SaaS / Hosted Monthly Release Notes - November 2018 (9.7.001 – 9.7.004)

Enhanced page loading

The Case Home and Portal Home pages now load significantly faster. The load time for all pages in Ringtail has undergone general improvement.

Conditional coding: Add, remove, update or find and replace mass code fields

The mass code field functionality in the Conditional Coding pane includes advanced features that you can use to add, remove, update, find, and replace mass code fields for multiple documents at the same time.

To use these features, select one or more documents, and then, on the toolbar in the Conditional Coding pane, click the Mass code field button.

Conditional Coding pane with an arrow pointing to the Mass code field button.

Then, perform one of the following actions.

Add a mass code field

To add a mass code field, use the following procedure.

  1. In the Mass code field dialog box, select a field name.
  2. Under Action, select Add.
  3. Under New value, add a new value.
  4. Click OK.
Mass code field dialog box with options for the Add action.

Remove a mass code field

To remove a mass code field, use the following procedure.

  1. In the Mass code field dialog box, select a field name.
  2. Under Action, select Remove.
  3. Click OK.
Mass code field dialog box with options for the Remove action.

Update a mass code field

To update a mass code field, use the following procedure.

  1. In the Mass code field dialog box, select a field name.
  2. Under Action, select Update.
  3. Under New value, provide a new value.
  4. Click OK.
Mass code field dialog box with options for the Update action.

Find and replace a mass code field

To find and replace a mass code field, use the following procedure.

  1. In the Mass code field dialog box, select a field name.
  2. Under Action, select Find and replace.
  3. Under Current value, select either Has a value or A specific value, and then provide a value.
  4. Under New value, provide a value to replace the current value with.
  5. Click OK.
Mass code field dialog box with options for the Find and replace action.

Conditional coding: New templates available (Active Quick Code, Binders, Issues)

You can now select from the following new templates in the Conditional Coding pane when coding individual documents or coding all documents that you selected.

Active Quick Code: Code an individual document.

Conditional Coding pane showing the Active Quick Code template when coding an individual document.

Active Quick Code: Mass code documents.

Conditional Coding pane showing the Active Quick Code template when mass coding documents, with an arrow pointing to the Mass code field button.

Binders: Code an individual document.

Conditional Coding pane showing the Binders template when coding an individual document.

Binders: Mass code Mass code documents.

Conditional Coding pane showing the Binders template when mass coding documents.

Issues: Code an individual document.

Conditional Coding pane showing the Issues template when coding an individual document.

Issues: Mass code documents.

Conditional Coding pane showing the Issues template when mass coding documents.

Conditional coding > Mass coding: Apply mass coding templates

Use the following procedure to apply mass coding to documents using the template currently in view in the Conditional Coding pane.

  1. Select one of your templates.
  2. In the Conditional Coding pane, on the toolbar, click the Mass coding button.
  3. Select one or more documents, for example, in the List.
  4. Click a Mass code field button.
  5. Important: Applying mass coding templates will override the current values. This action cannot be undone.

    Conditional Coding pane showing a template that is currently in view, with an arrow pointing to the Mass code field button.

    Note: When you mass code documents, the changes sync across other panes.

Conditional coding > Mass coding: Add and delete items in the Issues and Binders templates

You can now add and delete issues (in the Issues template) and binders (in the Binders template) in the Conditional Coding pane. In either the Issues or the Binders templates, select a checkmark to add an issue or binder to a document. Select the X to remove an issue or binder from a document.

Conditional Coding pane showing the Issues template with the buttons to add (checkmark) and remove (X) coding from issues.

Conditional Coding pane showing the Issues template with the buttons to add (checkmark) and remove (X) coding from issues.

Note: When you mass code documents, the changes sync across other panes.

Conditional coding: Link from Issues and Binders templates to Case Setup > Issues and Binders

When you open an active Issues or Binders template in the Conditional Coding pane, if you have administrative rights to access the Issues and Binders pages in the Case Setup section, you can click the Manage button in the Conditional Coding pane to access the Issues or Binders page in the Case Setup section.

Conditional Coding pane showing the Issues template with an arrow pointing to the Manage button.

Conditional coding: Production - Unlocked field editable

If enabled by your administrator, you can now edit the Production - Unlocked field in a template in the Conditional Coding pane. If this field is included in your template, you can also edit it on the Mass coding tab.

Conditional Coding pane showing the Production - Unlocked field.

Export files from search results

Group leaders and members can now export base or rendition documents from search results. In previous versions, this functionality was only available to administrators.

Note: Your administrator must enable the Export feature on the Security > Features page. Also, your administrator must grant Write permissions for the Manage Documents – Exports field on the Security > Administration page.

To enable the Export option, select at least one document in the search results in the List pane. Then, select Export on the Tools menu. In the Export dialog box, on the Define export page, you can enter a name and description of the export job. In the Export type list, you can only select the Native files only, no load file included option.

The Define export page in the Export window.

When this option is selected, Ringtail exports a native file for all documents selected for export. If there is a value in the Production default native field case option, Ringtail uses that value to identify the extension of the native file for each document. If no field is set for the case or if a field exists but has no value for a document, then Ringtail will select the highest-ranking content file that is not a .txt file.

After you complete the Define export page and click Next, the Output page appears. On this page, you can select how the files should be organized into folders in the export. You can choose to retain the current Ringtail leveling structure or to flatten the folder structure with a maximum number of files per folder.

The Output page in the Export window.

If you select the As currently foldered in Ringtail option, the exported file structure is the same as in Ringtail, but is stored under the Native root folder. If you select the Flattened – max files per folder option, the files are stored in the Native root folder, with subfolders numbered 0001, 0002, 0003, etc. Files are sorted by name. Ringtail renames duplicate file names using the docid.ext convention.

After exporting files, you can download them from the Manage Documents > Exports page. Leaders and Members can see only the exports that they submitted. They cannot run any additional exports from the Exports page.

Conditional Templates: Make the Production - Unlocked field editable

On the Case Setup > Conditional Templates page, you can now make the Production - Unlocked field editable for users in the Conditional Coding pane. The field is set to read-only by default. To make the field editable, clear the Read-only checkbox.

Case Setup > Conditional Templates page with an arrow pointing to the Read-only check box for the Production - Unlocked field.

Exports: Grant users access to exporting from search results

On the Security > Administration page, you can grant group leaders and members access to the Exports feature. In the Manage Documents - Exports row, select Leaders, Members, or both. To enable the Exports option in the Tools menu, on the Security > Features page, set the Processing - Exports option to Allow for all applicable user groups.

Exports: Updated extracted text functionality when exporting from search results

When exporting documents from a search results set, you can now access extracted text to use as content files for exported base documents. Administrators can only select content files for export when running a custom export type. In the Export window, on the Select file types to export, as needed > Settings page, the following two options appear under Content files (.txt) > Source preference. Ringtail uses the selected option to determine which content to use as the .txt file for the document.

The Settings page of the Select file types to export, as needed page in the Export window.
  • The Extracted text option is selected by default. If this option is selected, Ringtail looks for extracted text stored for the document. If the extracted text exists, Ringtail exports that text in a .txt file for the document. If extracted text doesn’t exist, Ringtail uses the .txt file on the fileshare. If no .txt file exists on the fileshare, then no content file is exported for the document.
  • If you select the Existing .txt file option, Ringtail uses an existing .txt file for the content file. If no .txt file exists, then Ringtail uses extracted text (if it exists). If no extracted text exists, then no content file is exported for the document.

After the export is complete, to see which documents were exported with content files based on extracted text or an existing text file, go to the Exports > Warnings page of the export job.

The Exports > Warnings page of the export job.

File management: Archive file repository inventory report

Administrators can download a report of the files contained in zip archives that are stored on the Archive file repository. To enable the Report button, go to the Manage Documents > File Repositories page, select the Archive repository, and then select one or more .zip files. Click Report and then click OK. A separate browser window opens to show the progress of the operation. Ringtail downloads a separate CSV file for each zip containing the archive inventory. Each CSV file has the same name as the archive.

Report button for the Archive file repository.

File management: View pane is disabled for documents with archived files

When files are archived using the Archive files option on the Tools menu, the View pane is disabled for users who attempt to view documents with archived files, and the following message appears: Files for this document are archived and are no longer viewable.

When files are restored, the View pane is enabled again for the restored files.

Imports: Statistics area on properties page captures job count information

A new area named Statistics on the Manage Documents > Imports > Properties page includes the following statistics about an import job.

Import job Properties page.
  • New documents: Number of new documents created and total page count.
  • Updated documents: Number of documents updated.
  • Fields in load file: Number of fields in the load file mapped to Ringtail fields.
  • Fields mapped: Number of mapped fields in the load file.
  • Images in load file: Number of records in the LFP or OPT image load file.
  • Native files: Number of documents with a value in the field mapped to the Native path on the Map Files page.
  • Text files: Number of documents with a value in the field mapped to Full text on the Map Files page.

These fields appear in the spreadsheet when you download a report.

Imports: User interface updates

The following enhancements appear on the Case Administration > Imports page.

  • In the Import window, on the Field Map page, the icon color for Ignore is now different than the icon color for Import to. This helps users visually differentiate the mappings.
  • The Duplicate button, used for copying or cloning import jobs, was difficult for some users to locate. The Imports page now includes a Clone button next to other feature buttons. The button is available only when one job is selected using the check box in the leftmost column. The Clone button performs the same operation that the Duplicate button did in previous releases.
  • Imports page Clone button.

Ingestions: Separate file count and size information on the Ingestions page

On the Ingestions page, you can now view separate columns for the number of files and the file size of files that were processed in the job. These two columns are Files and Size.

OCR processing: New option for embedding text in PDF files

In the Tools > OCR > OCR processing window, you can now select the Embed text in PDF files (process will not update original file) option to embed text in a PDF file, rather than create a separate text file. The option is not selected by default.

The Tools > OCR > OCR processing window.

When this option is selected, Ringtail creates a new PDF file that includes embedded OCR text. The original PDF is not altered, but Ringtail changes the file extension to .orig.pdf. The original file remains in the same place in the fileshare, but is not accessible in the Ringtail viewer. Users can access the file using the File Repositories feature.

If Ringtail considers the PDF to be a content file, the file is automatically flagged for indexing and enrichment the next time that job is run. If the PDF is not considered a content file, Ringtail identifies it as one and updates the information in the index the next time that job runs.

When a PDF file is updated successfully after OCR processing is complete, Ringtail updates the Document OCR status field with Completed – Embedded text in the PDF. If Ringtail can make a portion of the PDF searchable, then the status is Completed with warnings – Embedded text in the PDF.

