In Relativity, a workspace provides a secure data repository for documents used in cases or for applications developed with Dynamic Objects. You can store all types of documents (such as productions, witness testimony, and so on) in a workspace to facilitate searching, organizing, and categorizing content. In addition, you can use granular security settings to grant or deny permissions to specific content stored in the workspace.
At the workspace level, you can also define views, layouts, fields, and choices. These Relativity features streamline workflows, as well as simplify the processes for organizing and categorizing content. Views support filtering on item lists, while layouts, fields, and choices are used for categorizing documents.
This page contains the following sections:
- Creating and editing a workspace
- Viewing workspace details
- Using the utilities console
- Managing system keyboard shortcuts
- Viewing the personal items of workspace users
- Migrating and retrieving workspaces to and from Cold Storage
- Adding and editing production restrictions
- Workspace admin group
- Adding workspaces to a client domain
See these related pages:
Imagine you're a system admin with security clearance, and your lead attorney comes to you with a new matter for one of your clients, a government contractor helping a government agency fulfill a FOIA request. Some of the documents in the load file include trade secrets and classified information that must be redacted, so the attorney asks you to load the files into a workspace only accessible to users within the firm who have security clearance.
You set up a new workspace for the client and load the documents into the workspace. Then you create a group, add only users with security clearance, and add the security group to the workspace. The information in the workspace is only accessible by employees with security clearance, and the redaction process can begin.
To create or edit a workspace, following these steps:
- Click the Workspaces tab.
- Click New Workspace. If you want to edit an existing workspace, click the Edit link next to the workspace name.
- Complete the fields in the form. See Fields.
- Click Save.
Note: Any groups that are part of a template workspace will also be a part of the client domain workspace. These non client domain groups should be removed to prevent the client domain admin from seeing information on non-client domain users and groups.
Watch the Creating Clients, Matters and Workspaces video for more information.
The workspace fields are:
- Name - the name used to identify the workspace. This must not exceed 50 characters.
Note: You can change a workspace's name after it has been created without affecting any data. The root folder name for the workspace is updated along with the workspace name.
- Matter - the case or legal action associated with the workspace. Click to select a matter. The Select Matter pop-up displays a list of matters based on the conditions set in the MattersOnPicker view.
- Template Workspace - an existing workspace structure used to create the new workspace. Click to select a template. The Select Workspace pop-up displays a list of templates based on the conditions set in the WorkspacesOnPicker view.
Note: Selecting a smaller workspace that has fewer than a million documents as a template is recommended to prevent potential errors.
All of the following non-document objects in the template copy to the new workspace:
- Analytics indexes
- Analytics profiles
- Structured Analytics Sets
- Custom tabs
- User objects
- Filters for Repeated Content and Regular Expressions
- Groups (and permissions)
- Imaging profiles
- Integration Point Profiles.
For more information, see Copying Integration Point profiles.
- Markup sets
- Native types
- OCR profiles
- Persistent highlight sets
- Pivot profiles
- Production placeholders
- Relativity Integration Point profiles
- Notes: Only export type Integration Point profiles with a source and destination of Relativity are copied.
- Saved searches using Keyword, dtSearch, or Analytics indexes
- Summary reports
- Status - identifies a workspace as Active or Inactive. This field has no impact the workspace functionality, but it can be added to views for filtering workspaces. Inactive workspaces can be accessed and edited.
- SQL Full Text Language - determines the correct word-break characters used in the full text index. Select the primary language for documents added to the workspace. The default setting is English. Note that for multiple language workspaces, Microsoft recommends setting the most complex prevalent language as the SQL Full Text language.
Note: The SQL Server settings determine the languages available in this list. Contact your system admin if you require additional languages. For information on configuring and managing word breakers, go here.
- Workspace Admin Group - determines the group that has workspace admin permissions over this workspace. Click to select a workspace admin group. See Workspace admin group for more information.
- Default File Repository - specifies the path for the physical location of the files (including document natives and images) associated with the workspace.
Beginning in Relativity Bluestem, the Default File Repository value is automatically selected when you select the resource pool. This ensures that your Aspera credentials are passed along accurately, which then ensures that the Relativity Desktop Client (RDC) can export data in Aspera mode. We recommend not changing the selected default file repository, as doing so can result in the RDC exporting data in Web mode. For details on Aspera mode in the RDC, see Aspera mode.
- Data Grid File Repository - specifies the path for the physical location of the text files used by Data Grid. If no file repository is specified for this field, and Data Grid is enabled, Data Grid stores text in the default file repository.
Note: If you run out of space in this repository, you can specify a new repository. Data Grid will continue to read from the old repository as well as the new repository.
- Default Cache Location - specifies the UNC path for the network drive where the natives, images, productions, and other file types used by the viewer are temporarily stored.
- Aspera Credential - if the resource pool has associated Aspera credentials, the credential of the Aspera transfer user for the workspace.
- Aspera Node Credential - if the resource pool has associated Aspera Node credentials, the credential of the Aspera Node API user.
- Azure Credential - if the resource pool has associated Azure credentials, the credential of the Azure Blob storage account.
