Workspaces

In Relativity, a workspace provides a secure data repository for documents used in cases or for applications developed with dynamic objects. You can store all types of documents, such as productions, witness testimony, and so on, in a workspace to facilitate searching, organizing, and categorizing content. In addition, you can use granular security settings to grant or deny permissions to specific content stored in the workspace.

At the workspace level, you can also define views, layouts, fields, and choices. These features streamline workflows, as well as simplify the processes for organizing and categorizing content. Views support filtering on item lists, while layouts, fields, and choices are used for categorizing documents.

This page contains the following sections:

• Creating and editing a workspace
• Viewing workspace details
• Using the utilities console
• Managing system keyboard shortcuts
• Viewing the personal items of workspace users
• Adding and editing production restrictions
• Workspace admin group
• Adding workspaces to a client domain

See these related pages:

• Workspace navigation

Also see these related workflows:

• Multi-matter workspace setup in Relativity

Creating and editing a workspace

To create or edit a workspace, following these steps:

1. Click the Workspaces tab.
2. Click New Workspace. If you want to edit an existing workspace, click the Edit link next to the workspace name.
3. Complete the fields in the form. See Fields.
4. Click Save.

Note: Any groups that are part of a template workspace will also be a part of the client domain workspace. We recommend removing these non-client domain groups to prevent the client domain admin from seeing information on non-client domain users and groups.

Watch the Creating Clients, Matters and Workspaces video for more information.

Template Workspace—an existing workspace structure used to create the new workspace. Click Select to select a template. The Select Item - Template Workspace modal displays a list of templates based on the conditions set in the WorkspacesOnPicker view. Relativity server instances can use the Quick Start template. The template provides components meant for typical litigation workspace setup. For more information, see the Quick Start template. 

Note: We recommend selecting an empty workspace without any documents as a template to prevent potential errors when trying to clean up all the references.

All of the following non-document objects in the template copy to the new workspace:

• Analytics indexes

  Note: The Analytics server selection is not copied over and will need to be manually selected once the new workspace is created since the resource pool is not necessarily the same for the new workspace.

• Analytics profiles
• Automated workflows

Note: The Analytics server selection is not copied over and will need to be manually selected once the new workspace is created since the resource pool is not necessarily the same for the new workspace.

• Structured analytics sets

  Note: The Analytics server selection is not copied over and will need to be manually selected once the new workspace is created since the resource pool is not necessarily the same for the new workspace.

• Choices
• Custom tabs
• User objects
• Fields
• Filters for Repeated Content and Regular Expressions
• Groups, and permissions
• Imaging profiles
• Integration Point profiles
  
  Notes: Only export type Integration Point profiles with a source and destination of Relativity are copied.
• Layouts
• Markup sets
• Native types
• OCR profiles
• Persistent highlight sets
• Pivot profiles
• Placeholders
• Saved searches using Keyword, dtSearch, or Analytics indexes
• Scripts
• Summary reports
• Views

Fields

The workspace fields are:

• Name - the name used to identify the workspace. This must not exceed 50 characters.

  Note: You can change a workspace's name after it has been created without affecting any data. The root folder name for the workspace is updated along with the workspace name.

• Client - the name of this workspace's client object. Click to select a client. When you select a client you are making this workspace a child object of that client object. The Select Client pop-up displays a list of clients based on the conditions set in the ClientsOnPicker view.
• Matter - the case or legal action associated with the workspace. Click to select a matter. The Select Matter pop-up displays a list of matters based on the conditions set in the MattersOnPicker view.
• Keywords—any keywords you want to associate with the workspace.
• Notes—any notes you want to add to describe the purpose of the workspace.
• SQL Full Text Language - determines the correct word-break characters used in the full text index. Select the primary language for documents added to the workspace. The default setting is English. Note that for multiple language workspaces, Microsoft recommends setting the most complex prevalent language as the SQL Full Text language.

  Note: The SQL Server settings determine the languages available in this list. Contact your system admin if you require additional languages. For information on configuring and managing word breakers, go here.

• Workspace Admin Group - determines the group that has workspace admin permissions over this workspace. Click to select a workspace admin group. See Workspace admin group for more information.
• Resource Pool - a set of servers and file repositories that you can associate with a workspace. Contact your system admin for information about available resource pools. Your selected resource pool determines the file repositories and SQL Servers available in the drop-down menus. See Resource pools for configuration information.
• Default File Repository - specifies the path for the physical location of the files (including document natives and images) associated with the workspace.
• Data Grid File Repository - specifies the path for the physical location of the text files used by Data Grid. If no file repository is specified for this field, and Data Grid is enabled, Data Grid stores text in the default file repository.

  Note: If you run out of space in this repository, you can specify a new repository. Data Grid will continue to read from the old repository as well as the new repository.

