Note: Automated Workflows is currently only available to customers participating in our Advanced Access (AA) program. This functionality will be released to all RelativityOne customers with the Lanceleaf Update 1 deployment on September 26th and October 10th.

Automated Workflows

Relativity Automated Workflows is a Relativity application that lets users automate tasks in workspaces that previously required manual actions to complete. With Automated Workflows, users specify a trigger that determines the conditions under which the automation begins as well as whether to run the automation automatically or manually.

Rather than the Automated Workflows application performing the specific task(s), it will send a message to the action you specified and the appropriate application will do the task on behalf of the user. With Automated Workflows, you can setup automation to reduce and even eliminate the need for users to complete actions in Relativity that previously required manual work. This saves you time and enables users to focus on other important tasks within your business.

This page contains the following:

Automated workflow permissions

A user must be assigned to a group that is selected as a Workspace Admin or assigned to the System Administrators group to run Automated Workflows.

A non-admin user can view, edit, delete, or add automated workflows. Additionally, a non-admin user cannot edit or add dtSearch or search term reports actions if they do not have permissions for those objects.

Automated Workflows has a unique group and user that's required in your workspace for the application to function. The group and user will be added to the workspace during the application installation to the workspace from the Application Library. You do not need to modify, create, or delete this user and group for your users to access Automated Workflows. This is specifically created for the Automated Workflows applications' functionality.

The following permissions are required to use Automated Workflows:

Object Security Tab Visibility
  • Automated Workflows: View, Edit, Delete, Add
  • Search Index: View, Edit, Delete, Add
  • Search terms report: View, Edit, Delete, Add
  • Automated Workflows

Automated workflow overview

An Automated Workflow typically consists of several components. Each workflow has a trigger which determines when an automated workflow begins. An automated workflow also contains one or more actions which determine what is automated in Relativity. This can include actions like automatically adding new documents that are imported with the Relativity Desktop Client to a dtSearch index or sending an email notification to you once a task in an automated workflow is complete.

The Automated Workflow components are described in more detail in the Triggers and Actions sections below.

Installation and workspace templates

Application Library installation

When Automated Workflows is available in your instance of RelativityOne, you can install the application to existing workspaces or workspace templates from the Application Library.

Workspace templates

When Automated Workflows is installed to a workspace template, any new workspaces that you create using that template will contain your current automated workflows. The following parts of a workflow are copied over, including:

  • Name
  • Description
  • Active - Active/Inactive
  • Trigger
  • Actions

Automated Workflow thresholds

There is a maximum number of 5 active workflows in a workspace and 160 active workflows in an instance. You can create new, inactive workflows at any time, even if you have reached the maximum number of active workflows in a workspace or instance. If you try to create a new workflow after reaching the maximum number of active workflows, you will receive a notification that the new workflow cannot be activated and it will be saved as inactive.

Creating a new workflow

To create a new automated workflow, do the following:

  1. Navigate to the Automated Workflows tab.
  2. Click the New Automated Workflow button.
  3. Enter the required Name of your workflow in the Workflow Info section.
  4. Optionally, enter a Description of your workflow in the Workflow Info section.
  5. Enable the Active field if you would like to make the workflow you are creating active upon completion or disable it if you would like the workflow you are creating to be inactive upon completion.

    Note: An automated workflow cannot be manually started if Active is disabled.

  6. Select a trigger from the Select Trigger card. To learn more about the trigger options, see Triggers.
    (Click to expand)
  7. Click the Add Action button to display the drop-down menu and select the desired action. To learn more about the action options, see Actions.
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    • If you select either Build dtSearch index or Run Search Terms Report, select a dtSearch index or search terms report from the Index or Report drop-down menu.
    • If you select Send Email, enter the email address of yourself or a user that you wish to be notified when the Automated Workflow runs, completes an action, or when the workflow completes depending on the order of this email action. Enter the following format: yourname@emaildomain.com. Separate multiple email addresses with a semi-colon delimiter.
    • Note: Each time you add a new action, clicking outside of the Action card saves any selections that you have made. To edit a previously created action, select the desired Action card and make any edits.

