You can use the Relativity starter template installed with Relativity to customize your workspace for standard document review.
Note: This template isn't required to use Relativity; it's an option for logically customizing your Relativity environment.
The tab structure in this template is organized into the following workflows: Documents, Review batches, Reporting, Case admin, Index admin, Job admin, Application admin, Workspace admin, and Persistent lists.
This page contains the following:
- Recommended pre-work
- Review batches
- Case admin
- Job admin
- Workspace admin
- Saved searches
See these related topics:
Before getting into the starter template, we recommend you familiarize yourself with/complete the following:
Relativity Admin training
Client, Matter, and Workspace creation (use the Relativity starter template to create your workspace).
Use this guide to get a deeper understanding of certain caveats with case setup. Each section discusses different aspects of case setup followed by references that outline the fields, views and layouts that make up the template. This template is just a starting point for creating your own workspace template.
The Documents tab in the starter template provides reviewers with access to workspace documents. From here, a reviewer can click on any document to work with it in the viewer.
The Review Batches tab in the starter template provides users with access to batches of documents. A user can check out those batches, and begin a review on the documents they contain.
The starter template includes the following layouts that a reviewer can use to code documents with. These layouts are available based on administrator role, such as Legal Team Admin, Case Team Admin, or Workspace Admin.
Document Metadata – This layout contains all of the metadata fields and is generally read only.
First Pass Review – This layout contains basic review fields.
Second Pass Review QC – This layout s for confirmation of first pass decisions and checks.
Issue Coding – This layout is for review purposes when assigning categories.
Privilege Log – This layout updates information for privilege log purposes based off of responsive documents.
Inline Tagging - This layout is for inline tagging.
Deponent / Witness Kit - This layout is for depositions.
The Reporting tab in the starter template provides options for working with Search Terms Reports, Summary Reports, Pivot Profiles, and Domains.
Search terms reporting provides a breakdown of document count per search item. Keyword searching is often used as a method of filtering the initial dataset. Use those terms or search parameters in the search terms report to see which documents return which terms. You can then prioritize certain groups of documents for review.
The template doesn't contain any pre-made reports. You can create a report based on terms related to your case. Remember that you need to create a dtSearch first before creating the report.
Summary Reports provide aggregate tallies of field values. These reports are based on an optional grouping criteria and the fields to be tallied. Your workspace contains one default summary report called Coding by Custodian.
This summary report provides a basic tally of a familiar field and common review task. Click the Edit button in the summary information screen to view its settings:
|Designations by Custodian||
Group By: Custodian
-Designation: (not set)
-Designation: Not Sure
You can edit the settings of this, and any additional summary report you create, at any time during the review process.
Pivot Profiles allow you to create, save, and edit custom Pivot settings. You can then apply these Pivot profile settings while using Pivot in the data set.
By default, the starter template includes the following pivot profiles:
- Tally of File Types - returns a grid of the types of files in the workspace
- Group By... Relativity Native Type
- Pivot On... <Total Only>
- Issues Related to Custodians - returns a pie chart of issue by custodian
- Group By... Custodian - Single Choice
- Pivot On... Issue Designation
- Issues Timeline - returns a grid of dates and how many issues fall within those dates
- Group By... Sort Date
- Pivot On... Issue Designation
- File Types Related to Custodians - returns a pie chart of file types by custodian
- Group By... Custodian - Single Choice
- Pivot On... Relativity Native Type
Use the Domains tab to create a new domain. Use the Domains tab to:
- Find domains that might contain privileged information such as law firms and assign accordingly
- Assign lower priority to spam email and personal email addresses; bulk code or assign to entry level reviewers
- Prioritize emails from key domains
- Utilize Author and Recipient domains with Pivot to determine conversation relationships
After domain parsing is complete you'll see a tab with a list of the domains. Click on a domain to bring up the list of documents associated with the domain. This can be useful for a number of different workflows.
The Case Admin tab in the starter template provides options for working with the following admin functions: Batch Sets, Markup Sets, Persistent Highlight Sets, Production Sets, Scripts, and Transform Sets.
