Entity object

Legal Hold layout

The Legal Hold Custodian detail layout contains the following fields:

Legal Hold Custodian layout

Basic Contact

• First Name - the entity's first name.
• Last Name - the entity's last name.
• Email - (Optional) the entity's email address.
  Note: Legal Hold entities can share the same email address.
• Middle Name - (Optional) the entity's middle name.

Company

• Company - (Optional) the entity's company.
• Current Title - (Optional) the entity's job title.
• Department - (Optional) the entity's department.
• Manager - (Optional) the entity's manager. Select a person from the available entities to designate as the new entity's manager. The designated manager will receive any Escalation communication for this entity.
• Employee Number - (Optional) the entity's employee number.
• Employment Status - (Optional) the entity's current employment status.
• Employment Start Date - (Optional) the date the entity's position started.
• Employment End Date - (Optional) the date the entity's position ended.
• Username - (Optional) the entity's employee username at the company.
• Domain - (Optional) the company's network name. For example, "Relativity.corp".
• Phone Number - (Optional) the entity's phone number.

Location

• Address 1 - (Optional) the entity's home address.
• Address 2 - (Optional) the second line of the entity's home address.
• City - (Optional) the entity's home address city.
• State/Province - (Optional) the entity's home address state/province.
• Zip/Postal Code - (Optional) the entity's home address zip/postal code.
• Country - (Optional) the entity's home address country.
• Location - (Optional) An optional field used to denote a specific building/office or to provide a friendly name for different business unites.

Other

• Secondary Email - (Optional) the entity's secondary email address.
• Notes - (Optional) use this field to add any applicable notes regarding the entity.
• Unique ID - (Optional) use this field when, for example, performing Active Directory data imports using Integration Points. Because you must reference a unique field when setting up the import, you can specify the UniqueID field as unique and map it to an Active Directory field such as ObjectGuid.
• Entity Interaction - (Optional) determines the level of interaction the Legal Hold application has with the entity. You can select None, Full, Limited, Redirected.
  • Full - the entity receives standard communication functionality. This is the default behavior.
  • None - the entity no longer receives communications. Entities set to None do not appear in the Communication Summary report or the Open Tasks report and have N/A in the responded field on Entity reports. If an entity sends a message to an admin, the admin can respond to the entity.
  • Redirect - the entity communications are redirected to a Redirect Recipient, another entity, to act on behalf of the original entity. If a redirect recipient is acting on behalf of another entity, the information can be found in the database.
  Note: If an entity is selected to receive redirected communications, they then cannot be removed from Legal Hold nor set to None. For more information, see Custodian Interaction level.

Custodian Interaction level

When creating or editing an entity, there is a Custodian Interaction level that can be set. You can find this setting within the Other tab. Custodians have three different interaction levels: Full, None, Redirect.

Full is the default and the entities with this setting get all communications as normal. None is a setting for entities who should not receive any communications. The Redirect setting is used for entities that need communications and questionnaires sent to another entity, or redirect recipient, that is able to acknowledge on behalf. When acting as a Redirect Recipient, the entity cannot be deleted, as they are acting on behalf of other entities within the project.

When a custodian's Interaction level is set to None or Redirect, the entity does not appear in the Redirect Recipients dialog. Custodians that have their Custodian Interaction level set to None, will not appear on the Communication Summary report and the Open Tasks report.

Different communication actions and different interaction level settings combined with the Silent Custodian setting can get complicated. In order to make sure the correct entity, if any, gets the correct communication, see the chart below.