If a PDF file is not updated successfully after OCR processing is complete, the original PDF file remains associated with the document and an error message appears in the OCR status field.

Introducing the Organization Dashboard Summary Report

The Organization Dashboard Summary Report provides a graphical representation of information about your use of Ringtail. This report summarizes the information provided on the other Reports pages.

Organization Dashboard Summary Report showing information about cases, users, hosted data, recent jobs, and recent user activity.

To access this page, go to Portal Management > Reports > Summary. The Summary page is the default page.

View the following information for all organizations or select a specific organization from the menu.

  • Cases: The total number of cases and the number of active cases in the organization.
  • Hosted data: Pie chart showing the breakdown of the total hosted data size for all cases in the selected organization. This section includes a legend with percentages and counts (in GB) for the following data: documents, databases, content indexes, predict, other data, and orphan data.
  • Recent jobs: A vertical bar chart showing the jobs that ran in the last 7 days. The colors of the bars indicate the job status. Hover over a bar to view the status of the job as well as the number of jobs.
  • Users: Displays the total number of users in the organization and the roles of those users. The number does not include deleted, disabled, or unlicensed users. Click the links to view the users.
  • Recent user activity: Shows the user activity for the past seven days and provides the following information: Name, user name, login date, and an indication of whether the user has a currently active session.

The Summary page is always available to system administrators. If organization security is enabled for the portal, the page is available to portal administrators as follows:

  • If the user is a portal administrator member of a provider organization, information about the user's organization and any client organizations is available on this page.
  • If the user is a portal administrator member of a non-provider organization, only information about the user's organization is available on this page.

Note: In the Organization menu, the None option is always available for system administrators. It is available to portal administrators only if organization security is disabled for the portal.

User audit log migration service

User audit logging for coding documents, also known as coding history, is available for supported Ringtail environments. To enable coding history for cases that existed before the audit logging service was deployed to the portal, system administrators must run a migration process to migrate coding entries from SQL to Elasticsearch for each case.

Note: Before running the migration service for cases that do not have an Elasticsearch index, users see the following message in the Coding History pane on the Documents page: Audit history is not configured for this case.

In addition to configuring the User audit log service URL portal option on the Portal Management > Settings > Portal Options page, to use the migration service, you must configure the new User audit migration service URL portal option. The User audit migration service URL option is configured using the same URL as the User audit log service URL but should use a port number of 10005 instead of 10003, as shown in the following figure.

Portal options for audit log and audit log migration service.

On the Portal Management > Cases and Servers page, you can manage the user audit log migration for cases by clicking the Coding History option in the navigation pane. The Case name column on this page contains the names of all cases in the portal, and an Elasticsearch index name appears if an Elasticsearch index exists for the case.

Coding History page shows the status of audit log migration.

The Action column contains a value relative to the status of the migration. Cases for which an Elasticsearch index is not yet created for the case, or cases that existed before the coding history feature was introduced in the portal contain a Migrate link. Click this link to start the migration for the case.

After clicking the Migrate link, the text Migration started appears while the Elasticsearch index is being created, and before the migration starts. When an Elasticsearch index is created for the case and the migration begins, the text in the Action column changes to a link named Rerun migration.

You must refresh the page to see the value in the Migration status column change. If you refresh the page after ten minutes and the status is not progressing, it is likely that the migration job has stopped. Click the Rerun migration link. We do not recommend clicking Rerun migration unless you see a lack of migration progress, as this might result in duplicate entries.

The amount of time to complete migration is relative to the amount of document coding in the case Complete appears in the Action column when the migration status is complete. New cases added after coding history is deployed appear on this page with an Elasticsearch index name and Complete in the Action column.

Login service: Identity provider-initiated single sign-on (SSO) for Centrify

The following steps enable you to configure the Centrify SAML identity provider application to provide single sign-on to Ringtail. The instructions for other identity providers differ.

Note: Many of these steps describe the Centrify user interface, which is subject to change without notice by Centrify.

  1. If you do not already have a Centrify identity provider configuration in Ringtail, you can add one on the Portal Management > User Administration > Identity Provider Settings page. You can also modify an existing Centrify configuration on this page.

    Ringtail generates a unique Configuration key that is required for most identity provider configurations. The Configuration key field is a read-only field that appears on the Properties page for the identity provider, as shown in the following figure.

    Identity provider settings Properties page with Configuration key text box.

    Note: After completing the settings on the Properties page for the identity provider, you must enable organizations for identity provider users on the Organizations page.

  2. In Centrify, click the arrow next to the user name and select Switch to Admin Portal, as shown in the following figure.
    Switch to Admin Portal link in Centrify.
  3. In the navigation pane, select Apps > Web Apps, as shown in the following figure.
  4. Web Apps link.
  5. Click Add Web Apps, as shown in the following figure.
  6. Add a web app in Centrify.
  7. In the Add Web Apps dialog box, select the Custom tab. On the Custom tab, next to SAML, click Add, as shown in the following figure.
  8. Add a SAML web app in Centrify.
  9. Click Yes in the Add Web App dialog box. This action adds a blank SAML application to Centrify.
  10. Click Close to close the Add Web Apps dialog box.
  11. On the Settings page for the new application, shown in the following figure, type a name for the application. This name appears on the tile that allows users to access Ringtail from Centrify interface.
  12. Optionally, you can add a logo to the tile by clicking Browse under the Logo heading and uploading an image.
  13. At the bottom of the page, select Show in user app list. Click Save to save your settings.
  14. Centrify web app Settings page.
  15. Click Trust.
  16. In the Identity Provider Configuration area, select Manual Configuration.
  17. In the Trust > Manual Configuration area, use the Copy button to copy the URLs shown in the following figure, and paste them into Ringtail as described in the following step.
  18. Identify Provider Configuration showing the Copy buttons.
  19. In Ringtail, navigate to the Portal Management > User Administration > Identity Provider Settings > Properties page for the Centrify identity provider. If there is no JSON in the Configuration text box, paste the following text block into the box.
      {
            "saml _sign_in_url": “<Single Sign On URL>”,
            "saml_sign_out_url": “<Single Logout URL>”,
            "saml_issuer": “<IdP Entity ID/Issuer>”
        } 
      

    In the text block, replace the text and the angle brackets with the URLs that you copied from Centrify in Step 13. The Configuration text box will look like the following example.

    Identity provider settings Properties page.

  20. Save the changes to the Properties page.
  21. In Centrify, in the Trust > Service Provider Configuration area, select Manual Configuration.
  22. In the SP Entity ID/Issuer/Audience box, shown in the following figure, type any value, for example, 123.
    Service Provider Configuration with arrows pointing to the SP Entity ID/Issuer/Audience and the Assertion Consumer Service (ACS) URL boxes.
  23. In the Assertion Consumer Service (ACS) URL text box, type or copy and paste the following: https:///Ringtail/Auth/IDPCallback?configKey=
    1. For , substitute the name of your Ringtail host, for example, ringtail.mycompany.com.
    2. For , copy and paste the Configuration key from the Ringtail Portal Management > User Administration > Identity Provider Settings > Properties page.
  24. Click Save.
  25. Click Permissions.
  26. To grant users and groups access to the new application, click Add. Then, select the users or groups in the list and click Add, as shown in the following figure. Click Save to save the permissions.
    Select User, Group, or Role window.

Users can now see the tile for the Ringtail application when they log in to Centrify, as shown in the following figure.

Click the tile to log in to Ringtail from Centrify.

If a user has a valid account in Ringtail, and the identity provider is assigned to the user, then the user can click the tile in Centrify and log directly into Ringtail.

Ringtail Connect API: Request data about binders in a case

You can request data about the binders in a case using the cases {binders} object.

query {
  cases {
    binders {
      id
      name
      count
      documents {
        id
      }
      type
      securityOverride
      owner {
        fullName
      }
      creator {
        fullName
      }
      createdDate
      lastUpdated
    }
  }
}
You can include the following arguments on the binders object:
  • id

  • name
  • type
  • scroll

Ringtail Connect API: List document records from search results

You can request data about documents in a search result set using the documents field. The documents field returns a list of records of type document. By default, 200 records are returned per request, with a maximum limit of 1,000 records per request.

query {
  cases {
    searchResults(id:123){
      id
      documents(scroll: {start: 0, limit: 30}) {
        documentId
        title
      }
    }
  }
}

SaaS / Hosted Monthly Release Notes - October 2018 (9.6.009 – 9.7.000)

Imaging: Convert multiple single page .tiff or .jpg files to PDF

If your output format is PDF, you can now include multi-page .tiff or .jpg files in imaging jobs.

Note: To be imaged successfully, all of the pages in multi-page .tiff and .jpg files must have .tif, .tiff, .jpg, or .jpeg file extensions.

To include multi-page .tiff or .jpg files in imaging jobs, in the Imaging window, on the Exclusions page, select the Multiple tiff or jpg pages check box. The check box is cleared by default.

Imaging window showing the Multiple tiff or jpg pages check box.

Imaging: Option to include PDF files when PDF Annotations is enabled

When submitting documents for Imaging, if the Enable PDF annotations case option is enabled, you are now alerted to PDF files that are submitted. To image PDF files, in the Imaging window, on the Exclusions page, select the PDF file type check box. The check box is cleared by default.

Imaging window showing the PDF file type check box.
  • If the Enable PDF annotations case option is enabled for the case, the link next to the PDF file type option reflects the number of documents that have the .pdf file extension in the main_pages table.
  • Note: As with other optional inclusions, this number does not include any documents that are represented by the Documents that must be excluded counts.

  • If the Enable PDF annotations case option is not enabled for the case, this row does not end with a link and PDF files are submitted unless they are excluded for another reason.

File Management: Archive files from the Documents page

Case administrators can archive files directly from the list of documents on the Documents page using a new option on the Tools menu named Archive files. The option appears on the Tools menu when an archive repository is assigned to the case, and one or more documents or renditions are selected in the List pane.

After selecting the documents or renditions that you want to archive, click Tools > Archive files. The Archive files dialog box appears.

Archive files dialog box.

The dialog box provides a warning that the files can no longer be viewed once archived, though the database records remain intact. The number of files to archive and the location where Ringtail will store the archived files appears. If any items have already been archived, the number of these items appears as well. The items are added to a zip file that is named using the current date and time.

You can add a comment, which appears on the Files Repositories page for the Archive repository if the operation is successful.

After you click OK, a separate browser window opens to show the progress of the archive operation.

Processing window showing the progress and status of the archive operation.

When complete, the new archive appears on the Manage Documents > Files Repositories page for the Archive repository.

File Repositories page showing the new archive.

