Cost Explorer

The Cost Explorer in RelativityOne allows customers to view, monitor, and manage their billing and usage data. The Cost Explorer is comprised of these tabs:

  • DataUsage - provides a quick and simple snapshot of billable data.
  • Users - provides a quick and simple snapshot of the total number of users, including not billable. And the cost of users which are billable based on your RelativityOne subscription.
  • Staging - provides a quick and simple snapshot of the Peak Staging Usage by GB and Billable Staging Cost.

Refer to the Billing FAQs in the Relativity Community for more detailed information on Understanding and Measuring Cost in RelativityOne.

    Notes:
  • The Cost Explorer is not supported for Client Domains.
  • A 0.1 tolerance threshold is built in for all data presented in Cost Explorer.
  • The Cost Explorer will not display data from Relativity Server instances.

Security permissions

The following minimum instance-level security permissions are required to view the Cost Explorer tab and the data. Users must be part of a group that is added at the instance level to view the tabs.

Note: System Admins can see the Cost Explorer tab but the View Cost Explorer permission prevents them from viewing billing data. A separate group should be created with permissions to view billing data.

If you do not have the correct permissions, the following error message will display:

For further guidance on setting the correct permissions, see Setting instance permissions

Tab visibility Admin operations
  • Cost Explorer and parent tab - Management Console

  • View Cost Explorer

  • View Admin Repository

Using Cost Explorer

The Cost Explorer presents your data at the Instance level. The data refreshes daily.

To open, click the Cost Explorer on the sidebar or use Quick nav and type Cost Explorer. For more information, see Navigation.

There are three unique identifiers at the top of the Cost Explorer:

  • Contract Name - A unique identifier that can be used to reference your contract when raising tickets to Finance or Account Managers

  • Instance Name (ID) - The unique identifier for your instance. The ID value is the string to be used as part of the authentication process to the Billing Insights API.

  • Report Date - When viewing data for the current month, this will show the most recent date the data was collected. For previous months, this will show the last date the data was collected for the month.

Customize Table

Use the Customize Table to filter what columns are shown on the Cost Explorer.

Quick search

The quick search bar is located at the top of the Cost Explorer and can be used to quickly search for and filter the data view by Clients, Matters, and Workspaces (Names and IDs). 

You can search all components including Excel exports using quick search. The search applies to all tabs and queries. Navigation remains the same between tabs. The data in the Staging tab isn't available when using quick search. The lowest selected level decides the search results.

Quick search displays three types of results, 5 items per each type, in the following order:

  1. Client
  2. Matter
  3. Workspace

Type the name of any client, matter, or workspace to narrow down your results. Results appear after you type more than one character, and they refine with each character you type. You can select more than one result under the same type. For example, two different clients.

If you select more than one type, depending on order selected, the chips will gray out. They will become inactive search criteria and will be ignored.

Click Clear or X to restart the quick search criteria.

Selection pane

Located at the top of the Cost Explorer, the selection pane can be used to filter the data view by year and month.

  • By default, after opening the tab you will see the previous month, but you can navigate to the current month. Billable values presented for the current month are based on your month to day usage and peak day calculated based on it.
  • Final billable values for the current selected month may change based on your organization's usage of Relativity. A warning message with this information will be visible in the tab.
  • New months will be added to the calendar automatically on the first day of the new month. However, on the first day of the month, the data might not appear in the tab as the data is reported for the day before.
  • Use the year and month drop-down menus to filter the data view.

    Data Usage tab

    To calculate the data volumes to charge, Relativity checks the size of each workspace within the instance multiple times a day. This information is used to continuously determine the peak value usage for the month, which will be billed to customers at the end of the month.

    The Data Usage tab provides a quick and simple snapshot of billable data. The Data Usage tab includes:

    • Billable Data Usage by GB widget - The peak file size in GB is divided into Data Tiers [excluding Staging]. This value includes documents with files, Text Only Documents and accounts for Linked Files. The billable peak day is selected based on the highest Review data usage within a given month.

    • Billable Data Usage Cost widget - The peak file cost in US dollars is divided into Data Tiers [excluding Staging]. This value includes documents with files, Text Only Documents and accounts for Linked Files. The billable peak day is selected based on the highest Review data usage within a given month.