- Azure File System Credential - if the resource pool has associated Azure File System credentials, the credential of the Azure File System storage account.
- Database Location - the SQL Server where the workspace database is stored.
- Enable Data Grid - determines whether or not the workspace can have fields that save to Data Grid. This field appears on the Workspace Details page after you create your workspace.Understanding the benefits and limitations of Data Grid
Enabling Data Grid lets you store long text document fields (e.g. extracted text) outside of the SQL document table. Data Grid leverages the Relativity file share to store long text document fields, which is the same location where native and image file data is stored.
The benefits of enabling Data Grid include:
- Limiting the impact on your SQL document tables, especially for larger cases that include a large amount of long text document field data.
- Reducing your SQL footprint or being able to re-allocate resources to other workflows in your Relativity instance.
- Having the option to store your long text document field data in a separate file share location than your natives and image file data.
- Easy to setup and include in your workspace templates before loading data into the workspace.
- A front-end application, the Data Grid Text Migration application, to move long text document fields in existing workspaces without downtime
Note: In order to store text in Data Grid, you must both enable Data Grid in the workspace and on the long text field. Once you enable access to Data Grid, you can't disable it.
- When you ARM restore to RelativityOne, extracted text is automatically stored in Data Grid. New workspaces created from default Relativity templates now have text automatically stored in Data Grid.
- Text or information stored in Relativity Data Grid is inaccessible for some third-party applications. It's recommended that you contact any vendors of third-party applications to confirm their compatibility with Data Grid.
The following describes supported and unsupported functionality for long text fields stored in Data Grid.
Once you enable a long text field's access to Data Grid, you can't disable it, so it's important to understand the benefits and limitations of storing text in Data Grid.
Supported extracted text functionality Currently unsupported functionality
- Import/export through the Relativity Desktop Client
- dtSearch indexing and searching
- Persistent highlight sets
- Relativity Integration Points
- Keyword search
- SQL queries to long text fields stored in Data Grid
- Adding extracted long fields stored in Data Grid to layouts (including the Document panel)
- RSAPI query
- Pivot and Sort in the UI
- Filtering in the Document list on extracted text
- Mass operations:
- Export to File
Migrating long text to Data Grid
If you have existing long text fields stored in SQL, you can use the Data Grid Text Migration application to migrate those fields from SQL to Data Grid. For more information, see
. Data Grid Text Migration application
Note: Once you enable a workspace for Data Grid, you're unable to revert it back to SQL through the Relativity front end. If you have to reverse Data Grid enabling, you must contact support at firstname.lastname@example.org.
- Download Handler URL - lists the default URL referencing the code responsible for making downloaded files available to users. (This setting is independent of the selected resource pool.)
Note: Aspera, Aspera Node, Azure, and Azure File System credentials can be specified only when creating new workspaces. They cannot be added by editing existing workspace details.
On the Workspace Details page, Relativity displays read-only workspace settings, history information, Relativity Utilities console, Production Restrictions, and the Workspace Admin Group field. You can update the Production Restrictions field when you edit a workspace. See Adding and editing production restrictions.
From the Workspace Details page, you can delete the current workspace. Clicking Delete removes the workspace from Relativity. After you click Delete, a confirmation message appears with the Dependencies button. See Displaying and interpreting the dependencies report.
Note: You must have Delete permissions for the workspace object in order to delete a workspace.
When you delete a workspace, the following occurs in Relativity:
- Relativity removes the workspace from the Workspace lists and marks the workspace for deletion after hours.
- During off-hours, the Case Manager Agent runs and deletes the following:
- Any documents in the Relativity file repository, except those loaded in with pointers.
- dtSearch indexes
- Relativity Analytics indexes and staging areas
- The SQL database; however, Relativity doesn't delete database logs and backups.
Additional administrative features are available through the Relativity Utilities console on the Workspace Details page.
The console includes the following buttons in the System Settings section:
- Manage Workspace Permissions - set permissions for the workspace.
- Manage System Keyboard Shortcuts - displays a pop-up for modifying the key combination used by system shortcuts. To use this button, you must have security permission for the Admin Operation called Modify System Keyboard Shortcuts. See Managing system keyboard shortcuts.
- View Another User’s Personal Items - displays a pop-up for selecting workspace users where you can view a user's personal items. This button is only available to system admins. See Viewing the personal items of workspace users.
- Migrate to Cold Storage - displays a pop-up for migrating workspaces to Cold Storage. To use this button, you must be a system admin and have the security permission for the Admin Operation called Manage Cold Storage. See Migrating and retrieving workspaces to and from Cold Storage.
To manage system keyboard shortcuts, follow these steps:
- Click the Workspace Admin > Workspace Details tab.
- Click Manage System Keyboard Shortcuts in the Relativity Utilities console.
Use the following instructions to modify a system keyboard shortcut key:
- Select or deselect one or more of the following checkboxes: Ctrl, Alt, or Shift for the Control, Alt, and Shift keys, respectively.
Note: You must select either or both the Ctrl and Alt checkboxes. Relativity displays the error message <Invalid Keyboard Shortcut> when these checkboxes are not selected.