• Default Cache Location - specifies the UNC path for the network drive where the natives, images, productions, and other file types used by the viewer are temporarily stored. For more information, see the cache location server type on the Servers page.
• Database Location - the SQL Server where the workspace database is stored.
• Enable Data Grid - determines whether or not the workspace can have fields that save to Data Grid. This field appears on the Workspace Details page after you create your workspace.
  Understanding the benefits and limitations of Data Grid

  Enabling Data Grid lets you store long text document fields (e.g. extracted text) outside of the SQL document table. Data Grid leverages the Relativity file share to store long text document fields, which is the same location where native and image file data is stored.

  The benefits of enabling Data Grid include:

  • Limiting the impact on your SQL document tables, especially for larger cases that include a large amount of long text document field data.
  • Reducing your SQL footprint or being able to re-allocate resources to other workflows in your Relativity instance.
  • Having the option to store your long text document field data in a separate file share location than your natives and image file data.
  • Easy to setup and include in your workspace templates before loading data into the workspace.
  • A front-end application, the Data Grid Text Migration application, to move long text document fields in existing workspaces without downtime

  Note: In order to store text in Data Grid, you must both enable Data Grid in the workspace and on the long text field. Once you enable access to Data Grid, you can't disable it.

  Special considerations

  • Text or information stored in Relativity Data Grid is inaccessible for some third-party applications. It's recommended that you contact any vendors of third-party applications to confirm their compatibility with Data Grid.
  • Data Grid supports Windows servers only.

  Supported and unsupported functionality

  The following describes supported and unsupported functionality for long text fields stored in Data Grid.

  Once you enable a long text field's access to Data Grid, you can't disable it, so it's important to understand the benefits and limitations of storing text in Data Grid.

  Supported extracted text functionality	Currently unsupported functionality
  Import/export through the Relativity Desktop Client Viewer Preview OCR dtSearch indexing and searching Persistent highlight sets Processing Integration Points Analytics ARM	Keyword search SQL queries to long text fields stored in Data Grid Adding extracted long fields stored in Data Grid to layouts (including the Document panel) RSAPI query Pivot and Sort in the UI Filtering in the Document list on extracted text Mass operations: Edit Replace Tally/Sum/Average Export to File

  Migrating long text to Data Grid

  If you have existing long text fields stored in SQL, you can use the Data Grid Text Migration application to migrate those fields from SQL to Data Grid. For more information, see Data Grid Text Migration application.

  Note: Once you enable a workspace for Data Grid, you're unable to revert it back to SQL through the Relativity front end. If you have to reverse Data Grid enabling, you must contact Relativity Support.

• Download Handler URL - lists the default URL referencing the code responsible for making downloaded files available to users. (This setting is independent of the selected resource pool.)

Viewing workspace details

On the Workspace Details page, Relativity displays read-only workspace settings, history information, Relativity Utilities console, Production Restrictions, and the Workspace Admin Group field. You can update the Production Restrictions field when you edit a workspace. See Adding and editing production restrictions.

Note: Once a workspace is created, only System Administrators and Client Domain Administrators can make updates to the Matter object. Even users with full permissions for Matters and Clients will not have the ability to modify this object unless they are System Administrators or Client Domain Administrators.

Deleting a workspace

From the Workspace Details page, you can delete the current workspace. Clicking Delete removes the workspace from Relativity. After you click Delete, a confirmation message appears with the Dependencies button. See Displaying and interpreting the dependencies report.

Note: You must have Delete permissions for the workspace object in order to delete a workspace.

When you delete a workspace, the following occurs in Relativity:

• Relativity removes the workspace from the Workspace lists and marks the workspace for deletion after hours.
• During off-hours, the Case Manager agent runs and deletes the following:
  • Any documents in the Relativity file repository, except those loaded in with pointers.
  • dtSearch indexes.
  • Analytics indexes and staging areas.
  • The SQL database; however, Relativity does not delete database logs and backups.
  • The data store with the artifact ID of the workspace. Specifically, the Case Manager agent sends a message to the worker manager server to delete the data stores.

Using the utilities console

Additional administrative features are available through the Relativity Utilities console on the Workspace Details page.

Additional administrative features are available through the Relativity Utilities console on the Workspace Details tab.

System Settings

The console includes the following buttons in the System Settings section:

• Manage Workspace Permissions - set permissions for the workspace.
• Manage System Keyboard Shortcuts - displays a pop-up for modifying the key combination used by system shortcuts. To use this button, you must have security permission for the Admin Operation called Modify System Keyboard Shortcuts. See Managing system keyboard shortcuts.
• View Another User’s Personal Items - displays a pop-up for selecting workspace users where you can view a user's personal items. This button is only available to system admins. See Viewing the personal items of workspace users.

Relativity Downloads

In the Relativity Downloads section, click any link to download the corresponding component.

• Viewer Installation Kit - download a standalone utility containing executable files used to install the viewer software.
• Relativity Desktop Client—downloads an executable file called Relativity.Desktop.Client.Setup.exe, which is used to install the Relativity Desktop Client (RDC). You can use this executable file on both 32-bit and 64-bit operating systems. For more information, see Using the RDC installer.