    Note: To determine the peak day, Relativity runs the calculation of the Review Total for each day of the month. The Review Total is calculated by taking the sum of all Review Workspaces' Billable Review Size. If the Review Total for a particular day is larger than any previously calculated Review Total in the month, that day becomes the peak day. If there are multiple Production RelativityOne instances, the Review Totals are calculated across all instances, and the sum of the Review Totals is used to determine the peak. This ensures that the peak day is determined based on the highest review total across all instances.

    Workspaces table

    The Workspaces table includes:

    • Workspace Name - The workspace name. If the workspace name is unclear, it is replaced by the workspace identifier.
    • Case Artifact ID - The unique artifact ID associated with a workspace in the environment.
    • Matter Name - The name of the matter associated with the workspace. If the matter name is unclear, it is replaced by the hash.
    • Matter Number - The unique number that identifies the matter, as entered when the new matter was created and then associated with a client. This could be identical to the Matter Name value.
    • Client Name - The name of the client associated with the workspace. If the client name is unclear, it is replaced by the hash.
    • Client Number - The billing number for the client, as entered when the new client was created. This could be identical to the Client Name value.
    • Activity Status - This field tells you whether a workspace was actually used (Active) or completely untouched (inactive) during a specific month. Even a single document view in that month is enough to classify the workspace as active.
    • Workspace Status - This field reflects the official status assigned to the workspace object itself, which could be labeled anything like "Open," "Closed," "Archived," or something else defined by your organization.
    • Instance ID - The name designated as the instance name.
    • Billable Workspace Type - The contract billable Workspace Type for a given month, either Review, Repository or Cold Storage

    • Billable Review File Size [GB] - The contract peak billable Review size of all files in the workspace. This includes text only documents. For Pay-as-you-Go and Flex Commit contracts files that were promoted via links to Review workspaces will also be included.
    • Billable Repository File Size [GB] - The contract peak billable repository size of all files in the workspace. This includes text only documents and accounts for files promoted via links to Review workspaces. If any of the Repository Usage Limitations is broken during a billing period, the calculation then reverts as if the workspace is a standard Review workspace with Billable Review File Size reported instead.
    • Billable Cold Storage File Size [GB] - The contract peak billable Cold Storage size of all files in the workspace. This includes text only documents. If a workspace is not in the Cold Storage for the full month it will automatically be treated as a Review workspace and report Billable Review File Size.
    • Repository Usage Limitations Status - Repository usage limitation status. The status will be Not exceeded if workspace usage was within the limits. If at least one limitation is exceeded then Exceeded with additional information about the limitation that was not met.
    • Billable Data Usage Cost [USD] - The total billable data usage cost in USD for Review, Repository and Cold Storage data tiers for contract billable peak.

      Note: Due to a technical limitation, it is not possible to sort by Billable Data Usage Cost [USD] in the Workspaces Table

    • Billable Linked File Size [GB] - The size of files that were promoted from Repository to Review workspacesvia links. For Pay-as-you-Go and Flex Commit contracts Linked File Size is included in Billable Review File Size.
    • Billable Text Only Documents Count - The number of documents that do not have any images, natives, or productions per workspace for contract billable peak.
    • Billable Review Cost [USD] - The contract billable peak data usage cost in USD for Review data tier.
    • Billable Repository Cost [USD] - The contract billable peak data usage cost, based on contract peak usage, in USD for Repository data tier.
    • Billable Cold Storage Cost [USD] - The contract billable peak data usage cost ,based on contract peak usage, in USD for Cold Storage data tier.
    • Translate Doc Units - The sum of data used for the translation process.
    • Billable Translation Cost [USD] - The cost of translating content within a single workspace.
    • Current Data Breach File Size - The size of the data currently included in the Data Breach Response.
    • Billable Data Breach File Size - The peak size of the data included in Data Breach Response in the given month.
    • Billable Data Breach Cost [USD] - The total cost of using Data Breach in the Workspace.
    • PI Detect Doc Units - The sum of units consumed for the PI Detect product.
    • Billable PI Detect Cost – The total cost of using PI Detect in the workspace.
    • Contracts Doc Units – The sum of units consumed for the Contract product.
    • Billable Contracts Cost – The cost of using the Contracts product in the workspace.
    • Current Review File Size [GB] - The Review size of all files in the workspace for the Report Date. The size represents billable size for the current date applying all calculations according to contract type.
    • Current Linked File Size [GB] - The size of files that were promoted from Repository to Review workspace via links.
    • Current Text Only Documents Count - The number of documents that do not have any images, natives, or productions per workspace for the Report Date.
    • Current Repository File Size [GB] - The Repository size of all files in the workspace for the Report Date. The size represents billable size for the current date applying all calculations according to contract type except Repository Usage Limitations.
    • Current Cold Storage File Size [GB] - The Cold Storage size of all files in the workspace for the Report Date. The size represents billable size for the current date applying all calculations according to contract type except data cadence requirement.
    • Matter Artifact ID - Unique artifact ID of the matter through the client associated with the workspace.
    • Client Artifact ID - Unique artifact ID of the client associated with the workspace.

