Importing Relativity Dynamic Object data via Import/Export

You can import data into Relativity Dynamic Objects (RDO) for use in Relativity applications. The workflow for RDO data import follows the same general guidelines as those for document load file imports.

Refer to Import/Export load file specifications for more information regarding load files.

If you want to use Import/Export with Express Transfer, refer to Express Transfer overview for more information.

To import RDO data:

  1. Use tabs, search, or the quick nav bar to navigate to the Import/Export Job page.

  2. On the Import/Export Job page, click the New Import/Export Job button to start a new job.

  3. On the Choose workflow dialog, the Import button is selected by default. Next, click the Structured (Processed) Data workflow box to import a document load file to your workspace.

    Choose worflow for structured processed data

    Note: If Express Transfer has been activated, the Express Transfer section will display a status of Active. See Activating and deactivating Express Transfer for more information.

  4. On the Choose the Load File type dialog, click the RDO box to import a load file to your workspace.

    Choose the Load File type

  5. If Express Transfer is not Active, skip this step. If it is Active, click Select on the Select data to Import dialog to browse to your local drive and select the folder with the files that you want to upload. In the case of universal naming convention (UNC) paths (for example, \\ServerName\SharedResourceName\FilePath), you can copy and paste the path into the Select Folder address bar at the top of the dialog box in order to access the desired folder.
    Select data to import

      • You can choose only one folder with files to transfer.
      • We recommend using a local drive instead of a mapped or external drive to avoid potential slowness and connection issues with the file import process.
      • When importing data with Express Transfer active, you should not zip the data.
      • When you select a folder to upload, Express Transfer will transfer all the data from the selected folder to the staging area, regardless of the specific job configuration,
  6. On the Choose load file and location dialog, complete the following fields, then click Continue:

    Choose load file and location

    • Job Name—provide a descriptive job name so that you can quickly identify and track that job on the Import/Export Job Page. The Job name field accepts up to 50 characters.
    • Relativity Object Type—select the Relativity object type from the drop-down list that you want to import data.
    • Profile—are job configuration settings that were previously saved to a profile file (.ie or .kw*) so they can be reused when creating future jobs with the same or similar settings in RelativityOne, which saves time and effort as well as helps prevent data entry errors when you're mapping fields, for example. Profiles with the ".ie" extension can only be used in Import/Export.

      • None—select this option if you do not desire to use a profile for this import or if you intend to create a new profile based on the settings entered in the upcoming steps. You will be able to save the profile settings later on the “Import settings” dialog. The file extension for the new profile created will be “.ie”.

      • From Local Disk Profiles—use this option to select a previously saved Import/Export profile (.ie file) or an existing .kw* profile (created via the RDC application) to reuse the job settings for this workflow. Use the drag and drop feature or browse for a file to choose it. All job settings provided within the selected profile file will be automatically entered where applicable in the succeeding workflow dialogs.

    • Regional Settings (Date and Time)—the default date and time format is "English (United States)," which is MM/DD/YYYY and HH:MM:SS AM/PM. If you want date and time data to be imported using a different format, choose the appropriate one from the drop-down list. A preview of the chosen regional setting will appear below the selection.
    • Load File—use the drag and drop feature or click browse for a file to select load file with RDO data from your local drive.
    • Include Native & Text—select this option to include native and text files.

    • Native & Text—if Include Native & Text was selected, use the drag and drop feature or click browse for a file to select the zipped native and text file from your local drive.

    • (Optional) Notification Addresses—enable email notifications by providing the email addresses of those who should get notified once the job completed, failed, or canceled.

  1. On the Load File Settings dialog, select the delimiters and encoding values of the load file for the import, then click Continue. The File Column Headers Preview pane on the right will help you to choose the proper settings.

Load File Settings

  • File Encoding—select an encoding format for the load file. Consult your processing vendor or department to determine the correct encoding option, if necessary.
    The File Column Headers Preview pane on the right automatically updates when you select the File Encoding type. Since the load file is parsed based on the delimiter set, you may need to check delimiters used in the load file if the column headers are not lined up correctly. Determine the delimiters used in the file, and then select them in the delimiters section of this tab.

  • First Line Contains Column Names toggle—select this option if the first line contains column names.

  • Select the delimiters and encoding values used by your load file:

    • Column—select the character used to separate columns.

    • Quote—select the character used as the text qualifier.

    • Newline (Long Text Fields)—select the character used to indicate the end of a line in any extracted text or long text field.

    • Multi-Value—select the character used to separate choices within a field.

    • Nested Value—select the character used to separate the different levels of a multi-choice hierarchy.

  1. Select the load file fields to import and map to the workspace fields, then click Continue.

    To automatically map fields, click Auto Map Fields, and the fields from the load file will be mapped to any existing fields of the exact same name in the workspace. Any fields without a match will display "Choose..." in the Workspace Fields column and you will need to select one from the drop-down list. To search for a field in the list, begin typing the desired field name and matching search results display for selection.

    Consider the following when auto-mapping fields:

    • Case is not taken into account for the mapping. For example, a field named "email" in the load file would map to a field named "Email" in the workspace.
    • Spacing is taken into account. For example, in a two-word field name, if there is one space between words in the workspace field, and two spaces between words in the load file field, the fields will not be mapped.

