Importing a production file

Note: Relativity will deprecate the Remote Desktop Client (RDC) for RelativityOne commercial customers on December 31, 2023 (RDC support plans for RelativityOne public sector customers will be announced end of Q3 2023). The RDC will continue to function prior to December 31; however, its performance will degrade once the new file share solution transition is complete. The change in performance for customers with low usage will be negligible, but we do recommend transitioning to using the RelativityOne Import/Export application promptly for importing and exporting workflows to avoid any work disruptions. We do not recommend adopting RDC for any new work during this time.

You can import external productions into Relativity through the Relativity Desktop Client. This is useful when a case team, after a production goes out the door, needs access to documents as they were in the production and needs them available for searching.

This page contains the following information:

Special considerations

Follow these guidelines when you want to work with externally created production:

  • When you import productions, Relativity adds them to a workspace as documents.
  • Create a production set in Relativity. The numbering imported with the Opticon file functions as sequential Bates numbering for each page.
  • Run the production with the external tool to generate the following files:
    • Document level control file - it should minimally contain an identifier field that is also present in the workspace, and a new production or Bates number.

      Note: When loading a production set into Relativity, you may map a production numbering field to the identifier field, as long as it is unique.

    • Page level Opticon file - it should use the production or Bates numbering scheme.
  • Overlay document level load file in Relativity.
  • Loading documents into a 'staging' production marks the production set as produced.
  • When loading a production set into Relativity, the systems loads the newly created documents into the root folder. It may be prudent to move these documents to a new folder to ensure proper foldering and security of the documents.
  • Using Append/Overlay during the metadata import creates new documents that did not have images, but these documents aren't associated with the production. To associate these files with a production set, create and load an image load file pointing to placeholder images and then overlay the metadata. Using the Overlay Only option shows an error on any document not already loaded, and you can use the error file as a list to identify documents that may not have had images.

Importing RDC Permissions

The following permissions are required to use the importing feature in Relativity Desktop Client:

Object Security Tab Visibility Admin Operations
  • Document: View, Add, Edit

  • Documents

  • Allow Import

Importing a production

To import a production, use these steps:

  1. Open the RDC and select a workspace.
  2. On the Tools menu, point to Import, and then click Production Load File. (In the RDC browser, you can right-click on a specific folder, point to Import and click Production File.) The Import Production Load File dialog appears.

    RDC import menu options

  3. (Optional) To use settings in an existing import file, complete these steps:
    1. On the Import Production Load File dialog, click the Import menu, and then select Load Settings.
    2. Browse for your load settings file (.kwi) in the Open dialog, and then click Open.
    3. Note: The RDC denotes all image and production import settings with a .kwi file extension. However, when you select these file types to filter on when you're choosing to save or load the settings file, the RDC denotes these settings with a .kwx file extension.

    1. Click OK on the kCura.EDDS.WinForm dialog. Click Open on Choose Load File dialog. Settings from the file are used to populate fields in the Import Production Load File dialog. (You can also modify the settings on this dialog as necessary.)
    2. Continue with step 5.
  4. On the Import Production Load File dialog, set the options as necessary.
    • Load File - click to browse for your page-level load file. Relativity accepts Opticon format image load files.
    • Start Line - select the line number in the load file where you want the import process to begin. The default value is 0, which results in loading the entire file.
    • Numbering - select one of the following options:
      • Use load file page IDs - default setting.
      • Auto-number pages - select this option if page IDs in the production are not unique. For example, you might import a set of TIFFs that share a page identifier for each record. The page identifiers are shared per document and are not unique. The Auto-number pages option appends the 01, .02, and so on to the page-level identifier, creating a unique number per page.

        file path for auto-numbered pages

        Note: Enable Auto-number pages if you are importing productions that use document level numbering without page numbers, and include documents that contain multiple pages.

