Collect tab

Before you begin collecting, you must create a collection job and associate it with a specific matter, custodians, and one or more data sources. Add the custodians, data sources, and other information using the Collect wizard. Once completed, start the collection using the Collect Console. Finally, download a results report that details the items collected and a summary report of the entire collection job. For more information, see Reports.

This page contains the following information:

Creating a collection

Before you begin creating a collection, make sure to create a matter. For more information, see Matters.

Use the following procedure to create a collection:

  1. On the Collect tab, click the Collections sub-tab. Collect displays a list of the collections currently added to this application.
  2. Click New Collection.
  3. Complete the steps in the Collect wizard. See Using the Collect wizard
  4. On the Collection Details page, click Run Collection in the console. See Collect tab.

For information on running concurrent Microsoft Office 365 collection jobs, see Accessing Office 365 tenants.

Using the Collect wizard

The Collect wizard takes you through each step to create a collection. After completing the collection setup, run a collection from the Collection console.

When a step is complete, click or the hyperlink under the next step shown. Use to move to the previous step. Information is auto-saved when moving between steps. If any required information is missing or incorrect, an error message displays and are prevented from moving to the next step.

Collection Details

Complete the Collection Details step by entering information in the following fields:

  • Collection Name - the name of the collection.
  • Matter - the name of the matter associated with this collection. Click to select an existing matter or click Add to define a new one. See Creating a matter.
  • Processing Source Location - the file repository for collected data to be stored for future processing of documents. See Processing.
  • Job Number - enter a number that you want assigned to the job for reporting purposes.
  • Description - enter a description of the collection used for reporting purposes.
  • Data Source Type - select one or more data sources to use in the collection. For more information, see Data source types and properties.

(Click to expand)

Custodians

Complete the Custodians step by assigning custodians to the project. Follow the steps below to assign a custodian:

  1. From the Unselected custodians table, use the column filters to locate custodians.
  2. Click a check box next to a custodian.
  3. Click to add select custodians. Click to add all custodians.
  4. Click Next.

Note: There is a limit of 10,000 custodians with targets in the custodian picker.

Configure Data Source

Configure the data sources chosen in the Collection Details step. If you select multiple data sources in the first step, you'll configure all sources in the step. Switch between each source by clicking the name of the data source in the left navigation menu. Clicking Next and Previous also moves you through the data sources. Select individual data sources by clicking on the checkbox and then using the right arrows to select them. After selecting the data sources to configure, fill out the criteria. Each data source has different criteria to enter.

Data source criteria

Add criteria to collect specific data. The available data sources are Microsoft OneDrive and Outlook. To configure the data sources, complete the following fields:

  • Select and unselected tabs - choose the data sources to collect from by moving unselected data sources to the selected list.
  • Field - choose the field to filter on within the data source.
      Notes: This field is only required when a calendar source is selected.
  • Operator - choose an operator such as equals, contains, greater than, or less than.
  • Value - enter a value to find in the selected field.

After selecting field options, you must click Add Criteria. Things to know about criteria:

  • Each criteria is then separated by an AND operator.
  • Leave the data source criteria empty to collect all data from the sources.
Criteria

Filter the data you want to collect by adding criteria. The criteria options change based on the selected data source. The table below lists all supported filter criteria. 

Office 365 OneDrive Office 365 Outlook Mailbox Outlook Calendar Outlook Contacts
File Extension Email To Start Date N/A
Creation Date Email From End Date  
Modification Date Email CC    
File Path Email BCC    
File Name Email Sent Date    
Keyword search Email Received Date    
  Keyword Search - Email Body    
  Keyword Search - Email Metadata    
  Has Attachments    
  Subject    

Office 365 Outlook contact operators

All Outlook contacts are returned. There is no search criteria for Outlook contacts.

Office 365 Outlook calendar operators

Start and end dates are required when using an Office365 Outlook Calendar data source. The maximum supported date range is five years. For example, it can be 1/1/2001 to 12/31/2006 but not 1/1/2000 to 12/31/2007.

Criteria Operators
Start Date Equal, Does Not Equal, Contains

End Date

Equals, Does Not Equal, Contains

Office 365 OneDrive operators

When using search criteria to filter for Office 365 OneDrive, different operators can return different results. Knowing the search operators is crucial.