Batching is useful way to secure which documents a user is able to view. Batches can also help in creating a workflow. However, batches don't carry over with the template. As a result, you need to create new batches for each workspace. The template contains views setup to work with batches.
My Checked-Out Batches and My Checked-Out Batches Not Reviewed are views setup for first-level reviewers to view only their assigned documents or documents they have checked out.
Before you batch documents, you need to create a batch source. The batch source is a saved search containing documents to batch. You can then create a batch based on a specified parameter of these documents. Batches might be based on:
- Time Periods
Securing a batch set applies security only to the batches themselves, not to their included documents.
The template contains a number of different views, each with its own fields and conditions.
Workspace template views
The table below lists views found in the workspace template, including a description of purpose and the conditions found in each.
|Object||View Name||Description||Conditions||Selected Fields||Sort order|
|Document||Documents||System default view of all documents loaded in the system||None||Edit, File Icon, Doc ID Beg, Doc ID Beg Attach, Doc ID End Attach, Custodian, Document Extension, Designation, Email From, Email To, Email CC, Email Subject, Author, Title, Parent Date, Date Sent, Date Last Modified||None|
|Documents - All Metadata||View of the documents loaded in the system with all metadata fields showing||None||Control Number, Group Identifier, File Name, File Type, Document Extension, File Size, Original Folder Path, MD5 Hash, Sort Date, Email From, Email To, Email CC, Email BCC, Email Subject, Date Received, Date Sent, Number of Attachments, Attachment Name, Delivery Receipt, Conversation Index, Title, Date Last Modified, Date Created, Date Last Printed||None|
|My Checked-Out Batch||Displays all the logged in user’s checked out documents||Batch these conditions – Batch::Assigned To is logged in user AND Batch::Status any of these In Progress||Edit, File Icon, Doc ID Beg, Designation, Doc ID Beg Attach, Doc ID End Attach, Custodian, Document Extension, Email From, Email To, Email CC, Email Subject, Author, Title, Parent Date, Date Sent, Date Last Modified||Parent Date then Doc ID Beg.|
|My Checked-Out Batch Items Not Reviewed||Displays all the user’s checked-out documents not coded in designation field||Batch These Conditions – Batch::Assigned To is logged in user AND Batch::Status is any of these: In Progress) AND Designation is not set||Edit, File Icon, Doc ID Beg, Designation, Doc ID Beg Attach, Doc ID End Attach, Custodian, Document Extension, Email From, Email To, Email CC, Email Subject, Author, Title, Parent Date, Date Sent, Date Last Modified||Parent Date then Doc ID Beg.|
|Responsive Documents||Displays a list of documents that have been reviewed.||Designation is Responsive||File Icon, Doc Beg ID, Custodian, Email Subject, Date Sent||Parent Date then Doc ID Beg|
|Unassigned and Not Reviewed Documents||Displays a list of documents not assigned.||Batch these conditions – Batch::Assigned To is not set AND Designation is not set||Edit, File Icon, Doc ID Beg, Custodian, Date Sent, Email From, Email To, Email Subject||Parent Date then Doc ID Beg|
|Unreviewed Documents||Displays a list of documents that have not been reviewed.||Designation is not set||Edit, File Icon, Doc ID Beg, Custodian, Date Sent, Email From, Email To, Email Subject||Based on Parent Date|
|Technical Issues||Displays a list of documents that have been coded as having a technical issue designation||Responsive Designation is Technical Issue||Edit, File Icon, Control Numbe,r Group Identifie,r Document Extension, Sort Date, Email Subject, Email From, Email To, Email CC, Title, Date Last Modified, Responsive Designation, Privilege Designation Confidential Designation, Issue Designation||None|
|Redacted Documents||Displays a list of documents that have redactions applied.||Markup Set – Review any of these Has Redactions||Edit, File Icon, Doc ID Beg, Custodian, Designation, Markup-Set Review||None|
|Issue Log||Displays a list of documents that have been coded with an issue.||Issue Designation||File Icon, Doc ID Beg, Email From, Email To, Email CC, Email Subject, Designation, Issue||None|
