Workspace Portal

Note: Workspace Portal application no longer needs to be manually installed for RelativityOne instances. In RelativityOne instances, you will access workspaces in other connected instances from the Workspaces tab.

In Relativity, a workspace provides a secure data repository for documents used in cases or for applications developed with Dynamic Objects. Workspace portal refers to a Relativity application that enables you to view all your workspaces from a single tab that exists in both your primary Relativity Server instance and a satellite RelativityOne instance in the cloud. You can navigate between the instances seamlessly using single sign-on, and easily create and edit new workspaces in either environment.

Workspace portal

    Notes:

  • Configuring a firewall or other network and security changes may be required if you have a non-standard connection for making your Server instance publicly visible.

  • For the workspaces tab feature to function correctly, your primary instance needs to establish communication with the duplicate instance using port 443.

  • To successfully use the workspace portal, ensure that each of your instances is configured to use the HTTPS protocol. We recommend setting up an authentication provider in both the primary and duplicate instances for a seamless experience with single sign-on (SSO) capability. Without SSO, you will need to log in each time you switch between the primary and satellite instances.

  • To ensure the User Group Synchronization feature works correctly, your primary instance needs to communicate with the duplicate instance using port 443.

  • This functionality is available only for customers running supported Relativity versions and having at least one RelativityOne instance. For more information, see Version support policy.

Supported versions

Supported versions include:

  • Workspace Portal (Master) v24000.0.4.2
  • Workspace Portal (Duplicate) v24000.0.4.2

Installing Workspace Portal (Relativity Server)

Note: Workspace Portal application no longer needs to be manually installed for your RelativityOne instances. In RelativityOne instances, you will access workspaces for connected instances from the Workspaces tab.

The Workspace portal application must be installed in both the primary and duplicate instances. You can find the Workspace portal application files in the Application Library. Install Workspace Portal (Master) to your primary instance and Workspace Portal (Duplicate) to your duplicate instance.

Once you install the application, you will see a new Workspace Portal tab in your instance.

Note: If you install the RelativityOne Activity Dashboard, the Workspace Portal tab will become a child tab nested under the RelativityOne Home tab.

See Installing applications.

  1. Install the application in your primary instance.
    1. In the primary instance, go to Application Library.
    2. In the Name field, filter for Workspace Portal (Master) and open it.
    3. Click Install.
    4. Click Ellipsis next to the Workspaces section and select a single workspace. The application will not be visible within this workspace after installation.
    5. Click Save.
    6. Refresh the page to confirm the application was installed.
  2. Install the application in your duplicate instances.
    1. In the duplicate instance, go to Application Library.
    2. In the Name field, filter for Workspace Portal (Duplicate) and open it.
    3. Click Install.
    4. Click Ellipsis next to the Workspaces section and select a single workspace. The application will not be visible within this workspace after installation.
    5. Click Save.
    6. Refresh the page to confirm the application was installed.
    7. Repeat these steps for each duplicate instance.
  3. Add the duplicate instance to the Connected Instances list in your primary instance.
  4. Configure the application. See Setting up Workspace Portal.

Upgrading Workspace Portal (Relativity Server)

If Workspace Portal was previously installed and you need to upgrade the application, follow the steps of the scenario that best matches your circumstances.

Scenario: Upgrading Workspace Portal during a Relativity Upgrade from Relativity 9.7 or above

When upgrading from Relativity 9.7 or above, the Workspace Portal application automatically upgrades. No manual steps are required.

Scenario: Upgrading Workspace Portal during a Relativity Upgrade from Relativity 9.6 or below

To upgrade Workspace Portal from Relativity 9.6 or below:

  1. Upgrade Relativity. When the upgrade to Relativity has completed, the Workspace Portal application will automatically upgrade to the compatible version of the installed Relativity version.
  2. Remove all the connected instances from Workspace Portal. Disconnecting the instances is important because Relativity updated the way secrets are stored to increase security. If you receive an error, disconnect the instances though SQL. See Deleting instances through SQL.
  3. Connect the previously connected instances.

Deleting instances through SQL

If you are not able to disconnect duplicate instances from the Connected Instances list and an error displays, delete the instance through SQL.

Scenario: Upgrading Workspace Portal while you are on Relativity 9.7 or above

To upgrade Workspace Portal while you are on Relativity 9.7 or higher:

  1. Replace the older Workspace Portal (Master) application .RAP file with the .RAP file that is compatible to your upgraded Relativity version.
    1. Go to the Application Library.
    2. In the Name field, filter for Workspace Portal (Master) and open it.
    3. Click Edit.
    4. Click Clear.
    5. Click Choose File.
    6. Select the Workspace Portal (Master) application .RAP file that you want to install.
    7. Click Save.
  2. Replace the older Workspace Portal (Duplicate) application .RAP file with the .RAP file that is compatible to your upgraded Relativity version.
    1. Go to the Application Library.
    2. In the Name field, filter for Workspace Portal (Duplicate) and open it.
    3. Click Edit.
    4. Click Clear.
    5. Click Choose File.
    6. Select the Workspace Portal (Duplicate) application .RAP file that you want to install.
    7. Click Save.

