Workspaces tab

The Workspaces tab enables you to view a list of all the workspaces for both your primary and satellite Relativity Server and RelativityOne instances from a single tab. The available list of workspaces displays in the grid, and you can pin your favorite workspaces and access them in the carousel at the top of the page.

You can navigate between the instances seamlessly using single sign-on.

For information on creating and managing your workspaces, refer to Workspaces and for navigating a workspace itself, refer to Document and item list navigation.

Using the Workspaces tab

Only users who have access to both the primary and duplicate instance will be able to view workspaces from your linked instances.

At the top, the workspace carousel displays all of your "pinned" workspaces. You can use the arrow buttons to the left or right to navigate through this list. In addition, workspace cards in this list will be automatically color-coded by instance so that all workspace cards from a particular Relativity instance will be visually distinguishable. This can help users tell which instance a workspace is from at a glance.

Clicking into the Views menu to the right of the New Workspace button lets you access the Relativity workspace views that you have access to within your local instance. You can also create a new view using standard Relativity Views functionality.

Common Workspaces tab icons and actions

You can perform the following additional actions from the Workspaces tab:

• New Workspace button—click to create a new workspace. See Workspaces for more information on how to create a workspace.
• Connect Instance button—click to view the list of registered instances in the drop-down menu or add a new instance connection. See Managing your instance connections.
  The Connect Instance icon is only available to Relativity system admins.
• Pin workspace icon ( )—located to the left of a listed workspace in your list, click to pin it in the Pinned Workspaces carousel at the top for easy access to your most used workspaces. Click the orange pin icon to unpin the workspace from the pinned workspaces list or click the icon in the carousel section to unpin it.

Managing your instance connections

Click Connect Instance to link a new instance to the current instance or view a list of existing instances. See Linking additional Relativity instances for more information on how to connect a new satellite instance.

Only users who have access to both the primary and duplicate instance and are system administrators on the primary instance will be able to connect a new instance.

Click the pencil ( ) icon to edit an existing registered instance connection or the ( ) icon to delete a registered instance connection. When editing the current instance, you can select a custom name to display for workspaces associated with that instance instead of the instance name.

If you are using the User and Group Synchronization application, we only recommend 1 satellite instance for every primary instance.

Creating a new workspace in one of your instances

To create a new workspace:

1. Click New Workspace.
2. You will be redirected to create your workspace through the normal Workspace information dialog. See Creating and editing a workspace.

Searching for a workspace

To search for a workspace across your connected Relativity instances, you can click the Search icon () to create a quick search to locate a list of matching workspaces.

You can also use the QuickNav menu to locate a workspace in your primary instance by typing in the name of the workspace or you can also sort and filter the list of workspaces below by using standard Relativity item list functionality. Workspaces in remote instances will not be searchable here.

Workspaces security permissions

The following minimum instance-level security permissions are required to use the full Workspaces tab / Workspace portal functionality. To access this tab, users must be part of a group that is added at the instance level.

For new groups that you want to grant access to the Workspaces tab and linked workspaces, add item-level security permission to the SMTPPassword instance setting.

The Workspaces tab will only display the workspaces that you have View permissions for.

The Connect Instance button only displays for Relativity System Administrators.

Linking additional Relativity instances

Custom fields created in linked instances that do not exist in the primary instance will not be filterable or sortable. The content in those fields will be visible, but filtering and sorting on that field will not be enabled.

Linking to additional RelativityOne instance workspaces

To view and navigate to workspaces in other RelativityOne instances that you may have (this does not apply to Relativity Server instances):

1. Complete the Required prerequisites for configuration.
2. Follow the steps of Configuring your primary and duplicate RelativityOne instances.

Linking to Relativity Server instance workspaces

To link Relativity Server instance workspaces to your RelativityOne instance, you will need to install the Workspace Portal application and configure your Relativity Server instance appropriately.

See Workspace Portal documentation for the Relativity Server version you are using for more information on linking to these instances.

Required prerequisites for configuration

Please have the following actions completed before proceeding with configuration steps:

• Master and duplicate instance URLs - have the URL of your master and duplicate Relativity Instance in a text file for you to copy and paste from.
• Workpace Portal / User Sync user (duplicate instance) - set up and enable this user in your duplicate instance. This is the Relativity user account that will be used exclusively by the Relativity User and Group Synchronization and Workspace Portal applications. Use this email address for the user: wp@relativity.one. If you have set up User and Group Synchronization, this account should already exist in your duplicate instance and should be assigned the Workpace Portal / User Sync group.

If you have not set this user up, please create a new user in your duplicate Relativity instance.


• If you are upgrading to RelativityOne or Relativity 10.2 and above, you must update the email address for the appropriate context user for the Workspace Portal OAuth client to wp@relativity.one. To update the email address:

  1. Navigate to the OAuth client used for Workspace Portal in the satellite instances and identify the configured user.

     If the configured user is an active user in the system or not a specific user for the Workspace Portal app (including Relativity Admins or a Relativity Service Accounts), then a new user must be created and added to the group. See Required prerequisites for configuration.