Case Setup > System Fields: Archive File Name system field

A new system field named Archive File Name is updated with the name of the archive zip file for all documents included in an archive job that had files successfully archived.

Administrators can look at this system field if they need to select an archive to restore. The archive zip file name is removed when files are restored from the archive.

File Management: External file repository type added

When adding a file repository on the Portal Management > Cases and Servers > File Repositories page, you can choose between an Internal or External file repository type. The external repository type enables you to add an external repository, such as cloud storage, that can be accessed from the case administration File Repositories page.

After adding an external file repository, you can transfer files between your external repository and Ringtail repositories. For example, you can copy files from your Amazon S3 storage to the ingest staging folder on a Ringtail file transfer repository, and then add the files to an ingestions job.

Currently, Amazon S3 is available as an external repository type.

On the portal File Repositories page, a dot in the External column indicates an external repository.

Add an external file repository to a case.

To add an external file repository, in the Add File Repositories dialog box, select External and select the type, Amazon S3.

The following options appear in the dialog box:

  • Name: Type a name for the external file repository.
  • AWS region: Select from the list of available regions.
  • S3 bucket: Type a name for the S3 bucket.
  • Root prefix: Optionally, type the name of a specific area within the S3 bucket to limit access to that area.
  • Access key: Type the access key from Amazon Web Services.
  • Secret key: Type the secret access key from Amazon Web Services.
  • Verify button: Click Verify to test the connection to the specified S3 bucket using the access key and secret key values.

If the verification is successful, click Save to create the external file repository. If unsuccessful, check the information and fix any spelling errors before you click Verify again. A small error can cause the connection to fail.

The Properties page for external file repositories displays the information that was added. You can edit the repository name, access key, and secret key on this page. If you change either key value, you must click Verify to verify the connection again.

File Repositories Properties page for the external file repository type.

File Management: Add external file repositories to cases

Administrators have the option to select external file repositories for cases. You can select external file repositories from the case Properties page for existing cases, as shown in the following figure, or when adding a new case, connecting to a case, or cloning a case.

Case Properties page showing the external file repositories to assign to a case.

You select external file repositories using the External list, which appears in the following places:

  • On the case Properties page
  • On the File Repositories page of the Add case, Clone case, and Connect to case windows
File Repositories page in the Add case window showing the external file repositories to assign to a case.

On each page, you can select multiple configured external file repositories. You cannot select an external file repository as the Image, Index file, File transfer file repository, or Archive file repository for a case.

Portal administrators see only the external file repositories that are assigned to organizations that have access to the case.

File Management: Use external file repositories

On the Manage Documents > File Repositories page, you can select external file repositories that were added on the portal File Repositories page and connected to a case.

File Repositories page showing access to external file repositories assigned to the case.

The folders and files from the selected external repository are displayed, and you can select the files as the source for the following file actions: Move, Copy, Rename, Compress, Extract, and Delete. For Move, Copy, Compress, and Extract actions, you can select any file repository (except for the archive repositories) as the destination.

You can select external file repositories as destinations for the Move, Copy, Compress, and Extract file actions using files and folders on other file repositories. When you select an external repository as the destination, a message reminds you that the destination is an external repository.

Selecting an external file repository as a destination.

Review Setup: Updated icons to indicate phase hierarchies

On the Review Setup > Workflows > workflow name > Phases page, the icons that indicate the hierarchy of phases and subphases are updated.

Phases page in the Review Setup area.

Imaging: Additional spreadsheet file types excluded from imaging

For imaging jobs, the list of “Spreadsheet file type” optional inclusions now includes the following file extensions: .numbers and .123.

Imports: File extension field added for imported native files

In a load file, if no field is mapped to the [Meta] File Extension - Loaded Ringtail field, Ringtail populates the [Meta] File Extension - Loaded field with the file extension of the native files that are loaded using Imports.

Imports: Change to option for updating parties when importing existing documents

When you import flat files that contain documents that already exist in Ringtail, the options for importing parties data have changed.

In previous versions, if you chose to update parties for existing documents, that selection applied to all People fields, even if they were not mapped. In this release, this feature is updated to include only fields that are mapped.

In the Import window, on the Existing Documents page, under Parties data, the options for updating and appending parties data are now named Update all mapped parties and Append all mapped parties, respectively.

The Existing Documents page in the Import window.

When updating existing documents for flat file imports, if one of these two options is selected, only mapped fields are updated, rather than all People fields.

The Parties data heading also includes a tooltip that reads: “For a Ringtail load file import, all people fields are considered to be mapped.”

Imports: Improvements to the Imports page

The Manage Documents > Imports page includes the following improvements:

  • The Job ID column is now named RPF Job ID.
  • A new column named Import ID contains the Import ID.
  • A new column named Documents contains the number of documents affected by the import (added or updated). This number should match the number of documents that are coded to the Import ID for the job. Click the number to run a search for the Import ID. All document counts are representative of documents that existed at the time of the load only.

Note: The word Search appears in this column for Import jobs that were created in previous versions. If you click the link, Ringtail runs a search for the job ID.

The Imports page.

Ingestions: Populate [Meta] File Extension - Loaded field when value is missing

During the ingestions process, some items, such as calendar appointments, are not assigned a value for the loaded file extension. If no value exists in the [Meta] File Extension - Loaded field for a file, Ringtail populates the field with the file extension of the file that was loaded into Ringtail.

Cases and Servers: Option to clone case options

The new Clone options button for case options enables administrators to select case option settings and clone (copy) them to the same case options in selected cases. You can use this feature to change an option or options for all cases in your organization.

To use clone options, navigate to Portal Management > Cases and Servers > Cases and click the name of the case that you want to clone case options from. On the Case Options page for the case, click the Clone options button to open the Clone options window.

On the Select Options page, select the options whose values you want to clone. You must select at least one option before you click Next.

Clone options window used to clone case options.

On the Target Cases page, select the cases to apply the case option values to. The cases that appear depend on your user role and organization security, when in effect.

After selecting at least one case, click Finish. The values for the selected case options from the source case are copied to the case options in the selected target cases. You are notified of the operation’s success, or if errors occur.

Clone options window used to select target cases.

UI Extensions: Example UI extension for the Case Home page

The UI Extension SDK includes a code sample for an example UI extension that appears on the Case Home page.

The example extension displays case-wide values for pick list fields in a graph. Users can create a custom summary dashboard for their case by adding multiple graphs that display values for the different fields that they want to monitor.

Example UI extension on the Case Home page showing a bar graph with values for a pick list field.

For access to the example application and the SDK, including detailed documentation and sample data, contact info@ringtail.com.

UI Extensions: Download an image of a page as a .jpg or .png

UI extensions can now download images of a page as .jpg or .png images. Files download using the existing /download endpoint in the Ringtail Connect API.

Note the following:

  • A user can download a file though a UI extension even if the security for the Document - Download option on the Case Home > Security > Features page is set to Deny for the user’s group.
  • A user cannot download a file associated with a document if the user does not have access to the document, or if the document contains branded redactions.
  • This endpoint allows users to download files only through a UI extension. Users cannot download files by calling the endpoint directly.
  • Images can be downloaded for documents that have been imaged into a format such as PDF or .tiff.
  • Images are returned at 100% scale. This may result in large images being returned, particularly for documents that were scanned at a high DPI (dots per inch).

HTTP method: POST

Resource URL: http://yourdomain/Ringtail-Svc-Portal/api/download

HTTP Headers:

Header Required? Notes
Authorization: bearer APIToken Required For APIToken, provide the user’s UI extension session token.

Parameters:

Parameter Description Type Required? Notes
caseId Case ID.Identifies the case in the portal. int Required  
mainId Document Main ID. Identifies the document in the case. int Required  
pageId Page ID. Identifies the page file in the case. int Required  
pageNum The number of the page that you want to return, for a page file that has multiple pages. int Required  
imageFormat The file type that you want to return the image as. Specify one of the following file types:
  • jpg
  • png
string Optional Default is jpg.

For example:

  • http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=201&mainId=29384&pageId=23901&pageNum=4&imageFormat=png

Ringtail Connect API: Request data about files associated with a document

You can request data about the files that are associated with a document using the cases {document {files}} object.

query {
  cases {
    documents(mainIds: [101, 102, 103]) {
      files {
        id
        fileName
        fileExtension
        isContent
        contentFileRank
        isPage
        pageCount
        pageFileNumber
        sizeInBytes
      }
    }
  }
}

You can include the following arguments on the files object:

  • id
  • isContent
  • isPage
  • fileExtension

Ringtail Connect API: Request custom case statistics associated with UI extensions

You can request data about the custom case statistics that are associated with UI extensions using the cases {statistics {customStatistics}} object. Custom case statistics are defined in a UI extension’s manifest file.

query {
  cases {
    statistics {
      customStatistics {
        name
        id
        value
        extension {
          id
          name
        }
      }
    }
  }
}

You can include the following arguments on the customStatistics object:

  • id
  • name
  • extensionId

Ringtail Connect API: Updates to the documentLoads object

This release includes the following updates to the cases {documentLoads} object:

  • The cases {documentLoads {jobType}} field is now named type.
  • To return the job ID for ingestions and import jobs, you can query the cases {documentLoads { id}} field.
  • To return the Ringtail Processing Framework (RPF) job ID for a job, you can query the cases {documentLoads { rpfJobId}} field.
  • You can filter the cases {documentLoads} object by id, type, and status.
  • The cases {documentLoads} object now returns the following types of ingestions jobs:
    • Ingestions jobs with the status “Completed with Exceptions.”
    • Ingestions jobs in which no documents were added to Ringtail because all of the documents in the job were suppressed as duplicates.

Ringtail Connect API: Updates to the pages object

This release includes the following updates to the cases {documents {pages}} object:

  • The cases {documents {pages {pageNum}}} field is now named pageFileNumber.
  • The cases {documents {pages {numPages}}} field is now named pageCount.

SaaS / Hosted Monthly Release Notes - September 2018 (9.6.006 – 9.6.008)

Updated Ringtail login page

The Ringtail login service is updated, resulting in a slight change to the Ringtail login page. The Centrify button is removed. When Centrify users type their user name on the Ringtail login page, they are directed to the separate Centrify sign-in page where they re-enter their user name, and then enter the password to log in.

Ringtail login page.
Centrify sign-in page.

Automatically create a Duo user when creating a Ringtail user

When adding a Ringtail user using the Add user window, you can select an Identity provider (IDP) on the Account page. If the IDP you select uses Duo two-factor authentication (2FA), Ringtail creates a Duo account for the new user if:

  • A Duo account does not already exist, and
  • An email address is provided for the new user.

