To pull in all of your desired processing data, use the Field Catalog to map your document fields to Relativity's processing data.
This section provides information on all system-mapped fields in Relativity, as well as the optional metadata fields available to you to map to your data.
This page contains the following information:
To map processing fields, perform the following steps:
- Open the Fields tab.
- Click New Field or Edit on an existing field.
- Provide a name in the Name field. We recommend that you give the field an identical name to the one you're mapping to.
- In the Object Type field, select Document. Only Relativity Document fields are eligible to map to a value in the Source field. Selecting any other object type disables the Source field.
- In the Field Type field, select the type of field to set what type of data can be entered into the field.
- When the Field Type is selected, you will see the menu for Field Settings and Advanced Settings appear. Click on the Advanced Settings tab.
- Click Select on the Source field to display the processing fields to which the Relativity field can be mapped.
- From the available processing fields, select the one to which you want to map, and click Set.
- Confirm that the field you just mapped appears in the Source field, complete the remaining required fields and click Save.
Note: If the Processing application is not installed, you can still map fields as long as you've added the worker manager server to the resource pool.
Processing system field considerations
Note the following regarding processing system fields:
- Processing system fields are mapped by default and cannot be modified.
- Processing system fields aren't listed in the Field Catalog.
While processing data in an instance, Relativity discovers metadata fields and records them as source fields in the Field Catalog. You can map source fields in the Document object, where the field is then populated when a document is published. Note that this occurs instance-wide, so if one workspace processes a field with a unique metadata name, all other workspaces will see the source field as available for mapping, even if the workspace has never, and possibly will never, process a file with the same field name.
Workspace 1 - processes a file with a unique metadata name, UniqueData. The field becomes part of the Field Catalog and is available to all other workspaces in the instance.
Workspace 2 - sees UniqueData in the Field Catalog, even though Workspace 2 has never processed a file with the metadata name.
Field mapping validations
When mapping fields, you'll receive an error if:
- You attempt to map fields of mismatching types; for example, if you map a long text field to a date field, you'll receive an error upon saving the field.
- You attempt to map a fixed-length text field to a catalog field of a longer length.
- You don't have Edit permissions for the Field object. This is because mapping through the Source field is considered an edit to a field. If you only have Add permissions for the Field object and not Edit, and you attempt to map a field, you'll receive an error stating, “Error saving field mapping."
The following system-created metadata fields are always populated when data is processed.
|Processing Field Name||Field Type||Description|
|Container Extension||Fixed-Length Text||Document extension of the container file in which the document originated.|
|Container ID||Fixed-Length Text||Unique identifier of the container file in which the document originated. This is used to identify or group files that came from the same container.|
|Container Name||Fixed-Length Text||Name of the container file in which the document originated.|
|Control Number||Fixed-Length Text||The identifier of the document.|
|Custodian||Single Object||Custodian associated with (or assigned to) the processing set during processing.|
|Extracted Text||Long Text||Complete text extracted from content of electronic files or OCR data field. This field holds the hidden comments of MS Office files.|
|Last Published On||Date||Date on which the document was last updated via re-publish.|
|Level||Whole Number||Numeric value indicating how deeply nested the document is within the family. The higher the number, the deeper the document is nested.|
|Originating Processing Set||Single Object||The processing set in which the document was processed.|
|Originating Processing Data Source||Single Object||A single object field that refers to the processing data source.|
|Processing File ID||Fixed-Length Text||Unique identifier of the document in the processing engine database.|
|Processing Folder Path||Long Text||The folder structure and path to the file from the original location, which is used to generate the Relativity folder browser for your documents. This field is populated every time you process documents. See Processing folder path details for more information.|
|Relativity Attachment ID||Fixed-Length Text||A system field that the Short Message Viewer uses to provide enhanced support for attachments and avatars. See the Relativity Short Message Format guide for more information.|
|Relativity Native Time Zone Offset||Decimal||
A numeric field that offsets how header dates and times appear in the viewer for processed emails. This field will be populated with the UTC offset value of the time zone chosen in the processing profile. For example, documents processed to Central Standard Time (CST), would be populated with a value of "-6" because CST is UTC-6. For more details on this field, see Relativity Native Time Zone Offset.
|Time Zone Field||Single Object||Indicates which time zone is used to display dates and times on a document image.|
|Virtual Path||Long Text||Folder structure and path to file from the original location identified during processing. See Virtual path details for more information.|
The following (optional) metadata fields can be mapped through the Field Catalog. The Field Catalog contains a list of all available fields to map regardless of discovered data.
