ECA the Gulfstream Way – Part 3

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Streamlined Data Transfer – A Big Win for the User

In Part 1 we discussed how easy it can be to cull our data, when our data is well presented. In Part 2 we see how a workflow can help save us time and money. The final piece to the puzzle is how do we use our shared data between ECA and Review. Welcome integration points as the vehicle in the document analysis and data/evidence management arena. Integration points allows Project Managers (“PMs”) and/or advanced users the ability to import, export and transfer data with ease. Additionally, the same users can use integration points to reuse data  and coding securely between multiple matters. By expanding the front-end abilities of advanced users, integration points provides the a missing function for PMs to cut down time spent managing data and inventing ways to re-use critical information.

Importing Data Like a Pro – It’s Your Data, Why Not Control It

Importing data into a workspace via integration point is somewhat like using the Relativity Desktop Console (known as the RDC) through which PMs typically import data. However, advanced users can now import their own data via the integration point. The process is simple:

  1. Create a new integration point
  2. Select a load file
    • If loading data, map your fields from the load file matching fields in our Relativity workspace
    • If Loading Natives, choose field containing path to Native File
    • If Loading Texts, choose field containing path to TXT file
  3. Select the destination
  4. Go

When the load file has been properly formatted, an advanced user can easily load his/her own data and save time spent on other steps. However, it should be noted that web import via integration point is not a substitute for an PM managing your data loading. When a load file is incorrectly formatted, Integration Points will not give you the source of the problem. Instead the user receives a read “Error” message and pending the severity of the message no further progress may be made. The best course of action is now to have your PM troubleshoot the load file and make any needed corrections needed to complete the import.

Exporting Data – Save Valuable Time During Transfer

The new integration points feature allows for not only the import of data, but for quick export of your documents in Relativity. This data can be exported to either a load file or to another Relativity workspace. The setup of export  is akin to the setup for web data import. Now whether your in the comfort of your office or out manning a war room, your data is always available for you.

Saving Time Scenario 1 – Exporting Records from a Saved Search

One time-saving aspect of export via integration point is it allows an advanced user to create a saved search of production records and export the load file and supporting documents on his own without enlisting the Project Manager’s help. The interface is straightforward and only requires a saved search and completion of the profile fields. Additionally, once the advanced user indicates the data is from a saved search, Relativity allows him to specify the search and fields he wants exported.

The Export Detail section is where the additional functionality provided by integration points is most evident. Not only can the advanced user select whether he wants images, natives, and text, but he can name the volume, and specify the type of load file preferred. Another thing which the advanced user can do is select the way the exported native files named. Previously, all the he could do was save a native file by the original name and not by the production number. Export via integration point allows for naming after the production number. In the Image area, the advanced user can not only specify which type of image files he wants exported (single page TIF/JPEG, Multi-Page TIF/JPEG, or PDF), but also set the production precedence. Integration point export even allows an advanced user to export records from different productions if he so chooses. Finally, export via integration point allows advanced users to specify whether they want the extracted text for a record or another long text field of text such as the Production OCR or even a Translated OCR field for foreign language projects. All these tasks used to require assistance from a PM, but now can be completed by an advanced user with the proper permissions and Relativity integration points. Integration points, therefore, saves the advanced user PM time because he can do more data management on his own.

Saving Time Scenario 2 – Reuse Coded Privilege Data in Another Relativity Workspace

The advanced end user also gains a huge chunk of functionality from export via integration points in that he gains the ability to export records and associated data to other Relativity workspaces. The data transfer is done by selecting “Relativity” both as your source and as your destination (instead of “Load File”) in the export. Note though, export to a new Relativity workspace requires the advanced user to have the workspace set it up ahead of time by the Project Manager.

The advanced user connects to source by selecting the saved search containing the records he wants moved and then specifies the Destination Workspace and the Destination Folder in that new workspace. Once again, the user must go through the mapping of the fields. The field mapping process goes much faster if the field names precisely match those in the new workspace. If the field names are identical, the Auto-map feature will do most of the work. As for the “Settings”, selecting “No” in the “Copy Native File” option is appropriate where both the source and the destination workspaces reside the same server so as not to create doubles of the supporting files.

Now why is this transfer of data from one workspace to another so helpful? Well, consider the case where you have a subset of reviewers, such as experts who need to examine only a small part of the overall document universe. Instead of trying to get the permissions just right, so the experts see exactly what they need and have limited abilities, the Project Manager can just create a new workspace for them and the advanced user can move over whatever data he wants the experts to securely see based upon their role. The advanced user is then assured the expert reviewers can only can see the records loaded into the Expert Workspace. Additionally, far less PM time is spent creating a new workspace versus perfecting user permissions and security.

The Integration Point data transfer is also helpful when used to move data from Review back to an ECA workspace. One example would be when records have been tagged for privilege review an ECA workspace. The user transfers or “pushes” the records to the corresponding Review workspace for evaluation by the case team. Once the entire set of records has completed privilege review, the coding can be moved back or “pulled” to the ECA case via a Relativity web export via integration point. The source workspace is the Review and the destination is the ECA workspace. The data transfer is done as an overlay and the object identifier must be included in the field list. The process is akin to exporting a load file from the RDC and then overlaying the load file it into another workspace. This is something advanced user has not been able to do before and he can save some billable PM time by doing himself. It also allows for the production numbers to be populated in the Review workspace and pulled back to ECA for creation of a privilege log and for data continuity.

Integration Points Are a Home Run Straight Out of the Box

Although it is not a “one-click” bit of magic, integration points does give a lot of power to the advanced user. It allows such a user to import data from load files, export production sets on their own, export records based upon saved searches, folders, folders and sub-folders, and production sets all without too much interaction from the PM. Of course, if something goes wrong, the advanced user still can reach out to the PM for help finding the best solution.

Though these features bring new functionality and autonomy to a case team, designing new ways to save your client money and requiring less PM time to ensure the smallest details are handled, nothing can replace a good experience PM and support team. The team here at Gulfstream is excited for the opportunity to show you how our team, and these new features, can make your next case the easiest ESI case you’ve handled yet.


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