The keyword search criteria uses the Search In operator. When using the Search In operator:

  • Search for a phrase by entering the phrase without any OR operators into the Value text box.
    Example: acme corp contract
  • Search for individual keywords by entering the keywords and separating them with an OR in the Value text box.
    Example: cat OR dog OR mouse
  • Keywords hit on matches and if a word is prefixed with a keyword.
    Example: "work" will return "workday" and "workplace"
  • Keywords must be entered in all lowercase for consistent results.
Criteria Operators
File Extension Equal, Does Not Equal, Contains
File Path Equal, Does Not Equal, Contains
File Name Equal, Does Not Equal, Contains
Creation Date Equals, Does Not Equal, Greater Than, Greater Than or Equals, Less Than, Less Than or Equals
Modification Date Equals, Does Not Equal, Greater Than, Greater Than or Equals, Less Than, Less Than or Equals
Keyword Search Search In

Outlook Mailbox operators

When using search criteria to filter for Outlook Mailbox, different operators can return different results. For example, the search criteria uses Search In; it doesn't use Contains. When using the Search In operator:

  • Search for a phrase by entering the phrase without any OR operators into the Value text box .
    Example: acme corp contract
  • Search for individual keywords by entering the keywords and separating them with an OR in the Value text box.
    Example: cat OR dog OR mouse
  • Keywords hit on matches and if a word is prefixed with a keyword.
    Example: "work" will return "workday" and "workplace"
  • Keywords must be entered in all lowercase for consistent results.
Criteria Operators
Email To Contains
Email From Equals, Contains
Email CC Contains

Email BCC

Contains
Email Sent Date Equals, Does Not Equal, Greater Than, Greater Than or Equals, Less Than, Less Than or Equals
Email Received Date Equals, Does Not Equal, Greater Than, Greater Than or Equals, Less Than, Less Than or Equals
Keyword Search Search In

Has Attachments

Equals, Does Not Equal
Subject Contains
Collecting preserved files

Collect automatically collects preserved files from Microsoft data sources. For more information on preserving data, see Preservation hold. When a Microsoft places a data source on a preservation hold, Microsoft creates a preservation hold library, a Recoverable Items folder. The addition of the Recoverable Items folder to Microsoft Exchange is another folder that can be collected. Collect can collect this folder because the Removable Items folder is an additional folder within a Microsoft data source.

When emails and files are on a preservation hold in Office 365, Microsoft preserves original copies of any deleted or modified items. Preserved emails are foind in the Recoverable Items folder and preserved files are found in the Preservation Library. Collect automatically collects from these file locations.

Relativity collects all versions of the document available in the preservation library. Collecting all versions of a document means that Relativity collects multiple versions of the same file with the corresponding SHA-256 hashes for each version of the data. If there were changes in the file version, the hash should be unique. For more information on hash identifiers, see Collect tab.

Collection Summary

Complete the creation of the collection by reviewing all steps, custodians, data sources, and targets, before finalizing. Complete the collection setup by clicking Save and Close. Once you finish creating the collection, it redirects you to the Collection Details page. From the Collection Details page, you can run the collection from the Collect tab. For more information, see Collection Console.

Viewing or editing collection details

You can display the collection details by clicking the name of a collection on the Collections tab. Collection also displays these details immediately after you add a new collection. On the Collection Details page, the buttons at the top of the page to edit, delete, or perform other collection tasks. Editing a collection takes you to the first step in the wizard. For more information, see Using the Collect wizard .

Note: Once a collection has started, the collection can't be edited and is locked in read-only mode.