If you are setting up Processing prior to Discovery and Publish, you have the following options available in the Source field modal:
- Standard Fields—contains a collection of fields from both the Metadata Fields and Other Fields options.
- Metadata Fields—contains fields extracted from the actual file or file system.
- Other Fields—contains static, or system fields such as control number, processing set name, custodian, and so forth.
- You can map one processing field to multiple Document object fields.
- You can only map a processing field to a Unicode-enabled field.
- The following metadata fields can be mapped to similar field types in the Field Catalog. To map different field types outside of the 135 metadata fields to one another, select All Fields from the drop-down menu in the Source field modal.
- Consider the following data compatible field types with valid mapping:
- You can map long text document fields to fixed-length text processing fields. However, Relativity does not support mapping fixed-length text document fields to long text processing fields.
- You can map single choice Catalog fields to destination fields of fixed-length text, long text, choice, or single object fields.
- You can map a DateTime field to a Date field if the source field is DateTime and the type of destination field is Date.
|Field type||Description||Example value|
|All Custodians||Multi Object||
All custodians (deduped and master) associated with a file. The All Custodians field is mapped to a document and is updated only when Global or Custodial deduplication is enabled on the set and the field has been mapped, even if no duplicates exist for the document that was published in the workspace.
|Lay, Kenneth; Doe, John|
|All Paths/Locations||Long Text||
This is the same as DeDuped Paths except that the virtual path of the current document is appended to the end of the list. The All Paths/Locations field is populated only when Global or Custodial deduplication is enabled on the set and the field has been mapped, even if no duplicates exist for the document that was published in the workspace.
|Lay, Kenneth|\Lay, Kenneth\kenneth_lay_000_1_2_1.pst
\lay-k\Kenneth_Lay_Dec2000\Notes Folders\Notes inbox;
Doe, John|\Doe, John\John_Doe_000_1_2_1.pst
\Doe-J\John_Doe_Dec2000\Notes Folders\Discussion threads
|Attachment Document IDs||Long Text||Attachment document IDs of all child items in family group, delimited by semicolon, only present on parent items.||KL0000000031.0001;KL0000000031.0002|
|Attachment List||Long Text||Attachment file names of all child items in a family group, delimited by semicolon, only present on parent items.||EC PRC Meeting Agenda.doc;Map to The St.Regis.doc|
|Author||Fixed-Length Text (50)||Original composer of document or sender of email message. This field has a minimum length of 50 alpha-numeric characters.||Jane Doe|
|BCC||Long Text||The name(s) (when available) and email address(es) of the Blind Carbon Copy recipient(s) of an email message.||Capellas Michael D. [Michael.Capellas@COMPAQ.com]|
|BCC (SMTP Address)||Long Text||The full SMTP value for the email address entered as a recipient of the Blind Carbon Copy of an email message.||Michael.Capellas@COMPAQ.com|
|CC||Long Text||The name(s) (when available) and email address(es) of the Carbon Copy recipient(s) of an email message.||Capellas Michael D. [Michael.Capellas@COMPAQ.com]|
|CC (SMTP Address)||Long Text||The full SMTP value for the email address entered as a recipient of the Carbon Copy of an email message.||Michael.Capellas@COMPAQ.com|
|Child MD5 Hash Values||Long Text||
Attachment MD5 hash value of all child items in a family group, only present on parent items.
Relativity can't calculate this value if you have FIPS (Federal Information Processing Standards cryptography) enabled for the worker manager server.
