Automated production preparation project

Note: The production preparation project has been deprecated as part of the facade redactions release. Unless you are a RelativityOne Government user, this project should no longer be used as part of your Redact workflow. To learn more about the new and classic workflow, see Redact.

Once you have applied markups to a spreadsheet or PDF document and have reviewed them for quality control purposes, the documents are ready for production. Unlike most documents in Relativity, spreadsheet or PDF documents that have had markups applied by Redact require a unique workflow for production. These documents should be produced by running a production preparation project. Once a project begins running, it will lock documents to ensure that users do not accidentally edit them. Optionally, the production preparation project can apply markups to extracted text in native files. If desired, you can also create a second, retained copy of each document in the project to make it easy to edit the produced documents in the future as well.

Before you begin

Before creating a production preparation project, we recommend doing the following:

  1. Locate a set of spreadsheet or PDF documents that need to have markups applied.

  2. Either manually apply markups or run automated projects to have them applied automatically.

  3. Review the documents to ensure they are ready for production. To learn more, visit Reviewing markups to ensure accuracy.

  4. Create a saved search of the documents with markups so that they can be produced natively.

Creating a production preparation markup project

To create a production preparation markup project, do the following:

  1. Navigate to the Redact Projects tab.

  2. Click Create new project in the upper-left.

  3. Select the Production preparation project option.

  4. Complete the following Create production preparation project section fields:

    • Name - Enter the name for this new project.

    • Saved Search - Click on the drop-down menu and select the saved search that contains the documents you wish to produce. Optionally, you can enter a term or terms into search box at the top of the menu to help narrow results and find the desired saved search.

    • Markup Set - Click on the drop-down menu and select the markup set that you wish to use to apply markups to the documents in the selected saved search.

    • Long Text Field for Native Extracted Text - Optionally, you can select a long text field you would like to apply processed native document text to when the project runs. Alternatively, you can leave this field blank to avoid applying any long text fields.

    • Retain a copy of the redacted file - Optionally, select to add a copy of the redacted native file to the Redact - Produced Documents field. This copy of the native file will stay the same even if markups are applied to the original copy of the document.

  5. Click Save.

Running the project

Once you have created a project, you can run it to produce the documents included in the saved search. Any documents which are not spreadsheet or PDF files will be skipped by the project. Once the project begins running, each document in the selected saved search will be locked so that a user cannot interfere with the production process.

To run a production preparation project, do the following:

  1. Navigate to the Redact Projects tab.

  2. Click on the project you wish to run in the list.

  3. Click Run.
    The project is added to the queue and will begin running when agents are available. To view rough estimates on a project's run-time, visit Redact project performance expectations.

Viewing a project's run status

If you view a project that is running, you can see information about the progress of the run. The following information displays:

  • Documents prepared - Displays the number of documents that have been added to the project run for production.

  • Documents completed - Displays the number of documents that have been produced according to the project rules.

  • Progress bar - Displays the progress of the run. The light blue bar represents the amount of Documents prepared and the dark blue bar represents the amount of Documents completed.

  • Time elapsed - Tracks the amount of time that has passed while the project is running.

  • Current status - Once a project begins running, a status bar will display to show what task is being completed. Once multiple tasks are completed, you can click on the bar to view previous tasks.

Viewing completed project's results

Once a project has finished running, you can find information about the results by viewing the job. The following information displays:

  • Documents Prepared - Displays the total number of documents were produced by this project's run. Clicking this tile will navigate you to the Documents tab where a saved search that contains all of the documents that were produced by this project's run can be viewed.

  • Documents Skipped - Displays the total number of documents were skipped and therefore not produced by this project's run. Any documents that are not spreadsheet or PDF files are automatically skipped and will be placed in these results. Clicking this tile will navigate you to the Documents tab where a saved search that contains all of the documents that were not produced by this project's run can be viewed.

  • Documents with warnings - Displays the number of documents that encountered a warning. These warnings do not affect the project's run or prevent other documents from being produced. Clicking this tile will download a .csv file to your workstation that contains a list of document warnings and any error messages.

Accessing the retained copies of documents

If you selected Retain a copy of the redacted file while creating a project, you can access the retained copy of a document by adding a field to a layout in the Viewer. To access retained copies, do the following:

  1. Open the desired document in the Viewer.

  2. Select a layout that you will add a field to.

  3. Click the Edit icon in the Coding Layout card.

  4. Add the Redact - Produced Documents field to the layout.

  5. Click Save and Close.

  6. In the layout you just edited, click on the hyperlinked document name to the right of the Redact - Produced Documents field.

  7. Optionally, you can click on the name of the document to download a copy to your workstation or click Open in Viewer to open the retained copy in the Pop Out Viewer. To learn more about the Pop Out Viewer, visit Viewer.

Unlocking Documents that were produced by a project

Documents are locked by production preparation projects to ensure that once the documents are produced, the desired markups are maintained. However, sometimes the circumstances in a case change and you are required to update previously produced documents. When needed, you can unlock documents to allow any user to edit or apply new markups to them.

To unlock documents that were previously produced by a project, do the following:

  1. Navigate to the Redact Projects tab and click on the project which contains the produced documents you wish to unlock.

  2. Click Unlock Project.
    The Unlock Project modal displays.

  3. Click OK.
    The unlock documents task is added to the queue and will begin running when agents are available. Once the task is complete, a message will display at the top of the screen when viewing a production preparation project indicating that the documents are unlocked.

Note: If you run the project a second time, it will regenerate the extracted text over whatever was added to the field in the first run. Additionally, if you selected Retain a copy of the redacted file, an additional copy will be created during the second run.