Importing hold data to RelativityOne

After installing Legal Hold, you can use Import/Export to migrate hold information from a legacy system into RelativityOne. See Import/Export.

For more information the load files you can import, see the following topics:

Considerations

Before importing, or migrating, data, consider the following:

  • Migrating data to Legal Hold should be performed by someone who is experienced with migrating structured data.
    • This person should understand how to troubleshoot errors, correct data errors identified by Import/Export, and can prepare data load files with precision.
    • If you do not possess this skill set, please reach out to a service provider or experienced colleague at your organization.
  • You can ARM the workspace when migrating data from Relativity Server to RelativityOne. For more information, see ARM Overview.

Prerequisites

Before migration, you must convert existing hold information into separate load files with specific formats, as detailed below.

Note: Not all of the following information may exist in the legacy system, so you do not need to populate non-applicable fields, with the exception of required values, such as Name.

Load file types

  • Entity information. For example, email, department, manager.
  • Project and communication information. For example, description, email content, Portal content, BCC.
  • Custodian reminder and escalation dates.
  • Custodian association to projects and communications.
  • Communication acknowledgment dates per custodian.
  • Questions into the Question Library.
  • Questionnaire completion dates per custodian.
  • Message information.

This migration does not cover:

  • Migrating custodian responses to questions on questionnaires.
  • Migrating email history.

The following items must all be unique:

  • Project names
  • Communication names
  • Custodian full names

Importing the legacy data

Importing legacy data into Legal Hold requires separate imports through Import/Export for each object type. For example, import the custodians load file into the Entity object.

Note: The Entity field must have the email field populated for the Legal Hold system to work correctly. If the data is not imported correctly, you will need to restart the process.

Load file order

When using Import/Export to import legal hold data, you are required to import the load files a specific order.

Import the load files in the following order:

  1. Entity
  2. Projects
  3. Communications
  4. Attachments
  5. Custodian Role
  6. Custodian Status
  7. Message

For more information on the required load files, see Required load files.

After importing the data, you can also import optional data. Optional data includes tasks and questionnaire data. For more information, see Optional load files.

Import/Export

Use Import/Export to import legal hold data into Relativity. This section covers the basic process to import a Relativity Dynamic Object (RDO). For more information, see Import RDO data.

To import RDO data:

  1. Navigate to the Import/Export Job page.
  2. Click the New Import/Export Job button.
  3. On the Choose Workflow dialog, select the Import button.
    Import should be selected by default.
  4. Click the Structured (Processed) Data workflow box.
  5. On the Choose the Load File Type dialog, click the RDO box.
  6. On the Choose Load File and Location dialog, complete the fields, and then click Continue. For more information about load files, see Import/Export load file specifications.
  7. On the Load File Settings dialog, select the delimiters and encoding values of the load file, and then click Continue.
    The File Column Headers Preview pane will help you to choose the proper settings.
  8. On the Fields Mapping dialog, select the load file fields to import and map them to the workspace fields, then click Continue. Click Auto Map Fields to automatically map fields. Relativity then maps the fields from the load file to existing fields in the workspace of the same name.
    Note: Any fields without a match will display Choose... in the Workspace Fields column. You must select one from the drop-down list.
  9. On the Import Settings dialog, configure your import job by selecting from which line number you want the load file to begin importing and how you want the records to be imported.
    • Start Line—select the line number in the load file where you want the import process to begin. The default value is set to 0, which results in loading the entire load file.
    • Import Mode—select how you want the records to be imported:
      • Append Only—loads only new records.
      • Append/Overlay—adds new records and overlays data on existing records. If selected, then you must assign a unique identifier in the Overlay Identifier field to use to overlay data in the workspace.
        The Overlay Identifier field acts as a link indicating to RelativityOne where to import the data.
        For Append/Overlay, if a blank metadata field exists in the load file (.dat, .csv), the blank value will overlay (remove) any existing value that may reside in the corresponding mapped field.
      • Overlay Only—updates existing records only. If selected, then you must include an Overlay Identifier next.
        For Overlay Only, if a blank metadata field exists in the load file (.dat, .csv), the blank value will overlay (remove) any existing value that may reside in the corresponding mapped field.
      • Overlay Identifier—if Overlay Only or Append/Overlay mode is selected, then assign the unique identifier that will be used to overlay data in the workspace. This field acts as a link indicating to RelativityOne where to import the data.
        Note: Each load file will have a unique identifier listed in the load file specifications.
  10. Click the Import button to start the importing process.
  11. Click Close when the importing process is complete.
    12. Caution: If you used Import/Export in web only mode, meaning Express Transfer was not active, do not close the Importing dialog until after the Uploading step has successfully completed. Closing the dialog prior to the Uploading step completing will terminate the import process.
  12. Click Finish to close the dialog.

Repeat these steps for each load file. For more information about load files, see Load files. For more information on importing data, see Import/Export.

Migrating with ARM

Use the ARM application in conjunction with Legal Hold to archive, restore, and move a Relativity Legal Hold workspace between Relativity installations or SQL Servers. For more information on ARM, its job types, security permissions, and considerations, see the ARM documentation.

To run ARM with Legal Hold, you will need to select the Legal Hold check box in ARM. For more information, see Creating and running a Restore job.

When restoring Legal Hold data, the Portal URL field in Legal Hold should be re-entered immediately after performing a restore. When restoring a Legal Hold workspace, Relativity automatically removes the link to the Portal URL. The removal of the Portal URL prevents any further communication from being sent. Repopulate the Portal URL field to use Communications again.

To update the Portal URL after the restore, follow the steps below:

  1. Navigate to the restored workspace.
  2. Navigate to the Hold Admin tab.
  3. Click Edit.
  4. Re-enter the Portal URL into the field.
  5. Click Save.

After updating the Portal URL, it may be useful to notify users of the new URL with a Global Reminder. You can easily include the new URL in the reminder by using the Portal Link merge field. For more information, see Enabling Global Reminder.

Importing custodian data using Microsoft Entra ID

Use Integration Points in conjunction with Legal Hold to import entity data, employee or custodian, from Microsoft Entra ID. For example, the workstations, employee names, data shares, and more. To do this, install Integration Points application into your workspace from the Relativity Application Library. Once installed, add the Azure AD Provider source.

Add the Azure AD Provider source by creating an Azure AD application and credentials in your Azure Portal. During this you will create the application, select the Graph API, grant permissions, and find Azure credentials. For more information, see Microsoft Azure AD provider and Microsoft’s documentation.

Note: You may not be able to import custom attributes from Azure into ReativitylOne using the Graph API. For example, the hyphen (-) character is not allowed. Certain Microsoft integrations such as Workday rely on this character. We do not support a direct connector from Workday for syncing entities.

The Integration Points Azure AD Provider is a separate application that is not in the Relativity Application Library. Contact Customer Support to add Azure AD provider as a source to Integration Points. Completing this adds Azure AD as a source within Integration Points.