Entity Interaction Level	Action	Do Not Notify (Is set)	Target Entity Receives Email
Full	Send General Notice Communication	False	Yes
Full	Send BCC	True	Yes
Full	Send BCC	False	Yes
Full	Send BCC	Not on project	Yes
Full	Send Escalation/Automatic Escalation (Manager)	True	Yes
Full	Send Escalation/Automatic Escalation (Manager)	False	Yes
Full	Send Escalation/Automatic Escalation (Manager)	Not on project	Yes
Full	Send Reminder/Automatic Reminder	False	Yes
Full	Global Reminder	False (for at least one project they are active on)	Yes
Full	Release Entity	False	Yes
Full	Send Alert Notice	True/False/Not on project	Yes
Full	Resend Expired Portal Link	False	Sends out link
Full	Resend Expired Portal Link	True	Sends out link
Full	Responses	False	Yes (never redirect)
Full	Send Portal Link	True	No (button disabled)
Full	Send Portal Link	False (for at least one project they are active on)	Yes
Full	Send Escalation to CC recipients	True/False/Not on Project	Yes
Redirect	Send General Notice Communication	False	Redirected
Redirect	Send BCC	True	Redirected
Redirect	Send BCC	False	Redirected
Redirect	Send BCC	Not on Project	Redirected
Redirect	Send Escalation/Automatic Escalation (Manager)	True	Redirected
Redirect	Send Escalation/Automatic Escalation (Manager)	False	Redirected
Redirect	Send Escalation/Automatic Escalation (Manager)	Not on Project	Redirected
Redirect	Send Reminder/Automatic Reminder	False	Redirected
Redirect	Global Reminder	False (for at least one project they are active on)	Redirected
Redirect	Release Entity	False	Redirected
Redirect	Send Alert Notices	True	Redirected
Redirect	Send Alert Notices	False	Redirected
Redirect	Send Alert Notices	Not on Project	Redirected
Redirect	Resend Expired Portal Link	False	Sends out link to original entity
Redirect	Resend Expired Portal Link	True	Sends out link to original entity
Redirect	Responses	False	Yes (never redirect)
Redirect	Send Portal Link	True	No (button disabled)
Redirect	Send Portal Link	False (for at least one project they are active on)	Redirected
Redirect	Send Escalation to CC recipients	True/False/Not on Project	No
None	Send Escalation/Automatic Escalation (Manager)	True	Yes
None	Send Escalation/Automatic Escalation (Manager)	False	Yes
None	Send Escalation/Automatic Escalation (Manager)	Not on project	Yes
None	Send Portal Link	True	No (button disabled)
None	Send Portal Link	False (for at least one project they are active on)	No (button disabled)
None	Send Escalation to CC recipients	True/False/Not on Project	No

Entity console

Use the Entity console to take an action related to that entity and run reports specific to that entity across multiple projects. Buttons are shaded gray when the action is unavailable or may not appear if you don't have the correct permissions. See Securing a project.

Custodian

Use Portal As - view the Legal Hold portal as a specified entity in a separate tab. Use this feature to acknowledge participation in a project or answer a questionnaire on someone else's behalf. For example, use this feature during a guided entity interview.

Send Portal Link - send a communication to the entity that contains the link to their Entity portal home page. Entities can enter their email address to access the portal.

Note: Custodians can only receive communications if they have their email address on their entity record.

Reports - run a project-specific report from this section. The report appears inline. See Reports for more information about each report. Note that you may not be able to view all reports depending on your permissions.

Legal Hold entity load file

To load entities via Import/Export, create a load file that contains at least the following:

• Entity's full name
• Entity's email address

Processing layout

The Processing Entity layout provides the following fields:

Processing Entity layout

• Type - select one of the following:
  • Person - select this to enter first and last name of the individual acting as entity of the data you wish to process.
  • Other - select this if the entity of the data you wish to process isn't an individual but is, for example, just a company name. You can also select this if you wish to enter an individual's full name without having that name include a comma once you export the data associated with it. Selecting this changes the Entity layout to remove the required First Name and Last Name fields and instead presents a required Full Name field.
• First Name - the first name of the entity. This field is only available if you've set the Type above to Person.
• Last Name - the last name of the entity. This field is only available if you've set the Type above to Person.
• Classification - a multiple choice field that links the Entity to one or more applications such as Processing, Legal Hold, or Case Dynamics. For example, Entities linked to the Processing application have a Classification value of Custodian - Processing.
• Document numbering prefix - the prefix used to identify each file of a processing set once the set is published. The prefix entered on the entity appears as the default value for the required Document numbering prefix field on the processing data source that uses that entity. The identifier of the published file reads: <Prefix> # # # # # # # # # #.
• Notes - any additional descriptors of the entity.

Viewing or editing Processing entity details

Click the Edit link to the left of the Full Name column to access the Entity layout. On the Entity layout, you can edit an entity's name, enter a document numbering prefix, and add notes.

When you upgrade to Relativity RelativityOne, existing entities are placed into the Last Name field on the Entity layout. If you need to edit an upgraded entity, you need to parse out the first and last names, as both of those fields require values when you save the entity.

You can view more details about an entity by clicking the entity's name from the list on the Entities tab. The Entity layout displays an additional section called Processing Data Source (Custodian).

The Processing Data Source (Custodian) associative object view contains the following fields:

• Processing Data Source - all the data sources to which this entity is attached.
• Status - the state of the processing jobs to which the entity is attached.
• Source path - the file location entered for the Source path field on the data source to which the entity is attached.
• Time zone - the value selected for the Time zone field on the data source to which the entity is attached.

Note: You can't delete an entity already associated with a processing data source. For more information, see Adding a data source.

Now that you've created an entity, you can associate that entity with a data source and then add the data source to a processing set. When you run the processing set, you'll be sending that entity's files to the processing engine to be inventoried, discovered, and published to a workspace. For more information, see Adding a data source.

Processing entity load file

The following is an example of a Processing entity load file that includes several individuals identified as entities for the data you wish to process.