|Child SHA1 Hash Values||Long Text||Attachment SHA1 hash value of all child items in a family group, only present on parent items.||1989C1E539B5AE981820648623954872BEE3E483;
|Child SHA256 Hash Values||Long Text||Attachment SHA256 hash value of all child items in a family group, only present on parent items.||7848EEFC40C40F868929600BF033617642E0D37C2
|Comments||Long Text||Comments extracted from the metadata of the native file. For more information, see Comments considerations.||Oracle 8i ODBC QueryFix Applied|
|Company||Fixed-Length Text (255)||The internal value entered for the company associated with a Microsoft Office document. This field has a minimum length of 255 alpha-numeric characters.||Oracle Corporation|
|Contains Embedded Files||Yes/No||The yes/no indicator of whether a file such as a Microsoft Word document has additional files embedded in it.||Yes|
|Control Number Beg Attach||Fixed-Length Text (50)||The identifier of the first document in a family group. This field is also populated for documents with no family members. This field has a minimum length of 50 alpha-numeric characters.||KL0000000001|
|Control Number End Attach||Fixed-Length Text (50)||The identifier of the last document in a family group. This field is also populated for documents with no family members. This field has a minimum length of 50 alpha-numeric characters.||KL0000000001.0002|
|Conversation||Long Text||Normalized subject of email messages. This is the subject line of the email after removing the RE and FW that are added by the system when emails are forwarded or replied to.||Sigaba Secure Internet Communication|
|Conversation Family||Fixed-Length Text (44)||Relational field for conversation threads. This is a minimum 44-character string of numbers and letters that is created in the initial email.||01C9D1FD002240FB633CEC894C1985845049
|Conversation Index||Long Text||Email thread created by the email system. This is a minimum 44-character string of numbers and letters that is created in the initial email and has 10 characters added for each reply or forward of an email.||01C9D1FD002240FB633CEC894C1985845049
|Created Date||Long Text||The date on which a file was created.||12/24/2015|
||"12/24/2015 11:59 PM"|
|Created Time||Long Text||The time at which a file was created.||11:59 PM|
|DeDuped Count||Whole Number||The number of duplicate files related to a master file. This is present only when Global or Custodial Deduplication is enabled and duplicates are present. If you discovered and published your set before Relativity Foxglove, you can't map this field and re-publish the set. This is populated on the master document. You aren't able to retroactively populate this field with custodian information.||2|
|DeDuped Custodians||Multiple Object||
The custodians associated with the de-duped records of a file. The DeDuped Custodians file is mapped to a document and is present only when Global or Custodial Deduplication is enabled and duplicates are present.
This is populated on the master document. You aren't able to retroactively populate this field with custodian information.
The All Custodians field is mapped to a document and is updated only
|Lay, Kenneth;Doe, John|
|DeDuped Paths||Long Text||
The virtual paths of duplicates of a file. This is present only when Global or Custodial Deduplication is enabled and duplicates are present. Each path contains the associated custodian.
This is populated on the master document. You aren't able to retroactively populate this field with path information.
Lay, Kenneth|\Lay, Kenneth\kenneth_lay_000_1_2_1.pst
|Delivery Receipt Requested||Yes/No||Indicates whether a delivery receipt was requested for an email.||No|
|Discover Errors on Child Documents||Multiple Object||Identifier of the file that contains the parent document on which the error occurred.|
|Document Subject||Long Text||Subject of the document extracted from the properties of the native file.||RE: Our trip to Washington|
|Document Title||Long Text||The title of a non-email document. This is blank if there is no value available.||Manual of Standard Procedures|
|Email Categories||Long Text||Category(ies) assigned to an email message.||Personal|
|Email Created Date/Time||Date||The date and time at which an email was created.||"12/24/2015 11:59 PM"|
|Email Entry ID||Long Text||The unique Identifier of an email in an mail store.||000000005B77B2A7467F56468D820375BC3DC582
|Email Folder Path||Long Text||The folder path in which a custodian stored an email. See Email folder path details for more information.||Inbox\New Business|
|Email Format||Single Choice||The indicator of whether an email is HTML, Rich Text, or Plain Text.||HTML|
|Email Has Attachments||Yes/No||The yes/no indicator of whether an email has children (attachments).||Yes|
|Email In Reply To ID||Long Text||The internal metadata value within an email for the reply-to ID.||<F9B1A278195DF640A4CC6EC973DFF0C85FBBEDEB
|Email Last Modified Date/Time||Date||The date and time at which an email was last modified.||"12/24/2015 11:59 PM"|
|Email Modified Flag||Yes/No||The yes/ no indicator of whether an email was modified.||Yes|
|Email Sensitivity||Single Choice||The indicator of the privacy level of an email.||Company Confidential|
|Email Sent Flag||Yes/No||The yes/no indicator of whether an email was sent, versus saved as a draft.||Yes|
|Email Store Name||Fixed-Length Text (255)||
Any email, contact, appointment, etc. that is extracted from an email container (PST, OST, NSF, MBOX, etc) will have this field populated with the name of that email container.
