Microsoft Office 365® integration

Microsoft Office 365 integration is a bridge that connects RelativityOne to Office 365 for importing data from Office 365 without data ever leaving the secure Azure Cloud. You can use Office 365 Security and Compliance Center (E3) and Office 365 Advanced eDiscovery Center (E5) software to export data from Office 365, and then pull the data into your RelativityOne workspace via a custom Office 365 Relativity Integration Point Provider or Relativity Processing.

There are two options for importing data to your RelativityOne workspace using Office 365. You can use Processing or the Office 365 integration using the Relativity Integration Points application.

Note: If you use E3 or are importing file types that E5 doesn't provide metadata for (e.g., .PST files), you must use Relativity Processing to process the files into your workspace. If you want to directly push files into review from E5, we recommend simpler cases that contain mostly Microsoft files.

Exporting data from Office 365

You can use Office 365 Security and Compliance Center (E3) or Office 365 Advanced eDiscovery (E5) to export data from Office 365 into your RelativityOne environment. You can export data stored in Exchange Online, SharePoint Online, OneDrive for Business, and Skype for Business.

To access E3 or E5, log in to your Utility Server and browse to the Security and Compliance Center or the Advanced eDiscovery Center using Internet Explorer. Then, import your data directly from Internet Explorer to your mapped RelativityOne file share.

For more information regarding export considerations, contact Microsoft support.

View the following web pages for more information on exporting data in Office 365:

Exporting data from Office 365 Security and Compliance Center (E3)

E3 exports data as native versions of the files. When you export, save the natives to your RelativityOne fileshare, and then process the native files using Relativity Processing.

Exporting data from Office 365 Advanced eDiscovery (E5)

You can export natives, metadata, and a load file of the data set you want to review from E5. Then, using a custom Relativity Integration Point, you can import the load file and push files directly to the Documents tab for review.

If you have a .PST file in Sharepoint or OneDrive that you want to export via E5, use Processing to import documents.

Note: If you want to push files directly into review from E5, you must use the All template in order for Office 365 integration to import the documents appropriately into Relativity. Select this template during the last Export step, after Process and Analyze. Additionally, we recommend simpler cases that contain mostly Microsoft files. Otherwise, use Processing to import files.

Installing the Office 365 integration application

If you want to use the Office 365 Integration Point Provider, you must first install the Office 365 integration application to your RelativityOne workspace. Installing this application to your workspace sets up your integration point with default fields and mappings custom to Office 365 data. To install this application, contact Client Services.

Note: If you use E3 or are importing file types that E5 doesn't provide metadata for (e.g., .PST files), you must use Relativity Processing to process the files into your workspace. You don't need to install the Office 365 integration application.

Creating an Office 365 integration point

Once you export your files from E5, you can access Integration Points to start the job to import your documents to the review workspace in RelativityOne. You must install the Integration Points application in your workspace before you can set up your integration point for Office 365. To install Relativity Integrations Points, contact Client Services.

Before you start importing data, ensure you downloaded the Office 365 integration application in your workspace.

To import your data into your RelativityOne workspace with Integration Points, perform the following steps:

  1. Navigate to the Integration Points tab.
  2. Click Edit next to the name of the integration point. For example, Default Office 365 Mapping 08/23. The system automatically creates the integration point when the application installs to your workspace, and it appends the date of the install to the name of the integration point.
  3. Complete the following fields in the Set Integration Details layout:

    • Name - the name of your integration for reference purposes. By default, this field automatically populates with the name Default Office 365 Mapping and the current date. You can change the field name if necessary.
    • Type - select Import to designate the job as a data import. Selecting Import makes all of the possible import sources available for selection in the Source field below.
    • Source - all possible third party systems that you can import data from. The application selects Office 365 Provider automatically.
    • Destination - this automatically displays Relativity.
    • Transferred Object - the Relativity Dynamic Object (RDO) to which you want to import the data. The Document object is the only option available for this field. The application selects the Document object automatically.
    • Profile - complete the remaining Integration Points settings based on the settings of a saved profile. This includes all of the fields in the Connect to Source layout, as well as field mappings. If no profiles exist in the workspace, you don't have the option of selecting them. To apply a profile that you've already created, select it from the drop-down list.
    • Email notifications - the email address(es) to which Integration Points sends a notification detailing whether the sync succeeded or failed. Use semicolons between addresses.
    • Log errors - select Yes or No to denote whether Integration Points tracks item level errors.
      • If you select Yes, each job also logs any item level errors. For example, a fixed length text field not being large enough to contain an imported value.
      • If you select No, Integration Points doesn't log item level errors.
      • Regardless of your selection, job-level errors are always recorded in Relativity.
    • Enable Scheduler - select Yes to enable the scheduling functionality for this integration. Select No if you don't need to schedule the import and you want the option to run the integration point manually.
  1. Click Next to continue to the Connect to Source layout.
  2. Navigate to the load file in the Load Data From field in the Source Card. The .CSV file follows the naming convention load_file.csv. Only files with the .CSV extension appear in this picker.
  3. Click Next to continue to the Map Fields layout.
  4. Map the fields from the Destination (workspace) to the Source (load file) so that Integration Points imports the targeted data into specific Relativity fields. For more information, see Field mapping. Office 365 software integration contains the following default Source mapped fields. The Destination fields are dependent on what fields exist in your workspace when you install the Office 365 integration application.
  5. Note: If Relativity can't locate fields in your workspace for the default mapping, Relativity moves these fields to the bottom of the Source list. You can either map these fields to other workspace fields, or remove them from the list.

    default field mappings

  1. (Optional) Add or remove any additional fields from the field mapping based on your preferences.
  2. Complete the following fields in the Settings card:
    • Overwrite - includes options to Append Only, Overlay Only, or Append/Overlay. By default the application selects Append Only.
    • Copy Native File - set to Yes by default to ensure Relativity pulls all available native files into the Document object along with the mapped metadata fields.
    • Native File Path - select the Native File Path field.
  1. Click Save.
  2. Click Run Now to start the integration point. When the job completes, documents from the load file appear in the Documents tab.

Field mapping

The Office 365 application automatically populates and maps the most common fields associated with the metadata extracted from Office 365. Review the following table for more information about the most common fields.

Field Name Field Type Description
Comments Long Text Comments extracted from the metadata of the native file.
Control Number Fixed-Length Text The identifier of the document.
Custodians Single Object Custodian associated with (or assigned to) the document.
Title Long Text The title of the file. For emails, this is the subject line. For non-emails, this is any available title.
Email BCC Long Text The name(s) (when available) and email address(es) of the Blind Carbon Copy recipient(s) of an email message.
Email CC Long Text The name(s) (when available) and email address(es) of the Carbon Copy recipient(s) of an email message.
Date Received Long Text The date on which an email message was received.
Date Sent Long text The date on which an email message was sent.
Email From Fixed-Length Text The name (when available) and email address of the sender of an email message.
Email Subject Long Text The subject of the email message.
Email To Long Text The name(s) (when available) and email address(es) of the recipient(s) of an email message.
Extracted Text Long Text Complete text extracted from content of electronic files or OCR data field. This field holds the hidden comments of Microsoft Office files, with the exception of PowerPoint files. You must map the Extracted Text field in order to bring the extracted text into Relativity.
Group Identifier Fixed-Length Text Group the file belongs to (used to identify the group if attachment fields are not used).
Virtual path Long Text Folder structure and path to file from the original location identified during import of the load file.
File Name Fixed-Length Text The original name of the file.
File Type Fixed-Length Text Description that represents the file type to the Windows Operating System. Examples are Adobe Portable Document Format, Microsoft Word 97 - 2003 Document, or Microsoft Office Word Open XML Format.

The Office 365 integration point provider generates the following five fields for each document:

  • Control Number (Object Identifier) - a time-stamped control number. This field uses the contents of Export_session for the time stamp, and a zero-padded version of the Family_ID column.
  • Group Identifier - a time-stamped group identifier.  This field uses the contents of Export_session for the time stamp, and a zero-padded version of the Family_ID column.
  • Extracted text - contains the actual contents of the extracted text file, as opposed to the relative path information in the Extracted_text_path.
  • Native File Path - contains path information for native document import. This is the only Source field that works in the Native File Path drop-down menu in the Settings card when you set up your Office 365 integration point.
  • Error File - a yes/no field set to No by default. You can map this field to any Yes/No field on the Document object for filtering and further processing. The field is set to Yes if any of the following is true:
    • The Process_status_ID field is set to anything other than 1. This indicates a processing error occurred when using E5.
    • The Extracted_text_path field is empty.
    • The file the Extracted_text_path field points to is missing or corrupt.