Analytics layout

The following fields appear when you select Entities - Communicators Layout from the drop-down list:

Entities - Communicators Layout

General

• Full Name - the entity’s full name
• First Name - the entity's first name.
• Last Name - the entity's last name.
• Middle Name - (Optional) the entity's middle name.
• Classification - all entities created or impacted by name normalization in Analytics receive the classification value Communicator - Analytics. You can add new Classification choices to help keep track of groups of entities.
• Type - the type can be one of the following:
  • Person - select this to enter first and last name of the individual acting as entity of the data you wish to process.
  • Other - select this if the entity of the data you wish to process is not an individual, for example, a company. You can also select this if you wish to enter an individual's full name without having their name include a comma after you export the data associated with it.
• Email - (Optional) the entity's email address.

Contact

Affiliations

Aliases - the aliases linked to the entity.

You can also create a new alias from the Entities - Communicators Layout.

1. Click the name of an entity.
2. Select the Entities - Communicators Layout layout.
3. Click New.
4. Complete the following fields: 
   • Name - the name of the alias.
   • Type - the type can be one of the following:
     • Proper Name - an alias that contains all letters.
       • Jane Smith
     • Email Address - a standard email addresses with no spaces or characters.
       • jane.smith@relativity.com
     • Extended Email Address - an email address with other content or characters.
       • Jane Smith [Jane.Smith@relativity.com]
     • Exchange - X500 and X400 formats.
       • Smith, Jane </O=RELATIVITY/OU=NA/CN=RECIPIENTS/CN=JSMITH>
     • Phone Number - an alias that contains only numbers and characters.
       • 123-456-7890
     • Undefined - an alias that doesn't fall into any of the categories above.
       • Jane Smith/RELATIVITY@relativityXgat
   • Domain (optional) - the full domain of the alias (everything after the @ sign).
     • us.relativity.com
   • Primary Domain (optional) - the domain of the organization.
     • relativity.com

Analytics entity load file

An alias object is created for each alias included in the entity import. When you run name normalization, these aliases are used to map documents to existing entities.

To load entities via Import/Export, create a load file that contains at least the following:

• Entity's full name
• Aliases

We also recommend you add known email addresses, name variations, and exchange IDs to the alias field for best results. Avoid adding any generic aliases such as "John."

Merge

The Merge mass operation is a mass operation on the Entities tab that only appears if you have Analytics installed. This operation lets you select and merge multiple entities into a single entity.

You need the following object security permissions to merge entities:

• Alias—View, Edit

• Entity—View, Edit, Delete

• Field—View, Edit

Note: To limit the impact on Processing and Legal Hold workflows, do not merge entities if two or more of those entities are associated with a Processing data source or Legal Hold project. Doing so can cause downstream errors with publish jobs.

To merge entities:

1. From the Entities list, select the checkboxes next to the entities that you want to merge.

   Note: No more than 150 entities can be merged at one time.

2. From the actions menu at the bottom, select Merge from the second drop-down menu.

   

3. Click Merge Entities.

If a conflict occurs when merging entity fields, the value of the entity associated with either a Processing data source or Legal Hold project takes priority followed by the value of the entity with the lowest Artifact ID.

Key entities

For an entity to appear in Case Dynamics, it must be classified as Key - Case Dynamics.

To mark an existing entity as Key - Case Dynamics from the Entities tab:

1. Go to the Entities tab.
2. In the row of the entity that you want to mark as Key - Case Dynamics, click Edit.
3. Select one of the Case Dynamics entities layouts. See Case Dynamics layouts.
4. In the Classification field, select Key - Case Dynamics.
5. Click Save.

You can also create and mark existing entities as Key - Case Dynamics from the Review Interface, inline edit lists, and Outlines. See these topics:

• Reviewing documents with Case Dynamics
• Working with Outlines

Ensuring you do not create duplicate entities

Case Dynamics has several features to ensure that you do not create duplicate entities.

If you highlight text in the Viewer or an Outline and select to a create a Key Person or Key Organization, Relativity compares the highlighted text to existing entities in the workspace to see if there is a possible match. The table below lists the possible match types.

Match types table

Match type	Pop-up name	Options
Key entity match	Key Entity Match	Link this Key Entity - the key entity becomes linked to the document. Create New Entity - creates a new key entity and links the key entity to the document. Cancel - closes the pop-up and does not link the highlighted text to an existing entity or create a new entity.
No match found	Create New Entity	Create New Entity - creates a new key entity and links the key entity to the document. Cancel - closes the pop-up and does not create a new entity. Search Existing Entities - enables you to search existing entities to see if the entity already exists under a different spelling variation. Through the view that opens, you can search and filter on fields.