When the new user logs in to Ringtail for the first time, a prompt appears to enroll in Duo.

When adding multiple users using the Import users window, when the IDP uses Duo 2FA, Ringtail attempts to create new Duo accounts using the email addresses for any imported users for whom a Duo account does not already exist.

Imports: Import Inventory jobs given highest priority

To allow users to move through the import setup process more efficiently, the priority has been set to Immediate for Import Inventory jobs. This change ensures that inventory jobs that are part of the import process run as quickly as possible.

Imports: Only require levels selection when needed

This change applies to importing flat files. On the Import > Existing Documents page, if the value for Import action is Update existing documents only and the Levels check box is not selected, the Levels page is disabled. A message appears at the top of the Import window that reads “Due to the selections made for updating existing documents, levels do not need to be selected.”

Ringtail ignores previous Levels settings if import settings are updated to clear the Levels check box under the Update existing documents option.

Imports: When choosing an update option, only allow Document ID from load file

This change applies to importing flat files. On the Import > Existing Documents page, if the value for Import action is Import new documents and update existing documents or Update existing documents only, the Document ID page allows the user to select only the Existing Document ID option. The option is selected by default and the Document ID settings are disabled. A message appears at the top of the Import window that reads “When updating existing documents, your load file must contain the existing document ID.”

Imports: Add comma as multivalue delimiter option

On the Import > Delimiter page, we have added a comma to the available options for multivalue delimiter.

Group Coding: Move initial migration of All Custodians out of post processing

During case upgrade, we have removed the requirement to migrate to the new All Custodians process. When restoring and upgrading a decommissioned case, you can now code the Exclude from Duplicate Coding field before populating All Custodians. The All Custodians migration will run as part of the first Hashes, Ingestions, or Imports job after the upgrade.

SaaS / Hosted Monthly Release Notes - August 2018 (9.6.001 - 9.6.005)

Mobile device data: Review text messages

You can review text message threads as documents in Ringtail. You can review threads generated using iMessage, SMS, and WhatsApp. In addition to messages, you can also view the names or phone numbers of participants, attachments, images, videos, dates and times of the thread, and the number of messages in the thread, as well as other metadata.

An example of a text message thread document is shown in the following figure.

Text message thread document in Native view.

To search for chat documents, create a search that includes the Document Type field with a value of iMessage, SMS, or WhatsApp.

You can review text message documents in the View pane in Formatted content, Unformatted content, Native, Office Online viewer, or Image viewer formats. Depending on the format you select, images and videos in the text thread are displayed along with the accompanying text. Images, videos, and other attachments to text messages are also created as separate Ringtail documents attached to the message thread document.

Text message thread document containing an attachment and a video.

A summary table appears at the top of the text thread. This table contains the participants in the thread and displays the number of attachments and messages they sent in the thread.

The summary table in a text message thread document.

In the summary table in Formatted content view, you can click a person’s name or phone number to display highlights for all content that was sent by an individual. Click in the MSG column to view only messages sent by a specific person or click in the ATC column to view only attachments.

Note: You can display highlights for multiple people or organizations at the same time.

Highlights displayed for a participant in a text message thread.

To add annotations, such as highlights or redactions, to a text message thread document, you can create an image file of the document, and then annotate the image file.

Exports: Allow duplicate export names

When exporting documents from the Manage Documents page, you can now give the same name to multiple export jobs. In previous releases, the export name had to be unique. To enable this feature, in the Add export dialog box, select the Allow duplicate export name check box.

Add export window showing the Allow duplicate export name check box.

Exports: Improve efficiency using batching

All export jobs are now split into multiple batches. This update improves efficiency and speed because it allows batches to be spread out among multiple workers.

Note: All files from a single document are processed in a batch together.

The default export batch size is 100. You can adjust the batch size on the Portal Management > Cases and Servers > Case Name > Case Options page, in the Export job batch size box.

Properties page for a case showing the Export job batch size option.

File Repositories: New archive file repository designation

A file repository can now be optionally designated as an archive by Ringtail system administrators. Use an archive repository for storage that is accessed infrequently and that does not require high performance, for example, uploaded data that has been imported or ingested into Ringtail.

To designate a file repository as an archive when adding the file repository from the Portal Management > Cases and Servers > File Repositories page, click Add on the toolbar. In the Add file repository dialog box, select the Archive check box, and then click Save.

When you select Archive, the check boxes for Images and Indexes under Default repository for are disabled. A file repository that is designated as an archive cannot be set as a default repository for images or indexes.

Use the Archive check box to designate a file repository as an archive.

When a file repository is designated as an archive, a dot appears in the new Archive column on the File Repositories page.

Archive column in the File Repositories table.

The portal File Repositories Properties page also has a new Archive check box. If you have already designated a file repository as an archive, the check box is selected but disabled. You cannot change the designation on this page.

If no default repository is selected, you can designate the file repository as an archive by selecting the Archive check box. As mentioned previously, a file repository that is designated as an archive cannot be set as a default repository for images or indexes.

Properties page for an archive file repository.

File Repositories: Use archive file repositories with cases

When you designate a file repository as an archive, you can then select the file repository in the Archive list when you add, clone, or connect to a case. For example, the Cases > Add case > File Repositories page has a new Archive list to select an archive file repository for the case, as shown in the following figure.

Designating a file repository as an archive when adding a case.

An archive file repository is not available on the Images, Index, or File transfer lists when you add, clone, or connect to a case.

On the Portal Management > Cases and Servers > Cases page, a new column named Archive displays the name of the archive file repository if one is selected for the case.

Archive column on the Cases page.

On the Properties page for a case, you can also select the archive file repository from the Archive list. Like the other case features that use archive file repositories, selecting an archive file repository is optional. You cannot select an archive file repository as the Image, Index file, or File transfer file repository on the Properties page for a case.

Select an archive file repository for a case.

File Repositories: Archive files to the new archive file

Case administrators can select the folders and files from the Manage Documents > File Repositories page and archive the files to a designated archive file repository. Using this option can decrease the cost for file storage for files that do not need to be readily accessed.

To archive files, an archive repository must be assigned to the case on the Properties page for a case, as described previously. The Archive button on the File Repositories page is not available if no archive file repository is designated for the case.

To archive folders and files, select the appropriate Repository and Folder on the File Repositories page, select the folders and files to archive, and then click Archive. The Archive dialog box displays the number of selected items, and, under the Destination file label, the name of the .zip file that Ringtail creates on the Archive file repository. The .zip file name contains the current date and time. You can add an optional comment to describe the contents of the archive.

Archiving files to an archive file repository.

When you click OK, the processing session opens and takes place in a separate browser window. The number of items, the status, a progress bar, and an estimate of the completion time also appear while the archive is in progress. The estimate refreshes as the upload progresses.

Ringtail processing session in a separate browser window.

All selected folders, subfolders, and files are zipped and moved to the archive repository designated for the case. The .zip file maintains the folder structure so that folders and files can be restored to their original locations if necessary.

To view the archive files in the Archive file repository, on the File Repositories page, select Archive from the Repository list. The columns on this page differ slightly from the columns on the main page for the other file repositories, and include the following columns and information:

  • The Name of the archive
  • The Type of archive
  • The total Size of all the files in the archive
  • The count of all Files and Folders in the archive
  • The date the items were Archived
  • The user whom the items were Archived by
  • The original location that the items were Archived from
  • The Comment entered for the archive, if any
Columns in the Archive table.

File Repositories: Restore archive file repositories

After items are archived, you can use the Restore feature to restore folders and files to their original locations from the archive file repository.

To restore archives, select one or more items from the archive file repository page, and then click Restore. The Restore files dialog box displays the number of files in all folders that will be restored to their original locations, and the Destination file path for each restoration. Select Replace, Rename, or Skip to specify what Ringtail should do if another file in that destination has the same file name.

Use the Restore files dialog box to restore files from an archive file repository.

When you click Save, the processing session takes place in a separate browser window. The number of items, the status, a progress bar, and an estimate of the completion time also appear while the archive is in progress. The estimate refreshes as the upload progresses.

File Repositories: Delete archive file repositories

To delete archive file repositories, select one or more items from the archive file repository page, and then click Delete. In the Delete dialog box, you are advised that all items are permanently deleted. Click View files count to see the total number of files in all folders that will be deleted.

Note: Original document records related to the archived files are not deleted.

Click OK to delete the archive.

Delete dialog box for an archive file repository.

File Repositories: Download and upload enhancements

On the Manage Documents > File Repositories page, the following enhancements are available for uploads to and downloads from file repositories.

  • For uploads from the File Repositories page, and also from the Imports and Ingestions pages, the .7z file type is now supported.
  • The Download dialog box has a new check box named Compress files for download. If the Use Aspera for faster data transfer check box is cleared, the Compress files for download check box is selected by default. Downloads begin sooner when compression is disabled.
  • Download dialog box with new Compress files for download check box.
  • The Upload dialog box contains a new check box named Extract files after upload. Select this option to extract the contents of the archive to the destination folder. If this option is not selected, Ringtail does not require you to select an archive file type when uploading a file.
  • Upload dialog box with Extract files after upload check box.

File Repositories page: Other changes

On the Manage Documents > File Repositories page, in the Size column, counts for the number of files and folders are included along with the total size.

Expanded Size column in the File Repositories table.

Imaging: Automatically retry imaging files with network errors

When a file cannot be imaged and generates the “Unexpected network error” status message, Ringtail automatically attempts to image the file again one time.

Imports: Improved field mapping in import setup

The Field Map page in the Imports window has been updated. In addition to standard one-to-one field mapping, you can now map one import field to multiple Ringtail fields, or many import fields to one field in Ringtail.

The Field Map page in the Import window.

Ringtail automatically attempts to map import fields to Ringtail fields. To change the mapping of an import field, on the Field Map page, click in the Action column for an import field, and then select one of the following options:

  • New: Creates a new field in the case database on import.
  • Ignore: Excludes the field from the import.
  • Import to: Ringtail automatically shows you which case fields are valid for that import field based on field type and one-to-one or one-to-many relationships. For example, you can only map text fields to text fields, or Boolean fields to Boolean fields. One-to-many import fields can only map to one-to-many case fields.

Note: The Match and Previous options are no longer available in the Action column. If Ringtail suggests a field mapping based on previous mapping or a matching field name, the Import to action is selected. An icon indicates how Ringtail maps the fields. Mapping may be suggested because of a match or previous mapping.

The label of the Value column has been changed to Delimiter.

