CloudNine Discovery Portal: Is there a way to send data directly from CloudNine LAW into Relativity?

CloudNine Discovery Portal - LAW to Relativity Bridge

Use the CloudNine Discovery Portal - LAW to Relativity bridge to transfer data processed in CloudNine LAW directly to Relativity.  Similarly, data can be transferred from Relativity to CloudNine LAW. 

Videos

Select the link to view any of the corresponding videos. 

QuickStart Download

Downloadable Quick Start Guide LAW to Relativity

Overview

The CloudNine LAW to Relativity bridge is an add-on license for CloudNine Discovery Portal that allows you to transfer data processed in CloudNine LAW to Relativity without exporting from LAW and importing into Relativity. Similarly, data can be transferred from Relativity to CloudNine LAW (see CloudNine Discovery Portal Relativity to LAW Bridge).

CloudNine Discovery Portal Requirements and Installation

Configuring the Bridge - CloudNine LAW  to Relativity

CloudNine LAW - Relativity

Before You Begin: Preparing the CloudNine LAW Database

Step 1: Select CloudNine LAW to Relativity Workflow 

Step 2: Configure LAW Case

Step 3: Configure Relativity Settings

Step 4: Map Fields and Settings

Step 5: Confirm & Upload

Global Monitoring Console

Configuring the Bridge - CloudNine LAW to Relativity Connection

In this section, you will configure the settings necessary to establish the connection between CloudNine LAW and Relativity. Requirements for the connection are:

• CloudNine LAW's License Server. 
• Add-on Discovery Portal Connector R license.
• CloudNine LAW connection information: SQL Server, SQL Database Name, Username and Password. 
• Relativity Connection information: Relativity URL, Relativity Login, and Relativity Password. 

The configuration process is necessary during the initial setup or if there are any changes to the LAW License Server, SQL Server, Management database, or Relativity URL and logins. 

Verification of LAW License

The Discovery Portal Connector License is an add-on to your CloudNine LAW license bundle. Open the CloudNine LAW License Manager to view the licenses you have with your current LAW subscription. You will need an active Discovery Portal Connector R license to use the CloudNine Discovery Portal connector for LAW to Relativity. 

Connection Settings

1. In CloudNine Discovery Portal, on the Welcome page, below Select Data From: choose CloudNine LAW.
2. Under Review Data Using: select Relativity.
3. Click the gear icon in the top-right to open connection settings.

License Configuration

The first window is the License configuration.

1. Beneath Server name, enter the host server that houses your CloudNine LAW License Server. The License Server entered must have the Discovery Portal Connector R
2. Click OK.

LAW Configuration

Next is LAW Configuration. In this window, you will:

1. Enter the SQL Server Name used for CloudNine LAW.
2. Enter the SQL Database Name that stores LAW Case information; the default database created by LAW is LAW5_Management.
3. Select Use Windows Authentication if SQL is configured for Windows Authentication.
4. Enter the Username used to connect to SQL.
5. Enter the Password.
6. Click OK.

Connect to Relativity

Finally, you will enter information to connect to Relativity.

1. Enter the Relativity URL you wish to connect to.
2. Type in your Relativity Login.
3. Enter your Relativity Password.
4. Click OK.

CloudNine LAW – Relativity: Transferring Data

CloudNine Discovery Portal is installed, and the connection between LAW and Relativity is set. You are now ready to push data from CloudNine LAW to Relativity. A Tag field is used to identify the records in the LAW database that will be sent to Relativity.

Before You Begin: Preparing the CloudNine LAW Database

In addition to your normal workflow processing in LAW, you will need the following:

• Create a document-level Tag Field (Index-Modify Fields).
• Isolate and tag the document records that will be pushed to Relativity.
• Assign unique numbering (document-level or page-level) on records being pushed to Relativity.
  • Batch Process – Numbering.
  • Batch Update (can increment document-level Text Field such as Control Number, DocID2, etc).
• Update user-created fields to maintain attachment information (BegAttach2, EndAttach2, AttachNo, Record Type). The attachment and record type fields are populated during the export process.  Since you are not exporting, you may wish to populate fields to maintain the relationship. To view/update attachment fields:
  • Search Results grid view – select View-Attachment Fields. The fields are populated based on the BegDoc# field. Copy/Paste attachment information into the user-created fields.

• • Run the Expanded Populate Record Types script to populate user-created beg/end attachment fields. Download the script here.

Step 1: Select CloudNine LAW to Relativity Workflow

1. On the Welcome to CloudNine Discovery Portal screen, Select Data From: choose CloudNine LAW.
2.  Under Review Data Using: select Relativity.
3.  Click Continue to proceed to the next screen. 

Step 2: Configure LAW Case

On this screen, you will select the LAW case and Tag field used to identify the records that will be pushed to Relativity.

