Mass Operations Flashcards
(125 cards)
1
Q
What is a mass operation in the context of document management?
A
Performing actions on a set of documents at once instead of individually.
2
Q
Which mass operations are available to reviewers?
A
Some operations like Edit, Replace, and Delete.
3
Q
What should you consider when performing mass operations on large workspaces?
A
They can temporarily lock down the document table, so it’s recommended to perform them at night or off-peak times.
4
Q
What types of fields cannot have mass operations applied?
A
Data Grid-enabled fields.
5
Q
What does the mass edit operation allow you to do?
A
Modify fields and coding values for multiple documents or objects simultaneously.
6
Q
What is the purpose of the mass copy operation?
A
To copy items within Relativity and improve workflows.
7
Q
What happens to custom security when documents are mass moved?
A
Any custom security applied to those documents is lost.
8
Q
What is the function of the mass delete operation?
A
To remove a group of documents or objects from Relativity in a single operation.
9
Q
What does the Mass PDF operation do?
A
Creates PDF files from natives, images, and produced documents.
10
Q
What rights do group members need to perform mass delete?
A
View, Edit, Delete, Add Image, Delete Image permissions.
11
Q
Fill in the blank: The _______ operation allows you to replace existing long or fixed-length field text with new content.
A
mass replace
12
Q
True or False: Users can mass print images in RelativityOne.
A
False
13
Q
What does the Tally/Sum/Average operation do?
A
Tallies, sums, or averages the values of fields associated with documents or objects.
14
Q
What is the role of the Mass Operation Jobs page?
A
Shows in-progress and recently completed mass operations from the last 5 days.
15
Q
What permissions are required to use the Cancel Production Job mass operation?
A
Queue Management and Production Queue permissions.
16
Q
What happens when you mass delete documents published through Processing?
A
They get flagged as ‘Yes’ in the ‘Processing Deletion’ field.
17
Q
How do you select documents for a mass edit operation?
A
Choose to edit All searchable items or Checked items.
18
Q
What are the three options for multiple-choice field values in the mass edit form?
A
- Blank
- Shaded
- Checked
19
Q
What is the first step in performing a mass move operation?
A
Choose whether to move All searchable items, Checked items, or These items in the current returned set.
20
Q
What is the significance of the ‘Idle’ status on the Mass Operation Jobs page?
A
The job has not yet been picked up by an agent and is not yet in progress.
21
Q
What is required to perform a mass copy operation?
A
Select from the mass operations bar and choose Copy.
22
Q
What does the Mass Convert operation do?
A
Pre-converts a large set of documents into HTML5 format before review.
23
Q
What is the Mass Operation Type list used for?
A
To categorize the specific mass operation that was initiated.
24
Q
Fill in the blank: The _______ operation allows you to score documents on the likelihood that they contain specific emotions.
A
Detect Sentiment
25
What happens if you cancel a mass operation job?
The operation remains in progress until you confirm its cancellation.
26
What permissions are needed to perform a mass delete on documents?
* View (Eye icon)
* Edit (Pencil icon)
* Delete (Trash can icon)
* Add Image
* Delete Image
* Delete
* Edit
* Image
* Delete Object Dependencies
## Footnote
These permissions ensure users can view, edit, and delete documents appropriately.
27
What are the two key effects of deleting documents that were published through Processing?
* Marking deleting: Flagged as 'Yes' in the 'Processing Deletion' field
* Recalculating deduplication and publishing new primaries
## Footnote
This helps track deleted documents and maintains data integrity.
28
What does full deletion do by default?
Removes everything - documents, duplicates, and associated files
## Footnote
Users can choose to preserve the document record by only deleting images or native files.
29
What is the purpose of enabling the 'Create audit snapshot' option?
To create an extra audit record for every deleted document
## Footnote
This helps track changes and maintain a detailed history.
30
What steps are involved in performing a mass delete on other objects?
* Navigate to the object tab
* Select Checked items or All items
* Select Delete
* Confirm deletion on Delete Details form
* Click Delete to finalize
## Footnote
Users may see warnings if certain objects are being deleted.