Imports: Mapping one-to-many fields

You can now map a single import field to more than one case field. For example, you may want to use the value in the Main Date import field to populate the Document Date and [Meta] Date Sent fields in Ringtail. In the Main Date row, in the Case field column, you select Document Date (if it has not already been selected by Ringtail). Then, at the end of the Main Date row, click the Duplicate button.

Mapping a one-to-many field on the Field Map page in the Import window.

Another row appears for Main Date. In the Case field column of that row, select [Meta] Date Sent.

Selecting a case field on the Field Map page in the Import window.

Imports: Mapping many-to-one fields

You can now map more than one import field to a single case field. For example, you may want to use the values in the Date Modified and Date Sent import fields to populate the Document Date field in Ringtail. On the Field Map page, for both the Date Modified and Date Sent import fields, you select Document Date in the Case field column.

Mapping many-to-one fields on the Field Map page in the Import window.

Then, click Next. The Field Trumping Order page appears. On this page, you can determine the order in which the import fields will populate the Ringtail case field. Case fields affected by many-to-one mapping for the import job appear in the Case field pane on the left, if the case field is a one-to-one field.

Note: If the case field is a one-to-many field, values from all mapped import fields will be added to the case field.

Click the name of a case field to view and reorder the import fields mapped to it in the pane on the right.

The Field Trumping Order page.

The order in which the import fields are used to populate the case field appears in the Rank column. To change that order, you can click on the handle of an import field row and drag it up or down.

Changing the order in which the import fields are used to populate the case field.

Imports: Page counts calculated for files without page counts prior to import

During the import process, Ringtail now calculates the page count for any files that did not have a page count before they were imported. In previous versions, this calculation was only performed when files were indexed after import.

Imports: Add field name to errors with parties table

If you encounter an error related to parties data when importing documents, Ringtail now displays the parties data field that generated the error on the Imports >Properties > Error page.

Ingestions: Retry Job button unavailable when job encounters a validation error

The Retry Job button is now unavailable for an ingestions job if that job fails due to a validation error encountered during the cleanup step of the Import Files and Metadata process. Data for these jobs should be submitted as new jobs.

Ingestions: Unsuppress documents in an ingestions job

You can now unsuppress all suppressed documents from an ingestions job using the Unsuppress documents button on the Properties page for the job. This button is available only when the ingestions job is complete. If no documents were suppressed in an ingestions job, the button is unavailable.

The Unsuppress documents button.

When you click the Unsuppress documents button, a message appears with the number of documents that will be unsuppressed in the job.

The Unsuppress documents window displaying the number of documents that will be unsuppressed in the job.

Note: If the Retain suppressed files option was not selected for the job, the files for these documents are not available in Ringtail.

Ingestions: Automatically initiate a separate cleanup job

An ingestions job now automatically initiates a separate job to clean up temporary data from the ingestion. This process allows the ingestions job to finish more quickly. Additionally, the cleanup job checks for temporary ingestions data in prior jobs that are older than 90 days. After temporary data is cleaned up for a job, the Retry Job button is no longer available on the Properties page for an ingestion.

Ingestions: Configure settings for text message thread documents

You can configure settings for breaking text message threads into documents on the Chat Data page in the Default settings window for an ingestion.

The Chat Data page in the Default Settings window for ingestions.

Text message threads are broken into separate documents based on the following settings:

  • Minimum messages per thread: Threads containing fewer messages than the number specified in the Minimum messages per thread box are not broken into separate documents.
  • Maximum messages per thread: Threads containing more messages than the number specified in the Maximum messages per thread box are broken into separate documents. The thread breaks at the largest idle period between messages that is closest to the maximum message limit. The thread breaks on exactly the maximum message limit if there is not a 15-minute idle period.
  • Idle time (hours): Threads in which the difference in sent times between two messages is equal to or greater than the number specified in the Idle time (hours) box are broken into separate documents.

Productions: Custom quality control rules

Productions administrators can now add custom quality control (QC) rules using previously created saved searches. This new functionality is available on the Quality Control page for a production.

To add a QC rule from a saved search, on the Quality Control page, click the Add QC rule from saved search button that appears at the top of list. In the Open search dialog box, select a saved search, and then click OK.

Open search dialog box showing an arrow pointing to a saved search.

You can add more than one saved search QC rule. Saved search QC rules are applied only to those documents that are coded to the production, and not to all documents in the case. When the quality control step is complete, the number of documents that resulted from searching documents coded to the production appears in the Result column on the Quality Control page. To access the documents, in the Result column, click the text of the completion message.

Quality Control page showing an arrow pointing to a result for a saved search in the Result column.

You can run each saved search QC rule individually, or along with any other available QC rules.

Productions: Cloning custom quality control rules

When cloning a production, you have the option to clone the custom QC rules in that production. To access this option, in the Clone production dialog box, select the Custom QC rules check box. This check box is selected by default.

Clone production dialog box showing an arrow pointing to the Custom QC rules check box.

Productions: Optimize production unlock process

To reduce the time required for the production Unlock process, we have updated the rendition deletion step of the process.

Case Properties: New Non-billable check box for cases

A new Non-billable check box, available only to system administrators, now appears on the Properties page for cases. Use the check box to 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. The check box is cleared by default.

Portal administrators can view but not edit the Non-billable check box.

Use the non-billable check box to change the billable status of a case.

UI Extensions: Install UI extensions using a manifest file

When you install a UI extension in Ringtail, you can define the settings for the extension by uploading a JSON manifest file.

Optionally, you can include definitions for custom fields and case statistics that are available to the extension. For example, you can use custom statistics to track client billing data.

Add UI extension dialog box showing an example manifest file.

For information about how to structure a manifest file, contact info@ringtail.com.

Extract text: Portal-level setting for excluded file extensions is removed

In this release, files types excluded from text extraction are determined using only the Excluded file extensions for text extraction case option.

The case option for excluded file extensions for text extraction.

Excluded files are no longer determined by the Excluded extensions for text extraction portal setting, and the setting has been removed from the Portal Options page.

Ringtail Connect API: Request production information about documents

You can request data about the productions for a document, or a set of documents, using the cases {documents {documentProductions}} field.

query {
  cases(name: "Clean_Enron") {
    documents(mainIds: [100, 101, 102]) {
      productionDetails(scroll:{start: 0, limit: 20}) {
        production {
          name
          status
          docCount
          pageCount
          beginBates
          endBates
        }
        producedDocumentLabel
        minimumProducedPageLabel
        maximumProducedPageLabel
        printStatus
      }
    }
  }
}

Ringtail Connect API: Delete an annotation from a page in a document

You can delete an annotation from a page in a document using the deleteAnnotation mutation.

mutation {
  deleteAnnotation(caseId: 4028, input: {
    annotationId: 57225,
    mainId: 106,
    pageId: 92831
  }) {
    successCount
    errorCount
    erroredItems {
      annotationId
      error
    }
    totalCount
  }
}

Ringtail Connect API: Updates to the addAnnotation mutation

The addAnnotation mutation is updated. To add an annotation to a page in a document, run a mutation like the following example.

mutation {
  addAnnotation(caseId: 6077, input: {
    mainId: 22,
    pageId: 68987,
    pageNumber: 1,
    annotationTypeId: "10068-31",
    x1: 120,
    x2: 499,
    y1: 960,
    y2: 1322,
    color: BLACK,
    referenceId: "abc"
  }) {
    totalCount
    successCount
    successItems {
      referenceId
      annotationId
    }
    errorCount
    erroredItems {
      referenceId
      error
    }
  }
}

The changes are:

  • caseId is now a separate parameter from the other input parameters. This means that you can annotate documents in only one case per request.
  • The annotationInputTypes input parameter is now named input.
  • The annotationListId and ringtailTypeId parameters are now combined into a single parameter named annotationTypeId.
  • A new referenceId parameter allows you to provide a custom string to differentiate multiple inputs that you submit with a single request. You can use the referenceId to determine which specific inputs succeeded or failed.
  • The results payload field is no longer available. New payload fields for successCount, successItems, errorCount, and erroredItems are now available.

Ringtail Connect API: Edit the value for custom case statistics

You can edit the value for a custom case statistic using the updateCaseStatistics mutation. Custom case statistics are an optional component of the settings for a UI extension.

mutation {
  updateCaseStatistics(input: {
    caseId: 1,
    id: 10005,
    value: 7,
    date: "2018/08/07"
  }) {
    caseId
    id
    value
  }
}

Note the following:

  • The id is the ID of the custom case statistic to update. The IDs for custom case statistics start at 10001.
  • The value is the amount that you want to add to the current value of the custom case statistic. For example, if the current value is 10 and you specify a value of 7 in the mutation, Ringtail updates the value to 17.
  • The date field is optional. If you do not specify a value, the value defaults to the current date and time, in UTC.

You can request data about the custom statistics in a case by querying the cases {statistics {customStatistics}} field. To return the most up-to-date values in a case, before you perform the query, you must run a case metrics job or an indexing and enrichment job with the “gather case metrics” option selected.

query {
  cases(id: 1) {
    statistics {
      customStatistics {
        name
        id
        value
        extension {
          id
        }
      }
    }
  }
}

Ringtail Connect API: Request the billable status of cases

You can request data about whether a case is billable using the cases {billingStatus} field. You can also filter to cases with a specific billing status using the cases(billingStatus: ENUM) { } argument.

query {
  cases(billingStatus: Billable){
    name
    billingStatus
  }
}

UI Extensions: Download a file associated with a document

UI extensions can now download a file associated with a document using the /download endpoint in the Ringtail Connect API.

Note the following:

  • A user can download a file though a UI extension even if the security for the Document - Download option on the Case Home > Security > Features page is set to Deny for the user’s group.
  • A user cannot download a file associated with a document if the user does not have access to the document, or if the document contains branded redactions.
  • This endpoint allows users to download files only through a UI extension. Users cannot download files by calling the endpoint directly.

HTTP method: POST

Resource URL: http://yourdomain/Ringtail-Svc-Portal/api/download

HTTP Headers:

Header Required? Notes
Authorization: bearer APIToken Required For APIToken, provide the user's UI extension session token.

Parameters:

  • caseId: (required) Case ID. Identifies the case in the portal.
  • (required) To uniquely identify the file to download, specify one of the following sets of parameters:
    • To download a file based on the file ID:
      • fileId: File ID. Identifies the file in the case.
    • To download a content file based on the content file type ranking:
      • mainId: Document Main ID. Identifies the document in the case.
      • contentFileRank: Rank of the content file displayed in the View pane. The highest ranked content file has a contentFileRank of 1.
    • To download a page file based on the page file number:
      • mainId: Document Main ID. Identifies the document in the case.
      • pageFileNumber: Sequential order of the file among the document's page files.

