Fact Manager Guide v7.5 May 10, 2013 For the most recent version of this document, visit kcura's Documentation Site.
TABLE OF CONTENTS 1 Fact Manager overview 4 1.1 Relativity Fact Manager lifecycle 4 2 Installation and upgrade 5 2.1 Selecting from the Application Library 5 2.2 Importing from file 6 2.3 Schema import 6 2.4 Fact Manager configuration 7 2.5 Migrate Data 7 2.6 Security configuration 8 2.7 Additional resources 9 2.8 Upgrade 9 3 Accessing Fact Manager 9 4 Libraries 10 4.1 Working in the Fact Manager libraries 10 4.1.1 Viewing a library item 10 4.1.2 Editing a library item 10 4.1.3 Adding a new library item 11 4.1.4 Viewing an existing library item 13 5 Working with documents in Fact Manager 15 5.1 Add an excerpt to a new fact 16 5.1.1 Linking a document to an existing fact 17 6 Report sets 18 6.1 Timeline reports 18 6.2 Offline fact report 19 6.3 Creating reports 19 6.3.1 Creating a Timeline Report 19 6.3.2 Fact fields 19 6.3.3 Creating an Offline Report 20 Relativity Fact Manager Guide - 2
6.3.4 Sorting Facts by Primary Fact Date 22 7 Resources 22 7.1 Prior installations of Fact Manager 22 Appendix A: Library data entry fields 22 Appendix A.1 Issue fields 22 Appendix A.2 Organization fields 23 Appendix A.3 People fields 23 Appendix A.4 Interview question fields 24 Relativity Fact Manager Guide - 3
1 Fact Manager overview Relativity Fact Manager allows a user to organize and analyze case details such as facts, issues, organizations, people, interview questions and documents. This analysis helps identify strengths and weaknesses in litigation strategy, and also leads to better preparation for depositions, interviews, and trial. 1.1 Relativity Fact Manager lifecycle Relativity Fact Manager is designed to correlate facts and issues in many stages of the case lifecycle. The points below provide examples of how Relativity Fact Manager can assist in case preparation. Case Outline Organize ideas about case or investigation Prioritize important facts about case Collaborate with colleagues on case strategy Document Review Preparation Define document review protocol Identify initial possible issues, people, etc. Document Review Case Analysis Include additional issues and people Add facts to support case Tag documents with details Add supporting documentation Organize and analyze case details Interview and Deposition Prep Trial Prep Use pre-organized case details to prepare witnesses Add additional details Use information gathered to organize & analyze details for trial preparation This illustration follows Fact Manager s role throughout a case lifecycle. Relativity Fact Manager Guide - 4
2 Installation and upgrade This section details the steps for installing the Relativity Fact Manager application on your current Relativity instance. The Fact Manager Schema can be imported through the Relativity Applications tab or via the Relativity Desktop Client. The application schema can only be imported by a user that is both a Relativity Administrator and a Relativity Script Administrator. Additionally, be sure to import the application into an empty workspace in order to avoid any conflicts. 2.1 Selecting from the Application Library Use the steps below to import Fact Manager from the Application Library. 1. Click on the Relativity Applications Tab. 2. Click on the "New Relativity Application" button in the upper left corner. 3. Click "Select from Application Library" for Application Type. Relativity Fact Manager Guide - 5
4. Click on the ellipsis button and select Fact Manager, then click OK. a. The following categories on the form should auto-populate: Application Artifacts and Map Fields. 5. Click "Import." a. If the install was successful, the Fact Manager tab will be visible and Fact Manager will be listed on the All Relativity Applications view. 2.2 Importing from file Use the steps below to import Fact Manager using the Import from file option. 1. Click on the Relativity Applications Tab. 2. Click on the "New Relativity Application" button in the upper left corner. 3. Select "Import From File" for Application Type. 4. Click on the "Browse" button, navigate to the place of your Fact Manager Schema and select it. a. The following categories on the form should auto-populate: Application Information, Application Artifacts, and Map Fields. 5. Click "Import." a. If the install was successful, the Fact Manager tab will be visible and Fact Manager will be listed on the All Relativity Applications view. 2.3 Schema import The Fact Manager Schema import is executed entirely via the Relativity Desktop Client. The application schema can only be imported by a Relativity Administrator. Additionally, be sure to import the application into an empty workspace in order to avoid any conflicts. Follow the steps below to import Fact Manager. 1. Open the Relativity Desktop Client. a. You will be prompted to enter your login credentials. 2. After login, you will be presented with a list of workspaces. Select the specific workspace to which you would like to install Relativity Fact Manager to. 3. From the object type drop-down, select "Relativity Application." 4. Navigate to Tools>Import>Application. 5. Select the Fact Manager Schema by clicking the ellipsis next to the "Application File" field. a. The Fact Manager Schema is an.xml file included in the Fact Manager Installation Package zip file. Relativity Fact Manager Guide - 6