Any children of those extracted emails, contacts, and appointments will not have anything populated in this field. For more information on this field, see Email Store Name details. This field has a minimum length of 255 alpha-numeric characters.
|Email Unread||Yes/No||The yes/no indicator of whether an email was not read.||Yes|
|Error Category||Fixed-Length Text (50)||The category assigned by the system to a processing error.||Password Protected Container|
|Error Message||Long Text||The message that details the error, cause, and suggested resolution of the error prioritized by processing phase (Discovery, text extraction, publish, file deletion).||There was an error during extraction of an email from this Notes container. It may be password protected. Consider adding the User.ID file and password(s) to Password Bank and retrying.|
|Error Phase||Fixed-Length Text (50)||The phase of processing in which the error occurred (Discovery, text extraction, publish, file deletion).||Discovery|
|Error Status||Fixed-Length Text (200)||The status of the error (undetermined, ready to retry, retried, submitted, unresolvable).||Ready to retry.|
|Excel Hidden Columns||Yes/No||The yes/no indicator of whether an Excel file contains one or more hidden columns.||No|
|Excel Hidden Rows||Yes/No||The yes/no indicator of whether an Excel file contains one or more hidden rows.||Yes|
|Excel Hidden Worksheets||Yes/No||The yes/no indicator of whether an Excel file contains one or more hidden worksheets.||No|
|Excel Pivot Tables||Yes/No||The yes/no indicator of whether an Excel file contains pivot tables.||Yes|
|Family Group (formerly "Group Identifier")||Fixed-Length Text (40)||Group the file belongs to (used to identify the group if attachment fields are not used). This field has a minimum length of 40 alpha-numeric characters.||KL0000000002|
|File Extension||Fixed-Length Text (25)||
The extension of the file, as assigned by the processing engine after it reads the header information from the original file. This may differ from the value for the Original File Extension field.
If you publish processing sets without mapping the File Extension processing field, the Text Extraction report does not accurately report document counts by file type. This field has a minimum length of 25 alpha-numeric characters.
|File Name||Fixed-Length Text (255)||The original name of the file. This field has a minimum length of 255 alpha-numeric characters.||enron corp budget.xls|
|File Size||Decimal||Generally a decimal number indicating the size in bytes of a file.||15896|
|File Type||Fixed-Length Text (255)||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. This field has a minimum length of 255 alpha-numeric characters.||Microsoft Excel 97-2003 Worksheet|
|From||Fixed-Length Text (255)||The name (when available) and email address of the sender of an email message. This field has a minimum length of 255 alpha-numeric characters.||Capellas Michael D. [Michael.Capellas@COMPAQ.com]|
|From (SMTP Address)||Fixed-Length Text (255)||The full SMTP value for the sender of an email message. This field has a minimum length of 255 alpha-numeric characters.||Michael.Capellas@COMPAQ.com|
|Has Hidden Data||Yes/No||
Indication of the existence of hidden document data such as hidden text in a Word document, hidden columns, rows, or worksheets in Excel, or slide notes in PowerPoint.
If a document contains hidden data that was found during processing, this field displays a value of Yes. If no hidden data was found, this field is blank. Note that this field doesn’t display a value of No if no hidden data was found.
This is because Relativity can’t definitively state that a document contained no hidden data just because the system couldn’t detect it.
