AOD (Array On Demand) to Relativity Export

Array On Demand (AOD) can export and load documents into existing Relativity Workspaces. An admin can configure the relativity connector and map the AOD fields to Relativity fields. Once Relativity connector is configured, multiple exports can be made from AOD to Relativity Workspace.

AOD Production - Run a search for the documents that need to be exported and then click on Produce. Let us cover each of the options in this export wizard.

Destination - Under “Select the connector", select "Relativity". This enables the "Environment" and “Workspace" drop boxes.

Select the “Environment” and corresponding “Workspace” appear in the Workspace drop down menu. Select the workspace name. Base API URL is automatically populated as a read-only field and “Workspace File Share” automatically populated the file share path for that workspace. Continue by clicking Production Options.

Notes: The current screenshot shows Relativity One Connector and the environment drop down is user specific. An Admin will need to configure the connector using their Relativity credentials.

Production Options: Select Option “New Production” – Select Template “Array Hosted Relativity 2024” – Name “Production/Export” – Source “Media/Tag/Saved Search or Folder”

Note: A default template has been created for your convenience. The template name is Array Hosted Relativity 2024. This template is designed to export Natives, Text along with a DAT file.

Settings: You will notice multiple tabs within the Settings group. These tabs are covered below.

Folder Structure:

Choose Full Text, Native, and Image as needed for the export.

If Images are being exported, please ensure imaging is complete for all documents or send them for imaging.

Note: Relativity supports only Single Page Images. All other formats under Image Options are disabled.

Note: If Images will be included in the export, please check the Image all remaining documents checkbox.

Validate other settings on this screen as needed.

Date Format:

The Date Format provides options on how to format the Date/Time when exporting. The default is set to our most familiar format.

Load Files:

Select the needed load files. For Relativity, the DAT and OPT are required Load files.

Field:

From the Field tab, select the field template from the list. For your convenience, if the Array Hosted Relativity 2024 template was used, then the Field drop down will default to the “All Venio Fields Plus Priority Fields” field template. However, other templates are also available.

Note: The fields contained within the Field group will be the fields provided in the DAT load file. While it is recommended that, the fields within the Field Group and those in the Field Mapping group do not have to match up in counts.

Field Mapping:

The fields in Field Mapping will be mapped and transferred to the Relativity Case.

Below are two field mapping templates available. Additionally, users have the option to create a custom template to their specific needs.

Relativity Field Mapping Template_ImageNativeText: Designed to be used along an export, which contains Images, Natives and Text files.

Relativity Field Mapping Template_NativeText: Designed to be used along an export, which contains Images, Natives and Text files.

Validation: Once an AOD is mapped to a Relativity field, a validation is performed per field.

- Notification icon, which lets a user know the character limit.

- Icon to let a user know this field is not yet mapped to a Relativity field.

- Icon to let a user know, this is a mandatory field. The three mandatory fields are BegDoc, BegAttach and Custodian.

- This icon confirms an AOD fields has been mapped to a Relativity field.

Document Sorting:

This setting determines the sort order for the export. Common options include sorting by filepath/filename or in chronological order.

Tag Option:

This setting will cross over any work-product from the tag pallet as a field.

Saved Search:

This field is based on the Search Hits field. If this is included in the Field template, this will populate any search hits terms that are mapped to the available search names below.

Control Number Settings:

In the CONTROL/BATES NUMBER STRUCTURE section, you can provide the starting number.

Image Branding:

If this is an Image export, a bates stamp can be applied to the export. Additionally, a default message can also be added.

Endorsement: First start by checking the Brand Image checkbox on the top right.

Bates: Start by clicking on the + icon. The New Brand pop-up box will appear. By default, the settings are in place to insert a bates field.

Message: Update the Brand Item Type to Text. Type the default message to the right of the text box. 

Branding Scope: The default is All Documents however, when Documents tagged as is selected, the branding can then be applied to tagged documents specifically.

Other Settings: 

No settings update required in this section. Please continue to Summary.

Summary: 

Summary provides a recap of the document count. It is important to review the document count and that this matches with the intended count.

Product Destination: When exporting to Relativity, please confirm this field also reads Relativity.

Status:

The status section will provide details on the progress of the Export. Once this is complete, the status section will update to Completed. If the export was designed to migrate the results to Relativity, the Relativity Count should match the overall document count.