6. Click "Import." a. The application will now import. This may take several minutes. b. If successful, a table will populate and all values in the "Status" column will read "Created" or "Updated." If errors are present, please contact support@kcura.com. 2.4 Fact Manager configuration Upon installing Fact Manager for the first time to an Instance of Relativity, a Relativity System Administrator must configure the application. Use the following steps to configure Fact Manager: 1. Enter the workspace on which you have installed Relativity Fact Manager. 2. Within the Fact Manager tab, there is a sub tab, "Configuration," please select this sub-tab. 3. Click "New Fact Manager Configuration." 4. Enter the RSAPI User Name, RSAPI Password, RSAPI Domain Name, and RSAPI Protocol. Please use a Relativity System Admin account for the application access since all report activity will be logged against this account. a. Steps 3 and 4 are only necessary the first time Fact Manager is installed to an instance of Relativity. It will not be necessary when copying the application between workspaces. b. Upon save, the RSAPI Username and RSAPI Password have been configured the fields will be view only and read CONFIGURED BY RELATIVITY SYSTEM ADMIN. Any subsequent updates can be made by editing the fields with proper account ID and PW information. 5. Document limits for offline reports may be set here. a. No document limit may exceed a value of 5,000. b. This is a workspace specific configuration. 6. If you would like the end user (Reviewers) to have the ability to create new facts from document excerpts, please enable the context menu at this time. 7. Contact support@kcura.com with any questions. 2.5 Migrate Data Fact Manager for Relativity versions 7.4 and higher contains a Migrate Data button in the console of the Configuration tab. The migrate data functionality is designed to transfer data from Fact Manager for Relativity 7.3 and lower to the newly upgraded version. Once Fact Manager is upgraded from a version 7.3 or lower, the application must be configured. Once configured, the Migrate Data button is used to transfer the data from the previous version into the newly upgraded version of Fact Manager. It is important to note that the Migrate Data functionality must be used before entering information into Fact Manager because the entered data will be overwritten upon the migrate. Relativity Fact Manager Guide - 7
2.6 Security configuration Certain permissions are necessary for proper functionality of Fact Manager. In addition, two layouts should be restricted to only the System Administrator. The following section outlines these security settings. 1. Securing the Fact Manager Configuration Basic layout and the Fact Manager Configuration Extended layout for System Administrator viewing/editing only is done in the layout tab. a. "Security" must be added to the Layout tab view. b. Click the padlock icon on each of the configuration layouts to secure. c. Select "Overwrite Inherited Security." d. Add non-admin groups to the "Fact Manager Configuration" layout only. Please make sure the non-admin groups are not present on the extended and basic configuration layouts. 2. Uses should be created and added to a group for configuration with non-admin permissions. 3. Navigate to the Administration tab>workspace Details. 4. Please click "Edit Permissions." 5. Click Add Group to add the group to which your non-admin users belong to this workspace. 6. Select the desired group and click Set Permissions. 7. The following tabs must be checked: a. Fact Manager b. Fact c. Issues d. Organization e. People f. Interview Question g. Report Set h. Configuration 8. The following Mass Actions must be checked: a. Mass Copy 9. The following Security Permissions must be checked with Delete and Add status: a. Event Handler b. Fact c. Issues Relativity Fact Manager Guide - 8
d. Organization e. People f. Interview Question g. Report Set h. Fact Manager Configuration i. Email Alias 10. The following Security Permission must be checked with Delete Status only: a. Report File 11. Save group permissions and close. 12. All other Relativity permissions will behave in standard fashion within Relativity Fact Manager. 2.7 Additional resources You should now have the Fact Manager application successfully installed to Relativity and ready to use. If you have questions or need further training outside of this documentation, See Resources on page 22. 2.8 Upgrade Fact Manager patches are released concurrently with Relativity patches. Therefore, information about Fact Manager patches can be found in the Relativity patch release notes. To upgrade the application use one of the following methods: 1. Upgrade to the latest Relativity patch - Upgrading to the latest Relativity path will automatically upgrade Fact Manager to the latest patched version. 2. Upgrade Fact Manager only - Download the newly released schema from the Customer Portal and import it into the Application Library. 3 Accessing Fact Manager To access Fact Manager, log in to Relativity as usual and select a case workspace. A Fact Manager tab will be available, if Fact Manager was installed for that specific workspace. Relativity Fact Manager Guide - 9
