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

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

Using the Collection Wizard

The Collection 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.

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.

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. 

Office365 OneDrive Office365 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    

When using search criteria to filter, different operators can return different results. Knowing the search operators is crucial. There are general rules for filter criteria:

  • Wildcard characters are not supported.
  • Proximity and fuzzy searches are not supported.
  • Multiple criteria are treated as being separated by an "AND" operator.
    Example: Subject Contains contract AND Email Sent Date Equals 2/23/2019.

Important characteristics of keyword searching:

  • Wildcard characters are not supported; words containing a keyword are responsive
    Example: "work" retrieves "worker," "rework," "hardworker," etc.
  • Enter keywords as a list with one keyword per line. Must have OR between keywords to use operator.
    Example: work OR error OR complaint
    Example:
    work OR
    error OR        
    complaint

Office365 Outlook contact operators

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

Office365 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

Office365 OneDrive operators

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

Criteria Operators
Email To Contains
Email From Contains, Equals
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

Relativity Collect automatically collects preserved files and emails that are under In-place Hold or Litigation Holds in Office 365. For more information on holds in Office 365, see Recoverable items folder, Overview of Retention policies, and e-Discovery and in-place holds in SharePoint server.

Collection Summary

The Collection Summary steps shows you what your collection looks like based on the selections made in the previous steps. You can always go back to make updates if something is incorrect.

The "Count of Targets per Source" shows how many targets are going to be collected from each data source for each custodian. A quick review of this list helps insure you have at least one target for each custodian across all selected data sources. Zeros indicate missing targets which you may want to look into prior to starting the collection job.

Once correctly completed, click Save and Close to proceed.

From the Collection Details page, you can run the collection from the Collection Console. For more information, see Collect 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 Collection 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

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. Generating targets isn't required to start a collection. The target list is automatically generated when reaching the Summary Step of the Collect Wizard.

Start Collection

Click the Start Collection button to initiate the collect project.

Note: Relativity Collect supports up to four simultaneous target collections for Office 365 data sources in an actively running collection job. For information on running multiple jobs, see Running concurrent collection jobs.

Stop Collection

Click Stop Collection to end the collection job that is currently running. Once this button is clicked, the collection job is stopped and you can restart it when ready.

Retry Collection

The Retry Collection button is available when a collect job fails or if any targets fail or complete, but with errors. Only targets that failed or completed with errors will be retried. Click Retry Connection to attempt another collection of errored targets. For more information, see Errors report.

Create Processing Job

Click Create Processing Job to create a processing set for all target collections that either completed or completed with errors. You can review the processing set that Collect creates prior to starting discovery. For more information, see Processing Sets.

Reports

Relativity 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.