Purview Sync frequently asked questions

Following access is needed in Microsoft 365:

• Access to Azure Active Directory to create and update Application Registrations.
• A Microsoft 365 account with access to Purview eDiscovery Premium. Either eDiscovery Manger or eDiscovery Administrator.

Purview Sync uses Delegated Permissions on the Microsoft side, so the Relativity aiR user authenticating into the Microsoft 365 instance will need the permissions required to view relevant Purview Premium cases. What a given user has access to import is completely controlled on the Microsoft 365 tenant side.

Purview Sync workflow consists of two main parts:

• Creating a review set or search in Microsoft Purview Premium
  • Identification and preservation of data
  • Collection of data: searching and committing to a review set
• Importing and Processing data into Relativity aiR:
  • Selecting a case and review set or search at Microsoft Purview
  • Automatically downloading to Staging Locations
  • Automatically processing and overlaying metadata

1. Export from Microsoft Purview. Data is exported as archives containing natives, raw files, and a loadfile, additional metadata in MS format.
2. Download and Unpack. Purview Sync downloads the archives and unpacks them into the Processing Source.
3. HTML Conversion. Purview Sync identifies HTML files from Teams and Copilot data and converts them into the RSMF format.
4. Data Organization. Files are organized by custodian, with custodian definitions derived from the loadfile.
5. Processing and Overlay. Purview Sync processes the files using Relativity Processing and overlays the processed files with metadata from the load file.

Yes. A Purview review set or search can contain multiple custodians, and a single Purview Sync job imports all of them at once. There's no need to split custodians into separate review sets or jobs.

If you see a 404 server error File or directory not found after clicking into Purview Sync tab while trying to open the application, it means that you have an old version of the application and you need to install the new version.

You can do it by going into Relativity Application Library (Relativity > Admin > Application Library > Select > select your workspace from Select Items – Select Workspaces > check it in > move to the right by clicking into an arrow > Apply).

It may take a while for the application to install on your workspace. It is completed when Status next to your workspace name under Workspaces Installed is Installed.

If you are not directed to your workspace after clicking on the name of your workspace here, go to Relativity and select from there.

Yes, it does. When your job fails in Purview Sync, it finishes with Failed status, you can retry by clicking on the Retry button on the Job Details slide-out pane. There is no need to configure the job again. Purview Sync automatically attempts to run the job from the step on which it failed.

It might happen though that your job has failed due to reasons out of our control. For example, like Microsoft load file CVS format changes or similar, and your job has still the Failed status even after attempting to retry it, please reach out to us.

Yes, it does. You can cancel your job at by clicking on the Job Cancel button on the Job Details slideout. You can do it when your job has any status other than Completed or Failed.

If you select to import data from Purview review sets, Purview Sync will import existing review sets, which is basically data processed by Purview Premium. Data imported by Purview Sync will still need to run through RelativtyOne Processing. As part of our import process, we'll convert Teams and Copilot data to RSMF with metadata overly to further decrease the time needed to get data for review.

Modern attachments are currently supported for Teams and partially supported for emails:

• Teams—Purview Sync imports a linked file attached to a Teams chat and establishes a family relation between the two, parent Teams chat and attached file.
• Emails—Purview Sync imports an email and a linked file, but family relation between the two is not yet properly established. We’re working to have this family relation properly reflected.

Microsoft Purview creates an export object containing native files alongside a load file that holds all metadata information. Once files are processed into the workspace, Purview Sync overlays them with metadata from the load file, assuming that the workspace has the necessary fields created. These fields must match the column names in the load file exactly; Purview Sync will not create them automatically.

We recommend to refer to Microsoft documentation when creating the metadata fields in Relativity aiR for overlay - https://learn.microsoft.com/en-us/purview/edisc-ref-document-metadata-fields.

Custodians are automatically created in Purview Sync, so no action is required from the user. They are retrieved from the load file imported from Microsoft Purview, compared with existing custodians in Relativity, and new custodians are created if needed. Once the full list of custodians is established, they are used to define Data Source within a Processing Set. Thus, 1:1 relation between Data Source and custodians is established.

Microsoft Purview exports the data in the Condensed Directory Structure format and this is how Purview Sync retrieves it. Emails are exported as MSG files, while Teams and Copilot messages in the HTML format and Purview Sync automatically converts them into RSMF.

Documents labeled in SharePoint, or uploaded to SharePoint after integration with sensitivity labels are enabled, and that have labels with admin-defined permissions and no expiration (“Access Control” option turned on without expiration date) are decrypted. All other encrypted files in SharePoint are not decrypted.

If a document is labeled with an expiration date, this needs to be changed on the label's settings or document's labels side.

To apply sensitivity labels, you need specific permissions within the Microsoft Purview portal: Compliance Administrator, Security Administrator or Global Administrator.

Alternatively, members of your compliance team who are not assigned one of the above roles need the following permissions to create and manage sensitivity labels: Sensitivity Label Administrator or Label Policy Administrator.

Purview Sync user has the ability to specify the processing profile for the processing Purview Sync invokes, you user has the full control over it. For the Purview Sync job to be completed, auto-publish in Processing Profile needs to be set to True.

The processing profile used for a Purview Sync job can have non-standard settings. For example, a non-standard prefix, time zone, or level numbering. It is just enough to select this one while configuring your Purview Sync job.

Deduplication can be enabled or disabled in the processing profile used in Purview Sync. For example, Global Deduplication can be used in Purview Sync and works like elsewhere in Relativity.

Yes, Relativity Processing calculates MD5, SHA1 and SHA256 hashes. It also links child hashes in the container file.

The deduplication process in Purview Sync is done during Processing Publish, as it is done in general in Relativity aiR. When you publish a processing set, Purview Sync applies the deduplication method specified in the processing profile to determine which documents to publish and which to exclude as duplicates.

Email deduplication is done on a set of field attributes, so even in the same email arrives through different workflows or arrives in different formats, deduplication will work, since we're comparing email attributes and not files hashes in the way we do with loose office files.

Following data set sizes that were successfully exported by us from Microsoft Purview, we recommend importing data sets of 100GBs and 25k files to Purview Sync. Within our partnership with Microsoft, we are working with Microsoft on extending sizes of data sources that can be exported from Microsoft Purview.

Yes, it does support loop data through Teams, it comes through as HTML and most directly matches the conversation pattern that way. Attempting to convert it to RSMF basically messes up the original format so we kept in HTML.

When it comes to adding loop data to MS Purview review sets, Loop files created within Teams, CoPilot, and Outlook are discoverable and can be added to review sets because they are stored in a users' OneDrive or SharePoint. You can search by the file extension .loop for those specific files using content search or audit log.