|Privilege Log||Displays a list of documents that have been coded as privileged.||Privilege Type is set||Edit, File Icon, Doc ID Beg, Designation, Custodian, Email From, Email To, Email CC, Emails Subject, Author, Title, Parent Date, Privilege Type, Privilege Description.||Based on Parent Date|
|Production Documents||Displays a list of documents where the Bates Beg field has been set.||Bates Beg is set||Edit, File Icon, Control Number, Production::Begin Bates, Production::End Bates, Production::Begin Attachment, Production::End Attachment, Production::Has Redactions, Production::Production Type, Sort Date, Email Subject, Email From, Email To, Responsive Designation, Privilege Designation, Confidential Designation, Issue Designation||Bates Beg|
|Desposition / Witness Kits||Displays a list of documents where Deponent / Witness Kit field is not set.||Deponent / Witness Kit is not set||Edit, File Icon, Control Number, Group Identifier, Deponent / Witness Kit, Sort Date, Email Subject, Email From, Email To, Email CC, Title, Responsive Designation, Privilege Designation, Confidential Designation, Issue Designation||Sort Date|
|Admin View||Displays system admin view of documents loaded in the system||None||Edit, File Icon, Control Number, Group Identifier, Deponent / Witness Kit, Sort Date, Email Subject, Email From, Email To, Email CC, Title, Responsive Designation, Privilege Designation, Confidential Designation, Issue Designation||None|
|Native Type||All Native Types||Displays on the Native Types tab||None||Edit, Name, Imaging Method, Category (Basic), Restricted From Imaging By Default Prevent Native Download|
|Restricted Native Types||Displays on the Native Types tab||No conditions are set?||Edit, Name, Imaging Method, Category (Basic), Restricted From Imaging By Default, Prevent Native Download||None|
Markup sets are securable sets of highlights and redactions. Reviewers use markup sets to apply highlights and redactions to documents in the Viewer.
Persistent Highlight Sets are reusable, transferable sets of persistent highlight parameters.You can select Persistent Highlight Sets in the Viewer to assist in document review.
When you want to produce documents in a case workspace, you can create a production set that defines the markup set for redactions, the document numbering, the appearance of the numbering, and other settings. Relativity uses these settings when running the production. You can then view the produced images in the Core Reviewer Interface by selecting Production mode and the production set.
Relativity provides scripts as a way to manipulate or verify data. For example, a Parent date field might not be something a vendor can create from processing software; yet it's required to sort family groups by date.
To complete this task, you can use a Relativity Script named Propagate Sent Date to Family Documents. It takes the sent date field from emails, copies it to a parent date field, and passes the parent date field to all items of the family group, family groups will remain in order during sorting. If there isn’t a parent document with a sent date such as loose files, you'll need to copy another date field over to the parent date field.
Below are some example scripts you might want to add to your workspace.
|Reviewer Statistics||Reports on the efficiency of reviewers over the specified date range. The returned statistics provide a count on how many documents were reviewed over a certain period of time.|
|Propagate Sent Date to Family Documents||Sets all email family documents to the same sent date as their parent documents in the case.|
Transform Sets read through selected fields in a workspace, perform a defined process, and writes the output to other fields or object types. You can create a new transform set in your workspace that pulls from a source field and populate a destination field with the results. In Relativity, the transform set handlers are:
- Domain Parsing - takes field with email addresses, strips out the domain information, and writes it to a new field. For example, the address email@example.com becomes relativity.com.
- Conversation Index Parsing extracts the first 44 characters of an email thread conversation index to create a relational field with the same number.
The Job Admin tab in the starter template provides options for working with the following jobs: Password Bank, Imaging Profiles, Native Types, Imaging Sets, OCR Profiles, OCR Sets, and Application Field Codes.
