

After you run the name normalization operation, the structured analytics set displays the number of aliases identified and the number of new aliases imported. If an alias already exists in Relativity, it isn't created again so as not to create duplicates.
Analytics adds aliases into Relativity under the Alias RDO. You can view these aliases from the Aliases tab under the Entities parent tab. For more information, see Alias object.
The following fields are created for each alias:
Note: Only the Name and Type fields are required for each alias.
Note: Don't adjust the name field even if it's incorrect as the field is used in subsequent runs of name normalization.
Note: The Entity field is locked from editing. Use the Assign to Entity mass action on the Aliases tab to assign an alias to a different entity.
The following multiple-object fields link aliases to the documents they appear in.
Note: These fields are locked from editing.
Click the name of the alias to view details including the documents where that alias appears in the Alias From, Alias To, Alias CC, Alias BCC, Alias Recipient, or Alias Participant field.
Analytics uses logic to automatically group multiple aliases into a single entity. Entities with the same first name and last name values are automatically merged with each other. Also, entities identified by name normalization are automatically merged with those created by Legal Hold, Processing, or Case Dynamics when their first and last name values match.
The following fields are created for each entity:
Note: Only the Name and Type fields are required for each entity. If Legal Hold is installed in the workspace, the Email field is also required.
Note: The Aliases field is locked from editing. Use the Merge mass action on the Entities tab to merge entities.
The following multiple-object fields link entities to the documents that their aliases appear in:
Note: These fields are locked from editing.
After running the name normalization operation, Analytics automatically creates and populates the following fields on the Document object. These fields are linked to the Entity and Alias objects. These fields can be beneficial in creating searches, views, pivots, and privilege logs.
Note: These fields are locked from editing.
You can use the Assign to Entity or Merge mass operations to adjust alias and entity relationships.
The Assign to Entity mass operation is a mass operation on the Aliases tab. This operation lets you select and re-assign an alias to a different entity. An entity must exist for you to merge into it; you can't create a new entity on-the-fly.
Note: You can only use the Assign to Entity mass operation if you have Analytics installed.
To assign aliases to entities:
Note: No more than 500 aliases can be included in the Assign to Entity operation.
The Assign to Entity form appears.
The Merge mass operation is a mass operation on the Entities tab that only appears if you have Analytics installed. This operation lets you select and merge multiple entities into a single entity.
You need the following object security permissions to merge entities:
Alias—View, Edit
Entity—View, Edit, Delete
Field—View, Edit
Note: To limit the impact on Processing and Legal Hold workflows, do not merge entities if two or more of those entities are associated with a Processing data source or Legal Hold project. Doing so can cause downstream errors with publish jobs.
To merge entities:
Note: No more than 50 entities can be merged at one time.
If a conflict occurs when merging entity fields, the value of the entity associated with either a Processing data source or Legal Hold project takes priority followed by the value of the entity with the lowest Artifact ID.
The Merge operation doesn't give you the ability to select which entity fields are merged into and which are deleted. This is all decided by the logic below.
Note: The Merge operation creates both an Update and Delete audit.
Artifact ID | Name (Fixed-length) | Processing Data Source | Company Name | Aliases
| Internal
|
---|---|---|---|---|---|
001 | Smith, Jane M. | Relativity ODA LLC |
| Yes | |
002 | jsmith | kCura |
| No | |
003 | Smith, Jane | Processing Source 1 |
| ||
004 | Smith |
| |||
005 | Smith, Jane (1) | Acme |
| No |
Artifact ID | Name (Fixed-length text) | Processing Data Source (Multiple object) | Company Name (Fixed-length text) | Aliases (Multiple object) | Internal (Yes/No)
|
---|---|---|---|---|---|
003 | Smith, Jane | Processing Source 1 |
| ||
001 | Smith, Jane M. | Relativity ODA LLC |
| Yes | |
002 | jsmith | kCura |
| No | |
004 | Smith |
| |||
005 | Smith, Jane (1) | Acme |
| No |
Artifact ID | Name (Fixed-length text) | Processing Data Source (Multiple object) | Company Name (Fixed-length text) | Aliases (Multiple object) | Internal (Yes/No)
|
---|---|---|---|---|---|
003 | Smith, Jane | Processing Source 1 |
| ||
001 | Smith, Jane M. | Relativity ODA LLC |
| Yes | |
002 | jsmith | kCura |
| No | |
004 | Smith |
| |||
005 | Smith, Jane (1) | Acme |
| No |
Artifact ID | Name (Fixed-length text) | Processing Data Source (Multiple object) | Company Name (Fixed-length text) | Aliases (Multiple object) | Internal (Yes/No)
|
---|---|---|---|---|---|
003 | Smith, Jane | Processing Source 1 |
| ||
001 | Smith, Jane M. | Relativity ODA LLC |
| Yes | |
002 | jsmith | kCura |
| No | |
004 | Smith |
| |||
005 | Smith, Jane (1) | Acme |
| No |
Resulting Entity:
Artifact ID |
Name (Fixed-length text) |
Processing Data Source (Multiple object) |
Company Name (Fixed-length text) |
Aliases (Multiple object) |
Internal (Yes/No)
|
---|---|---|---|---|---|
003 | Smith, Jane | Processing Source 1 | Relativity ODA LLC |
|
Yes |
Entity data that isn't merged is deleted from the workspace. Any information linked to those entities that can't be merged, such as single object field, are also deleted from the workspace.
If you determine that you need to completely redo your name normalization, you will need to delete the data first. Unlike other structured analytics operations, name normalization results are not purged on subsequent runs. In order to remove all results and completely re-run name normalization, you must complete the following:
Note: Do not delete custodians. If you have entities that are both Custodians and Communicators, mass-edit them to remove the Communicator classification.
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