Using Cluster Visualization to Prioritize Review

The Tip of the Night for August 6, 2019 and August 7, 2019, discussed how to use cluster visualization to double check coding for responsiveness in Relativity. Note that Relativity recommends also using cluster visualization to perform other common document review tasks, including prioritizing the review of the documents most likely to relevant, when you have little time to review a large document set. Follow these steps to accomplish this:

Keyword filters can be applied after visualization has already been run on a cluster. See the Boolean search added in the Keyword Search box in the red box in the below screen grab. This generates a heat map, in which the documents that should be prioritized will be in the darkened circles.

These dark clusters can be mass edited so they are added to a field used to batch them for prioritized review.

When the keyword filters are run on the visualization, and when a specific circle is clicked, the search panel at the lower left will update.

Collapse the cluster visualization by clicking on the arrow at the top left, so the document list is shown.

The Edit mass operation can be used to designate the documents in a field, which can in turn be used to batch the documents.

The Edit mass operation will prompt you to select a layout.

Click on the pencil icon to begin to edit the layout. Check the appropriate field, keeping in mind that if the box is just shaded, the value in this field will be left as is.

The documents in the list generated from the cluster visualization can be added to saved search so they can be used as a batch data source.

Enable the 'Auto Batch' setting to create the batches as quickly as possible for the prioritized review.

You can right click on the darker cluster in the heat map and select the option for 'View Nearby Clusters', to find additional documents which should be added to the same batch set.

This option will show which conceptually similar documents should be batched as well.

Speeding up Chrome

There are some simple steps you can take to make sure that your Google Chrome browser is operating at optimum speed so you can run jobs in Relativity and other web based applications at the best possible speed. Chrome is notorious for taking up a lot of memory. See the Tip of the NIght for April 6, 2021.

First access Chrome's Task Manager by clicking on the three dot menu, and going to More tools . . . Task Manager:

In Task Manager, sort in the 'Memory footprint' and find which tasks are taking up the most memory.

You may find that some extensions added to the browser, and some processes listed as subframes are taking up a significant amount of memory. You can end these by clicking on the blue 'End process' button at the bottom of the window.

You should be careful about shutting down subframes. They are used to prevent some sites from improperly reading data input into another site.

You should see task named GPU Process taking up a lot of memory. This is used to render graphics on a web page, and should make online browsing faster.

Google recommends shutting down tasks which are designated as Background pages. These are html pages utilized by extensions.

The amount of memory that Chrome uses can increase greatly if you have a lot of tabs open. There is an extension called Auto Tab Discard which can be used to essentially hibernate other open tabs. The tabs will still appear to be open in your browser, but they will not take up as much memory. Auto Tab Discard appears as a small power button icon on the top toolbar in Chrome. (Be sure to click the puzzle piece icon on the far right of the browser so you can manage which extensions are displayed, after installing Auto Tab Discard.)

Auto Tab Discard will give you the option to 'discard' tabs to the left, to the right, or all other tabs other than your current one.

When these options are toggled on, the tabs will not close, but a small snoring 'zZZZ' icon will be added to them indicating that they are in a suspended mode.

Auto Tab Discard will retain data input on a page, and your position on a page. I tested it tonight and confirmed that it will not log you out of Relativity.

As soon as you click back on a discarded tab, it will automatically reactivate.

Pull from the right of a cell until the first instance of a delimiter is reached

You can use an Excel formula to pull all of the data from the right side of a cell until the first position (from the right, the last from the left) of a delimiter is reached. So in this example, we are extracting all of the data after the last instance of a forward slash. Each cell in column A contains a different number of delimiters - holding differing total number of field entries - so using the Text to Delimiters tool won't parse out the last name (which always comes last in the cell) into a single column.

=RIGHT(A2,LEN(A2)-FIND("|",SUBSTITUTE(A2,"/","|",LEN(A2)-LEN(SUBSTITUTE(A2,"/",""))),1))

This formula can be made to work by swapping in any delimiter in place of the forward slash (/).

So the formula works first by getting a count of the length of the cell when all references to the forward slash are replaced:

LEN(A2)-LEN(SUBSTITUTE(A2,"/","")

. . . this pinpoints the location of the last delimiter so it can be replaced with a unique delimiter - the pipe | .

SUBSTITUTE(A2,"/","|",LEN(A2)-LEN(SUBSTITUTE(A2,"/","")

The FIND formula gives the location of this unique delimiter so the RIGHT formula can pull the text from this point.

=RIGHT(A2,LEN(A2)-FIND("|

See more detail son this solution here.

This last post of 2021 will be the last time that I update this blog on a nightly basis. I have posted each night with only a handful of exceptions since April 10, 2015, but I need to switch to a more reasonable schedule. While I have no shortage of new litigation support tips, I need to take a break. It takes a great deal of effort to prepare and distribute these posts. Going forward I will post at least once each week, but not necessarily any more than that. I've missed a lot of sleep over the past six years working on Litigation Support Tip of the Night, and 2022 looks like it will be one of my busiest years at work ever.

I hope this blog is helping a lot of people out there get their work done faster and shortening some late nights of your own. Litigation Support Tip of the Night will continue . . .