Relativity Integration
FOIAXpress now integrates with the Relativity eDiscovery tool, allowing organizations using Relativity to seamlessly port document data from Relativity, deliver Relativity documents to requesters and PAL, and run reports on Relativity document data.
This is a limited integration that allows for capturing data and pushing documents out to requesters (and PAL). Notably, the Relativity documents are never stored in FOIAXpress. FOIAXpress only stores Relativity document metadata including Redaction information (for use in Annual Reports).
To maintain data integrity, each Relativity document can only be added to FOIAXpress one time. This prevents both duplication and potential versioning concerns by maintaining a single version of a document.
Add Documents from Relativity
You’ll access Relativity through the Add/Search/View documents interface (accessible via the Add/Search/View link in the left-hand navigation). Locate the Request Folder Documents workspace, then click Add Documents From Relativity to access the integration interface:
The Production Sets interface appears as shown below.
NOTE: The interface may take a short time to load as it retrieves data from Relativity.
Add Documents from Relativity
By default, the (A) Production Sets Found list includes all Relativity Production Sets which haven’t been added to a Request.
You can use the (B) Production Set Information interface to search for specific production sets, which narrow down the results in the Production Sets Found list.
If you select a Production Set from the list, you’ll enable the option to (C) View Production Set. Selecting this option opens Relativity in a new tab, where you can view the document in the selected Production Set(s). Only one Production Set can be selected and opened at a time.
NOTE: You must have a Relativity account with relevant permissions to access and view the production sets in Relativity.
After selecting at least one Production Set, you’ll also have the option to (D) Add to Request. Be sure to select the correct File Cabinet Drawer from the Add to File Cabinet Drawer drop- down and select from the Sub Requests list (if applicable).
NOTE: If a production set is already present in a different file cabinet drawer, it is not downloaded again, and instead the system will refer to the file cabinet drawer where the set was originally downloaded.
After you select Add to Request, a Job Progress window appears while the documents are added.
Managing Relativity Documents in Document Management
You can manage documents added to Requests from Relativity using the Document Management interface. This includes options to download the documents in native format and to remove documents you’ve added from Relativity.
Open Documents in DM
To open Relativity documents via Document Management, first open the associated Request and navigate to the Add/Search/View Documents tab. From here, move to the Request Folder Documents workspace and select the Relativity document(s) you’d like to manage and select Open Documents (or Open All Documents to open all listed documents).
Document Management opens in a new tab. From here you’ll have the options to:
Download Native Relativity Documents from DM
Remove Relativity Documents from Requests
Download Native Relativity Documents from DM
Since we only hold the redacted documents in the FOIAXpress file servers, we provide the option to download the Relativity files via the DM interface.
First, open the Request containing the documents you want to download, navigate to the Add/Search/View Documents interface, then select the documents from the Request Folder Managing Relativity Documents in Document Management Documents workspace and click Open Documents. The document(s) open in DM, where you can select the sets from the left-hand navigation:
After selecting a set, a pop-up appears with details about the set. It also includes the option to Click Here to Download Original File. Select this option to download the production set as a .zip file to your local machine.
Remove Relativity Documents from the Request Folder
Documents added to a request from Relativity can also be removed from the request if needed. This must be done via the DM interface.
First, open the Request containing the documents you want to download. Next, navigate to the Add/Search/View Documents interface, then select the documents from the Request Folder Documents workspace and click Open Documents. Document Management opens with the selected documents listed in the left-hand navigation.
Right click the Folder of the production set you’d like to remove, then select Remove from Request Folder:
Managing Relativity Documents in Document Management
A confirmation message appears. Click OK to remove the documents or Cancel to cancel the action.
After clicking OK, a second confirmation message appears asking “Would [you] like to add selected folder(s)/section(s) to the review log of the request?” To remove the documents completely, click Cancel. Otherwise, click OK to move the documents to the Review Log.
Deliver Documents from Relativity
Using the FX-Relativity integration, you’ll be able to deliver Relativity documents to both individual Requesters and to PAL. The steps and methods for document delivery are the same as standard Document Management delivery, and the unique delivery processing required for Relativity documents occurs in the background.
See the FOIAXpress User and Administrator Manual for details on the standard delivery process for Requesters and PAL.
Troubleshooting
The Relativity integration requires that all redaction codes used in Relativity are duplicated in FOIAXpress. If you attempt to import a Relativity production set that includes codes that are not present in FX, the system will throw an error. This message will highlight the code that is missing from FOIAXpress.
If you encounter this issue when working with the Relativity integration, please contact your FOIAXpress administrator and include the code highlighted in the error message. Your administrator can then add the missing code via FOIAXpress administration, which will allow the documents to successfully import from Relativity.