Finalize Log
IN THIS ARTICLE
This article explains how to finalize a log and details what happens when a privilege log is finalized. Finalizing a log "freezes" it, preserving a snapshot of the data. After finalization, the log is no longer editable, and several actions become unavailable. Finalization also creates unique Privilege Document IDs, assigns these IDs to the documents, and ensures that documents associated with hidden rows are removed. This process creates an object in Relativity, making custom columns and other fields available as Relativity fields.
Custom column menu options are disabled, and the log's settings are limited once finalized. This ensures the log reflects a permanent record. Actions like refreshing the log, updating saved searches, or syncing changes from Relativity fields no longer occur after finalization.
WHO CAN PERFORM
To finalize a log, you need the Create and Manage Privilege Logs permission. For more information on permissions, refer to the Permissions article.
Effects of Finalization
- Freezes the Log: After finalization, no edits or updates can be made to the log.
- Assigns Priv Doc IDs: Unique IDs are generated for each document in the log, helping with cross-referencing during privilege challenges.
- Creates an Object in Relativity: Finalized logs are saved as an object in Relativity, with columns saved as fields that are available for access outside of the log.
- Disables Sync Saved Search and Editing Options: After finalization, you cannot refresh the log, and the Columns buttons are no longer available.
How to Finalize a Log
- Open the Privilege Log:
- Ensure that the log you wish to finalize is open. You can only finalize open logs.
- Click on Finalize Log:
- You can find the Finalize Log option in two places:
- The ACTIONS button on the privilege log page.
- The row menu in the Privilege Log List page.
- Once the log is finalized, the Finalize Log option changes to Revise Log.
- You can find the Finalize Log option in two places:
- Confirmation Message:
- When you click Finalize Log, you will receive a confirmation message asking if you want to proceed. Select Yes to continue.
- Assign Privilege Document IDs:
- After confirmation, the Assign Privilege Doc IDs modal window appears. You must assign Priv Doc IDs using one of the following methods:
- User Defined: You manually enter a prefix and starting number for the Priv Doc ID, and MA generates sequential, unique IDs for all rows.
- Control Number: If you select this option, the document’s control number becomes its Priv Doc ID.
- After confirmation, the Assign Privilege Doc IDs modal window appears. You must assign Priv Doc IDs using one of the following methods:
- Complete the Finalization:
- Once you've assigned the Privilege Doc IDs, click Finalize. After this, the log is considered finalized, and no further changes can be made.
What Happens When You Finalize a Log?
- Log Becomes Frozen:
- The log and its contents are frozen, meaning no further edits or updates can be made to the data. Hidden documents are removed, and the current state is preserved as a snapshot.
- Columns and Settings:
- The Columns button is no longer available, though you can still temporarily filter, sort, and resize columns in the finalized log.
- The log cannot be refreshed or updated, and any changes to saved searches or Relativity field values after finalization do not affect the finalized log.
- The ACTIONS menu is limited. Only the Privilege Log Name is editable, while fields like Saved Search, Log Abbreviation, and Template are visible but non-editable.
- Custom Columns and Other Actions:
- Custom column gear options like Edit, Recalculate, and Delete are no longer available after finalization.
- Multi-value field expansion and summary card features become disabled, and the Refresh icon disappears.
Privilege Document IDs
Privilege Doc IDs are unique identifiers assigned to each document in a privilege log. These IDs make it easy to reference documents in the event of a privilege challenge. When assigning IDs, you have two options:
- User Defined:
- You provide a prefix and a starting number. For example, if you enter the prefix "PRIV" and start with the number 100, the first document will receive the Priv Doc ID "PRIV00100," and subsequent documents will receive sequential numbers.
- Control Number:
- The document’s control number is used as the Priv Doc ID.
Privilege Log Object in Relativity
When you finalize a log, an object is created in Relativity that captures the full snapshot of the log, including the custom columns and Privilege Document IDs. This object contains all the log’s data as Relativity fields. Fields from the log are prefixed with the abbreviation MA PrivLog_[Log Abbreviation]::. For example, if the log’s abbreviation is "PL001," the following fields will be created:
- MA Priv Log_PL001::Control Number
- MA Priv Log_PL001::Priv Doc ID
- MA Priv Log_PL001::MA PotPriv AutoReason
- MA Priv Log_PL001::Privilege Description
- MA Priv Log_PL001::Notes
Documents that were removed (hidden) before finalization can still be identified by searching for the value "Removed" in the MAPriv Log_XXXX::Priv Doc ID field.
Priv Log Associations Field
The MA Priv Log Associations field is a multi-choice field in Relativity that lists all finalized privilege logs a document is part of. This allows you to quickly see which privilege logs include the document. This field only lists finalized logs. Open logs will not appear in this field.