Importing custodians with Import/Export

You can add multiple legal hold custodians, or entities, by uploading a .csv or .dat file with Import/Export.

Legal Hold custodian load file

To import custodians with Import/Export, create a load file that contains at least the following:

• Custodian's full name
• Custodian's email address

Importing legal hold custodians

Use the following basic steps for importing custodians using a load file through Import/Export. For a detailed Import/Export procedure, see Importing an RDO load file.

To import RDO data:

1. Navigate to the Import/Export Job page.
2. On the Import/Export Job page, click the New Import/Export Job button to start a new job.
3. In the Choose workflow dialog, click the Structured (Processed) Data workflow box.
   The Import button is selected by default.
4. Complete the Choose the Load File Type screen. For more information, see Choose the Load File Type.
5. Complete the Choose Load File and Location screen. For more information, see Choose Load File and Location.
6. Complete the Load File Settings screen. For more information, see Load File Settings.
7. Complete the Load File Field Mappings screen. For more information, see Load File Field Mappings.
8. Complete the Import Settings screen. For more information, see Import Settings.
9. Click Import.
   Review the progress on the Importing dialog. Click the Cancel button if you need to stop the import job before it completes. Click the Close button when the importing process is complete.
10. Click Finish to close the dialog .
If you imported data without activating Express Transfer, keep the Importing dialog open until the data is successfully past the Transferring stage. Closing the dialog earlier will terminate the data transfer.

You can review the Import/Export Job page to see more information about the job. Refer to Import/Export Job tracking and historyfor details.

Choose the Load File Type

When importing custodians, you must complete the Load File Type screen in the Import/Export window.

In the Choose the Load File Type dialog, click the RDO box.

Choose Load File and Location

When importing custodians, you must complete the Choose Load File and Location screen in the Import/Export window.

Before doing so, consider the following:

• You can choose only one folder with a load file to transfer.
• File names must be 200 characters or less, including the extension.
• We recommend using a local drive instead of a mapped or external drive to avoid potential slowness and connection issues with the file import process. Also see Data transfer performance considerations.
• When Express Transfer is active,
  • You should not zip data for importing.
  • It uploads only files linked in the selected load file, regardless of their location.
  • It ignores mismatches in upper and lower case between file paths in the load file and the actual file names.
  • It supports load files with relative paths, absolute paths, and UNC paths. It is possible to mix different path types in a single load file.

1. On the Choose Load File and Location dialog, complete the fields data:
   • Job Name—provide a descriptive job name so that you can quickly identify and track that job on the Import/Export Job Page. The Job name field accepts up to 50 characters.
   • Relativity Object Type—select Entity.
   • Profile—select the None if you do not desire to use a profile for this import or if you intend to create a new profile based on the settings entered in the upcoming steps. Select the From Local Disk Profiles to select a previously saved Import/Export profile (.ie file) or an existing .kw* profile, created via the former Relativity Desktop Client application, to reuse the job settings for this workflow.
   • Regional Settings (Date and Time)—select the desired format for imported date and time data.
   • Load File—add your custodian load file.
   • Include Native & Text—select this option to include native and text files.
   • (Optional) Notification Addresses—enable email notifications by providing the email addresses of those who should get notified once the job completed, failed, or canceled.
2. Click Continue.

Load File Settings

When importing custodians, you must complete the Load File Settings screen in the Import/Export window.

On the Load File Settings dialog, select the delimiters and encoding values of the load file for the import. The File Column Headers Preview pane will help you to choose the proper settings Click Continue.

Load File Field Mappings

When importing custodians, you must complete the Load File Field Mappings screen in the Import/Export window.

1. On the Load File Field Mappings dialog, select the load file fields to map them to the workspace fields.
   Click Auto Map Fields to automatically map fields. The fields from the load file will be mapped to any existing fields of the exact same name in the workspace.
   Any fields without a match will display "Choose..." in the Workspace Fields column. You will need to select one from the drop-down list. To search for a field in the list, begin typing the desired field name and matching search results are displayed for selection.