Re-run event handlers

The console includes the following button for rerunning event handlers:

• Re-run Event Handlers - executes Post Workspace Create event handlers that failed to complete properly. The Workspace Details page displays this button and an error message at the top of the page only when Post Workspace Create event handlers have failed. If the Post Workspace Create event handlers continue to fail, contact Customer Support.

  Note: For additional information, see Post Workspace Create event handlers on the Relativity Developers site.

Managing system keyboard shortcuts

You can modify the system keyboard shortcuts for a workspace. These keyboard shortcuts are defined in Relativity for use in the Review Interface. You must have security permissions for the Admin Operation called Modify System Keyboard Shortcuts.

To manage system keyboard shortcuts, follow these steps:

1. Navigate to the Workspace Details tab.
2. Click Manage System Keyboard Shortcuts in the Relativity Utilities console.

Use the following instructions to modify a system keyboard shortcut key:

• Select or deselect one or more of the following checkboxes: Ctrl, Alt, or Shift for the Control, Alt, and Shift keys, respectively.

  Note: You must select either or both the Ctrl and Alt checkboxes. Relativity displays the error message <Invalid Keyboard Shortcut> when these checkboxes are not selected.

• In the Key drop-down menu, select a letter, number, or navigation key. The navigation keys include End, Home, Space, Return, Down Arrow, Up Arrow, Left Arrow, Right Arrow, Page Down, and Page Up.
• Click the Keyboard Legend icon to display a list of keyboard shortcuts currently in use by the System and browsers. See Keyboard shortcuts legend.
• Click Clear to reset the options for keyboard shortcuts.

After you have completed your updates, click Save to display the Workspace Details page.

Note: You can create user-defined shortcuts when you add a new field to Relativity. See Creating and editing fields, and Creating keyboard shortcuts.

Viewing the personal items of workspace users

Access to View User's Personal Items is granted to System Administrators by default. All other groups must have the proper permissions. To view personal items, follow these steps:

1. Navigate to the Workspace Details tab.
2. Click View Another User’s Personal Items in the Relativity Utilities console.
3. Select one or more users whose personal items you want to view, and move them to the right box using the arrows.

   Note: To move multiple users between boxes, click the double arrows. You can also select and double-click on user names to move the between boxes.

4. Click Save.

Adding and editing production restrictions

Using the Production Restrictions option, you can ensure that your production set doesn't include privileged or other confidential documents. You can select a saved search that returns documents that you want excluded from the production set. When you run a production, Relativity compares these documents against those in the production and alerts you to any conflicts. See Production console.

Note: You must have permissions to the documents included in a production to remove production restrictions.

To add a production restriction:

1. Create a saved search with criteria that returns documents that you want excluded from the production set. Include family groups in your saved search so that all of the family items are kept together and can be removed if necessary.
2. Click to edit the workspace details page. You can only update the Production Restrictions option when editing a workspace. See Creating and editing a workspace.
3. Select your saved search in the Production Restrictions option. The default value is <no restriction>.
   

   
   (click to expand)

4. Run your production set. If a conflict occurs, you can override the production restriction if you're a system admin with the Override Production Restrictions permission. See Workspace security.

Managing production restrictions in templates

If you use a workspace with production restrictions as a template, you'll see a warning message that requires you to select one of the following options:

• Select a New Production Restriction
• Continue With No Production Restriction

You cannot delete the saved search that the Production Restriction option uses. You must first edit the Production Restriction option so that it no longer references the search.

Workspace admin group

A system admin can assign any group in Relativity to have full admin rights over a particular workspace. A workspace admin has full control over all objects within the workspace, but members of the group do not have the script permissions available only to system admins.

Use the following steps to set a designate a workspace admin group:

1. Click Edit on the Workspace Details tab.
2. Click in the Workspace Admin Group field.
3. Click the radio button next to the group you want to set as the workspace admin group.
4. Click Ok.

Note: You can only designate one group per workspace as a workspace admin group.

See Workspace security for more information on configuring permissions for workspaces.

Adding workspaces to a client domain

You can add or remove objects from client domains if you have the client domains feature activated. See Client domains for more information.

Note: Once you add a workspace to a client domain, you can't remove it from the client domain.

Use the following steps to add a workspace to a client domain:

Navigate to the Workspace Details tab.

Click Edit.

Click next to the Client Name field in the Workspace Information section of the Workspace Details tab.

Select the client with client domains enabled from the list.

A warning message requires you to confirm your decision by clicking Save.

You must select a new Matter, Resource Pool, Default File Repository, and Default Cache Location for the workspace once you move it into a client domain.

Note: Migrating a workspace that contains published data to a resource pool associated with a different worker manager server results in the loss of all references to previously published data.

Click Save.