    Users tab

    The User tab provides a quick and simple snapshot of the total number of users, including not billable. And the cost of users which are billable based on your RelativityOne subscription.

    Users tab includes:

    • Total Users widget - The total number of users, including not billable.
    • Note: If you have more than one instance included in the contract, Billable Users Cost widget will be hidden. If a user is present in both instances, they will be present in the Users table and included in the Total Users widget in both instances.

    • Billable Users Cost widget - The cost of users which are billable based on your RelativityOne subscription.
    • Note: If there is more than one Instance under the RelativityOne subscription or the Quick search is used, the cost widget will be hidden.

    • Users table - The table consists of users who are included in the invoice for given month
      • Email Address - User's email address. If the email address is unclear, then username is replaced by hash and domain name remains unhashed.
      • User Artifact ID - The unique system-level Artifact ID associated with the user.

        Note: Due to a technical limitation, it is not possible to sort by User Artifact ID in the Users Table

      • User Access Level - User access level defined based on the security groups it belongs to.
        • Regular
        • System Administrator
      • Type - User type defined based on the email address domain configured in the customer subscription.
        • Internal
        • External
      • User Activity - Information if user has accessed the RelativityOne in given month.
        • Active
        • Inactive
      • Last Login - Date on which the user last logged into the system.
      • Billable Status - Billable user's status.
        • Billable RelativityOne
        • Billable Server
        • Non-billable
      • Additional Information - Supplementary information regarding billable status.

    Staging tab

    The Staging tab provides a quick and simple snapshot of the Peak Staging Usage by GB and Billable Staging Cost. ARM, ProcessingSource, TenantVM, and Export are the top-level directories that contribute to staging usage.

  • In case of using Quick search, Staging data will not be available as it is presented only on the instance level. If there is more than one Instance under the RelativityOne subscription, the widgets will be hidden.
  • Staging tab includes:

    • Peak Staging Usage by GB widget - This widget shows your total Peak Staging Usage. The bursting amount of data in your staging area is based on your subscription threshold.

    • Billable Staging Cost widget - The bursting data cost in your staging area is based on your subscription threshold.

    • Instances table  
      • Instance Name - The name designated as the instance name.
      • Instance ID - The instance unique identifier.
      • Report Date - The latest metrics collection time stamp. For historical closed months it is the last day of the month [or the first of the following month]. For the current month it is the latest collected metric time stamp.
      • Current Staging Size [GB] - The total size of all files in Staging for the Report Date.
      • Staging Peak Date - The billable peak day is selected based on the highest Staging usage within a given month.
      • Peak Staging Size [GB] - Total Peak Staging Usage. The bursting amount of data in your staging area is based on your subscription threshold.

    Excel export

    You can export the data from the tables in the Data usage, Users, and Staging tabs to Microsoft Excel.

    Note: Export will be affected by the search criteria used in Quick search. All records in the view will be exported regardless of how many records are displayed per page.

    Click the Export button. The filename will be generated according to the following pattern: Cost Explorer + <month> + <YEAR> + "-" + <generation timestamp in UTC timezone>.