31
What does enabling the 'snapshot audit' do during a mass delete?
Creates a full copy of every deleted document
## Footnote
This provides a historical record but increases audit table size and may slow down deletion.
32
What is the function of PreDeleteHandlers in the mass delete process?
Custom code that runs before deleting a document
## Footnote
These can slow down the mass deletion process if not removed.
33
What information does the Mass Operation Jobs page provide?
* Workspace name
* Mass Operation Type
* Status of the job
* Start Time
* Artifact Type
* Artifact Count
## Footnote
This page shows in-progress and recently completed mass operations.
34
What types of mass operations can be performed?
* Edit
* Replace
* Move
* Save as List
* Export to file
## Footnote
These operations do not have a dedicated queue.
35
What are the actions that can be performed in the Tally/Sum/Average operation?
* Tally
* Sum
* Average
## Footnote
Each action is based on the values of specified fields associated with documents.
36
What formats can you export data to using the mass export to file operation?
* Excel spreadsheet via HTML (.xls)
* Comma Separated Values (.csv)
* Concordance DAT format (.dat)
## Footnote
Each format has specific delimiters and structures for data organization.
37
What is required to use the move to folder path mass operation?
The Document Utilities application must be installed
## Footnote
This operation allows moving documents to a new folder specified in a text field.
38
Fill in the blank: The mass image operation creates _____ for a document set based on the imaging profile settings.
[TIFF or JPEG images]
## Footnote
Users can customize imaging profiles for specific output requirements.
39
What should be done if the number of documents selected for mass image exceeds 10,000?
Create and run an imaging set
## Footnote
A warning will appear if the limit is exceeded.
40
True or False: Mass operations can be performed on Data Grid-enabled fields.
False
## Footnote
Mass operations are not supported on Data Grid-enabled fields.
41
What happens when snapshot auditing is turned off during mass delete?
The system tracks every field change for every document without creating full copies
## Footnote
This preserves the audit trail of alterations made before deletion.
42
What is required to use the move to folder path mass operation?
The Document Utilities application must be installed.
43
What does the move to folder path mass operation allow you to do?
Move documents to a new folder specified in a text field on the document object.
44
What happens when you run the move to folder path mass operation?
Relativity automatically creates the new folder.
45
What is a use case for the move to folder path mass operation?
Updating the folder path for documents loaded into the wrong folder.
46
How does the move to folder path mass operation differ from the mass move operation?
It allows moving multiple documents to different folders simultaneously.
47
What versions of Relativity are required for the Document Utilities application?
Relativity 9.4 or above.
48
What permissions are needed to install the Document Utilities application?
System admin permissions.
49
What is the first step in installing the Document Utilities application?
Confirm that you are running Relativity 9.4 or above.
50
Where can you download the Relativity.DocumentUtilities.rap file?
From the Relativity Community in the Files section.
51
What account type is required to download applications from the Relativity Community?
Admin Contact account type.
52
What should you do if you do not have an Admin Contact account type?
Contact an Admin Contact in your organization to request it.
53
What option does Relativity display after installing the Document Utilities application?
The Move to folder path option in the drop-down menu on the mass operations bar.
54
Fill in the blank: You must install the _______ application to use the move to folder path mass operation.
Document Utilities
55
True or False: The move to folder path mass operation can only move documents to a single folder.
False
56
What permissions are required to run the move to folder mass operation?
You need permissions for:
* Mass operations
* Move
* Move to folder path
* Document (Add and Delete permissions)
* Folder (Add and Edit permissions)
* Layout security (View permissions on Move Documents to Folder Path Layout)
* Folders security (permissions in Browsers section)
57
What guidelines should be followed for formatting the folder path?
Use the following guidelines:
* Separate nested folders with forward slashes (/) or backward slashes (\)
* Do not use a slash as the initial character
* A final slash isn't required
* Special characters (/ \ : ? " * < > |) are stripped out except for delimiters
* Folder paths may include Unicode characters
58
How can you populate the folder path field on the document object?
You can populate it by:
* Editing the field directly
* Running a mass edit operation
* Overlaying destination folder fields on documents
59
What is the process to run the move to folder path mass operation?