For example:

  • To download a file based on the file ID:
    http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=6078&fileId=29384
  • To download a content file based on the content file type ranking:
    http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=3024&mainId=39456&contentFileRank=1
  • To download a page file based on the page file number:
    http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=201&mainId=99810&pageFileNumber=2

SaaS / Hosted Monthly Release Notes - July 2018 (9.5.009 - 9.6.000)

Login page recommendation

As a best practice, and to ensure a seamless login experience, we recommend that you replace any bookmarks you may have created with the original URL that you received from your administrator. Alternatively, after you log in to Ringtail, you can bookmark the URL for the portal home page, but avoid bookmarking the URL for the login page.

Access assignments in the Browse pane

You can now access your assignments in the Browse pane. The features in the Assignments section in the Browse pane work similarly to the features on the My Assignments page on the Case Home page.

Assignments section in the Browse pane, showing two assignments and the Options menu with the following options: Resume, Suspend, Revoke, Clear completed.

Note: If you do not see the Assignments section in the Browse pane, click Options on the menu in the Browse pane to open the Browse settings dialog box, and then add the Assignments section to the Browse pane.

You can perform the following tasks in the Assignments section in the Browse pane:

  • To filter your assignments by status (Active, Suspended, Cleared), click the filter button in the first column.
  • To get your next assignments, click the Get next assignments button on the toolbar.
  • To get your remaining assignments, click the Get link in the Remaining column.
  • To access the documents in your assignment, in the Name column, click the link for an assignment. To view details about an assignment, hover over an assignment name.
  • To resume, suspend, revoke, or clear completed assignments, click the Options menu next to an assignment, and then select an option.
  • To manage your assignments on the My Assignments page, click the Manage button on the toolbar in the Assignments section in the Browse pane.
  • To maximize the Assignments section in the Browse pane and hide all other sections, click the Maximize button on the toolbar.

Thumbnail images in document List view

If thumbnail image generation is enabled for your case, you can view thumbnail images of documents, if they are available, in the List pane. To view thumbnails, add a column in the List pane for Thumbnail.

The process of selecting the Thumbnail option in order to view a column with thumbnail images.

If the thumbnail image is not available, No Thumbnail Available appears in the column. You will not be able to view thumbnails for documents if branded redactions appear on the image.

A thumbnail image in the List pane.

Introducing the Compare pane

You can view the differences between the text of two documents using the Compare pane.

To compare documents, add a Compare pane to your workspace.

Tip: To locate documents that are good candidates for comparison, add a Related pane to your workspace. In the Related pane, in the Similar section, you can see a list of documents that share the same concepts.

In the Compare pane, the active document always appears in the right pane.

The Compare pane with the the active document in the right pane.

To compare documents, you anchor one of the documents that you want to compare. Then, you navigate through the other documents that you want to compare with the anchored document.

To anchor a document, select the document, and then click the Set active document as anchor button on the Compare pane toolbar. The document is anchored in the left pane.

The Set active document as anchor button.

Then, select a similar document in the Related pane or the List pane. In the Compare pane, the anchored document in the left pane remains unchanged. The document that you selected, which is now the active document, appears in the right pane. The differences between the two documents are marked in red.

Differences between two documents in the Compare pane marked with red underlines and strikethroughs.

To navigate between sections in the two documents, click the navigation buttons on the Compare pane toolbar.

The Compare pane is available for documents without branded redactions. The maximum file size is 3 MB.

Note: Your administrator must enable the Compare feature on the Security > Features page.

List pane: Edit core document fields directly in the List pane

You can now edit the values for the following fields directly in the List pane:

  • Document Date
  • Document Description
  • Document Title
  • Document Type
  • Estimated Date

Double-click a field to edit its value.

Note: Your administrator must grant Write permissions for these fields on the Security > Objects > Document Fields page.

View pane: Updated interface for the Convert annotations tool

In the View pane, in the Image viewer toolbar, the Convert annotations tool now opens as a dialog box.

Convert page annotations dialog box.

Documents page: Switch workspace configurations in a standalone workspace

On the Documents page, when you open a document in a standalone workspace, you can now use the workspace buttons on the toolbar to select which workspace to display.

Workspace buttons in the standalone workspace window.

Introducing the Extract text feature

You can now extract text from native files using the Extract text option on the Tools menu.

The Extract text option in the Tools menu.

Note: Text extraction is available only for search results of base documents.

To access text extraction, select at least one document in the search results in the List pane, and then select Tools > Extract text. The Extract text dialog box indicates the number of documents selected for text extraction. It also indicates the number of documents that are not eligible for text extraction.

The Extract text dialog box.

To view a list of the ineligible documents, click the blue link. Documents are not eligible for text extraction if they meet the following criteria:

  • They have no content files.

    Tip: To identify content or native file types associated with documents, search for the documents using the Native file extension field or display the Native file extension column in the search results.

  • The only content files associated with these documents are excluded by the Excluded file extensions for text extraction case option. The default file extensions excluded by this option are .tif, .tiff, .jpg, .jpeg, .bmp, .png, .gif, .psd, .psp, and .dwg. Administrators can change these default values.

    The case option for excluded file extensions for text extraction.

    Note: Ringtail also skips text extraction for documents that have a status of Submitted or In progress. A message appears that contains the number of those documents. Click the link in the message view a list of the documents.

You also have the option to specify a field for Ringtail to use to identify which files to extract text from. Select a field in the Field to identify file for text extension list. The default field is the value in the Production default native field case setting. If no field is selected, or a field is selected but does not contain a value, Ringtail extracts text from the highest ranked content file.

To avoid extracting text from documents that already have content files, select either or both of the options under Skip text extraction for documents if, as follows:

  • Text has already been extracted from the document successfully: Select this check box to avoid extracting text from documents that have already had text extracted successfully, regardless of which file extension was used to extract text from it previously. Click the blue number to view a list of affected documents. To re-run text extraction, clear the check box.
  • A separate .txt file already exists for the document: If this check box remains selected, the document is not submitted for text extraction if a .txt file is already associated with the document. Click the blue number to view a list of affected documents. To run text extraction even if a .txt file exists, clear the check box.

Predictive coding: Updated text extraction process for predictive coding populations

In predictive coding, the process that Ringtail performs to extract text from the documents in a population is updated. The new text extraction process for predictive coding is similar to the text extraction process for productions.

If a population has a scheduled training job, when the next training job runs, Ringtail extracts text from the documents in the population using the updated process. Ringtail extracts text even if text was previously extracted using the old text extraction process. Because of this, the training job may take a while to complete.

Note: If you intend to produce documents that you extracted text from using predictive coding, you may have to perform text extraction on those documents again if the original extraction was done using an older version of Ringtail.

File Repositories: Upload and download files

You can now upload and download files using the File Repositories Upload and Download buttons.

For uploads, data must be in an archive file in a .zip, .rar, .tar, or tar.gz format. You can upload multipart archive files if they are in a .zip or .rar format.

To upload files, navigate to the destination folder on the File Repositories page, and then click Upload. In the Upload dialog box, under File source, click Browse to select the archive file.

The process of uploading files to a file repository.

If a password is needed to unzip the contents of the file, select the The file is password protected check box. In the Password box, type the password. When the upload is finished, the password is used to extract the archive.

Select Replace, Rename, or Skip to specify what Ringtail should do to a file if another file in that folder has the same file name. During extraction, if you selected Rename and the name of a file or folder already exists in the destination, Ringtail adds a numerical suffix to the name and does not overwrite any existing data.

Note: If Aspera fast file transfer integration is enabled, optionally select Use Aspera for faster data transfer. This option only appears when integration with Aspera is configured and enabled.

After you click OK, the processing session opens and takes place in a separate browser window.

Note: Like the upload feature in other parts of Ringtail, you must keep the processing window open until the upload completes. Otherwise, you will terminate any uploads and downloads in progress.

If an upload fails before completion, click the new Resume button in the processing window to continue uploading the archive files.

Note: Use the Resume button for all Ringtail uploads, including uploads for ingestions and imports.

To download files and folders from a file repository, use the check boxes to select the files and folders on the File Repositories page and click Download. Ringtail displays a total count of the selected items. When you click OK, the data is downloaded as a .zip file to the Downloads directory of the local hard drive.

Caution: Remember to keep the processing window open.

The process of downloading files from a file repository.

Ingestions: Enable ingestions based on Nuix licensing server portal option

If the Nuix ingestion licensing server portal option has the valid IP address of the ingestion server, then ingestions is enabled for all cases on the portal.

Nuix ingestion licensing server portal option.

Ingestions: Indexing optional if job does not include a search term family

When configuring default settings for an ingestions job, the Run indexing during ingestions jobs option is now available on the Ingestion Details page of the Default settings window.

Note: This option is selected by default for all existing and new cases.

The Default settings window for ingestions, showing the Ingestion Details page with an arrow pointing to the following option: Run indexing during ingestions jobs.

If this option is selected, new documents are indexed during an ingestions job, but the documents are not enriched. If this option is not selected, documents are indexed only if you select a search term family on the Search page in the Defaults settings window.

Productions: Content file options

This section provides information about the updated handling of content files in productions.

Content file options on the Production Rules page

At the top of the Production Rules page of an existing production, the Content Files (.txt) column allows you to include or exclude content files (.txt files) by exception population.

The four options available in the Content files (.txt) column on the Production Rules page.

There are now four available content options:

  • Extracted text, then .txt file: Ringtail uses extracted text if it is available. If not, Ringtail uses the .txt file associated with the base document. If neither exists, Ringtail does not associate any .txt files with the rendition.
  • Extracted text only: Ringtail uses extracted text if it is available. If not, Ringtail does not associate any .txt files with the rendition.
  • Text file from base document only: Ringtail copies the .txt file from the base document to the rendition, if the .txt file exists. If not, Ringtail does not associate any .txt files with the rendition.
  • No text: Ringtail does not associate any .txt files with the rendition.

    Note: To exclude text files associated with base documents that contain redactions, select the Omit text file if document is redacted option in the Content files (.txt) section on the Production Rules page. This option excludes the .txt files from redacted documents regardless of which production and content rule the document is associated with.

Content files for redacted or placeholder documents

Content files do not exist for rendition images with redactions if the Omit text file if document is redacted option is selected on the bottom of the Production Rules page. In addition, content files do not exist for any populations where the No text content rule option is selected. To create content files for these types of documents, you can search for the renditions and then perform OCR (optical character recognition) on the rendition image files. The resulting text files for those documents are copied along with other text files during the export process, as long as you select at least one rule to include content files in the production set.

Quality Control checks for content files

The following three Quality Control checks relate to the new content file options.