|Has OCR Text||Yes/No||The yes/no indicator of whether the extracted text field contains OCR text.||Yes|
|Image Taken Date/Time||Date||The date and time at which an original image (e.g., document scan or .jpg) was taken.||"12/24/2015 11:59 PM"|
|Importance||Single Choice||Notation created for email messages to note a higher level of importance than other email messages added by the email originator.||Low|
|Is Embedded||Yes/No||The yes/no indicator of whether a file is embedded in a Microsoft Office document.||No|
|Is Parent||Yes/No||The yes/no indicator of whether a file is a parent with children or a child/loose record with no children. If this reads Yes, it's a top-level parent with children. If this reads No, it's an attachment or a loose record such as a standalone email or an Edoc.||No|
|Keywords||Long Text||The internal value entered for keywords associated with a Microsoft Office document.||Enron, Security Agreement|
|Last Accessed Date||Long Text||The date on which a loose file was last accessed.||12/24/2015|
|Last Accessed Date/Time||Date||The date and time at which the loose file was last accessed.||"12/24/2015 11:59 PM"|
|Last Accessed Time||Long Text||The time at which the loose file was last accessed.||11:59 PM|
|Last Modified Date||Long text||The date on which changes to a file were last saved.||12/24/2015|
|Last Modified Date/Time||Date||The date and time at which changes to a file were last saved.||"12/24/2015 11:59 PM"|
|Last Modified Time||Long Text||The time at which changes to a file were last saved.||11:59 PM|
|Last Printed Date||Long Text||The date on which a file was last printed.||12/24/2015|
|Last Printed Date/Time||Date||The date and time at which a file was last printed.||"12/24/2015 11:59 PM"|
|Last Printed Time||Long Text||The time at which a file was last printed.||11:59 PM|
|Last Saved By||Fixed-Length Text (255)||The internal value indicating the last user to save a document. This field has a minimum length of 255 alpha-numeric characters.||ymendez|
|Last Saved Date||Long Text||The date on which a file was last saved.||12/24/2015|
|Last Saved Date/Time||Date||The internal value entered for the date and time at which a document was last saved.||"12/24/2015 11:59 PM"|
|Last Saved Time||Long Text||The time at which a file was last saved.||11:59 PM|
|Lotus Notes Other Folders||Long Text||A semi-colon-delimited listing of all folders that a Lotus Notes message or document appeared in, except for the one indicated in the Email Folder Path. For example: (Mail Threads);($All);($Drafts)||(Mail Threads);($All);($Drafts)|
|MD5 Hash||Fixed-Length Text (40)||
Identifying value of an electronic record that can be used for deduplication and authentication generated using the MD5 hash algorithm.
Relativity can't calculate this value if you have FIPS (Federal Information Processing Standards cryptography) enabled for the worker manager server. This field has a minimum length of 40 alpha-numeric characters.
|MS Office Document Manager||Fixed-Length Text (255)||The internal value entered for the manager of a document. This field has a minimum length of 255 alpha-numeric characters.||Fabienne Chanavat|
|MS Office Revision Number||Fixed-Length Text (255)||The internal value for the revision number within a Microsoft Office file. This field has a minimum length of 255 alpha-numeric characters.||72|
|Media Type||Single Choice||A standard identifier used on the Internet to indicate the type of data that a file contains.||application/msword|
|Meeting End Date||Long Text||The date on which a meeting item in Outlook or Lotus Notes ended.||12/24/2015|
|Meeting End Date/Time||Date||The date and time at which a meeting item in Outlook or Lotus Notes ended.||"12/24/2015 11:59 PM"|
|Meeting End Time||Long Text||The time at which a meeting item in Outlook or Lotus Notes ended.||11:59 PM|
|Meeting Start Date||Long Text||The date on which a meeting item in Outlook or Lotus Notes started.||12/24/2015|
|Meeting Start Date/Time||Date||The date and time at which a meeting item in Outlook or Lotus Notes began.||"12/24/2015 11:59 PM"|
|Meeting Start Time||Long Text||The time at which a meeting item in Outlook or Lotus Notes started.||11:59 PM|
|Message Class||Single Choice||The type of item from an email client (e.g., email, contact, calendar, etc.).||IPM.Note|
|Message Header||Long Text||The full string of values contained in an email message header.||date: Wed, 4 Oct 2000 18:45:00 -0700 (PDT) Wed, 4
Oct 2000 18:45:00 -0700 (PDT) Message-ID: MIME-Version:
1.0 Content-Type: text/plain; charset="us-ascii"
Content-Transfer-Encoding: 7bit from: "Rosalee Fleming"
to: "Telle Michael S." subject: Re: Referendum Campaign
filename: klay.nsf folder: \Kenneth_Lay_Dec2000\Notes
|Message ID||Fixed-Length Text (255)||The message number created by an email application and extracted from the email’s metadata. For more information, see Message ID considerations. This field has a minimum length of 255 alpha-numeric characters.||<PLSRGLMRNQWEDFYPJL5ZJFF41USDEIQHB
|Message Type||Single Choice||Indicates the email system message type. Possible values include Appointment, Contact, Distribution List, Delivery Report, Message, or Task. The value may be appended with '(Encrypted)' or 'Digitally Signed' where appropriate.||Message|
|Native File||Long text||The path to a copy of a file for loading into Relativity.||\\files2.T026.ctus014128.r1.company.com\T026\Files\
|Number of Attachments||Whole Number||Number of files attached to a parent document.||2|
|Original Author Name||Fixed-Length Text (50)||The display name of the original author of an email. This field has a minimum length of 50 alpha-numeric characters.||Jane Doe|
|Original Email Author||Fixed-Length Text (255)||The email address of the original author of an email. This field has a minimum length of 255 alpha-numeric characters.||Jane.Doe@COMPAQ.com|
|Original File Extension||Fixed-Length Text (25)||The original extension of the file. This may differ from the value for the File Extension field, since that value is assigned based on the processing engine’s reading of the file’s header information. This field has a minimum length of 25 alpha-numeric characters.||DOC|
|Other Metadata||Long Text||
Metadata extracted during processing for additional fields beyond the list of processing fields available for mapping. This includes TrackChanges, HiddenText, HasOCR, and dates of calendar items.