Follow these steps:
1. Navigate to the Documents tab
2. Select the documents to move
3. Choose Checked or All in the mass operations bar
4. Select Move to folder path and click Go
5. Complete the Folder path settings dialog
6. Click OK to run the operation
7. Optionally refresh the page
60
What does Relativity do if a destination folder does not exist during the mass operation?
Relativity creates any destination folders that don't currently exist.
61
What is the purpose of the Empty folder path placeholder?
It specifies where to move documents that don't have a destination in their folder path field.
62
True or False: Relativity deletes empty folders when they have dependencies.
False.
63
What is required to save a group of documents as a list?
Begin by navigating to the Documents tab and using the mass operations bar to select Checked items or All items.
64
What are the two main actions available when saving a list of documents?
You can:
* Create a new list
* Replace an existing list
65
What does the Mass PDF operation allow you to do?
It allows you to create PDF files from natives, images, and produced documents, and save those PDFs on your computer.
66
What is the maximum number of documents supported in a mass PDF operation?
Up to 10,000 documents or 1,000,000 images.
67
What permissions are associated with the PDF application?
Permissions include:
* Download
* Create
* Store
* Numbering operations
68
What types of PDF profiles can be created?
You can create:
* Creating PDF
* Branding PDF
69
What option is available for stamping PDFs created with the Relativity PDF engine?
You can choose to stamp with:
* Document Identifier
* Document Identifier and Page Number
* Field
* Free Text
70
Fill in the blank: The PDF profile settings do not apply to the actions from the PDF Mass Operations: _______ and _______.
Count and Delete.
71
What happens if you select to include redacted natives in the PDF job?
You must indicate which markup set is used to apply native redactions.
72
What does the 'Make Text Searchable' option do in the Mass PDF operation?
It translates images of text into actual searchable text characters in the resulting PDF.
73
What is the purpose of the 'Make Text Searchable' option?
To translate images of text into actual searchable text characters in the resulting PDF.
## Footnote
This function applies only to Original Image and Produced Image file types.
74
What does the OCR Profile option do?
Select the OCR profile to be used to translate images of text into actual searchable text characters.
## Footnote
Relativity will use a default OCR profile if no profiles are created.
75
What happens if you select the 'Include highlights' option?
Persistent highlights associated with a markup set will be included in the resulting PDFs.
## Footnote
This applies only when converting original images to PDF.
76
What is the function of the 'Include redactions' option?
To include redactions associated with a markup set in the resulting PDFs.
## Footnote
This applies only when converting original images to PDF.
77
What does the 'Include Slip Sheet' option do?
Includes a slip sheet on the first page of the generated PDF.
## Footnote
Available options are: Blank Page, identifier only, and coding layouts.
78
What options are available for Microsoft Word documents in the PDF Profile?
* Show Track Changes
* Show Comments
## Footnote
These options include track changes and comments from the native MS Word document.
79
What options are available for Microsoft PowerPoint documents in the PDF Profile?
* Show Speaker Notes
* Show Presentation Comments
## Footnote
These options include speaker notes and presentation comments from the native MS PowerPoint document.
80
What are the actions available when creating PDFs via mass operation?
* Download
* Store
* Brand
* Count
* Delete
## Footnote
These actions allow users to manage PDF creation and storage effectively.
81
What does the 'Brand' action do in the PDF creation process?
Sequentially numbers documents with a structured Document ID and stamps the Document ID on each page of a PDF.
## Footnote
Only profiles with branding options set can be leveraged for this action.
82
What types of file types can be saved as PDFs?
* Natives
* Original Images
* Produced Images
* Stored PDF
## Footnote
Each type corresponds to different document versions and formats.
83
What naming options are available when saving PDFs?
* Control Number
* Control Number And Field
* Field
* Append File Type
* Prefix Sequential Number
## Footnote
These options define how individual PDFs are named in a ZIP file or PDF portfolio.
84
What does the 'Include original images for documents that haven’t been produced' option do?
Creates PDFs from the images associated with documents that have not been produced.
## Footnote
This option is useful for ensuring all documents are represented.