  2. Navigate to the Users tab and search for the identified user.

  3. Edit the user and replace the email address with wp@relativity.one.

• Workpace Portal / User Sync group (duplicate instance) - set up this group in your duplicate instance. this is the Relativity group that will be used exclusively by the Relativity User and Group Synchronization and Workspace Portal applications. If you have set up User and Group Synchronization, this account should already exist in your duplicate instance. This group should have the following instance-level security permission setup:

  Permissions	Workspace Portal only	with User and Group Sync
  Instance object security permissions (Instance details tab)
  User	N/A	View, Add, Edit
  Group	N/A	View, Add, Edit
  Client	N/A	View, Add, Edit
  Choice	N/A	View, Add, Edit
  Field	N/A	View, Edit
  Login Method	N/A	View, Add, Edit, Delete
  Instance object detail security permissions (Instance Settings tab)
  InstanceIdentifier instance setting	View	View
  FriendlyInstanceName instance setting	N/A	View
  HeaderLogo instance setting	View	View

If you have not set this group up, please create this group in your duplicate Relativity instance, and then assign the Workpace Portal / User Sync group to your Workpace Portal / User Sync user.

• When doing configuration in a Relativity Server instance, consider the following. Ciphers are used in web server certificates and must match what is available for creating a connection into RelativityOne. RelativityOne supports the following TLS 1.2 cipher suites (in server-preferred order):
  • TLS_DHE_RSA_WITH_AES_256_GCM_SHA384
  • TLS_DHE_RSA_WITH_AES_128_GCM_SHA256
  • TLS_ECDHE_RSA_WITH_AES_256_CBC_SHA384
  • TLS_ECDHE_RSA_WITH_AES_128_CBC_SHA256
  • TLS_RSA_WITH_AES_256_GCM_SHA384
  • TLS_RSA_WITH_AES_128_GCM_SHA256
  • TLS_RSA_WITH_AES_256_CBC_SHA256
  • TLS_RSA_WITH_AES_128_CBC_SHA256

  To find out whether your web servers have the appropriate certificates and ciphers, visit www.ssllabs.com/ssltest/, and then enter the URL for your Relativity instance.

• SSO setup on both master and duplicate (recommended) - set up single sign-on (SSO) in both your master and duplicate instance to allow you to navigate between these instances without having to use two sets of credentials. SeeSingle sign-on workflow (SSO) overview.

Configuring your primary and duplicate RelativityOne instances

Please ensure that you complete the steps in the order listed.

1) Configuring your RelativityOne duplicate instance

1) Configuring your RelativityOne duplicate instance

1. Create an OAuth2 client in your RelativityOne duplicate instance which will allow the RelativityOne primary instance to authenticate with it.
   If you have already set up an OAuth2 Client for User and Group Synchronization, and have the Client ID and Client Secret generated for that, you can use the existing OAuth2 client, and skip to step 2.
   1. Navigate to the Authentication > OAuth2 client tab.
   2. Click New OAuth2 client.
   3. Enter the following fields:
      • Name—enter an easily identifiable name that represents the connection. For example, Hybrid Connection (Chicago).
      • Flow—select Client Credentials.
      • Context User— select the Workspace Portal / User Sync user you created under Required prerequisites for configuration.
      • Enabled—select Yes.
      • Access Token Lifetime—enter 60. This is the recommended value, but you can adjust this value based on your needs.
        
   4. Click Save. The Client Id and Client Secret fields populate when you click Save.
   5. Copy the generated Client Id, Client Secret, and the HRD (name of the authentication provider), and then paste this information into a text editor for later use.
      This will be the only point at which you can copy the generated Client Id and Client Secret.

2) Configuring your RelativityOne primary instance

2) Configuring your RelativityOne primary instance

Create the instance connection referencing the duplicate instance and the OAuthClient that was set up in your duplicate instance.

1. Navigate to the Workspaces tab.
2. Click the Connect Instance icon () to link a new instance to the current instance.
   
3. Enter the following fields for each instance you are linking:
   • Instance Name—enter a user-friendly name.
   • URL—enter the instance URL of your duplicate instance. Use the following format: https://{host}/Relativity
   • HRD—paste the name of the authentication provider that you copied after you created it in the duplicate instance.
   • Client ID—paste the Client ID generated by the OAuth2 client you created in the duplicate instance you are linking to.
   • Client Secret—paste the Client Secret generated by the OAuth2 client you created in the duplicate instance you are linking to.
4. Click Save.
5. Verify that this was successful by logging out and back in, and clicking on the Workspaces tab to see if the workspaces all show up here successfully from the linked instances.