Collect folder path data

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The Collect Folder Path Data solution reports the total number and size of document files, including native, image, and production files, that are in each workspace and folder in a Relativity instance.

To download the solution files, visit the Relativity Community.

This page contains the following sections:

Before you begin

The Collect Folder Path Data solution is an environment-level solution that collects and reports the total number and size, in gigabytes (GB), of document files in a Relativity instance. The report organizes data by workspace and folder, and, for each folder, provides details such as the total number of native, image, and production files within the folder as well as the total size of those files.

Supported versions

This solution is supported in Relativity 8.1 – Server 2021.

Solution version Supported Relativity version
7.0 9.6-Server 2021
6.1.05 9.5-9.6
6.1 9.3 - 9.5
5.6 8.1 - 9.2

Components

This solution consists of the following components:

  • Relativity application
  • Custom agents
  • Event handlers
  • Relativity script that runs at the environment level

Considerations

Before you deploy and run the solution, it's important to keep the following in mind:

Note: If your environment has a version of Collect Folder Path before version 6.0, please uninstall the older version from each workspace and environment prior to installing version 6.0.

  • This script should only be run by a system admin. If you are not a system admin, we recommend you do not run this script.
  • Do not set the manager agent interval to anything less than 3 hours (10800) as this might affect the final results. This is also directly related to the number of worker agents installed and enabled, as well as available system resources.
  • You can only install one manager agent, but you can have more than one worker agent installed. In large environments, we recommend adding multiple worker agents.
  • The results of running from the administration mode for a Relativity instance or a specific workspace where you install the solution are the same. The script reports the total number and size of document files for all the workspaces in a Relativity instance. To limit report data to a specific workspace or folder, you can use the filter controls in the report.
  • This solution doesn't support the client domains (multi-tenancy) and Data Grid features of Relativity.

Deploying and configuring the solution

To deploy and configure the solution, perform the following:

  1. Add the solution application to the Application Library and install it in a workspace.
  2. Create and enable custom agents that monitor and perform data collection tasks.
  3. Check the Worker Queue status.

Excluding specific workspaces

In Solution Version 7.0 or above, specific workspaces can be skipped by the application by adding them to a blacklist. To accomplish this, you will need to update data on the SQL server of the environment. To skip certain workspaces, do the following:

  1. Collect the Artifact IDs of the desired workspaces to exclude:
  2. Insert the Artifact IDs into the EDDS.eddsdbo.KCD_1037595_Excludes table.
    • Sample query:
      INSERT INTO [EDDS].[eddsdbo].[KCD_1037595_WorkspacesToExcludes] (WorkspaceArtifactID)
      VALUES(/* comma separated workspace Artifact IDs */)

Adding the solution to the Application Library and a workspace

To add the solution to the Application Library and a workspace:

  1. Log in to Relativity.
  2. Click the user drop-down menu in the upper right corner of Relativity, and then click Home.
  3. Navigate to the Applications & Scripts tab, and then select the Application Library tab.
  4. Click Upload Application.
  5. Next to Application File, click Choose File.
  6. Navigate to and select the RA_Collect_Folder_Path_Data.rap file, and then click Open.
  7. Click Save.
  8. Under Workspaces Installed, click Install.
  9. Next to Workspaces, click Ellipsis (...) button, and then check the box next to the workspace that you might want to run the solution from.

    Note: This script automatically collects and reports data for all the workspaces in the Relativity instance, regardless of which workspace you install it in. Therefore, you can choose to install the solution in any workspace within the Relativity instance and you don't need to install the solution in more than one workspace.

  10. Click OK.
  11. Click Save.

Creating and enabling custom agents

After you add the solution to the Application Library and install it in a workspace, you're ready to create and enable a Folder Path Manager agent, which monitors data collection tasks for the solution, and one or more Folder Path Worker agents, which collect data about folders and files. Note that only one Folder Path Manager agent can be installed at a time. To optimize solution performance however, you can create and enable multiple Folder Path Worker agents.

To create and enable the Folder Path Manager agent:

  1. Navigate to the Server & Agent Management tab, and then select the Agents tab.
  2. Click New Agent.
  3. Complete the following fields:
    • Agent Type - click Ellipsis (...) button, select the KCD_1037595_FolderPath - Manager radio button, and then click OK.
    • Number of Agents - type 1.
    • Agent Server - click Ellipsis (...) button, select the radio button for the server that you want the agent to run on, and then click OK.
    • Run interval - type 86400.

      Note: We recommend you adjust the agent run interval to execute once a day, or every 86400 seconds.

    • Logging level of event details - select the type of information that you want to log for the agent.
    • Status - click Yes to enable the agent.
  4. Click Save and Back.

The "KCD_1037595_FolderPath - Manager" agent now appears in the list of agents.

To create and enable a Folder Path Worker agent:

  1. On the Agents tab, click New Agent.
  2. Complete the following fields:
    • Agent Type - click Ellipsis (...) button, select the KCD_1037595_FolderPath - Worker radio button, and then click OK.
    • Number of Agents - type the number of worker agents that you want to add.
    • Agent Server - click Ellipsis (...) button, select the radio button for the server that you want the agent to run on, and then click OK.
    • Run interval - type 30.
    • Logging level of event details - select the type of information that you want to log for the agent.
    • Status - click Yes to enable the agent.
  3. Click Save and Back.

The "KCD_1037595_FolderPath - Worker" agent now appears in the list of agents.

Now you're ready to run the solution.

Preparing the workspace

Because this solution automatically collects data for all the workspaces in a Relativity instance, there are no special requirements or steps to prepare a specific workspace to use the solution.

Running the solution

To run the solution, you can run the Collect Folder Path Data script from administration mode for the Relativity instance the workspace where you installed the solution application. Note that a job for the Folder Path Worker agent should run at least one time before you run the script. To check the job status of the Folder Path Worker agent, complete the following:

  1. Navigate to the workspace where you installed the solution application.
  2. Navigate to the Collect Folder Path Data tab, and then select the Worker Queue tab.

The Worker Queue page displays the current job status for each workspace that the Folder Path Worker agent is processing.

An example of the Worker Queue page with sample data.

After the job status is "Completed" for each workspace, you can run the Collect Folder Path Data script by performing the following steps.

  1. Navigate to Home, click the Applications & Scripts tab, and then click the Relativity Script Library tab. Running the script from the Admin level returns data for all workspaces.
  2. Click the name of the Collect Folder Path Data script.
  3. In the console, click Run Script, and then click Run in the pop-up window that appears.

Viewing the results

After you run the solution by running the Collect Folder Path Data script, the results appear as a report on the script page.

An example of the Collect Folder Path Data script page with sample data.

The report provides detailed information about the number and size of document files that are in each workspace and folder in the Relativity instance, minus any excluded workspaces. It includes the following columns:

  • Workspace Artifact ID
  • Workspace Name
  • Folder Path
  • Document Count
  • Native File Count
  • Native File Size (GB)
  • Image File Count
  • Image File Size (GB)
  • Produced Image File Count
  • Produced Image File Size (GB)
  • Total Image File Count
  • Total Image File Size (GB)
  • Total File Count
  • Total File Size (GB)