In this topic
Before creating a case, a system administrator must configure at least one database server and an image, index, and file repository. For more information about configuring servers and file repositories, see Servers and File Repositories.
After configuring the servers and file repositories, administrators can manage cases on the Cases page. The Cases page displays the servers and file repositories associated with each case, along with the case processing status. In addition to viewing a list of existing cases, administrators can do the following on the Cases page:
●Create a new, empty case
●Connect an existing case to the portal
●Copy or clone an existing case and duplicate all or some of the case structure
●Retry or resubmit a failed case creation job
●Disconnect a case
●Decommission a case
●Edit the following properties and options for an existing case:
oResolve user conflicts
oMake a case inactive
oManage restricted user assignment
oManage case options and settings. For more information, see Manage case options and View case settings.
Use the following procedure to view existing cases.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
The Cases page lists the current cases, along with information about each case including the servers and file repositories attached to the case.
Note: All administrators can view the Cases page, but portal users who are case administrators can only view their assigned cases. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
2.The icon next to the case name indicates the status of the case. Hover over the icon to view information about the status. If the lock icon is present, case access may be restricted by a system or portal administrator to prevent conflicts of interest.
System administrators and portal administrators can add cases.
Use the following procedure to add a case.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
2.On the Cases page, click Add.
3.In the Add case window, on the Case Details page, type the Name and an optional Description.
Note: Do not start a case name with a number.
4.To hide a case from portal users, select Set case to be inactive.
5.Select an Organization from the list. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
6.If you do not select an organization, No Organization is the default value.
7.Click Next. On the Servers page, the default servers appear for all fields. The Database name defaults to the case name with all invalid characters, such as spaces, removed. Make any changes to the default selections, and then click Next.
Note: You cannot select database servers that are invalid.
8.The File Repositories page lists the default repositories for Images, Index, and File transfer.
oMake changes to the default selections, if needed.
oYou can have multiple file transfer repositories.
oOptionally, you can select an Archive file repository and multiple External file repositories, if either of these repository types are configured. Archive and external file repositories cannot be selected for the other repository types.
For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
9.On the Case Metrics page, select Schedule a gather case metrics job to run a case metrics job at regular intervals. Under Schedule, configure the job to run Daily, Weekly, or Monthly. After you configure the schedule, the date and time of the next scheduled job appears.
10.Click Finish.
A message appears indicating that the case is submitted for creation.
Note: For the status of the case creation job, view the Progress column or the processing icon on the Cases page. The RPF continues to process the job even if you navigate away from the Cases page.
Only system administrators can connect to a case that is configured but inactive.
Use the following procedure to connect to an existing case.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
2.On the Cases page, click Connect to case.
3.In the Connect to case window, select the Database that contains the case.
4.Select the Database name for the case database. An error message appears if the selected database is not a case database. If the case database is valid, a list of the features keys enabled for that case appears.
5.Type a Description.
6.To connect to the case but hide it from portal users, select Set case to be inactive.
7.Select an Organization from the list. If the connection is successful, the application adds the case to the current portal and assigns the case to the selected organization.
8.Click Next.
9.The Servers page lists the default server for the Analysis server, if one is configured. Click Next.
Note: You cannot select invalid database servers.
10.The File Repositories page lists the default repositories for Images, Index, and File transfer.
oMake changes to the default selections, if needed.
oYou can have multiple file transfer repositories.
oOptionally, you can select an Archive file repository and multiple External file repositories, if any of these repository types are configured. Archive and external file repositories cannot be selected for other repository types.
For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
After you make changes, click Next.
11.On the Case Metrics page, select Schedule a gather case metrics job to run a case metrics job at regular intervals. Under Schedule, configure the job to run Daily, Weekly, or Monthly. After you configure the schedule, the date and time of the next scheduled job appears.
12.Click Finish. A message appears indicating success or failure connecting to the case.
Note: For the status of the case connection job, view the Progress column or the processing icon on the Cases page. The RPF continues to process the job even if you navigate away from the Cases page.
System and portal administrators can copy, or clone, an existing case and duplicate the case structure. When you clone a case, you can edit case details, servers, and file repositories for the clone. You can also use the existing case data or clear the database for the new case.
Examples of case structure that is cloned include:
●Search Term Family, excluding the history
●Workflows and phases
●Cubes structure, excluding the data
●Case options
●Indexing option settings
When you opt to clear the database, the application clears the following kinds of data:
●Data specific to documents, for example, coding and assignments
●Data specific to processing, for example, import history, export history, and Search Term Family history
For a list of what is cloned regardless of whether you clear the database, see Clone Case Table.
Use the following procedure to clone a case.
Note: You cannot clone a source database that is already in the process of being cloned.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
2.On the Cases page, select the check box next to the case to clone. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
3.Click Clone case.
4.In the Clone case window, type a new Name for the case and an optional Description.
5.To connect to the case but hide it from portal users, select Set case to be inactive.
6.To remove the existing data from the case database for the new case, select Clear data.
Important: This option is not selected by default. To ensure that no document or processing data is cloned, select Clear data.
7.Click Next.
8.The Servers page lists the default servers for the cloned case. The Database name defaults to the case name with all invalid characters, such as spaces, removed. Make any changes to the default selections, and then click Next.
Note: You cannot select database servers that are invalid.
9.The File Repositories page lists the default repositories for the cloned case for the Images, Index, and File transfer fields.
oMake changes to the default selections, if needed.
oYou can have multiple file transfer repositories.
oOptionally, You can select an Archive file repository and multiple External file repositories, if any of these repository types are configured. Archive and external file repositories cannot be selected for the other repository types.
For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
Make any changes to the default selections, and then click Next.