2. Depending on your workflow, complete the following additional fields on this dialog:
   • Sort by button—click to choose your preferred sorting option:
     • Default (A-Z)—sorts all rows in alphabetical order, based on the load file field names.
     • Mapped on top—brings the mapped fields to the top and sorts them in alphabetical order.
     • Unmapped on top—brings the unmapped fields to the top and sorts them in alphabetical order.
     • Review on top—brings the mapped fields which require review to the top and sorts them in alphabetical order.
   • Create Field button—click if you want to create a new workspace field.
     • Export to CSV button—click to save the field mapping configuration to a .csv file on your local drive. Be aware that this option cannot be accessed after the job has run and can only be selected prior to executing the job.
     • Load File Sample column—presents read-only example data from the load file fields.
     • Load File Fields column—displays the field names from the load file. Use the Filter box to search for field names.
     • Workspace Fields column—allows you to manually map the load file fields to the existing workspace fields. Use the Filter box to search for field names.
   • Additional Field Settings column—to enable additional field settings, click the Choose down arrow in this column to select the additional field as follows:
     • Native File—select this option if the field from your load file contains a relative path, absolute path, or UNC path to the native files. If using absolute or UNC paths, Express Transfer must be activated prior to starting the import job.
     • Parent Object—select this option if the RDO has a parent that is not of Workspace type.
3. Click Continue.
   To import RDO data into a workspace, you must map the document identifier, whether it be Name, Control Number, or another field. If you do not, the import mode options will be limited and you will be unable to proceed with the import.

Import Settings

When importing custodians, you must complete the Import Settings screen in the Import/Export window.

1. On the Import Settings dialog, update the Start Line and Import Mode fields.
   • 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—choose how you want the records to be imported.
     
2. (Optional) Click Precheck Load File to run a validation process on the load file to check for errors prior to importing it.
   All detected errors are displayed in the Precheck window.
   1. Click the down arrow next to any error message to view its details.
   2. Click Cancel to discontinue importing the file so that you can correct the errors in the source files and repeat the importing steps.
   3. Click the Import button to start importing the load file with the errors. The following validations are performed during Precheck:
      The Precheck Load File summary dialog displays a maximum of 1,000 errors for each error category and will display a message indicating the total number of errors found. For example, if an error category has 2,000 errors, only the first 1,000 will display in the drop-down list.

3. (Optional) Click Download Profile on the Import Settings dialog to save the job configuration settings.
   Import/Export saves job configuration settings to its own profile file format. For example, the .ie file extension. Comparing to the legacy .kw standard, it brings more flexibility as you now can apply saved job settings across various workspaces. The .ie profile file format is not supported in other RelativityOne data transfer tools.
4. Click Import.

Import Summary

After importing custodians, the Import Summary displays. If no errors were found in the load file, go to the next step. If errors are found, the number and other information will be listed. You can do either of the following:

• To proceed without correcting the errors, go to the next step.
• To manually correct them now, click the Download Error Load File button. Review the errors and correct them as needed.
  • When done, upload the file with the corrected data by clicking the Select button on the Import Summary screen next to new load file and navigating to the file on your local drive.
  • Once selected, click Import to import the job with corrected data.

Click Finish to close the dialog

You can review the Import/Export Job page to see more information about the job. Refer to Import/Export Job tracking and history for details.

For more information on where Import/Export saves files, see the Community article, Import/Export: Where Files Are Saved By The Import/Export Application.

If you ran the job with Express Transfer active, you are able to close the Import/Export application while the job is running, if desired, and the transfer job will continue and not be affected. You can monitor the progress and history of jobs within Express Transfer. For more information, see Express Transfer Job tracking and history. You do not have to be logged into RelativityOne to view information within the Express Transfer application.