Field names and their corresponding values are delimited by a semicolon.
PROPVARIANT type 65;Excel/HasHiddenRows=True;
|Outlook Flag Status||Single Choice||The indicator of which flag, if any, an Outlook item has assigned to it (NoFlag, FlagMarked, or FlagComplete).||NoFlag|
|Password Protected||Single Choice||Indicates the documents that were password protected. It contains the value Decrypted if the password was identified, Encrypted if the password was not identified, or no value if the file was not password protected.||Encrypted|
|PowerPoint Hidden Slides||Yes/No||The yes/no indicator of whether a PowerPoint file contains hidden slides.||Yes|
Date taken from Sent Date, Received Date, or Last Modified Date in the order of precedence.
|"12/24/2015 11:59 PM"|
|Processing Errors||Multiple Object||Associated errors that occurred on the document during processing. This field is a link to the associated Processing Errors record.|
|Read Receipt Requested||Yes/No||Indicates whether a read receipt was requested for an email.||Yes|
|Received Date||Long Text||The date on which an email message was received.||12/24/2015|
|Received Date/Time||Date||The date and time at which an email message was received.||"12/24/2015 11:59 PM"|
|Received Time||Long Text||The time at which an email message was received.||11:59 PM|
|Recipient Count||Whole Number||The total count of recipients in an email which includes the To, CC, and BCC fields.||1|
|Recipient Domains (BCC)||Multiple Object||
The domain(s) of the 'Blind Carbon Copy' recipient(s) of an email. For information on domains and steps to create the Domains object and associative multi-object fields, please refer to: https://help.relativity.com/Server2021/Content/Managing_Relativity_dynamic_objects/RDO_11.1/Relativity_objects.htm
|Recipient Domains (CC)||Multiple Object||
The domain(s) of the 'Carbon Copy' recipient(s) of an email. For information on domains and steps to create the Domains object and associative multi-object fields, please refer to: https://help.relativity.com/Server2021/Content/Managing_Relativity_dynamic_objects/RDO_11.1/Relativity_objects.htm
|Recipient Domains (To)||Multiple Object||
The domain(s) of the 'To' recipient(s) of an email. For information on domains and steps to create the Domains object and associative multi-object fields, please refer to: https://help.relativity.com/Server2021/Content/Managing_Relativity_dynamic_objects/RDO_11.1/Relativity_objects.htm
|Recipient Name (To)||Long text||The name(s) of the recipient(s) of an email message.||Jane Doe|
|Record Type||Single Choice||The single choice field that indicates that the file is an Email, Edoc, or Attach.||Edoc|
|Replaced Extracted Text||Yes/No||This Yes/No field indicates if the document had its extracted text replaced with a placeholder due to its size exceeding 2GB. To locate this field, navigate to the All Fields view.||Yes|
|RSMF Begin Date||Date||The timestamp (ISO8601) of the earliest short message event within the file.||11:59 PM|
|RSMF End Date||Date||The timestamp (ISO8601) of the latest short message event within the file.||11:59 PM|
|RSMF Event Count||Whole Number||The number of short message events captured within the file.||5|
|SHA1 Hash||Fixed-Length Text (50)||Identifying value of an electronic record that can be used for deduplication and authentication generated using the SHA1 hash algorithm. This field has a minimum length of 50 alpha-numeric characters.||D4C4EB398980E82B4B3064CC2005F04D04BBAAE6|
|SHA256 Hash||Fixed-Length Text (70)||Identifying value of an electronic record that can be used for deduplication and authentication generated using the SHA256 hash algorithm. This field has a minimum length of 70 alpha-numeric characters.||4F8CA841731A4A6F78B919806335C963EE039F33
|Sender Domain||Multiple Object||The domain of the sender of an email.||enron.com|
|Sender Name||Fixed-Length Text (255)||The name of the sender of an email message. This field has a minimum length of 255 alpha-numeric characters.||Kenneth Lay|
|Sent Date||Long text||The date on which an email message was sent.||12/24/2015|
|Sent Date/Time||Date||The date and time at which an email message was sent.||"12/24/2015 11:59 PM"|
|Sent Time||Long Text||The time at which an email message was sent.||11:59 PM|
For parent documents, the field is populated with the Primary Date/Time value. For child documents, the field is populated with the Sort Date/Time of the parent document. All documents in a family will therefore have the same Sort Date/Time value, keeping family members together when sorting on this field.