    • Characters are mapped only to themselves. For example, an underscore is only mapped to another underscore, not to a space.

    Only fields matched in the center columns or those with additional settings selected are loaded into the workspace. Other fields in the Load File Fields and Workspace Fields are ignored. You must always match the identifier field for the load file.

    Note: To import RDO data into a workspace, you must map the document identifier, whether it be Name, Control Number, or another field. If you do not, the import mode options will be limited and you will be unable to proceed with the import.

Load File Mapping

  • Create Field button—click this button if you want to create a new workspace field.

  • Auto Map Fields button—click this button to automatically map fields. The fields from the load file are mapped to any existing fields of the same name in the workspace.

  • Mapped to the top toggle—when turned on, this option groups all mapped fields on the top.

  • Load File Sample column—presents exemplary data from the load file fields.

  • Load File Fields column—provides the load file field names.

  • Workspace Fields column—allows you to manually map the load file fields to the existing workspace fields.

  • Additional Field Settings column—to enable additional field settings, go to the Additional Field Settings column and click the Choose down arrow to select the additional field as follows:

    Additional fields settings

  • Extracted Text—select this option if the load file field includes extracted text, and then select the File Encoding type.

  • Folder Information Column—select this option if you want to use a metadata field to build the folder structure for the workspace.

  • Native File—select this option if the field from your load file contains a relative or absolute (full) path to the native files. If using absolute paths, you must activate Express Transfer.

  1. On the Import Settings dialog, configure your import job by selecting from which line number you want the load file to begin importing and how you want the records to be imported.

Import settings

  • Start Line—select the line number in the load file where you want the import process to begin. The default value is set to 0, which results in loading the entire load file.

  • Import mode—Choose how you want the records to be imported.
    • Append Only—loads only new records.

    • Append/Overlay—adds new records and overlays data on existing records. If selected, then you must include an Overlay Identifier next.

      Note: For Append/Overlay and Overlay Only, if a blank metadata field exists in the load file (.dat, .csv), the blank value will overlay (remove) any existing value that may reside in the corresponding mapped field.

    • Overlay Only—updates existing records only. If selected, then you must include an Overlay Identifier next.

    • Overlay Identifier—if either “Overlay Only” or “Append/Overlay” mode is selected, then assign the unique identifier that will be used to overlay data in the workspace. This field acts as a link indicating to RelativityOne where to import the data.
  1. (Optional) Click Precheck Load File on the Import settings dialog to run a validation process on the load file to check for errors prior to importing it. All detected errors are displayed in the Precheck window. Click the down arrow to the right of any error message to view its details. Click Cancel to discontinue importing the file so that you can correct the errors in the source file(s) and repeat the importing steps, or click the Import button to start importing the load file with the errors. The following validations are performed during Precheck:

    • Date format
    • Field type
    • Field length
    • Number of load file cells
    • Number of folders and choice fields
    • File paths for natives and extracted text (checks 1,000 random lines across the whole load file)

    Note: The Precheck Load File summary dialog displays a maximum of 1,000 errors for each error category and will display a message indicating the total number of errors found. For example, if an error category has 2,000 errors, only the first 1,000 will display in the drop-down list.

Precheck Load File summary with error details displayedPre-check with folder validation

  1. (Optional) Click Save Settings on the Import Settings dialog to export the job configuration settings entered thus far to its own profile file (.ie file extension) and save it on your computer so that you can reuse these settings when creating a new import job with Import/Export.

    Note: Import/Export saves job configuration settings to its own profile file format (.ie file extension). Comparing to the legacy .kw* standard, it brings more flexibility as you now can apply saved job settings across various workspaces. Other Data Transfer tools, like Relativity Desktop Client, do not support the new profile file format (.ie file extension).

  2. Click Import.

  1. Review the importing progress on the Importing dialog. Click the Cancel button if you need to stop the import job before it completes. Click the Close button when the importing process is complete.

Caution: If you imported data without activating Express Transfer, keep the Importing dialog open until the data is successfully past the Transferring stage. Closing the dialog earlier will terminate the data transfer.

Importing document loading progress

  1. When the import is complete, the Import Summary displays. If no errors were found in the load file, go to the next step. If errors were found, the number and other information will be listed. You can do either of the following:

    • To proceed without correcting the errors, go to the next step.
    • To manually correct them now, click the Download Error Load File button. Review the errors and correct them as needed. When done, upload the file with the corrected data by clicking the Select button on the Import Summary screen next to New Load File and navigating to the file on your local drive. Once selected, click Import to import the job with corrected data.

    Note: Only records that imported without errors will appear in the workspace.

    Import summary

  2. Click Finish to close the dialog .

You can review the Import/Export Job page to see more information about the job. Refer to Import/Export Job tracking and historyfor details.

Note: If you ran the job with Express Transfer active, you are able to close the Import/Export application while the job is running, if desired, and the transfer job will continue and not be affected. You can monitor the progress and history of jobs within Express Transfer (see Express Transfer Job tracking and history). You do not have to be logged into RelativityOne to view information within the Express Transfer application.