Step 1: Add Relativity Documents to Exolution

The Relativity documents must be added to Exolution to review and redact in Exolution. The steps below add documents to Exolution.

Click on the tab Exolution ➔ Add to Exolution, then click on the New Add to Exolution Button. Fill details into the Add to Exolution page and click on Save button. The following is the description of each field:

Name: The name of the task.

Saved Search: A saved search containing the supported types of documents to be added to Exolution. Any documents already added to Exolution will be excluded from the process.

Propagate Redactions: If this field is checked, and the workspace’s Redaction Propagation Options is set to Duplicate Sheets or Duplicate Files then the redactions are propagated from the existing documents to the newly loaded documents. If the Redaction Propagation Options is set to None, then Propagate Redactions doesn’t have any impact.

The option Duplicate Sheets propagates reactions in duplicate sheets across non-duplicate files for Excel, CSV, and ODS files as well as all the exact duplicates for all the file types. The option Duplicate Documents propagates redactions across only the exact duplicate documents for all the supported file types. In the other words, the Duplicate Sheets propagation is inclusive of the exact duplicate documents.

Description: The description of the task for internal reference.

Document Count: It displays the count of the documents in the selected saved search, and it is overwritten by Relativity when the task is saved.

Status: It displays the current processing status. The value keeps changing while the process is running when the Refresh Page hyperlink is clicked.

Click on the Add Documents button. This will begin the process of adding Excel documents in the saved search to Exolution. All the non-Excel documents are ignored. If the documents are already previously added to Exolution then they are skipped.

The page refreshes once the process of adding the documents to Exolution kicks off on the server. During the processing, the value of the status field will continuously update, mentioning the document count and the current document being processed. The process is complete when the field displays the value like Processing started at: [Start time] Processing completed at: [End time]

A process called Flattening is performed during this process. During this process, all the external and internal references are removed, but the data is preserved. If the document workbook or worksheets are protected with passwords, then the passwords are removed automatically to make the data visible. PII values are searched, redactions are propagated from the existing documents to the new documents if appropriate propagation options are set and selected. The table below explains what happens to different types of objects in different file types:

Spreadsheet documents: MS Excel, OpenOffice spreadsheets, etc.

Word processor documents: MS Word, OpenOffice Word processor, RTF, etc.

Exolution attempts to preserve the look and feel of Word processor documents. However, format may change if the document contains complex structure or nested tables.

Email documents: MHT and EML files

Process Files button re-runs flattening on the files that failed to flatten during Add to Exolution process. If the flattener fails without finishing the work, then clicking this button resumes the work.

Stop Processing button stops the processing. If processing of a document is taking too long and the users wants to skip it and continue with the remaining documents, then this button should be clicked to stop the processing. This function stops the processing but doesn’t restart it. The removal of the time taking document from the saved search has to be handled separately.

Remove From Exolution button removes documents from Exolution, but not from the workspace. Once the documents are removed, they are not available for search or redact. This also removes all the Exolution field values, redacted copies files and the redaction information from the workspace. The task name must include the

word “REMOVE” (all uppercase letters) to remove the documents from Exolution. If any document contains redactions, then this function raises an error and don’t remove any documents.

Check Flattener Running button shows whether the Flattener is running for the current job. This should be used to check the status when the processing is taking unusually long.
The users should check the fields Exolution Error and Exolution Processing Status after the Add to Exolution process completes the execution. All the successfully processed documents have the field Exolution Error empty, and Exolution Processing Status value “Success”. Anything other than those values in the respective fields is a sign of processing failure. The failed documents are generally not available to review and redact in Exolution.

Successfully processed documents are available to redact in Exolution.

QC Check: Check the values of the fields Exolution Error and Exolution Processing Status after the process complete. If any documents have value in the Exolution Error field, or the Exolution Processing Status field value is something other than Success then those documents are failed in the flattening. The failed documents should not be redacted with Exolution.

The following describes the other buttons on the panel.

Process Files: It restarts the processing if the processing is stopped by a user or by an exception. This button should not be clicked unless the processing is stopped. Click the Check Flattener Running button to check if Flattening is already running for the active job.

Stop Processing: It stops flattening. If flattening is not started or already stopped then it has no impact.

Remove From Exolution: It removes documents from Exolution, but not from Relativity. The job name must include REMOVE (all-capital) for this button to function. This is as a protection against accidental removal of documents from Exolution. If any document in the saved search has redaction(s) then the deletion won’t work, and it will display a message asking to remove redactions prior to removing the documents from Exolution.

Check Flattener Running: Check if the flattener is running or not. This button should be used to check flattener status prior to re-starting the flattening process and removing documents from Exolution.

Open the document in the Exolution Viewer

Click on Relativity’s Documents tab, and open any of the recently added documents. Exolution Pane is added to the Relativity interface near the bottom-right corner, open the pane by clicking on the Exolution icon. (Please check this section if you are using Relativity Server 2022 or later)

Below is the Exolution Viewer Pane. Click on the button Open In Exolution to open the document in Exolution UI. The followings occur in order when Open In Exolution button is clicked.

1. Exolution Relativity application creates a list of the documents the reviewer is browsing, displayed in purple-box in the picture above.
2. Exolution keeps only Excel and CSV files and removes all other file types from the list.
3. Exolution removes from the list the Excel and CSV files that are not successfully processed.
4. Exolution Relativity application launches Exolution Viewer in a separate window and provides the document list.
5. Exolution facilitates to browse the documents in the list provided by Relativity.

The Exolution Viewer allows browsing only documents successfully processed by Exolution.

The documents can be browsed in the Exolution interface using the Navigation control displayed at the center top of the Exolution Viewer. The users can browse through the documents in Exolution without going back to Relativity interface. The button Sync With Exolution in the Exolution Viewer Pane gets the document id of the current document in Exolution Viewer and opens the same document in Relativity.

Launch Exolution Viewer from Relativity Server 2022

Exolution is using a custom page inside a document pane to launch Exolution viewer. Relativity has discontinued support for custom page display inside a pane from Relativity Server 2022 as a part of Aero document viewer. Litexn has created two alternatives to facilitate Exolution viewer launch, use Mass Operations or configure the Relativity document viewer to non-Aero viewer which is called HTML viewer.
Mass Operations: An option Redaction In Exolution is added to mass operations of Relativity. Clock on mass operations drop down arrow and click on Redact In Exolution option. This opens an HTML page near the top left corner of the scree and the launch Exolution viewer. The HTML page should close automatically in a few seconds but close it after Exolution viewer launch start if it doesn’t close automatically.

Exolution viewer opens with all the successfully processed documents displayed in the active documents list even if no documents are selected. The documents are loaded in Exolution in the order they are displayed in the document list.

Exolution Viewer Pane via HTML viewer: Relativity continued to support the older version of document viewer in Server 2022, but it requires to configure at user level. The following displays how to enable it.

1. Go to User and Group Management ➔ Users menu, then click on a user name.
2. Click on Edit button on the top to edit the user settings.
3. Select HTML in Document Viewer dropdown in Defaults section as displayed below.
4. Click the Save button.
5. Go to a workspace in Relativity and open a document. It must be successfully processed in Exolution.   
6. Exolution icon will be displayed near left-bottom corner of the page. Click it to open Exolution Viewer pane.