Usage Reports

Usage Reports is the modern way to gather information and gain oversight across your instance. Typically, metrics presented in Usage Reports are used for end-client billing, tracking adoption, and general usage metrics. System and Client Domain Administrators can create custom reports at the instance level to report on their workspace utilization and Processing consumption metrics for billing and usage tracking. Users with the Cost Explorer permission can also add billing metrics, such as billable file sizes and costs, to Workspace reports.

For a complete list of fields available in the Usage Reports, see Usage Report fields, below. To match a report field to its Billing Insights API path, see Billing Insights API field mapping.

Permissions

Feature Permissions is the primary location for managing access to Relativity features. Use this interface to enable or disable Usage Reports for specific users and groups. When you enable a feature, Relativity automatically applies the required permissions in the background so authorized users can access it.

To add metrics from the Billing group to a report, you also need the permission that controls access to Cost Explorer. If you don't have the Cost Explorer permission, the Billing group doesn't appear on the Select Metrics step. The Workspace option on the Report Settings step notes that billing metrics require this permission. You need both permissions for any report that includes billing metrics, including a report that contains only billing metrics. Billing metrics are available in Workspace reports only.

Creating Usage Reports

To create a new Usage Report:

1. Navigate to the Usage Reports tab in Management Console. For more information, see Navigation or Management Console.
2. Click New Report.
3. On the Report Settings step, enter or select values for the following fields:
   
   • Report Data—select the type of data to report on.
     • Workspace—a report on all workspaces, focusing on their usage and processing during a specific month. This report includes metrics on workspace activity, product usage, and data processing volumes. With the Cost Explorer permission, you can also add billing metrics.
       Deleted workspaces remain included in Usage Reports for the month in which they existed.However, deleted workspaces only appear in Instance-wide Usage Reports. They do not appear in Client Domain reports. When a workspace is deleted, its Client and Matter associations are removed. Without those associations, the workspace cannot be mapped to a Client Domain, so Client Domain Administrators will not see it in their Usage Reports, even for previous months.
     • User—a report on users with Relativity access enabled during the chosen month, highlighting their activity and workspace assignments.
     • Staging—a report on instance-level staging data, with no breakdown by workspace. Selecting Staging skips the metric selection and takes you to folder selection. For more information, see Staging reports.
   • Report Name—enter a unique name to identify the report.
   • Report Period—reports always cover a full month. You can't change this value.
   • Year—select the year you wish to report on.
   • Month—select the month you wish to report on.
   • Data Max Precision—enable this toggle to display higher-precision GB values in your Usage Report output. This toggle is available only for Workspace reports.
     • Toggle off (default): GB values are rounded to two decimal places. Usage amounts below 0.005 GB display as 0.00 GB, and the associated cost may display as $0.00. Exported reports retain full-precision, unrounded values. As a result, a workspace may show 0.00 GB and $0.00 in the UI while the exported report shows non-zero usage and a corresponding cost. This rounding can also cause small differences between the sum of individual workspace values in the UI and the unrounded total.
     • Toggle on: GB values are displayed with up to 15 decimal places.
4. Click Next.
5. On the Select Metrics step, choose the metrics to include in the report. Metrics are organized into the following groups:
   • Identification Details—identifiers for the workspace, its parent client and matter, the instance, and the report period.
   • Usage—storage, activity, processing, analytics, and product usage measurements. This group contains the Workspace Utilization, Product Utilization, Processing Statistics, Analytics Statistics, Infrastructure Statistics, and Linked Repository Statistics sections. For more information about Linked Repository Statistics, see Linked Repository Statistics.
   • Billing—contract-adjusted billable quantities and dollar costs. This group requires the Cost Explorer permission. For more information, see Billing metrics.
   

   To work with the metric list:

   • Click the arrow next to a group or section to expand it and see each metric with its description.
   • Select the checkbox next to a group or section to select all of its metrics, or select metrics one at a time.
   • Check the counter on the right of each group, such as 4/10 selected, to see how many of its metrics you selected.
   • Look for the New label and the dot icon to find recently added metrics.
   • Click Clear selection to clear all selected metrics.

   Every Workspace report has these metrics selected by default. They are labeled Default in the Identification Details group:

   • Workspace Name—the name of the workspace.
   • Matter Name—the name of the matter associated with the workspace. If the workspace is deleted, no value is shown.
   • Client Name—the name of the client associated with the workspace. If the workspace is deleted, no value is shown.
   • Instance Name—the Relativity aiR instance from which the report was generated.
   To leave out a default metric, clear its checkbox. For example, clear the identifiers to share usage metrics without client or matter names.

   For User reports, metrics are organized into the following groups. User reports don't include a Billing group.

   • Identification Details—identifiers and the capture timestamp for the enabled user.
   • User Information—identity, role, and login activity for enabled users in the instance.
   • Workspace Information—workspace, client, and matter details for the workspaces a user has access to.
   Every User report has these metrics selected by default:
   
   • User Email Address—the email address associated with the user.
   • Enabled User Information Capture Date-Time—the date and time that the enabled user information was captured from the instance. This value is shown in UTC.
6. On the Report Summary step, confirm the report criteria are correct. Report Details lists the report name, date range, report type, report period, and Data Max Precision setting. Selected Metrics lists your metrics by group. To make changes, click Back or click a step on the left.
   
7. Click Generate Report to create the report. The newly created report appears on the Usage Reports List. Reports are retained on the list for 30 days from their creation date. Click the template icon to run a Usage Report based on a previous report. The system automatically fills in all key fields. You can also use the actions bar to delete or download reports.
   