85
How can you monitor the status of your PDF jobs?
Using the progress bar that shows status, number of documents completed, percentage completed, and total duration.
## Footnote
Status can include Creating, Picked up, In Progress, Packaging, and Completed.
86
What does the PDF Queue allow you to do?
Monitor all PDF jobs across an instance of Relativity that are not yet complete.
## Footnote
This feature enables tracking of ongoing PDF operations.
87
True or False: The default PDF profile can be modified.
False.
## Footnote
The default PDF profile is a basic profile that cannot be modified and is only available if no other profiles are created.
88
Fill in the blank: The PDF application comes with a _______ profile that creates non-searchable PDFs.
default
## Footnote
This profile does not include highlights, redactions, slip sheets, or stamp identifiers.
89
What does Workspace ID represent in the PDF Queue?
The ID of the workspace that contains the products set used for the job.
90
What is a Job ID?
The unique ID assigned to the job.
91
Define Job Type in the context of PDF Queue.
The type of job submitted, for example, Single, Mass, or Delete.
92
What does the Status indicate in a PDF job?
The current stage of the production job.
93
What does 'Created' status mean?
The system has created the PDF job but it has not yet been picked up by an agent.
94
What is indicated by the 'PickedUpByAgent' status?
An agent has picked up the PDF job.
95
What does 'QueueCreated' signify?
The backing queue in the system has captured all the documents within the PDF job that need to be worked on.
96
What does 'InProgress' status mean in a PDF job?
An agent is currently working on the PDF job, specifically by converting documents to PDFs.
97
What does 'JobError' status indicate?
The job has stopped due to an error.
98
What does 'FinalizingInitiated' mean?
An agent has converted all the documents within the PDF job; the final step of zipping all the PDFs has been queued up.
99
What does 'FinalizingInProgress' refer to?
Finalization of the PDF job is in progress, in that an agent is now zipping all the PDFs.
100
What does 'Cancelled' status mean?
A user has cancelled the PDF job.
101
What does 'Staged Documents' represent?
The number of staged documents.
102
What are 'Submitted Documents'?
The number of documents that were originally submitted.
103
Define 'In Progress Documents'.
The number of documents in progress.
104
What are 'Errored Documents'?
The number of documents that errored during the process.
105
What does 'Completed Documents' refer to?
The number of completed documents during the process.
106
What does 'Total Documents' indicate?
The total number of documents processed.
107
What are 'Skipped Documents'?
The number of documents skipped.
108
What is a User Artifact ID?
The unique ID of the user starting the job.
109
What does 'Submitted Date' represent?
The date and time when a PDF job was run.
110
What is the first step to cancel a PDF job?
Select the job(s).
111
What should you click after selecting the job(s) to cancel a PDF job?
Click the Cancel PDF Job button.
112
What is the next step after clicking the Cancel PDF Job button?
Click Yes, Cancel PDF Job on the confirmation modal.
113
What is the purpose of Mass Convert?
To pre-convert a large set of documents into HTML5 format before review.
114
Can Mass Convert be used in repository workspaces?
No, Mass Convert is not available in repository workspaces.
115
What can you not use mass operations on?
Data Grid-enabled fields.
116
What must you select from the mass operations bar to perform a mass convert?
Choose whether to convert Checked items or All items in the current returned set.
117
What happens if you click Run after performing a mass convert?
You are unable to cancel the convert job.
118
What is a potential consequence of converting a large number of documents?
It can deplete the available disk space on the file server.
119
What is the first step to retry multiple production jobs?
Navigate to the Production Queue tab.
120
What do you need to enable to use Retry Production Job?
Certain instance level permissions.
121
What is declared as an uncompressed nvarchar(max) in Relativity?
Long text.
122
What does the Set Long Text Field Size operation calculate?
Long text size and saves the value in a decimal field for each selected document.
123
What is required to enable the mass operation in your Relativity instance?
Import the Long Text Size application from the application library.
124
What is the function of the Invite operation?
To send out invitations to newly-created users to log in to Relativity and set their passwords.
125
What should you check if a user can't be invited?
Ensure the user has a valid login method and you have edit permissions.