- In the Key drop-down menu, select a letter, number, or navigation key. The navigation keys include End, Home, Space, Return, Down Arrow, Up Arrow, Left Arrow, Right Arrow, Page Down, and Page Up.
- Click the Keyboard Legend icon to display a list of keyboard shortcuts currently in use by the System and browsers. See Keyboard shortcuts legend.
- Click Clear to reset the options for keyboard shortcuts.
After you have completed your updates, click Save to display the Workspace Details page.
You must be a system admin to view the personal items of workspace users. To view personal items, follow these steps:
- Click the Administration > Workspace Details tab.
- Click View Another User’s Personal Items in the Relativity Utilities console.
- Select one or more users whose personal items you want to view, and move them to the right box using the arrows.
Note: To move multiple users between boxes, click the double arrows. You can also select and double-click on user names to move the between boxes.
- Click Save.
Migrate workspaces to Cold Storage
You must have the security permissions to edit the workspace and the Admin Operation called Manage Cold Storage to migrate workspaces to Cold Storage.
To migrate workspaces to Cold Storage, follow these steps:
- Click the Workspace Admin > Workspace Details tabs.
- Click Migrate to Cold Storage in the Relativity Utilities console. The Cold Storage Confirmation dialog box displays.
- Click Migrate Workspace to migrate the workspace to Cold storage.
- The Storage Status column on the workspace view displays the status of the workspace as Cold Storage.
- A workspace in Cold Storage cannot be used as a template.
- A workspace in Cold Storage cannot be used by RDC or RIP.
- A Cold Storage Workspace will be considered an active standard workspace for billing purposes in any calendar month where it is accessed. This includes accessing the Cold Workspace via any Relativity APIs.
You must have the security permissions to edit the workspace and the Admin Operation called Manage Cold Storage to retrieve workspaces from Cold Storage.
To retrieve workspaces from Cold Storage, follow these steps:
- Navigate to the Workspaces tab.
- Click the workspace name of the workspace you want to retrieve from Cold Storage. The Cold Storage Retrieval page displays.
- Click Retrieve Workspace to retrieve the workspace from Cold Storage. The Cold Storage Retrieval Confirmation dialog box displays.
- Click Retrieve Workspace to retrieve the workspace from Cold Storage. The Cold Storage Retrieval confirmation page displays.
Workspace retrievals are not instantaneous, after clicking Retrieve Workspace, it could take between 24 hours and 5 days to resume operations in that workspace.
The user who sent the retrieval request will receive an email notification once the retrieval of the workspace is complete.
Cold Storage Case Retrieval Agent needs to be present and running for workspaces to be retrieved from Cold Storage.
- Migration and retrieval actions are audited.
Using the Production Restrictions option, you can ensure that your production set doesn't include privileged or other confidential documents. You can select a saved search that returns documents that you want excluded from the production set. When you run a production, Relativity compares these documents against those in the production and alerts you to any conflicts.
Note: You must have permissions to the documents included in a production to remove production restrictions.
To add a production restriction:
- Create a saved search with criteria that returns documents that you want excluded from the production set. Include family groups in your saved search so that all of the family items are kept together and can be removed if necessary.
Note: You can select a saved search that uses a dtSearch or Analytics index. However, the saved search can't use a multiple object field, such as a Search Terms Report, as criteria. If you select this type of saved search for production restrictions, you'll receive an error when attempting to save your workspace details page.
- Click to edit the workspace details page. You can only update the Production Restrictions option when editing a workspace. See Creating and editing a workspace.
- Select your saved search in the Production Restrictions option. The default value is <no restriction>.
- Run your production set. If a conflict occurs, you can override the production restriction if you're a system admin with the Override Production Restrictions permission. See Workspace security.
Managing production restrictions in templates
If you use a workspace with production restrictions as a template, you'll see a warning message that requires you to select one of the following options:
- Select a New Production Restriction, or
- Continue With No Production Restriction
You can't delete the saved search that the Production Restriction option uses. You must first edit the Production Restriction option so that it no longer references the search.
A system admin can assign any group in Relativity to have full admin rights over a particular workspace. A workspace admin has full control over all objects within the workspace, but members of the group do not have the script permissions available only to system admins.
Use the following steps to set a designate a workspace admin group:
- Click Edit on the Workspace Details tab.
- Click in the Workspace Admin Group field.
- Click the radio button next to the group you want to set as the workspace admin group.
- Click Ok.
Note: You can only designate one group per workspace as a workspace admin group.
See Workspace security for more information on configuring permissions for workspaces.
You can add or remove objects from client domains if you have the client domains feature activated.
Note: Once you add a workspace to a client domain, you can't remove it from the client domain.
Use the following steps to add a workspace to a client domain:
- Navigate to the Workspace Details tab.
- Click Edit.
- Click next to the Client Name field in the Workspace Information section of the Workspace Details tab.
- Select the client with client domains enabled from the list.
- A warning message requires you to confirm your decision by clicking Save.
- You must select a new Matter, Default File Repository, and Default Cache Location for the workspace once you move it into a client domain.
- Click Save.