Note: When processing documents without an actual date, Relativity provides a null value for the following fields: Created Date, Created Date/Time, Created Time, Last Accessed Date, Last Accessed Date/Time, Last Accessed Time, Last Modified Date, Last Modified Date/Time, Last Modified Time, and Primary Date/Time. The null value is excluded and not represented in the filtered list.
|"12/24/2015 11:59 PM"|
|Source Path||Long Text||
The folder structure and path to the file from the original location identified during processing. For emails, this displays the subject rather than
the email's entry ID. This provides you with better context of the origin of the email.
Previously, the Virtual Path field displayed the entry ID with the email file name, and if you followed this virtual path, it was difficult to tell by that entry ID where the email came from. See Source path details for more information.
|Reports\User\Sample.pst\Inbox\Requested February report|
|Speaker Notes||Yes/No||The yes/no indicator of whether a PowerPoint file has speaker notes associated with its slides.||Yes|
|Subject||Long Text||The subject of the email message.||Blackmore Report - August|
|Suspect File Extension||Yes/No||The yes/no indicator if whether the extension of a file does not correspond to the actual type of the file (e.g., XLS for a Word document).||Yes|
|Text Extraction Method||Single Choice||The method used to run text extraction.||Excel|
|Title||Long Text||The title of the file. For emails, this is the subject line. For non-emails, this is any available title.||June Scrum Notes|
|To||Long Text||The name(s) (when available) and email address(es) of the recipient(s) of an email message.||Capellas Michael D. [Michael.Capellas@COMPAQ.com]|
|To (SMTP Address)||Long Text||The full SMTP value for the recipient of an email message, for example, “email@example.com.”||Michael.Capellas@COMPAQ.com|
The yes/no indicator of whether the track changes metadata on an Office document is set to True. This does not necessarily indicate if trackable changes were made to the document or not.
The yes/no indicator of whether the track changes toggle is set to True and/or there are tracked changes in the document.
This field maps to the TrackedChangesCombined Invariant field. This will be Yes if either of the following are true:
The yes/no value indicating if a file was able to be processed. If the file could not be processed, this field is set to Yes.
Note: Extracted Text Size in KB is also an available mappable field outside of the Field Catalog. This field was introduced in Relativity 9.4, and it indicates the size of the extracted text field in kilobytes. To map this field, you can edit the corresponding Relativity field, open the Field Catalog via the Source field, select the All Fields view, and select Extracted Text Size in KB as the Source value.
Note: You can track which passwords successfully decrypted published documents by mapping the Password field found in the All Fields view. Specifically, you can find this Password field by clicking Source on the field layout, selecting the All Fields view, and locating the source field name of Password with a field type of Long Text.
To better understanding how the Email Store Name field works, consider the following examples:
- When an email comes from .PST, the .PST is listed in the Email Store Name field. When a child Word document comes from a .RAR archive and is attached to the email, the Email Store Name field is blank for the Word document.
- The RAR/ZIP information for the Word documents mentioned above is found in the Container Name field.
- In the following example, email 00011 comes from a .PST named PSTContainingEmbeddedPSTInFolders.pst, which is the value for the Email Store Name field for that email. The other emails, 00011.001 and 00011.002, come from a .PST attached to the 00011 email. This .PST file is named PSTWithEmails.pst. In this case, the Email Store Name field for those child messages is PSTWithEmails.pst, not the top-level .PST named PSTContainingEmbeddedPSTInFolders.pst.
- For an email taken from a zip folder, the Email Store Name field is blank.
The virtual path is the complete folder structure and path from the original folder or file chosen for processing to the file. This path includes any containers that the file may be in and, in the case of attached or embedded items, includes the file name of the parent document.
This path does not include the name of the file itself. If a file is selected for import instead of a folder, the virtual path for that file is blank.
