tool.
    • Error Link—a Comma Separated Values file download listing any individual items that couldn't be collected because of errors during the collection. The report provides as much metadata as it can along with as much error information as we can get from the source to help identify what caused the error. If no errors, the file is empty. For more information on errors, see Collect tab.
        Notes: Google Workspace results download as a .xml file that can be converted into a .csv file using a third-party tool.

Storing collected data

Selecting Yes on the Collect Files in ZIP field, your collected data will be containerized and put into a password protected compressed folder. The compressed folders separated by the custodian target collected. Each custodian target collect has its own folder. These folders will split when reaching a set size. The compressed folders are then stored in the processing staging area by default. For more information, see RelativityOne Store.

These compressed folders can be secured with a password. You can enter a password that you or another user needs to enter to open the compressed folder. These passwords are stored in the password bank and can be retrieved there at a later time.

To export your collected data, use the RelativityOne Staging Explorer. For information, see RelativityOne Staging Explorer.

Viewing collected data

When Relativity collects the data, Relativity accepts the path names and file names that the source provides. On occasion, the collection source modifies the path name or file name.

Group and individual collections

To view grouped collections data (Bloomberg Chat, Google Chat, Slack, Teams), click the Get Results link to view your collection data. Although the Data Sources table will show N/A in the Collected Items and Collected Item Total columns, the collected data is still available in the download. These columns show N/A because more than one set of custodian data is included in the collection.

Path names

When data is collected there is a 260-character limit on file paths and when it is reached, Relativity truncates the path name. The full path name for exported items includes the item's original location. If a truncated full path name already exists, a version number is added to the end of the file name; for example, statusmessage(2).msg.

File names

Folder and file names are truncated to a max of 100 characters. Duplicate file names are appended with a (n).eml.

Modifications of file names happens for documents that have been deleted from a Microsoft SharePoint or OneDrive for Business site that's been placed on a preservation hold. After a file on a site hold is deleted, the file document is automatically moved to the Preservation Hold library for the site, which is a folder created when the site was placed on hold.

Files names on a preservation hold

When the deleted document is moved to the Preservation Hold library, a randomly generated and unique ID is appended to the original file name of the document. For example, if the file name for a document is FY2017Budget.xlsx and that document is later deleted and then moved to the Preservation Hold library, the file name of the document that is moved to the Preservation Hold library is modified. For example, the file name is modified to something like FY2017Budget_DEAF727D-0478-4A7F-87DE-5487F033C81A2000-07-05T10-37-55.xlsx.

When a document on a site that's on hold is modified and versioning for the document library in the site has been enabled, a copy of the file is automatically created in the Preservation Hold library. In this case, a randomly generated and unique ID is also appended to the file name of the document that's copied to the Preservation Hold library.

The reason why file names of moved or copied documents to the Preservation Hold library is to prevent conflicting file names. For more information about placing a hold on sites and the Preservation Hold library, see Overview of in-place hold in SharePoint Server 2016.

Email considerations

Emails containing double byte characters and illegal characters will be HTML encoded to allow writing to the file system.

Collect console

After completing a setup, run the collection with the collection console. Verify connection, start or stop a collection, and view a collection report from the Collection console on the Collection Details page.

Start Collection

Click the Start Collection button the initiate the collect project.

Stop Collection

Click Stop Collection to end the collection project that is currently running. Once this button is clicked, a warning pop-up message appears to confirm that you want to stop. If the collection is stopped, the collection cannot be restarted.

Retry Collection

The Retry Collection button is only available when a collect job doesn't complete because of errors. Click Retry Connection to start another collect job that only retries the targets that have failed. Targets that completed successfully won't be retried.

Create Processing Job

Click Create Processing Job to create a processing set from the collected documents from the data sources. Locate these documents in the Processing Source Location set in Collection Details. For more information, see Processing sets.

When you click the Create Processing Job button, a pop-up window displays with two fields:

  • Select a workspace—select a workspace within your instance to select a Processing profile to use when creating a processing job.

  • Select a Processing Profile—select a processing profile available in the drop-down menu. The available profiles are from the selected workspace.

  • Select a Document Numbering Prefix Option—select Use Processing Profile Document Number Prefix or Use Processing Profile Document Number Prefix to apply to each file in the processing set once it is published to a workspace.

  • Clone Profile—toggle off to use the selected processing profile or toggle on to clone the selected processing profile and use the clone profile in conjunction with the processing set that is created.

After selecting a processing profile and deciding on cloning the profile, click the Submit Collection button. Once the collection is submitted, Relativity creates a Processing Set with the same name as the collection job. The Processing Set includes all data that was collected in the collection job.

Clone Collection

Click the Clone Collection button to duplicate the open collect job. Any collect job that has a status other than New can be cloned.

After clicking the Clone Collection button, a pop-up modal displays the progress and completion of the clone.

Once the job is cloned, it is placed in the Not Started status and can be found in the Collections list under the same name with "Cloned - YYYY-MM-DD HH.MM.SS" attached to the end. All collection totals for the cloned job associated targets are reset to zero. The Collection Detail Custodian Target fields are reset to 0. The cloned collect job will also generate the new targets.


Collect includes comprehensive reporting capabilities that you can use to view information about your collections. You can generate these reports in the collection console within a collection project. Click on the name of a report to download. When generating a report, Relativity downloads different files through your browser. For more information on specific reports, see Collect reports.