    • Select Mode - select one of the following options:
      • Append Only - load only new records.
      • Overlay Only - update existing records only. You must include a workspace identifier in an overlay load. This field acts as a link indicating to Relativity where to import the data.
      • Append/Overlay - adds new records and overlays data on existing records.

      Note: Select Append to import the extracted text and natives from a .dat file. Select overlay when overlaying production images onto the existing documents.

    • (Available Only for Production Load Files) Production - select a Relativity production that you want to upload images to. Only new production sets without a production source appear in this list.
    • (Available Only for Production Load Files) Overlay Identifier - select a field that stores overlaid document-level Bates information on the document.

      Note: The fields in the drop-down menu are fixed-length fields with a manually-applied SQL index. Note that this is NOT the same as adding the field to the full-text index. Contact your SQL database administrator to apply an index to a field.

    • Repository - if the native files reside in a Relativity-accessible location, click Repository, and select one of the following options. (You can ignore this option if your files are on your desktop or laptop, or if you are a consulting partner loading data into our hosting environment.)
      • Copy files from current location to selected document repository - select this option to copy files from the location in the selected load file field to the selected document repository.

    • (Available Only for Image Load Files) Load Extracted Text - select this option to load new text for Production documents that may be revised based on redactions. The text files must be meet these requirements:
      • Have .txt extensions
      • Stored in the same directory as TIFF files,
      • Named in the same way as the TIFF files
    • (Available Only for Image Load Files) Encoding for undetectable files - select an encoding for the text file. Click for additional language options or click for additional information about encoding.
      • Western European (Windows) - indicates the Windows standard encoding for English.
      • Unicode - utilizes more than 107,000 characters covering 90 scripts.
      • Unicode (Big-Endian) - is the same as Unicode, except that the byte order is reversed.
      • Unicode (UTF-7) - represents Unicode text using a stream of ASCII characters to guarantee that the high bit will always be zero.
      • Unicode (UTF-8) - represents all characters in the Unicode character set using 8-bit bytes.
  5. (Optional) To view any errors, click Import, and then select Check Errors. The preview dialog lists several tabs that may contain information about any errors in your import. See Handling errors.
  6. Click Import File on the Import menu.
  7. Review the progress of the import.

    You can view the progress of an import through the RDC. Select the following tabs to display specific information:

    • Summary - displays general information about the number of records, processing warnings, and errors. The following screen shot displays file progress for an import job.

    • Errors - lists any errors encountered during the load. The Errors tab displays any errors that occur when you import content with the RDC.

      Note: When you run an import job, the RDC only imports records with no errors into the workspace.

    • Progress - displays a detailed view of the load progress.
    • Warnings - displays information about loading or connection issues.
    • Report - includes the following files that you can export:
      • Export Error Report - exports a .csv file with a summary of errors.
      • Export Error File - exports a .dat file, which is a document-level load file containing only records with errors.
    • File Transfer Mode - displays the following information:
      • Web mode - this mode uses the web server and it is the standard.
      • Direct mode - this mode provides faster performance, but requires a connection to the network hosting the data, as well as specific Windows group permissions.
      • Aspera - uses the Aspera client. It is significantly faster than Web mode. Aspera mode is not available in Relativity Server installations.

    Note: For deployments that have client domains enabled, client domain users will not be able to use Direct Mode within the Relativity Desktop Client. Client domain-enabled servers will not have access to the BCPPath.

  8. (Optional) To save your import settings, point to the File menu, and then click Save Import Settings. Choose a location for the production load file (.kwi). See Saving import settings.

Saving the progress log

Once your import or export job is complete, you have the option of saving the event log from that job to your machine. You can do so by clicking Save Progress Log on the progress window of the RDC.

Save Progress Log button

Note the following details:

  • This log comes in the form of a temp folder containing all the messages displayed in the interface while the import or export job was running.
  • The option to save the progress log is only available if you've set the LogAllEvents value to True in the RDC configuration file.