  8. Repeat the previous step as many times as needed to create your automated workflow.
  9. Once you have selected all of the actions for your workflow, click Save in the upper-center of the page and then click Activate in the pop-up.
    • If you have the Active toggle enabled, your workflow will save with the automated workflow waiting for the trigger to begin automation.
    • If you have the Active toggle disabled, your workflow will save but the automation will not be set up to run the actions you have selected until the workflow is made active.

Once a workflow is saved, the Workflow Status section appears above the Workflow Info section to help you track the progress of a workflow. After you successfully create a workflow, the Workflow Status appears as Pending. To learn more about the statuses that display in this section, see Automated Workflow Status.

Editing an existing workflow

An automated workflow must be inactive in order for a user to edit it. When attempting to edit an active workflow, you are prompted to make the workflow inactive before beginning the editing process.

To edit an existing automated workflow, do the following:

  1. Navigate to the Automated Workflows tab and click Edit in the row for the workflow you want to edit.
  2. If the workflow you are trying to edit is currently active, the Edit Active Workflow pop-up appears. Click Continue to make the workflow inactive and proceed with editing.
  3. Edit the fields in the Workflow Info section.
  4. (Optional) Edit the trigger by clicking Change Trigger on the right-side of the card and then making your edit. To learn more about the trigger options, see Triggers.

    Note: Clicking outside of the Trigger card will cause any edits you have made to save. Click Change Trigger at any time to resume editing the trigger.

  5. (Optional) Edit an action by clicking on the Action card, opening a drop-down menu where you can make your edits. To learn more about the action options, see Actions.
    Alternatively, click the X in the upper-right corner of the Action card to remove the action from the current automated workflow.
  6. Once all edits have been made, click Save in the upper-center of the screen.
    The edits made to the automated workflow are saved. Depending on the options selected, the automated workflow will either become active and wai for the trigger to begin automation or will be inactive until you choose to activate it.

Triggers

The following triggers are available in an automated workflow.

  • New Documents Added - if this trigger is selected, when a new document is added to the workspace, the Automated Workflow will start once receiving the documents is completed from the supported import methods.
  • Supported import methods:

  • Manual Start - select this trigger to make it so the workflow can only be started by clicking the Manual Run button. This option is recommended for users that require more control over a workflow.
  • Note: This is useful for a workflow that requires data clean up or sign-off from a stakeholder before running the other actions. For example, if missing extracted text in documents need to be identified and inserted prior to running your dtSearch index build.

Actions

The following actions are available in an automated workflow:

  • Run dtSearch index build - select this action and then select a dtSearch index from the Index drop-down menu to automate a dtSearch index build.
    If you want to run more than one dtSearch index in your automated workflow, select an additional action, select the Run dtSearch index build action, and then select the additional dtSearch index to run. Repeat this process until all dtSearch indexes have been added to the workflow.

    Note: If you overlay documents into your workspace, the Automated Workflow runs an incremental build on the dtSearch index(es) you have selected. You must navigate to the dtSearch index you have selected for automation and perform a full build to apply the changes made to the documents.

  • Run Search Terms Report - select this action and then search terms report from the Report drop-down menu to automate running a search terms report.
    If you want to run more than one search terms report in your workflow, select an additional action, select the Run Search Terms Report action, and then select the additional search terms report to run. Repeat this process until all search terms reports have been added to the workflow.
  • Send Email - select this action to send an email to a specific user(s) as part of the current workflow. Enter the following format: yourname@emaildomain.com. Separate multiple email addresses with a semi-colon delimiter.

    Note: If you wish to receive an email in the middle of an automated workflow after the completion of a specific action, select Send Email directly after that action.