4 Libraries The Fact Manager application utilizes libraries that allow you to enter and store information in relation to the case. These libraries are Fact, Issues, Organization, People and Interview Questions. Report Sets will be addressed later in this guide. Configuration is only used by the system administrator. 4.1 Working in the Fact Manager libraries For purposes of this guide screen content is illustrated based on the Fact sub-tab. The data entry screens and practices for the libraries are all similar. 4.1.1 Viewing a library item Select the Fact Manager Tab and then click on Fact. A list of previously entered facts will be displayed, as well as the Issues, People, Organizations and Documents linked to the Fact. The Fact name hyperlink can be selected to view additional details. 4.1.2 Editing a library item The Edit hyperlink can be selected to change information on existing items. On selecting Edit you will be taken to the items details page in edit mode. This screen is identical to the fields display in the library item main view. To illustrate the entry of data, we will open a New Fact. Relativity Fact Manager Guide - 10
4.1.3 Adding a new library item To enter a new library items, select the button located in the upper left corner. For example, from the Facts library, click the New Fact button. You can also use to the Relativity Desktop Client to load new library items. The Fact Detail screen opens allowing a user to enter information pertaining to the Fact. Required fields are in orange and optional fields in gray. All library item detail screens contain ellipsis buttons which can be used to link other information to the Fact, i.e. linking an Issue. You may notice drop-down options with single choice menu. White boxes for text entry of additional information if needed. The System Last Modified boxes record the last modified date and user information. In our Fact example, the Fact field is required. First you must enter a short description of the Fact. You can then enter any additional non mandatory information you require. For definitions of the data entry Fact fields, please review the below illustration and field definition table. For other library items, See Library data entry fields on page 22. Relativity Fact Manager Guide - 11
The Relativity Desktop Client can be used to load information into the Fact Manager objects. For example, if you have a field that contains the facts of your case in a.csv file you can map it to the Fact field in your workspace. After loading your data the Fact library will be populated with the facts from your.csv file. When using this method to create new items, maintaining Fact Manager relationships is difficult. Consequently, we advise that this method be used to create new items that are not linked. For more information on mapping, visit the Relativity Desktop Client guide. 4.1.3.1 Fact data entry fields Entry Name Purpose Fact Fact Issues A brief title for the fact Association field to link Issues to the fact Relativity Fact Manager Guide - 12
Field Name Impact Status Description Date Type Primary Fact Date End Date Excerpt Document Link Organizations People Last Name Purpose Indicates importance of the fact to the case. The choice selections can be customized to a user s workflow. Displays the status of the Fact. The choice selections can be customized to a user s workflow. A field for describing fact in greater detail Designates whether the event occurred On or Around a single date, or Between two dates Denotes the date when the fact occurred, or the start date for an event that occurred between certain dates Records the completion of a fact that took place over a period of greater than one day Stores extracted relevant document text supporting the fact Links workspace documents to the fact Links a party or multiple parties, usually corporate entities to the fact Links people to the fact Fact Interview Ques- Links interview questions to the fact tion Comments System Last Modified By System Last Modified On Additional information, annotations, mental impressions or messages to colleagues, related to the fact The name of the user who last modified the entry The date and time the entry was last modified 4.1.4 Viewing an existing library item Select the Library tab, in our example Fact, a list of existing Facts entered in the library is displayed. Use the hyperlinks to open the item(s). By default it will open to the Basic Layout. The Basic Layout contains a brief overview of the fact and links to additional information. Relativity Fact Manager Guide - 13
The other view is called the Fact Extended Layout, which displays the Issues, Documents, People, Organizations and Questions that are linked to the Fact. From this window, you have additional options that allow you to add New items, Link and Unlink. Relativity Fact Manager Guide - 14