Note: All content checks that exist on the production Quality Control page run at the beginning of the production lock process. If any exceptions are identified as a result of these checks, a warning message appears on the production History page. The lock process continues regardless of these warnings.

  • Missing content files (extracted text, then .txt): Enabled when the option to include text files is selected and the Content file (.txt) = Extracted text, and then .txt file rule is selected.

    Ringtail returns a successful message if all documents coded to the production have extracted text saved in the database for populations that Ringtail identified as having extracted text, then .txt.

    Ringtail returns an exception message if:

    • Any documents have a .txt file associated with the base document but they do not have extracted text saved in the database for populations that Ringtail identified as having extracted text, then .txt.
    • Any documents that do not have extracted text saved in the database and also do not have a .txt file associated with the base document for populations that Ringtail identified as having extracted text, then .txt.

    Note: This check validates the existence of extracted text or a .txt file for all documents in this content rule. It does not take into account any requirements around redactions or excluding .txt files for documents with redactions.

  • Missing content files (extracted text): Enabled when the option to include text files is selected with at least one rule set to Content file (.txt) = Extracted text only.

    Ringtail returns a successful message if all documents coded to the production have extracted text saved in the database for populations that Ringtail identifies as having extracted text only.

    Ringtail returns an exception message if no extracted text is saved in the database for any documents in populations that Ringtail identified as having extracted text only.

    Note: This check validates the existence of extracted text for all documents in this content rule. It does not take into account any requirements around redactions or excluding .txt files for documents with redactions.

  • Missing content files (.txt from base document): Enabled when the option to include text files is selected with at least one rule set to Content file (.txt) = Text from base document only.

    Ringtail returns a successful message if all documents coded to the production have a .txt file associated with them in the main_contentFile table for populations that Ringtail identified as having text from base documents only.

    Ringtail returns an exception message if no .txt files are associated with documents in the main_contentFile table for populations Ringtail identified as having text from base documents only.

    Note: This check validates the existence of a .txt file for ALL documents in this content rule. It does not take into account any requirements around redactions or excluding .txt files for documents with redactions.

Content files in the production lock and print processes

The production locking process determines if a content file is required for a document. Depending on the content rule, the production printing process either copies the .txt file from the base document, or creates a .txt file from the extracted text.

Security: Enable the Compare pane

To allow groups to access the Compare pane, on the Security > Features page, set the Document - Compare viewer option to Allow.

New Extract Text feature

In the Security section in Ringtail, administrators grant user groups access to the text extraction feature.

Before users can perform text extraction, an administrator must enable this feature for groups.

On the Security > Features page, set the Processing - Extract text option to Allow.

The Extract text option on the Security > Features page.

Text extraction status

If text extraction is successful, extracted text is stored in the database. It cannot be viewed in the Ringtail interface.

During text extraction, Ringtail populates two one-to-one pick fields: Text Extraction Status and Text Extraction File Extension.

  • Neither field is populated for ineligible documents.
  • If documents are skipped because the option to skip documents with .txt files is selected under Skip text extraction for documents if, the Text Extraction Status field is updated to Skipped, unless it already contains a value. No updates are made to the Text Extraction File Extension field.
  • If documents already have populated fields but are resubmitted, Ringtail removes the existing values and repopulates the fields based on the new job results.
  • The following status values can appear in the Text Extraction Status field:
    • Submitted: Appears for all documents when they are submitted for text extraction using the Extract text option on the Tools menu.
    • In Progress: Appears for documents once they have been divided into batches and the text extraction job is in progress.
    • Error File Not Found: Appears if text extraction fails because the selected document cannot be found. This occurs when the database indicates that a file exists, but it is missing from the file share.
    • Error File Corrupt: Appears when Ringtail encounters an error while performing text extraction on a document because the file is corrupt.
    • Error File Empty: Appears when Ringtail encounters an error while performing text extraction on a document because the file is empty.
    • Error File Encrypted: Appears when Ringtail encounters an error while performing text extraction on a document because the file is encrypted.
    • Error Generic: Appears when Ringtail encounters a generic error not accounted for in a separate status value.
    • Error No Content: Appears when dtSearch can extract text from the file, but the text extracted is all white space. This type of error occurs when Ringtail encounters non-searchable PDFs. Text extraction may technically be successful according to dtSearch, but the only text values extracted are the page breaks in the file.
    • Not Supported: Appears when documents that have a legitimate file for text extraction are submitted for text extraction, but the file selected for text extraction appears on the list of unsupported file extensions in the Excluded extensions for text extraction case setting.
    • Error Multimedia File: Appears when Ringtail encounters one of the following multimedia file types: au, snd, wav, mp3, aif, aiff, aifc, wma, oga, mpeg, mpg, mpe, avi, asx, amn, movie, mp4, webm, ogv, m4v, mov, ogg, divx, mkv.
    • Success: Appears when text extraction is successful and returns non-whitespace text values.
    • Skipped: Appears when Ringtail skips documents before submission to the extract job because the documents already have a .txt file.
  • The Text Extraction File Extension field contains the file extension that Ringtail identified for text extraction. This extension is assigned regardless of whether Ringtail is successful at extracting the text. For example, you could have the following field value combinations:
    • Text Extraction Status: Success; Text Extraction File Extension: docx
    • Text Extraction Status: Error File Encrypted; Text Extraction File Extension: xlsx
    • Text Extraction Status: Error No Content; Text Extraction File Extension: pdf
    • Text Extraction Status: Skipped; Text Extraction File Extension: [no value]

Identity provider feature updates

This section provides information about updates to the identity provider feature.

Identity provider settings

Ringtail system administrators can now add, edit, and delete identity provider (IDP) configurations, and assign the configurations to organizations on the Identity Provider Settings page.

Note: Ringtail supports specific identity provider and two-factor provider options. Additional providers may be added in the future.

When you upgrade to 9.6.000, Ringtail checks the portal web configuration and can determine if Ringtail authentication or Windows Active Directory authentication are in use. Ringtail creates the corresponding IDP, if it doesn’t already exist, and assigns it as the portal default IDP. The default is indicated on the Identity Provider Settings page by the presence of a dot in the Default column. Ringtail then assigns existing users in the portal to the default identity provider.

Note: The login methods for existing Ringtail users do not change.

On the Identity Provider Settings page, system administrators can add a new IDP configuration by clicking Add.

Create Identity Provider dialog box.

In the Create Identity Provider dialog box:

  • Type a new Configuration name, and then select the Provider name and an optional Two-factor provider name.
  • Use the optional Configuration field to store configuration information that may be required by the identity provider, such as license keys. The value in this field should be in JSON format.
  • If you select Set as default identity provider, Ringtail replaces the current default with this new configuration. Only one IDP configuration can be the default for a portal.
  • Click Save to add the IDP configuration.

To edit the default or other IDP configurations, on the Identity Provider Settings page, click the Configuration name to access the Properties page.

On the Organizations page, to enable an organization to access this IDP configuration, select Allow. Select Deny to disable access to this IDP configuration for an organization.

An example of how to assign an organization to an IDP.

To delete an IDP configuration from the Identity Provider Settings page, select one or more IDP configurations and click Delete.

Deleting an IDP.

Identity providers in User administration

When portal administrators add or import users using Ringtail User Administration, they can choose from the identity provider options configured and made available to them by the system administrator.

Identity provider options in the Add user window

To access the updated Add user window, go to Portal Home > User Administration > Users, and then click Add. The Add user dialog box is now a window with two pages.

Add user window with new Identity provider selection list.

On the Account page:

  • Available IDP configurations appear in the mandatory Identity provider list.
  • If organization security is enabled, the available values depend on what you select in the Organization list. The list contains only IDPs that are assigned to the organization.
  • If organization security is enabled but no organization is selected, or no IDPs are assigned to the organization, the list contains the portal default IDP.
  • If there is no IDP assigned to the selected organization and there is no portal default IDP, the list is empty.
  • If an IDP other than Ringtail or Active Directory is selected, the Password field is disabled.
  • If an IDP with two-factor authentication (2FA) is selected, there must be a value in the Email field.

Depending on the selections on the Account page, the following options may appear on the Settings page:

  • The License this user check box always appears and is selected by default.
  • The Manage restricted user assignment check box appears if Category was set to Portal Administrator on the Account page, and is not selected by default.
  • The Add user to Active Directory check box appears only when Identity provider is set to Active Directory on the Account page, and is selected by default.
  • The User must change password at next login check box only appears if Identity provider is set to Ringtail or Active Directory on the Account page, and is selected by default.

Identity provider column on the Users page

The User Administration > Users page has a new Identity Provider column.

User Administration page with new Identity Provider column.

Identity provider options in the Import users window

To access the Import users window, go to Portal Home > User Administration > Users, and then click Import. Configured IDPs are available in the Identity provider list on the Import Source page in the Import users window. You can select an IDP as described previously for the Add user > Account page.

Import users window showing the new Identity provider list.

Processing: RPF worker case limits

The worker case limit is the maximum number of RPF workers that will run for a single case for the worker type. This limit mitigates the impact of large job submissions from a single case on jobs from other cases. Changing the worker case limit can help with job priority, performance, and resource management.

Administrators can set the worker limit for workers in an organization on the new Portal Management > Processing > Workers page. The total number of available workers appears in parentheses next to the Workers link in the navigation pane. The Name of the workers and the Default current limit for each worker appears on the page.

The Processing > Workers page.

To change the case worker limit for one or more workers, select the check box next to a worker name and click Edit. In the Edit case worker dialog box, type a value in the Case worker limit box and click Save.

The Edit case worker dialog box.

When you click the name of a worker on the Workers page, the Organizations page opens. On this page, you can set the limit for the maximum number of workers that can run across an organization for that worker type. If you set a case limit on the Workers page, the case limit still applies to cases in the organization. If the organization worker limit is 0, then there is no limit for that organization for the selected worker.

The Organizations page for Processing > Workers.

To change the organization worker limit for one or more organizations, select the check box next to an organization name and click Edit. In the Edit organization limits dialog box, type a value in the Organization worker limit box and click Save.

The Edit organizations limits page for Processing > Workers.

You can also change the additional number of workers that Ringtail can add for a burst. A burst increases the processing workers available for a designated time.

To change the burst limit for one or more organizations, on the Organizations page, select the check box next to an organization name and click Add burst. In the Burst workers dialog box, type the number of Burst workers to add, the name of the Requestor for tracking purposes, and the start and end dates that the worker can be added to the limit for the burst.

If there are multiple bursts for the same organization during the same time period, Ringtail uses the highest designated burst value.

The Burst workers dialog box.

