Management Console

The Management Console in RelativityOne allows customers to view, monitor, and manage their billing and usage data. The Management Console 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.
    Notes:
  • A 0.1 tolerance threshold is built in for all data presented in Management Console.
  • Management Console will not display data from Relativity Server instances.

This page contains the following information:

Security permissions

The following minimum instance-level security permissions are required to view the Management Console 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 Management Console permission prevents them from viewing billing data. A separate group should be created with permissions to view billing data.

Tab visibility Admin operations
Mgmt. Console and sub-tabs View Management Console

Using Management Console

The Management Console presents your data at the Instance level. The data refreshes daily.

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

Quick search

The quick search bar is located at the top of Management Console 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 Management Console, 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

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

    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.

    Top 10 workspaces widget

    The top 10 workspaces widget displays the workspaces by billable review, repository, and cold storage displayed in descending order by GB. Use the drop-down menu to navigate between billable review,repository, and cold storage.

    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.
    • Client Name - The name of the client associated with the workspace. If the client name is unclear, it is replaced by the hash.
    • Instance Name - The name designated as the instance name.
    • Status - The status of a workspace in the environment.
    • 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.
    • Current 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 Review File Size [GB] - The Review size of all files in the workspace for Current 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 Current Report Date.
    • Current Repository File Size [GB] - The Repository size of all files in the workspace for Current 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 Current 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.
    • Instance ID - The instance unique identifier.

    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.

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