Scenario: Upgrading Workspace Portal while you are on Relativity 9.6 or below

To upgrade Workspace Portal while you are on Relativity 9.6 or below:

  1. Remove all the connected instances from Workspace Portal. Disconnecting the instances is important because Relativity updated the way secrets are stored to increase security. If you receive an error, disconnect the instances though SQL. See Deleting instances through SQL.
  2. Replace the older Workspace Portal (Master) application .RAP file with the .RAP file that is compatible to your upgraded Relativity version.
    1. Go to the Application Library.
    2. In the Name field, filter for Workspace Portal (Master) and open it.
    3. Click Edit.
    4. Click Clear.
    5. Click Choose File.
    6. Select the Workspace Portal (Master) application .RAP file that you want to install.
    7. Click Save.
  3. Replace the older Workspace Portal (Duplicate) application .RAP file with the .RAP file that is compatible to your upgraded Relativity version.
    1. Go to the Application Library.
    2. In the Name field, filter for Workspace Portal (Duplicate) application and open it.
    3. Click Edit.
    4. Click Clear.
    5. Click Choose File.
    6. Select the Workspace Portal (Duplicate) application .RAP file that you want to install.
    7. Click Save.
  4. Add and run a script.
    1. Go to Relativity Script Library tab.
    2. Click New Relativity Script.
    3. Copy and paste this script into the Script Body section:
      <script>
	<name>WP Toggle Secret Manager</name>
	<description>Workspace Portal Toggle Secret Manager App</description>
	<category>Workspace Portal</category>
	<input orientation="horizontal">
		<constant id="_enabled" name="Is Enabled" type="text">
			<option>1</option>
			<option>0</option>
		</constant>
	</input>
	<display type="itemlist" />
	<action returns="table"><![CDATA[ 
    
        UPDATE eddsdbo.Toggle
        SET IsEnabled = #_enabled#
        WHERE [Name] = 'kCura.FederatedWorkspaceList.Core.Toggles.WorkspacePortalDecryptClientId'
        SELECT * FROM #MasterDatabasePrepend#Toggle 
        WHERE [Name] = 'kCura.FederatedWorkspaceList.Core.Toggles.WorkspacePortalDecryptClientId'
        
    ]]></action>
</script>
    4. Click Save.
    5. In the Script console, click Run Script.
    6. In the Is Enabled field, select "0".
    7. Click Run.
  5. Connect the previously connected instances.

Deleting instances through SQL

Follow the steps in this section if

  • The upgrade of Workspace Portal was done before deleting all the connected instances.
  • An error occurs while you are disconnecting instances from the Workspace Portal tab.

Setting up Workspace Portal in Relativity Server instances

To set up workspace portal:

  1. Complete the Required prerequisites for configuration.
  2. Follow the steps of the scenario that matches your circumstances.

Required prerequisites for configuration

Please have the following actions completed before proceeding with configuration steps:

Scenario: Relativity Server primary instance, RelativityOne duplicate instance

This scenario has the following requirements:

  • Master instance uses Relativity 9.5 or above
  • Master instance has .Net 4.6.2 runtime installed

Note: Please ensure that you complete the steps in the order listed.

1) Configuring your RelativityOne duplicate instance

  1. Create an OAuth2 client in your RelativityOne duplicate instance which will allow the Relativity Server primary instance to authenticate with it.

    2. Note: If you have already set up an OAuth2 Client for User and Group Synchronization, and have the Client ID and Client Secret generated for that, you can use the existing OAuth2 client, and skip to step 2.

    1. Navigate to the OAuth2 client tab.
    2. Click New OAuth2 client.
    3. Enter the following fields:
      • Name - enter a friendly name that represents the connection (e.g., Hybrid Connection (Chicago).
      • Flow - select Client Credentials.
      • Context User - select the Workspace Portal / User Sync user you created under Required prerequisites for configuration.
      • Enabled - select Yes.
      • Access Token Lifetime - enter 60. 60 is the recommended value, but you can adjust this value based on your needs.

      4. OAuth2 Client Information

    4. Click Save. The Client Id and Client Secret fields populate when you click Save.
    5. Copy the generated Client Id, Client Secret, and the HRD (name of the authentication provider), and then paste this information into a text editor for later use.