In our example, we have illustrated how to work in the Fact library. You have also seen the Basic and Extended Fact Layout screens where you can review and change information related to the Fact. See Library data entry fields on page 22.for the field definition tables related to the remaining Fact Manager sub-tabs; Issues, Organization, People and Interview Question. 5 Working with documents in Fact Manager When reviewing a document, you can excerpt a relevant portion of the document and create a new Fact. Alternatively, if the document is pertinent to an existing Fact, the document can be linked using the Existing Fact Manager Detail layout. Issues, People and Organizations can be linked as well. Note: Fact Manager layouts can't be edited because the application is designed to capture only fields that are related to the application. Relativity Fact Manager Guide - 15
5.1 Add an excerpt to a new fact Click the Document tab. Click the document link. On the document, highlight the excerpt and then right click. A menu will display. Select Fact Manager, and then Add Excerpt to New Fact. In the Layout pane, to the right, the Create New Fact window opens. You will notice it contains the same New Fact Details fields used when entering a new Fact, and should be completed in the same way. Enter the information and click Save or Save and Next to add another Fact to the document. Relativity Fact Manager Guide - 16
5.1.1 Linking a document to an existing fact Click the Document tab. Then select the Existing Fact Manager Detail and click Edit. The document can be linked to Facts, Issues, People, and Organizations using the popup picker (ellipsis) button. For example, to link to a Fact, click on the Document Fact ellipsis button. The Select Items pop-up displays. Find the Fact and select the check box next to it. Click Add and then Set. Relativity Fact Manager Guide - 17
The Fact is now added to the layout. Click Save. 6 Report sets Fact Manager provides two sets of reports, a report for timelining events and a report for offline viewing. In addition, MS Excel spreadsheets can be generated from any Fact Manager view using the export to Excel feature. 6.1 Timeline reports Visualizing facts chronology adds great value during the stages of a case lifecycle. Timeline Reports may be employed to facilitate: Documenting the basic flow of events after an initial client consultation Identifying behavioral patterns that aid case strategy development Pinpointing where to search for documents during discovery Preparing witnesses for deposition Serving as an illustrative exhibit during trial Relativity Fact Manager Guide - 18
6.2 Offline fact report An Offline Facts report allows viewing of Facts, Issues and related Documents without internet access. This is a convenient feature for reviewing case information while preparing for and during interviews, depositions, and trial. 6.3 Creating reports When creating either report, the process is similar but the output is different. 6.3.1 Creating a Timeline Report Open the Fact Manager tab and then select the Report Set sub-tab. Next, click the New Report Set button. Under Report Set Type, select the Timeline Report from the drop-down. There is some basic information that must be completed before viewing and printing the report. 6.3.2 Fact fields Field Names Name Report Type Set Report Title Show Report Title Include Document Files in Offline Reports Page Size Purpose Name of the report as seen in the All Report Sets view Type of report, either Offline or Timeline Title appearing on the report Whether the report title will be visible on the final report This does not apply to a Timeline report. Selecting this check box includes document files that are in the Offline Report. If the document only has images, it only exports the first page of the document. The maximum number of files to be viewed is 1000. Paper size chosen for the report. This is not utilized for the Offline Facts Report. Relativity Fact Manager Guide - 19
After entering your information, click Save. The entries will be filled in at the top of the next screen. Next, select the facts to include by clicking on the Link button. The Select Items pop-up displays. Find the Fact and select the check box next to it. Click Add and then Set. The linked facts will be listed under the Fact (Report Facts) section. Note: There is a limit of 20 facts per Timeline Report. After the fact selection has been made, click on the green Generate Timeline Report button to run the report. A link will appear under the Report File section on the next screen. Click the report name hyperlink to view the Timeline Report. 6.3.3 Creating an Offline Report Click the Fact Manager tab and then select the Report Set sub tab. Next, click the New Report Set button and select Offline Report from the Report Set Type drop-down. Enter all other essential data in the fields then Relativity Fact Manager Guide - 20
select the Include Document Files in Offline Facts check box if you want to export the documents linked to the chosen Issues and Facts. Note: Do not select Timeline Reports. After entering your information, click Save. The entries will display at the top of the next screen. Next, select the Link button to include the desired Facts and/or Issues. The Select Items pop-up displays. Find the Fact(s) and/or Issue(s) and select the check box next to it (them). Click Add and then Set. The linked Facts/Issues will be listed under the Fact (Report Facts) and/or the Issues (Report Issues) section(s). To run the report, click on the blue Generate Report button. After a report has been generated the Report File section will populate. Clicking the hyperlink of the report opens a ZIP File dialog box. Save it to a desired location by clicking the Save button. The Fact and/or Issue files can be chosen for viewing. For example, clicking on facts.html will produce a report similar to the one below. Clicking on the Document Link hyperlink will open the associated document in its native form. Relativity Fact Manager Guide - 21