When you start typing the entity name that you want to add in the Create New Entity pop-up, the auto-complete feature returns a list of existing entities that match what you typed. Select the entity you want from the list or finish typing the name of the new entity that you want to create. If the entity you select is not classified as Key - Case Dynamics, it becomes classified as Key - Case Dynamics once you save it.

When you click on an existing entity, the fields on the Create New Entity pop-up show the name of the entity you selected and the field becomes read only. Click the to remove the existing entity you selected. If an existing entity option displays , go to the Entities tab, and edit the entity with the warning icon. Be sure to fill out all required fields.

From the Create New Entity pop-up, you can also click Search Existing Entities to see the list of existing entities, select the entity that you want to link to the document, and click Set. If the entity you select is not classified as key, it automatically becomes Key - Case Dynamics when you click Set.

To edit the name of an existing entity, go to the Entities tab. The name update will be reflected across all applications using the entity object that are installed in the workspace.

Default Case Dynamics layouts

Case Dynamics has two entities layouts:

• Key Organization Basic Layout
• Key Person Basic Layout

Case Dynamics layouts

Key Organization Basic Layout

The Key Organization Basic Layout contains the following fields:

Key Organization Basic Layout

Key Organization Detail

• Full Name - the organization's full name.
• Type - set to Organization.
• Classification - (Optional)
  • Communicator - Analytics - select this option if the entity is impacted by name normalization in Analytics.
  • Custodian - Processing - select this option if the entity is impacted by Processing.
  • Key - Case Dynamics - select this option to use the entity in Case Dynamics.
• Location - (Optional) the entity's address.
• Website - (Optional) the entity’s website.
• Notes - (Optional) use this field to add any applicable notes regarding the entity.

Other

• System Last Modified By - the name of the user who modified the system last.
• System Last Modified On - the time the system was last modified.

Key Person Basic Layout

The Key Person Basic Layout contains the following fields:

Key Person Basic Layout

Entity Key People Detail

• First Name - the entity's first name.
• Last Name - the entity's last name.
• Type - set to Person.
• Classification - (Optional)
  • Communicator - Analytics - select this option if the entity is impacted by name normalization in Analytics.
  • Custodian - Processing - select this option if the entity is impacted by Processing.
  • Key - Case Dynamics - select this option to use the entity in Case Dynamics.
• Email - (Optional) the entity's email address.
• Role in Litigation - (Optional) the entity's role in litigation.
• Corporate Titles Case Dynamics - (Optional) - the entity's corporate title.
• Notes - (Optional) use this field to add any applicable notes regarding the entity.

Other

• System Last Modified By - the name of the user who modified the system last.
• System Last Modified On - the time the system was last modified.

Case Dynamics entity load file

To load a Case Dynamics entity that is a person via Import/Export, create a load file that contains at least the following:

• First Name
• Last Name
• Full Name
• Classification - enter Key - Case Dynamics
• Type - enter Person

To load a Case Dynamics entity that is an organization via Import/Export, create a load file that contains at least the following:

• First Name
• Last Name
• Full Name
• Classification - enter Key - Case Dynamics
• Type - enter Organization

You can collect electronic data from custodians who are individuals or entities involved in a legal action or case. You can collect electronic data for custodians from different sources and you may perform multiple collections from a single custodian. On the Entities tab, you can create and edit entities as well as view their details and perform other tasks.

Creating an entity

Use the following procedure to create a custodian that you can associate with a collection:

1. Click the Entities tab. Relativity displays a list of the custodians available in this workspace.
2. Click New Entity.
3. Complete the fields in the Collect Custodian Details layout. See Collect Entity Details fields.
4. Click Save. Collect displays the custodian details. See Viewing or editing entity details.
   Note: You can also create a custodian when you add a new collection. Click the Add link on the collection layout. See Creating a collection.

Collect Entity Details fields

The Collect Custodian Details layout contains the following fields:

• Type - select one of the following:
  • Person - select this to enter first and last name of the individual acting as custodian of the data you wish to process. This choice is selected by default.
  • Other - select this if the custodian of the data you wish to collect isn't an individual but is, for example, a company name or a data location. Add the entity's full name and email (optional).
• First Name - the first name of the entity.
• Middle Name - (Optional) the middle name of the entity.
• Last Name - the last name of the entity.
• Email - the email address for the entity.

Viewing or editing entity details

Display entity details by clicking the name of the entity on the Entities tab. Collect also displays these details immediately after you add a new entity. You can use the buttons at the top of the page to edit, delete, or perform other tasks with the entity. In addition, you can select the Collection History or Custodian Data Sources view to change the information displayed in the grid.

Collect custodian view

The Collect custodian view is illustrated in the following screen shot:

This view includes the Custodian Details that lists the first, last, and full name of the custodian as well as the associated email address.