      6. Note: This will be the only point at which you can copy the generated Client Id and Client Secret.

  1. Add the WorkspacePortalMasterUrl instance setting referencing your Relativity Server primary instance.
    • Section - kCura.EDDS.Web
    • Value - enter the primary instance URL(e.g., https://instance.relativity.com/relativity)
    • Description - this is the primary instance URL used by the workspace portal Master instance button to redirect you to the Workspace Portal in the primary instance

    2. Note:  RelativityOne admins should contact Support to have them create this instance setting in their duplicate instance.

2) Configuring your Relativity Server primary instance

  1. Install the Workspace Portal (Master) application in your Relativity Server primary instance. There is a separate Workspace Portal application when your primary instance is RelativityOne. See Installing applications.

    2. Note: Once you install the application, you will see a new Workspace Portal tab in your primary instance.

  1. Create the instance connection referencing the RelativityOne duplicate instance and the OAuthClient that was set up in your duplicate instance.
    1. Navigate to the Workspace Portal tab (after installing the application).
    2. Click the Manage Instance Connections icon (Settings icon ).
    3. Click the Connect an Instance icon (Connect an instance icon) to link a new instance to the current instance.
    4. Enter the following fields for each instance you are linking:
      • Instance Name - enter a user-friendly name.
      • URL - enter the instance URL of your duplicate RelativityOne instance that you copied into the text file. Use the following format: https://{host}/Relativity
      • HRD - paste the name of the authentication provider that you copied after you created it in the duplicate RelativityOne instance.
      • Client ID - paste the Client ID generated by the OAuth2 client you created in the duplicate RelativityOne instance you are linking to.
      • Client Secret - paste the Client Secret generated by the OAuth2 client you created in the duplicate RelativityOne instance you are linking to.
      • Instance Color - choose the color for the instance you are adding. This color will show up in the header for any displayed pinned workspaces from the instance you assigned the color to (e.g., you can use this to flag workspaces in a specific instance such as your primary instance or a satellite instance). This is set to blue by default.
    5. Click Save.
    6. Verify that this was successful by logging out and back in, and clicking on the Workspace Portal tab to see if the workspaces all show up here successfully from the linked instances. See Using Workspace Portal.

Scenario: RelativityOne primary instance, Relativity Server duplicate instance

This scenario has the following requirements:

  • Relativity Server duplicate instance must be accessible to the Internet over HTTPS
  • Relativity Server duplicate instance has Relativity 9.5 or above installed
  • Relativity Server duplicate instance has .Net 4.6.2 runtime installed

Note: Please ensure that you complete the steps in the order listed.

1) Configuring your Relativity Server duplicate instance

  1. Install the Workspace Portal (Duplicate) application in your Relativity Server duplicate instance. There is a separate Workspace Portal application when your primary instance is Relativity Server. See Installing applications.

    2. Note: Once you install the application, you will see a new Workspace Portal tab in your primary instance.

  1. Create an OAuth2 client in your Relativity Server duplicate instance which will allow the RelativityOne primary instance to authenticate with it.

    2. Note: If you have already set up an OAuth2 Client for User and Group Synchronization, and have the Client ID and Client Secret generated for that, you can use the existing OAuth2 client, and skip to step 3.

    1. Navigate to the OAuth2 client tab.
    2. Click New OAuth2 client.
    3. Enter the following fields:
      • Name - enter a friendly name that represents the connection (e.g., Hybrid Connection (Chicago).
      • Flow - select Client Credentials.
      • Context User - select the Workpace Portal / User Sync user you created under Required prerequisites for configuration.
      • Enabled - select Yes.
      • Access Token Lifetime - enter 60. 60 is the recommended value, but you can adjust this value based on your needs.

      4. OAuth2 Client Information

    4. Click Save. The Client Id and Client Secret fields populate when you click Save.
    5. Copy the generated Client Id, Client Secret, and the HRD (name of the authentication provider), and then paste this information into a text editor for later use.

      6. Note: This will be the only point at which you can copy the generated Client Id and Client Secret.

  2. Add the WorkspacePortalMasterUrl instance setting referencing your RelativityOne primary instance.
    • Section - kCura.EDDS.Web
    • Value - enter the primary instance URL(e.g., https://instance.relativity.com/relativity)
    • Description - this is the primary instance URL used by the workspace portal Master instance button to redirect you to the Workspace Portal in the primary instance

2) Configuring your RelativityOne primary instance

Create the instance connection referencing the Relativity Server duplicate instance and the OAuthClient that was set up in your duplicate instance.