10.On the Case Metrics page, select Schedule a gather case metrics job to run a case metrics job at regular intervals. Under Schedule, configure the job to run Daily, Weekly, or Monthly. After you configure the schedule, the date and time of the next scheduled job appears. Click Finish.
A message appears indicating success or failure cloning the case.
Note: For the status of the cloning job, view the Progress column or the processing icon on the Cases page. The RPF continues to process the job even if you navigate away from the Cases page.
You can resubmit a submitted case job that fails during case creation, while attempting to connect to an existing case, or while cloning a case.
Use the following procedure to resubmit a failed case creation job.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
2.On the Cases page, select the check box next to the case to retry. The case must have the Failed processing status icon.
3.On the More menu, click Resubmit.
4.On the Cases page, monitor the processing status icon for the case, and resubmit if the case fails again.
A system administrator or a portal administrator can disconnect a case. Disconnecting a case does not delete any databases or files on file repositories. Disconnecting a case also deletes the RPF jobs and RPF-scheduled jobs for the case.
Note: To connect to a case at a later time, you must re-create all schedules. For more information, see Connect to an existing case.
To make a case inactive instead of disconnecting the case, see Edit case properties.
Use the following procedure to disconnect a case.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
2.On the Cases page, select the check box next to the case to delete, and then click Disconnect case. For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
Note: You cannot disconnect a case that is queued, processing, or failed.
3.Click OK to confirm.
A system administrator can use the case decommission feature to remove a case and its associated files from a portal.
Use the following procedure to decommission a case.
1.To decommission a case, select the check box next to the case name and select More > Decommission. The Decommission case window opens.
2.The Summary page displays the case name, hosted size (if available), and the file repositories assigned to the case. The summary does not include external file repositories. A message appears at the top of the page that informs you that if you decommission this case, the case and all associated files are permanently deleted with no backup. This includes all case databases, and all files from each of the listed file repositories.
3.To decommission the case, select the Delete this case and all associated files check box, and then click OK.
4.The application then initiates an RPF job with the following stages:
oA case metrics job runs as the first stage before the case is deleted.
oThe case is taken offline, any scheduled or running jobs for the case are disabled, and users can no longer access the case.
oA separate browser window opens to show the progress of the delete operation. Closing the window does not affect the RPF job.
5.You can also monitor the progress of the RPF job stages in the Progress column on the portal-level Cases and Servers > Cases page.
Note: For failed jobs, you can select the case on the Cases page and click Resubmit. When the deletion. is complete, the case appears on the portal-level Cases and Servers > Deleted Cases page and no longer appears on the Cases page.
Use the following procedure to access the Deleted Cases page.
●To open the Deleted Cases page, on the Portal Home page, click Cases and Servers, and then click Deleted Cases.
The Deleted Cases page displays all cases that were deleted from the portal. The page also includes information about the user who deleted the case, the case deletion date, the case creation date, and the associated organization. If organization security is enabled, the list of available cases for portal administrators depends on membership in a provider or a client organization. System administrators can view all deleted cases.
A system administrator or a portal administrator can use the Properties page to do the following:
●Edit the case name and description
●Change the organization
●Assign an IP address rule set to the case
●Edit the servers and file repositories configured for the case
●Make a case inactive or active
●Enable or disable restricted user assignment
●Generate a user report to resolve user conflicts
●Change the billable status of a case
You can edit any case that is valid or inactive. You cannot edit a case that is queued, processing, or failed. To view the status of the job on the portal Processing page, click the Progress link, as shown in the following figure.
For more information about viewing job status, see Processing.
Use the following procedure to edit case properties.
1.On the Portal Home page, under Portal Management, click Cases and Servers.
2.On the Cases page, click the name of the case to edit.
Note: You cannot edit the case properties when the case is in the failed state.
3.On the Properties page, you can edit the following fields:
oCase Name or Description.
oOrganization: For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
If you do not select an organization, No Organization is the default value.
oIP address rule: To assign an IP address rule set, select a rule set in the list.
When a user from a restricted IP address attempts to access the case on the Portal Home page, the link is not active, and Access restricted appears as a tooltip. Users are also restricted from accessing the case from another link or location within the application.
oDatabase server: Select a valid database server.
oAnalysis server: Select a valid analysis server.
oDefault file repositories for Image, Index file, and File transfer:
□Make changes to the Image, Index file, and File transfer selections, if needed.
□You can have multiple file transfer repositories.
□Optionally, you can select an Archive file repository and multiple External file repositories, if any of these repository types are configured. Archive and external file repositories cannot be selected for the other repository types.
For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization. To understand how organizations are managed in the application, see Organizations. For a summary of how organization security affects portal access for each Ringtail user category, see Portal security table.
oTo make the case active or inactive, select or clear the Inactive check box.
oTo enable or disable restricted user assignments, select or clear Restricted user assignment. The check box is only available if you are a system administrator, or a portal administrator who has been given the right to manage restricted user assignments as a user.
Note: When a case is designated as a “restricted user assignment” case, only portal administrators who have been granted the right to manage restricted user assignments can assign users to such a case. Portal administrators who have not been granted the right to manage restricted user assignments cannot select restricted user assignment cases when assigning users to cases. System administrators can still assign users to cases regardless of this setting. For more information, see Work with users.
oTo change the billable status of a case so that the status can be determined when querying the cases {billingStatus} field using the Ringtail Connect API, select Non-billable. You must be a system administrator to access this check box. Portal administrators can view but not edit the check box.
4.To download a user conflict report as spreadsheet (.csv file), click User Conflicts.
The report lists the users who experienced a conflict with an existing user on the portal while connecting to a case. To resolve the conflict, under User Administration, edit the users and reassign the users to the case. For more information, see Working with user administration.
5.To save changes, click Save. To revert to the last saved case properties, click Reset.