  • Collection Details - lists the information that you entered or selected when you created the collection:
    • Name - the name given to the collection.
    • Collection Matter - the matter used in the collection.
    • Job Number - a number assigned to the job for reporting purposes.
    • Description - a description of the collection used for reporting purposes.
    • Job Status - the status of the collection (New, Not Started, Started, Completed, Error, Completed with Errors)
  • Collection Console - displays buttons that you can use to perform the following tasks. See Collect console.
  • Data Sources - lists all the collection activities associated with this collection.
    • Custodian - the custodian associated with the collection.
    • Data Sources Name - the name of the data source associated with the collection.
    • Data Source Target - the name of the target associated with the collection.
    • Status - displays one of the following statuses:
      • Not Started - the collection has not been started.
      • Started - the collection is in progress.
      • Completed - the collection is done.
      • Completed with Errors - the collection of the target completed and one or more targets had errors. For more information, see the Errors report.
      • Error - the collection failed. For more information, see Graph Error Codes.
    • Collected Items - the number of email files collected from the target.
    • Target - the custodian target associated with the data source.
    • Result Link - a Comma Separated Values file download listing all individual items collected from the target. It contains all of the associated metadata for each collected item as well. If no results, the file is empty. For more information, see Collect tab.
    • Error Link - a Comma Separated Values file download listing any individual items that couldn't be collected because of errors during the collection. The report provides as much metadata as it can along with as much error information as we can get from Office 365 to help identify what caused the error. If no errors, the file is empty. For more information on errors, see Collect tab

Viewing collected data

When Relativity collects the data, Relativity accepts the path names and file names Microsoft Office 365 provides. On occasion, Microsoft Office 365 modifies the path name or file name.

Path names

When data is collected there is a 260-character limit on file paths and when it is reached, Relativity truncates the path name. The full path name for exported items includes the item's original location. If a truncated full path name already exists, a version number is added to the end of the file name; for example, statusmessage(2).msg.

File Names

Modifications of file names happens for documents that have been deleted from a Microsoft SharePoint or OneDrive for Business site that's been placed on a preservation hold. After a file on a site hold is deleted, the file document is automatically moved to the Preservation Hold library for the site, which is a folder created when the site was placed on hold.

Files names on a preservation hold

When the deleted document is moved to the Preservation Hold library, a randomly generated and unique ID is appended to the original file name of the document. For example, if the file name for a document is FY2017Budget.xlsx and that document is later deleted and then moved to the Preservation Hold library, the file name of the document that is moved to the Preservation Hold library is modified. For example, the file name is modified to something like FY2017Budget_DEAF727D-0478-4A7F-87DE-5487F033C81A2000-07-05T10-37-55.xlsx.

When a document on a site that's on hold is modified and versioning for the document library in the site has been enabled, a copy of the file is automatically created in the Preservation Hold library. In this case, a randomly generated and unique ID is also appended to the file name of the document that's copied to the Preservation Hold library.

The reason why file names of moved or copied documents to the Preservation Hold library is to prevent conflicting file names. For more information about placing a hold on sites and the Preservation Hold library, see Overview of in-place hold in SharePoint Server 2016.

Collect console

After completing a setup, run the collection with the collection console. Verify connection, start or stop a collection, and view a collection report from the Collection console on the Collection Details page.

Verify Connection

Before starting the collection, click the Verify Connection button to verify the connection to confirm Relativity can access each data source. Verifying connections is not a required step in the process, but a useful one. A failure to connect prevents the collection from completing. A failure to connect can be due to incorrect data source information or network connectivity issues.

Generate Targets

Generate the targets to retrieve all known Collect targets based on the custodians and data sources selected. Click the Generate Targets button to ensure you are using the latest target set. The targets do automatically generate when reaching the Summary Step of the Collect Wizard, but the console button prevents returning to the Collect Wizard.

Start Collection

Click the Start Collection button the initiate the collect project.

Note: Only one collection can be ran at a time.

Stop Collection

Click Stop Collection to end the collection project that is currently running. Once this button is clicked, a warning pop-up message appears to confirm that you want to stop. If the collection is stopped, the collection cannot be restarted.

Retry Collection

The Retry Collection button is only available when a collect job doesn't complete because of errors. Click Retry Connection to start another collect job.

Create Processing Job

Click Create Processing Job to create a processing set from the collected documents from the data sources. Locate these documents in the Processing Source Location set in Collection Details. For more information, see Processing sets.

Reports

Collect includes comprehensive reporting capabilities that you can use to view information about your collections. You can generate these reports in the collection console within a collection project. Click on the name of a report to download. When generating a report, Relativity downloads different files through your browser. For more information on specific reports, see Collect reports.