    1. Navigate to the Workspace Portal tab.
    2. Click the Manage Instance Connections icon (Settings icon ).
    3. Click the Connect an Instance icon (Connect an instance icon) to link a new instance to the current instance.
    4. Enter the following fields for each instance you are linking:
      • Instance Name - enter a user-friendly name.
      • URL - enter the instance URL of your Relativity Server duplicate instance. Use the following format: https://{host}/Relativity
      • HRD - paste the name of the authentication provider that you copied after you created it in the Relativity Server duplicate instance.
      • Client ID - paste the Client ID generated by the OAuth2 client you created in the Relativity Server duplicate instance you are linking to.
      • Client Secret - paste the Client Secret generated by the OAuth2 client you created in the Relativity Server duplicate instance you are linking to.
      • Instance Color - choose the color for the instance you are adding. This color will show up in the header for any displayed pinned workspaces from the instance you assigned the color to (e.g., you can use this to flag workspaces in a specific instance such as your primary instance or a satellite instance). This is set to blue by default.
    5. Click Save.
    6. Verify that this was successful by logging out and back in, and clicking on the Workspace Portal tab to see if the workspaces all show up here successfully from the linked instances. See Using Workspace Portal.

    • Workspace Portal security permissions

    The following minimum instance-level security permissions are required to use the Workspace Portal. Users must be part of a group that is added at the instance level.

    Object security Tab visibility Admin operations
    • N/A
    • Workspace Portal Services - View
      • Workspace Portal Services Permission (child)
    • Workspace Portal
    • View Admin repository

    For new groups that you want to grant access to Workspace Portal, add item-level security permission to the SMTPPassword instance setting.

    Note: Workspace portal will only display the workspaces that you have View permissions for.

    Using Workspace Portal

    Workspace portal gives you access to all workspaces between your Relativity Server and your RelativityOne instances from a single tab. The available list of workspaces displays in the grid below the search, and you can access favorited or recently used workspaces via the Pinned and Recent workspaces links in the heading of the table.

    Note: Only users who have access to both the primary and duplicate instance will be able to view workspaces from both instances.

    For Pinned workspaces, you can drag and drop the workspace thumbnails to reorder them in the ribbon at the top and you also have the ability to display pinned workspaces from a specific instance in a certain color by setting an Instance Color for the instance. This can help users tell which instance a workspace is from at a glance.

    You can easily navigate back to your primary instance at any time by clicking on the Master instance setting icon icon that displays to the right of the Relativity logo at the top left corner of your screen (this button is only available for RelativityOne and Relativity 9.5.219.30and above).

    Master instance link

    Clicking into the menu to the right of the New Workspace menu lets you access the Relativity workspace views that you have access to within your local instance.

    Workspaces list

    To search for a specific workspace in your list, you can enter matching keywords in the Search textbox at the top. Matching workspaces display as you type in the pop-up list below. Click on a workspace in the list to navigate to it or tap Enter to navigate to the currently selected workspace at the top of the list.

    Note: The Workspace Portal search bar displays the same results as the QuickNav menu (e.g., matching Favorites, Workspaces, and Admin tabs).

    You can also sort and filter the list of workspaces below by using standard Relativity item list functionality.

    Workspace portal search

    Common Workspace Portal icons and actions

    You can perform the following additional actions from the Workspace Portal tab:

    • Master instance button (Master instance setting icon) - click this button to the right of the Relativity logo to navigate directly to your designated primary instance (this button is only available for RelativityOne and Relativity 9.5.219.30and above).
    • New Workspace button - click this button to create a new workspace.
    • Refresh Workspaces (Refresh workspace icon ) - click this icon refresh the list of available shared workspaces.
    • Manage Instance Connections ( Settings icon ) - click this icon to view the list of registered instances or add a new instance connection. See Managing your instance connections.

      • Note: The Manage Instance Connections icon (Settings icon ) is only available to Relativity system admins.

    • Pin workspace button (pin workspace icon ) - click this icon to the left of a listed workspace in your list to pin it in the Pinned Workspaces thumbnail section at the top for easy access to your most used workspaces. Click the blue Pin icon icon to unpin the workspace from the Pinned Workspaces item list or click Unpin workspace in the thumbnail section under the search bar to unpin it.

      • Pinned workspace

    Managing your instance connections

    Click the Connect an Instance icon (Connect an instance icon ) to link a new instance to the current instance. See Setting up Workspace Portal in Relativity Server instances for more information on how to connect a new satellite instance.

    Note: Only users who have access to both the primary and duplicate instance will be able to connect a new instance.

    Click the (Settings icon) icon to edit or delete instances. Click the (Edit instance icon) icon to edit an existing registered instance connection or the (Delete instance icon) icon to delete a registered instance connection. When editing the current instance, you can select a Custom Name to display for workspaces associated with that instance instead of the Instance Name.

    Note: If you are using the User and Group Synchronization application, we only recommend 1 satellite instance for every primary instance.