   
8. Click the report name link to view its details in the report viewer. For a complete list of fields available in the Usage Reports, see Usage Report fields.
   
   • In the Usage group, all “Peak” references pertain to the individual peak value per workspace in the reported date range. Billing metrics are calculated from the Peak Day instead, so a workspace's Peak and Billable values can differ. For more information, see Billing metrics.
   • Processing metric fields show the total size/values for the given date range.
   • If Peak File Size [GB] appears larger than Peak Workspace Hosted Size [GB], this is expected. Peak File Size reflects all files stored in the workspace’s file share, including formats not used in billable size calculations. For billable hosting, only Natives, Images, and Production files contribute to Hosted Size.
   • File categorization is as follows: Native files include Native and transcripts; Image files include TIFF and PDF files; and Production files include Stamped TIFF, produced PDF, and produced redacted natives.
   • Depending on your security configurations in Relativity aiR, some workspaces may display hashed values for Client Name, Matter Name, Client Number, and Matter Number fields. This happens when no processing occurs for a workspace and hashing is enabled. For more information, see Hash value instance settings for billing metrics.

Staging reports

The Staging Reports tab in Usage Reports lets System Administrators and Client Domain Administrators generate reports on staging folder size and file counts. For full details on creating and managing staging reports, see Staging reports.

Data freshness and expected delays

Usage Reports may not show data immediately after capture.

In rare cases, Usage Reports can be up to 36 hours behind the live system. Newly created workspaces can also take up to 36 hours to fully populate with data, so their values may be incomplete. This typically happens when:

• A report runs just before the nightly data-collection.
• The scheduled aggregation job for your instance hasn't finished yet.

Relativity captures each type of data separately, so capture times can differ within one report. To see exactly when each data set was pulled, add the matching capture metric to your report:

• Workspace Utilization Capture Date-Time—in the Usage group, Workspace Utilization section.
• Processing Statistics Capture Date-Time—in the Usage group, Processing Statistics section.
• Billing Metrics Capture Date-Time—in the Billing group.

These metrics aren't selected by default. Check them to confirm how current a given report is.

Exporting Usage Reports

You can export a report to an Excel file from the following areas:

• From the Usage Reports List: Click the download icon in the Actions column corresponding to the desired report.
• From the report viewer page: Click the Export button.

Billing metrics

The Billing group in Workspace reports contains billable quantities and dollar costs that were previously available only in Cost Explorer. Use them to report billable data alongside usage data for each workspace. Cost Explorer remains available.

Before you add billing metrics, review the following:

• You need the Cost Explorer permission to add metrics from the Billing group. For more information, see Permissions.
• Billing metrics are contract-adjusted. They apply your contract's rules, such as data tier and contract type, so they can differ from the matching Usage metrics.
• Billable sizes and costs are based on the Peak Day, the day within the report period on which the billable peak occurred across all workspaces in your contract. Add the Peak Day metric to see which day was used.
• Usage group metrics that start with Peak use each workspace's own peak. Metrics that start with Current report values as of the capture date-time. Because they use different days and rules, a workspace's Peak, Current, and Billable values can all differ.
• Billing metrics are captured separately from usage metrics. Add Billing Metrics Capture Date-Time to see when they were captured.

For a full list of billing metrics and their descriptions, see the Billing rows in Usage Report fields.

Linked Repository Statistics

Linked Repository Statistics fields show which Repository workspaces a Review workspace links data from, and how much data comes from each one. Workspace data is linked using integration points.

These fields differ from the linked-size fields under Workspace Utilization. Workspace Utilization fields report the total linked volume for a workspace. Linked Repository Statistics fields break that total down by source workspace.

Before you add these fields, review the following:

• The source workspace must have the Repository application installed. Sources without the application return no data.
• Values populate on Review workspace rows only. Repository workspace rows show no linked-source values.
• The report shows one row per source workspace linked to a Review workspace. Deleting a linked source removes its row. A Review workspace linked to three sources generates two rows after one source is deleted. A Review workspace with no remaining links still appears once, with empty Linked Source cells.
• Relativity captures these values at the workspace utilization capture date-time, and collects them only while both the Review workspace and its linked source workspace exist. Deleting either workspace stops Relativity from reporting that pairing for the rest of the month. To retain these values, export the report before you delete either workspace.
• An empty Linked Source cell is not the same as zero. When no linked pairings remain, the Linked Source cells are empty, while the Workspace Utilization fields whose names begin with Linked, such as Linked Total File Size [GB], show 0.00. Account for both if you automate against the export.

Deleted workspace field behavior

The following fields return different values after a workspace is deleted.

Field	Before deletion	After deletion
Client Name Matter Name Client Number Matter Number	The client or matter value	No value
Workspace Status	The current status	The last status before deletion
Linked Source Workspace ArtifactID	The ArtifactID of the linked source workspace	No row generates for that pairing. Empty if no pairings remain.
Linked Source Image File Size Linked Source Native File Size Linked Source Production File Size Linked Source Total File Size	The size linked from that source, in GB	No row generates for that pairing. Empty if no pairings remain.
Linked Total File Size [GB] Linked Image File Size [GB] Linked Production File Size [GB]	The total linked size for the workspace, in GB	0.00

Usage Report Fields

The table below lists the complete set of fields currently available in the Management Console - Usage Reports product.

The table below lists the complete set of fields for User Reports:

Troubleshooting Usage Reports

This section covers common questions about Usage Reports and how to resolve them.