Canceling a workflow

When an automated workflow is running, you can click the Cancel Workflow button in the Workflow Status section of an automated workflow to begin the cancellation process. Once the button is clicked, the workflow is canceled once the currently running task is completed or in other words, the cancellation of an Automated Workflow does not cancel an action that is currently in progress.

In order to cancel an action that's already in progress, you must navigate to that particular actions object and cancel the job from there. For example, if the Automated Workflow is running a dtSearch index build but the search terms report action has a Pending status, clicking the Cancel Workflow button will ensure the search terms report will not run. If you wish to cancel the dtSearch index build, navigate to the Search Indexes tab, identify the dtSearch index build that is running, and cancel from the dtSearch index build page.

Automated workflow status

The Workflow Status section provides information regarding your workflow. It can help you see whether or not a workflow is running, the previous status of the workflow, the last time the workflow ran, and if the workflow is in progress, you can view the start time and how long the workflow has been executing for.

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A description of each field and the various statuses you might see in this section are detailed below.

  • Last Run End Time - the date and time of the last time the automated workflow completed.
  • Start Time - the date and time of when the automated workflow began.
  • Time Elapsed - the total time running the current automated workflow is taking or displays the amount of time that the most recently completed automated workflow took.
  • Workflow Status - the overall status of the automated workflow. The following statuses can display for this field:
    • Creating Workflow - the status after saving either a new workflow or editing an existing workflow.
    • Pending - the status of a workflow after it is successfully created and ready to start.
    • In Progress - the status of a workflow once it has started.
    • Completed - the status of a workflow once it has successfully completed.
    • Completed with Errors - the status when a workflow has completed but at least one action completed with errors. Any action resulting in a Completed with Errors status will cause the workflow to move on to the next action and the workflow will continue running until complete.
    • Failed - the status when an action that resulted in an error has been completed and the workflow could not continue to the next step. Any action in the automated workflow that results in a Failed status will stop the workflow from continuing.
    • Canceled - the status when a user has canceled the workflow from progressing further.
  • Action Status - status of an individual action in your Automated Workflow.
    • Pending - the action is waiting to be started.
    • In Progress - the action is running.
    • Completed - the action has completed.
    • Completed with Errors - the action has completed but encountered errors.

      Note: This will not stop the workflow from moving on to the next action.

    • Failed - the action encountered an error and could not continue.

      Note: This will stop the entire workflow from continuing.

    • Canceled - the workflow was canceled by a user or the individual action was canceled by the user on the object that was included in the Automated Workflow.

Viewing audit information

You can view information that details previous runs of a specific automated workflow or identify changes that were made to a workflow by clicking the View Audit button. This will bring up a pop-up window with the Relativity audits on your Automated Workflow. From this window, you can view when the Automated Workflow ran, additional details on the status of a particular action in your workflow, and see which users have made edits to the workflow's settings.

Error handling and troubleshooting

Failure saving an automated workflow

In the event there is a failure when saving the workflow, the workflow will be set to an Inactive status. The objects and settings will be saved, but the automation will not be in place. To attempt to resolve the failure, edit and then save the workflow to initiate the automated workflow creation step again. For more information, see Creating a new workflow.

Action resulting in Completed with Errors

When an action results in the Completed with Errors status, the workflow can be re-run via the Manually Run Workflow button. You can also resolve the issue on the object itself.

If you have multiple actions that take place after the action that Completed with Errors. You can create a separate Automated Workflow to re-run those steps or press the Manually Run Workflow button to restart the workflow. Keep in mind, that this will also start the action you just resolved over again.

Action resulting in Failed

When an action results in the Failed status, the workflow can be re-run via the Manually Run Workflow button. You can also resolve the issue on the object itself.

If you have multiple actions that take place after the action that Failed. You can create a separate Automated Workflow to re-run those steps or press the Manually Run Workflow button to restart the workflow. Keep in mind, that this will also start the action you just resolved over again.