6.3.4 Sorting Facts by Primary Fact Date Linked Facts can be sorted by Primary Fact Date by changing the sort order in the All Facts view. To change the sort order, a System Administrator must go to the Relativity Applications tab, select Fact Manager, and click the Unlock Application button. Navigate to the All Facts view and click Edit. You can change the sort order to Primary Fact Date in ascending or descending order. 7 Resources The following additional Fact Manager resources are available on kcura.com: Relativity Fact Manager Overview Video Located on the Fact Manager page of the kcura Ecosystem Relativity Fact Manager Tutorials Located on the Fact Manager page of the kcura Ecosystem 7.1 Prior installations of Fact Manager For installations of Fact Manager on Relativity 7.4 and earlier, locate the following resources on the Relativity Customer Portal: Installation Guide Provided in the Installation Package ZIP file Reference Guide Provided in the Installation Package ZIP file Appendix A: Library data entry fields Below are the descriptions of the data fields used when adding or editing an Issue, Organization, People and Interview Question. Appendix A.1 Issue fields Field Name Issue Facts Issue Description Issues Documents Purpose A brief title of the Issue Association field to link facts to the issue Field for describing issue in greater detail Association field to link documents to the issue Relativity Fact Manager Guide - 22
Field Name Issues People Comments System Last Modified By System Last Modified On Purpose Association field to link people to the issue Field for annotations, mental impressions or messages to colleagues that are related to the issue The name of the User who last modified the entry The date and time the entry was last modified Appendix A.2 Organization fields Field Name Purpose Organization The name of Party or Company involved in the case Office Location Office Address Website Website address for Organization Organization People Association field to link people to the organization Organization Documents Association field to link documents to the organization Comments Field for annotations, mental impressions or messages to colleagues that are related to the organization System Last Modified The name of the User who last modified the entry By System Last Modified The date and time the entry was last modified On Appendix A.3 People fields Field Name Last Name First Name Organization People Phone Number Primary Email Address Role in Litigation Purpose The last name of the individual involved in the case The first name of the individual involved in the case Association field to link organizations to the person Contact phone number for person Contact email address for person Displays the roles for the person - the choice selections can be customized for your workflow Relativity Fact Manager Guide - 23
Field Name Corporate Title Comments System Last Modified By Date Last Modified By Purpose Displays the titles for the person - the choice selections can be customized for your workflow Field for annotations, mental impressions or messages to colleagues that are related to the person The name of the User who last modified the entry The date and time the entry was last modified Appendix A.4 Interview question fields Field Name Purpose Interview Question Question for interview or deposition use Question Answer Response from interview or deposition Interview Question People Association field to link person to the interview question Interview Question Documents Association field to link document to the interview question Fact Interview Questions Association field to link facts to the interview question System Last Modified By The name of the User who last modified the entry Date Last Modified On The date and time the entry was last modified Relativity Fact Manager Guide - 24
Proprietary Rights This documentation ( Documentation ) and the software to which it relates ( Software ) belongs to kcura Corporation and/or kcura s third party software vendors. kcura grants written license agreements which contain restrictions. All parties accessing the Documentation or Software must: respect proprietary rights of kcura and third parties; comply with your organization s license agreement, including but not limited to license restrictions on use, copying, modifications, reverse engineering, and derivative products; and refrain from any misuse or misappropriation of this Documentation or Software in whole or in part. The Software and Documentation is protected by the Copyright Act of 1976, as amended, and the Software code is protected by the Illinois Trade Secrets Act. Violations can involve substantial civil liabilities, exemplary damages, and criminal penalties, including fines and possible imprisonment. 2013. kcura Corporation. All rights reserved. Relativity and kcura are registered trademarks of kcura Corporation. Relativity Fact Manager Guide - 25