1. Under Select LAW Case, use Search cases… or the scroll option to locate and select the LAW case you wish to transfer your data from. Once the case is selected, any Tag field in the selected LAW case is displayed under the Select Tag column.
2.  From the Tag list, select the Tag used to identify the records that will be sent to Relativity. The No Tags (Export All Documents) option is available if you do not have any tag fields in the database or if you wish to export all document records to the Relativity project. 
3.  Click Next to advance to the Configure Relativity Settings. 

Step 3: Configure Relativity Settings

Next, you will select the Relativity Workspace and Folder where the records will be uploaded.

1. Select the Relativity Workspace from the Workspace list.
2. Choose an existing Relativity Folder or the Create folder option to create a new Relativity folder to load the data to.
   1. The Create folder option becomes available when the top folder is selected. Once created, you may need to double-click the root folder to expand and see the created folder. A folder created in Discovery Portal is temporary until the data is received and loaded into Relativity. Once loaded, the folder appears in your Relativity workspace.
3. Click Next to advance to the Map Fields and Settings.

Step 4: Map Fields and Configure Settings

You are now on Map Fields and Settings. On this screen, you will:

1. Map Relativity Fields
2. Configure Relativity Settings and Select Document Types

Map Relativity Fields

Field mapping is essential when pushing data between CloudNine LAW and Relativity. When you map fields, you are instructing CloudNine Discovery Portal to pull data from the specified LAW fields and push the same data to the specified field in Relativity.

There are three options when mapping fields.

• View & Edit: Opens the View/Edit Field Mapping window to map LAW fields to Relativity fields. Once fields are mapped, CloudNine Discovery Portal saves the field selections for that LAW case and Relativity Workspace.  
• Import: Import a saved Field Mapping Template.
• Save As: Saves a Field Mapping Template to use when pushing data to Relativity.

View & Edit

Click the View & Edit button to open the View/Edit Field Mapping window. Here, you will map LAW fields to Relativity fields.

The Key field is required and is a unique identifier for each record in the database. The key field is often referred to as the Control Number, Document ID, Image Tag, Key,  Media ID, etc. This field is used to connect database records and data to document files (Native, Text, Images). The field is also the common denominator between LAW and Relativity, making it possible to push data and files between the applications.

Navigating the View/Edit Field Mapping

 

Field Mapping

1. From the LAW fields column, select a Field. The Field appears under Fields Select – Not Yet Mapped and is highlighted.
2. In the Relativity Fields column, select the Field you wish to map to.
3. Repeat until you have selected and mapped all desired fields.
4. Click OK to close View/Edit Field Mapping.

Manage LAW Custom Fields

The Custom LAW fields feature allows you to merge data from two or more LAW fields into one custom field. For example, you can create a custom field that combines the Custodian and <EDFolder> data.

Create new field

1. Click the LAW fields editor option to open  Manage LAW custom fields.
2. Select Create new field, then Continue.
3. In Manage LAW custom fields, enter a Field name, then select two or more fields in the order you wish the field data to be merged.
4. Select Use parent value for all documents in a family to update attachment records with the same value.
5. Click Save to save to the LAW Fields column on the Field Selecting/Mapping screen.
6. A Confirm & Save window opens. Verify, then click OK.

           

Edit existing field

The Edit existing fields is available if you have created Custom fields in CloudNine Discovery Portal.

1. Select the Edit existing field option.
2. From the custom field list, choose the field that needs to be edited.
3. The Manage LAW custom fields window opens, make changes to the field, then click Save.
4. On the Confirm & Save window, review the changes, then click OK to return to View/Edit Field Mapping.

On Map Fields & Settings, selected and mapped fields now appear under the Map Relativity Fields section. 

Configure Relativity Settings

The Configure Relativity Settings determines how duplicate records, native files, and document types are pushed from CloudNine LAW to Relativity. 

The table below outlines the available configuration settings to help you select the most appropriate options based on your project’s requirements.

 

After mapping the LAW fields to the corresponding Relativity fields and configuring the necessary Relativity settings, click Next to proceed to the Confirm & Upload screen.

Step 5: Confirm & Upload

This screen provides a summary of the data you are sending to Relativity. This is the final review before you begin the upload into Relativity. If changes are needed, select Back to return to any previous screens. Once you are confident with your selections, click Start Upload to begin the data push to Relativity. 

Global Monitoring Console

The Global Monitoring Console provides real-time visibility into the data transfer process. Upon completion, the status will display as Completed, Completed with warnings, or Error. When the transfer is successful, the documents will appear in the designated Relativity workspace.

All errors and status updates are recorded and accessible in the Log. To view these, click the vertical ellipsis in the upper right corner to open the menu, where you will find two options:

• Archive: Removes the selected upload from the console.
• Show Log: Opens the detailed log file for the upload, including additional information and any identified errors.

For further details on using the Global Monitoring Console, refer to the Knowledge Base here.