The Password Bank is a password repository used to decrypt certain password-protected files during inventory, discovery and
The password bank potentially reduces the number of errors in each job and eliminates the need to address password errors outside of Relativity.
For more information, see
An imaging profile controls the settings used to image a group of documents. You can convert documents to black and white TIFF files or colored JPEG files. After you create a profile, you can use it in multiple imaging sets, edit the profile settings, and set permissions on it. Imaging profiles, as well as any updates to the default profile, are included in workspace templates.
An imaging set consists of a saved search containing the documents that you want to image and an imaging profile.
On the Native Types tab, you see a list of file types that Relativity supports. Reference this list when selecting file types that you want to restrict from imaging. The RelativityDesktop Client also supports the same list of file types.
An OCR Profile is a saved, reusable set of parameters that you use when creating an OCR Set.
Use the OCR Sets tab to submit groups of documents defined by a data source or production to be OCRed based on the settings defined by the OCR Profile.
Application Field Codes is how Relativity refers to fields that Microsoft documents use to store document data. For example, [Date] is a field code in Microsoft that shows the date a document is created. Excel and PowerPoint refer to these fields as header and footer, Word refers to them as field codes, and Visio refers to them as fields. But for simplicity, Relativity refers to them as field codes, regardless of which Microsoft application document you’re viewing.
The Workspace Admin tab in the starter template provides options for working with the following features in Relativity:
Use the Search Indexes tab to create and edit dtSearch and Analytics indexes.
Your database automatically creates a keyword search index. You can also create the structure for a dtSearch Index in the starter template. Use a dtSearch index to perform proximity searches, stemming, and other advanced searching operations not available in Keyword Search. You can also build a list of custom noise words and an alphabet file in your starter template to be used throughout your instance.
Things to remember:
- If the dtSearch agent encounters a network-related error during the build process, it executes up to three retry attempts at 20-second intervals.
- You can edit a dtSearch alphabet file directly in Relativity before building the index. The alphabet file is displayed in the lower-right corner of a dtSearch index's page and is fully editable. You can edit the alphabet file to enable searching for a single character and symbols.
- You can safely estimate that any dtSearch index built is approximately 25-30 percent of the size of the text you are indexing.
- If you overlay data onto existing records, you can't use an incremental build to update your dtSearch index. An incremental build only looks for new documents in the searchable set. Previously indexed records aren't re-indexed by an incremental build. You must execute a full build to add the newly overlayed data to the index.
Applications allow you to perform specialized functions in a workspace. You can configure new objects or link to existing objects for use with your application.
Custom pages allow you to create custom layouts and dynamically display information stored in a Relativity database. They enhance application flexibility by providing the means to present or manipulate data in Relativity using formats other than layouts, views, or other Dynamic Objects.
Choices allow reviewers to code documents in viewer layouts.
The template has two choices configured by default.
- Responsive - use this choice to tag documents as relevant to the case.
- Non-Responsive - use this choice to tag documents that are irrelevant to the case.
Some cases involve multiple issues relating to the case. The starter template also includes two placeholder issue choices configured by default:
- Issue - A - use this choice to tag documents as relevant to Issue A.
- Issue - B - use this choice to tag documents as relevant to Issue B.
You can rename these issues to more accurate terms related to a specific case.
You can access saved searches from the Documents tab with the button in the upper left corner of Relativity.
The starter template includes the following saved searches secured for system admins only:
|Folder name||Saved search name||Description||Field||Operator||Value||Boolean operator|
|Admin Searches||All Documents||Returns all documents loaded into the workspace.||none||none||none||N/A|
|Extracted Text Only||Returns only documents with extracted text.||Extracted Text||is set||none||N/A|
|Analytics - Searchable Set||Returns all documents with extracted text under 30720 bytes.||Extracted Text Size||is less than||30720||N/A|
|Analytics - Training Set||Returns all documents with extracted text over .2 bytes but less than 2048 bytes.||
Extracted Text Size
Extracted Text Size
is greater than
is less than
|Produced Documents||Returns only documents that have beginning Bates numbers||