Users
Users are individuals who have access to the Relativity environment. You create users and add them to groups, which are then associated with workspaces. Users are also directly associated to clients. This diagram illustrates how clients, groups, and workspaces relate to users.
User status
You can view information about users currently logged in to Relativity from the User Status tab, which is available from within any workspace or from Home. Whether or not you're in a workspace determines the functionality and information available on the User Status tab as follows:
- Home - the tab lists users currently logged in to Relativity. You can send web page messages and email messages to users listed on the tab. You can also force the log out of these users from the system.
- Within a workspace - the tab lists the subset of users accessing the current workspace. You can send web page messages and email messages to users listed on the tab.
Creating and editing a user
To create a new user, follow this procedure:
- Navigate to the Users tab.
- Click the New User button in the upper-left. To edit an existing user, click the
icon next to their name.
- Complete the fields on the form. See Fields.
- Click Save.
Once you have created users, you can assign them to groups. When you add or remove users from a group, Relativity will execute a job and send you an email notification once it's completed. In case of an error, the email will contain a link that you can use to retry the job. Please note that to use the retry link, you need to be logged into Relativity. Additionally, you can find the retry link in the Errors tab. For more information, see Adding users to groups.
In 2025, Relativity is deprecating the (Admin) Errors tab in RelativityOne. This change is part of our effort to transform the error-handling experience by making it easier to address job-specific errors as they occur at their source within your workspaces. Starting in April 2025, we'll hide the Errors tab from all production instances in a phased rollout. In July 2025, we'll permanently remove it from RelativityOne and disable the ability to read errors through the API. For more details, see
Errors tab deprecation.
You can preview the security settings of any workspace available for a user by clicking Preview Security. For more information on previewing user security see Preview security.
Adding a user log-in type
Relativity supports several authentication and log-in methods. You must assign the user at least one of these types in order for them to log-in.
See the following pages:
Fields
The User Information section fields are:
The Other User Details section fields are:
- Keywords - an optional field where extra user information may be recorded.
- Notes - an optional field where extra user information may be recorded.
The Access section fields are:
The Permissions sections fields are:
The Defaults section fields are:
- Item List Page Length - a numeric field indicating the default list length for all views in Relativity except for views that are embedded into layouts as an Associative Object List. You can set it from 1 to 200.
Associative object lists in a layout do not inherit this value (the default number of items per page for these lists is 10 and cannot be customized).
- Document Viewer - uses the Aero viewer to review documents. This field is non-editable.
- Document Viewer Preference - determines the default viewer:
- Viewer
- Image
- Long Text
- Production
- Show Filters - determines whether or not filters on all columns are visible by default for that user.
As of RelativityOne - February 3, 2018, the out of the box setting for this field is Visible, but you can modify it as necessary. This version sets the Default Filter Visibility field to Visible for existing users whose filters are hidden.
- Enabled - shows filters by default.
- Disabled - hides filters by default.
If a user is currently logged in to Relativity when a system admin modifies a setting, the user must log out and log back in for the changes to take effect. This also applies to the system admin if they are altering the setting on their own account.
- Saved Search Owner - determines whether saved searches are public or private by default. If Public is selected, the search is public and all users with rights to it can see it. If User is selected, the search is private and only the logged in user is able to see it. The property’s default value is configurable on a system level.
- Document Skip Preference - controls whether or not the user has the ability to skip documents during review that no longer meet the original conditions of a view due to propagation. This field is non-editable and set by default to be disabled.
- User-Group Email Notifications (if applicable) - controls the type of email notifications Relativity will send to an admin that is adding or deleting users or groups. The available options are:
- Receive All- receive all email notifications regarding the addition or removal of a user or group.
- Receive Errors Only - receive email notifications on failed operations only regarding the addition or removal of a user or group.
- Do Not Receive - receive no email notifications regarding the addition or removal of a user or group.
Viewing user audit records
Use the View Audit function to view a user's audited actions. To access the audit records, select the Users tab and click the name of a user. Then click View Audit.
Audit records are not modified when a user is deleted or disabled. You will still be able to search for a user's audits based on their user name.
The user's history displays in a new window.
The following columns display:
- User Name - The name of the Relativity user who performed the action.
- Action - The action that was performed.
- Timestamp - The date and time that the action was performed.
Sending messages to users
From Home or within a workspace, you can send web page messages to one or more users with the mass send message feature. Use the following steps to send a message:
- Open the User Status tab in from within a workspace or from Home.
- Select the checkbox next to the names of the users you want to send a message to.
- Select Send Message from the drop-down menu at the bottom of the page.
- Click Go. The Webpage Dialog appears.
- Enter your message in the Message field, and then click Send Messsage. The selected users receive a web page message immediately.
To send an email message to an individual recipient, you can click on their email address link. This will launch your native email application, allowing you to compose the message. Your login information will identify you as the sender of the email message.
Bounce list removal
If a user reports not receiving their invitation or 2FA challenge email, the system administrator should check the User page to see if the "Remove from Bounce List" button is enabled.
If the button is enabled, click it to remove the user's email from the bounce list, then resend the invitation or ask the user to log in again to generate the 2FA challenge email. Follow this process to troubleshoot situations where users do not receive Relativity-sent emails. This applies to all workflows, not just user authentication.
If the button is not enabled, the user is not on the bounce list, and there may be another issue with the user's email address or server. The user should check their junk email and spam folders, and may need to consult with internal IT. For more information on user invitations, see
Centralized Authentication.
Forcing users to log out
From Home, you can force users to log out of Relativity from the User Status tab.
When you use the Force Log Out option to terminate a user's session, any changes the user made and did not save will be lost.
Use the following steps to log users out:
- Click your name in the upper right corner of Relativity, and click Home.
- Open the User Status tab.
- Select the checkbox next to the names of users you want to log out.
- Select Force Log Out from the drop-down menu at the bottom of the page, and then click Go.
- Click OK on the confirmation message. Relativity immediately logs out the users you selected.
Adding or removing users from a client domain
You can add or remove objects from client domains if you have the client domains feature activated. See Client domains for more information. For instructions on how to add external users through groups, see Groups.
Use the following steps to add a user to a client domain:
- Navigate to the Users tab.
- Click the
icon to edit the user.
- Click Select next to the Client field in User Information section of the Users tab.
- Select the client with client domains enabled from the list.
- Click Save.
Use the following steps to remove a user from a client domain:
- Navigate to the Users tab.
- Click the
icon to edit the user.
- Click Select next to the Client field in User Information section.
- Select a client not associated with a client domain from the list.
- Click Save.
Auto-disable users
You can auto-disable users on a specific date in the future. You can set the Disable On Date (UTC) field when creating or editing an individual user:
You can also use a mass-operation to set the Disable On Date (UTC) field for multiple users:
- Navigate to the Users tab.
- Select the checkbox next to the names of users.
- Select Enable from the mass operations drop-down menu at the bottom of the page and the Enable Users dialog will open.
- Select the checkbox next to the Disable On Date (UTC) field.
- Enter or select the value for the Disable On Date (UTC) field. The date-time value must be in the future.
If you select the checkbox and leave the date value blank, will clear the Disable On Date (UTC) for the users.
- Click Ok. The Disable On Date (UTC) field is set for the selected users, and they will be automatically logged out on the specified date and time.