The following are examples of virtual paths created from the folders, per the above images:
- \Maude Lebowski\Loose Docs
- \Walter Sobchak\Walter.pst\Inbox\Unimportant\Fest Junk\Walter
- test.pst\My Test Box
- In the case of a container or loose file being directly selected for processing, the virtual path doesn't have a leading backslash.
- test.pst\My Test Box\000000009B90A00DCC4229468A243C71810F71BC24002000.MSG
- This is the virtual path of a file embedded in the Revisions.doc file.
The processing folder path is the folder structure created in the folder browser of the Documents tab. Relativity creates this path by keeping any folders or container names in the virtual path and discarding any file names that a file may be attached to or embedded in.
Files without a virtual path and items embedded within them don't have a processing folder path. If a container is embedded in a loose file, the items in that container have a processing folder path that matches the name of the container.
The following are examples of virtual paths and corresponding processing folder paths.
|Virtual Path||Processing Folder Path|
The email folder path is the folder path within the email container file in which an email was stored. All attachments to emails have no value for this field.
For example, an email stored in the ‘Escalations’ folder in the following image below would have a value of “Inbox\Tickets\Escalations."
The source path is a modified display of the virtual path. In the case of attachments to emails, any entry IDs of emails appearing in the virtual path are replaced by the subject of that email instead. In all other cases the source path value is identical to the virtual path.
For example, an attachment to an email could have the following virtual path and source path values:
|Virtual Path||Source Path|
Sample.pst\Inbox\Requested February reports
Note: This source path field is not to be confused with the Source Path field found on the Processing Data Source layout on the saved processing set.
Note the following details regarding the Message ID field:
- Message ID is an identifier applied to an email by the program that created the email, such as Outlook, Eudora, etc.
- Email programs can use whatever they want for a message ID, or they can leave it off entirely. The mail server is free to assign an identifier even if an email client didn’t.
- There’s no guarantee that every message ID is unique because every email client and mail server uses a different algorithm to create one.
- Message ID is unique only in the fact Relativity doesn't know what tool generated the identifier or what algorithm generated it. In addition, Relativity can't assume that the identifier will even exist in an email.
- Relativity can't validate the message ID because it's made up of opaque data associated with an email.
- It's possible that two entirely different emails might share the same message ID.
- Using the Message ID is not a reliable alternative to SHA256 deduplication. For the purposes of deduplication, we recommend that you use the Processing Duplicate Hash. If you processed the information in another tool, it's recommended that you use the Hash Algorithm you selected in that tool.
There are two kinds of comments that are possible in all Office documents: metadata and inline. The following table breaks down which optional processing fields are populated by each type of comment.
|Comment type||Location in file||Hidden Data value||Comments value|
|Metadata||Details tab of the Properties window (when you right-click on file name)||Null (blank)||Contents of comments property on the file|
|Inline||In the body of the document||"Yes"||Null (blank)|
|Both||Details tab of file and body of document||"Yes"||Contents of comments property on the file|
Note: There are a number of reasons why a document could contain hidden text. A returned value of Yes for the Hidden Data field doesn’t automatically mean that the document has inline comments.
Deduped custodian and path considerations
If you run deduplication as part of your processing job, you may want to know where the documents that eventually get de-duplicated came from (the path), as well as which custodian those documents were associated with.
The DeDuped Custodians and DeDuped Paths optional fields allow you to track this information. When a document is de-duplicated, these fields are populated upon publish (or republish).
- DeDuped Custodians - a multi-object field with object type Document and associated object type Entity. You should only associate this field with the Entity object. If this field is associated with any other object type, you won't be able to publish documents to your workspace.
- DeDuped Paths - a long text document field that provides the location of the deduplicated document.
To use these fields, simply add them to a document view and refer to that view after your publish job has completed. You can then export the results to an Excel file, if necessary.
Note: When Relativity populates the Deduped Custodians and Deduped Paths fields during republish, it performs an overlay. Because of this, if you modify a document's identifier field in Relativity, your information could become out of sync. For this reason, we recommend that you don't modify the identifier field.
Pivot-enabled fields for processing
Several processing fields are enabled for Pivot by default. You can use the following fields to generate Pivot reports in their respective processing objects to help you better understand your processing data:
|Processing field name||Processing object found in|
|Error created on||Errors|
|Identified file type||Errors|
|Time zone||Processing Sets|