After you click Save, the number of burst workers becomes a link on the worker’s Organizations page. Click the link to open the Bursts page, which displays a summary of the burst details.

The Bursts page with information about scheduled bursts.

Updates to the Add scheduled job window

On the Portal Management > Processing > Scheduled jobs > Add scheduled job > Job Type page, you no longer see the All search term families check box. Search term family jobs should either run automatically upon index update completion, or manually as initiated by a user.

In the Job type list, when you select Search term family, the following text appears: “Run all search term families in the case. To run only some search term families, set them to run automatically after indexing and schedule an indexing and enrichment job.”

The text on the Schedule page also displays additional text, as shown in the following figure.

Changes to the Add scheduled job window.

New case option to generate thumbnail images

A case option has been added that allows you to determine if Ringtail generates thumbnail images for documents in the List pane. To access the case options for each case for which you want to generate thumbnails, go to Portal Home > Cases and Servers > Cases, and then select a case. On the Case Options page, type True in the Thumbnail images in list view box, and then click Save.

Thumbnail images are generated during the indexing and enrichment job for the case. After enabling this option, the next indexing and enrichment job may run longer than normal as thumbnails are generated for all existing documents.

Thumbnail images in list view case option.

Ringtail Connect API: Modify data using mutations

You can now modify data in a portal using the Ringtail Connect API. An operation that modifies data is called a mutation.

To perform a mutation, you must specify the following information:

  • Mutation name: The type of modification you want to perform.
  • Input fields: The data that you want to send to the server. You pass the input fields as an argument to the mutation name. In the reference documentation, an exclamation mark (!) indicates that a field is required in an argument.
  • Payload fields: The data that you want to return from the server. You pass the payload fields in the body of the mutation name.

Mutations have the following structure:

mutation {
  mutationName(inputArgumentKey: {MutationNameInputFields!}) {
  MutationNamePayloadFields
}

If a mutation returns an object type as part of the payload, you can ask for nested fields of that object. This can be useful if you want to determine information about an object after you update the object.

Sometimes, mutations require you to pass information that you cannot figure out without running a query. For example, to add an annotation to a document, you must provide the page ID as an argument in the mutation. You can run a query first to determine the required information, and then perform a mutation using the data that was returned in the query.

Ringtail Connect API: Add an annotation to a page in a document

You can add an annotation to a page in a document using the addAnnotation mutation.

mutation {
  addAnnotation(annotationInputTypes: {
    caseId: 1,
    mainId: 101,
    pageId: 1859664,
    pageNumber: 1,
    ringtailTypeId: 30,
    annotationListId: 2,
    x1: 120,
    x2: 499,
    y1: 960,
    y2: 1322
    color: BLACK
  }) {
    totalCount
    results {
      mainId
      returnCode
      errorMessage
    }
  }
}

Where:

  • The ringtailTypeId is 30 for highlights or 31 for redactions.
  • The annotationListId is the ID of the annotation type in the case, which can be obtained by querying {cases{annotationTypes{id name}}} and using the portion of the id field result before the hyphen. For example, if {cases{annotationTypes{id name}}} returns { "id ": "10463-30 ", "name ": "Attorney-Client "} for the highlight you want to add, specify 10463 as the annotationListId in the mutation.

    Note: This value may not be valid for annotation types created in earlier versions of Ringtail.

  • The x1, x2, y1, and y2 fields indicate the position of the annotation in pixels, as follows:
    • The top left corner of the page is at the coordinates (0, 0).
    • Use the coordinates (x1, y1) to indicate the top left corner of the annotation.
    • Use the coordinates (x2, y2) to indicate the bottom right corner of the annotation.
    • Provide all coordinates in positive integers.

Ringtail Connect API: Code documents with a value for a pick list

You can code documents with a value for a pick list using the codeField mutation.

mutation {
  codeField (input: {
    action: Insert,
    caseId: 34,
    fieldId: "10016-19",
    mainIds: 1827516,
    value: "519"
  }) {
    caseId
    codedValue
    fieldId
    insertedCount
    updatedCount
    deletedCount
    notChangedCount
    totalCodedCount
    changes {
      mainId
      result
      value
    }
  }
}

Ringtail Connect API: Request data about annotations

You can request data about the annotations in a document, or a set of documents, using the cases {documents {pages {annotations}}} field.

query {
  cases {
    documents(mainIds: [101, 102, 103]) {
      pages {
        annotations {
          annotationType {
            id
            type
            color
            label
            name
          }
          color
          id
          pageNumber
          x1
          x2
          y1
          y2
        }
      }
    }
  }
}

You can request data about the annotations that are available in a case using the cases {annotationTypes} field.

query {
  cases {
    annotationTypes {
      id
      type
      color
      label
      name
    }
  }
}

Ringtail Connect API: Request data about ingested file size

You can request data about ingested file size and other ingestion metrics using new fields in the cases {documentLoads} field.

query {
  cases {
    documentLoads {
      unprocessedFiles
      processedFiles
      sourceFileCount
      sourceFileSize
      expandedItemCount
      expandedItemSize
      exceptionItemCount
      exceptionItemSize
      suppressedDateCount
      suppressedDateSize
      suppressedNISTCount
      suppressedNISTSize
      suppressedDupCount
      suppressedDupSize
      suppressedSTFCount
      suppressedSTFSize
    }
  }
}

SaaS / Hosted Monthly Release Notes - June 2018 (9.5.005 - 9.5.008)

Introducing the manual imaging feature

The Ringtail team is pleased to introduce the manual imaging feature. This feature allows you to prepare and export documents for manual imaging. Your administrator downloads the documents, creates image files of the documents using a third-party tool, and then uploads the image files into Ringtail.

Submit a manual imaging job

To select the documents that you want to submit for manual imaging, select the check box next to at least one document in the search results in the List pane. Then, select Tools > Imaging. In the Imaging window, select the Prepare for manual imaging check box.

Imaging window with the Prepare for manual imaging option selected.

Just like in the automated imaging process, the manual imaging functionality allows you to select options for properties and exclusions. On the Properties page, you can select one of three image types for the imaging output: TIFF, JPEG, or PDF.

On the Exclusions page, the documents that you selected for manual imaging are sorted by the number of documents that will be submitted and the number of documents that will be excluded. Documents may be excluded for a number of reasons, for example, because they are encrypted or because they have already been imaged.

Documents to be excluded are further sorted into two groups: Optional inclusions and Documents that must be excluded. To override the exclusions and submit the specified documents for manual imaging, under Optional inclusions, select the check box next to one or more of the options. For more information about the Optional inclusions and Documents that must be excluded sections, see the Create image files of documents with Imaging topic in the Ringtail 9.4 Online Help.

Imaging window, Exclusions page.

Note: Only administrators can download documents that have been submitted for manual imaging. For more information about downloading and uploading documents for manual imaging, see Manual imaging for administrators.

The following fields are populated during manual imaging processing:

  • Imaging Format: The format of the images that are uploaded after manual imaging. The options are TIFF, JPG, or PDF.
  • Imaging ID: The ID of the download job containing a document that has been submitted for manual imaging but for which the images have not yet been uploaded. If images have been successfully uploaded for the document, this is the ID of the upload job.
  • Imaging Status: The current status of manual imaging for the document. If a document has been submitted for manual imaging and the images have not been uploaded, the status is Processing - Manual. If images have been successfully uploaded for the document, the status is Completed - Manual.
  • Imaging Warnings: Ringtail does not generate warnings for documents that are manually imaged.

View pane: Updates to the Image viewer toolbar

The Image viewer toolbar in the View pane includes a new user interface style. The appearance and display order of some buttons has changed. The page navigation tools also appear at the top of the pane.

Image viewer in the View pane showing the Image viewer toolbar.

The Batch Print button and the Options button are now located on the View menu. You can pin these buttons to the View pane toolbar.

Batch Print button and Options button on the View menu.

You can now pin frequently used redaction types and highlight colors to the Image viewer toolbar. To pin a highlight or redaction to the Image viewer toolbar, click the pin button next to an annotation type.

Pin button next to a redaction type.

To switch from the default toolbar to the toolbar with pinned annotations, click the pin button at the top of the toolbar.

Pinned toolbar button.

The new toolbar appears on the Documents page and the Production Pages page.

View pane: Use search term families to find and redact text

In the View pane, in the Image viewer, you can now use search term families when you search for text to redact.

Click the gear button in the Find to redact box, and then select the Search Term Families option.

Search term family option in the Find to redact box.

Then, select a search term family in the list.

List of search term families in the Find to redact box.

The search term family remains selected as you navigate from document to document.

Note: Your administrator must enable this feature.

Related pane: Explore similar documents by pivoting from document to document

In the Related pane, you can review the documents that are similar to each document in a thread by pivoting from document to document.

Select a document in the Related pane, and then click the Make pivot button on the Related pane toolbar.

Related pane, showing a document family and the Make pivot button.

The Similar section in the Related pane updates to display documents that share the same concepts with the document that you pivoted to.

Related pane, showing similar documents to the document that was made pivot.

A breadcrumb trail on the Related pane toolbar displays the document IDs of the document that you started from and the document that you are currently pivoted to. If you pivot through multiple documents, the number of documents appears in the breadcrumb trail. Click the number to see a full list of document IDs.

Breadcrumb trail on the Related pane toolbar.

To return to a previous document, click the document ID in the breadcrumb trail.

Note: Pivoting between documents in the Related pane is a way to navigate between similar documents. This feature is not related to the concept of pivot documents in the email threading feature.

Documents page: Improvements to standalone workspaces

On the Documents page, you can now open a standalone workspace that contains the View pane and the Conditional Coding pane.

Options menu on the List pane showing the Open as standalone workspace option, with the View Conditional Coding workspace selected.

The standalone workspace remains open when you change the results set in your primary workspace.

Assignments: Unsuspend button now named Resume

On the Case Home > My Assignments page, the Unsuspend button is now named Resume.

Manual imaging for administrators

The manual imaging feature allows you to download documents from Ringtail, create image files of the documents using a third-party tool, and then upload the image files back into Ringtail. Administrators can enable and define settings for manual imaging. Administrators can also submit manual imaging jobs, download documents, create image files of those documents in a third-party tool, and upload the resulting image files.

Enable the manual imaging feature

To allow groups to access the manual imaging feature, on the Security > Features page, set the following options to Allow:

  • Processing - Imaging - Automated
  • Processing - Imaging - Manual
The Security - Features page, showing the Processing - Imaging - Automated and Processing - Imaging - Manual options.

Define the file export destination for manual imaging

To define the location that Ringtail downloads files to be manually imaged, on the Manage Documents > Imaging - Automated page, click Settings. In the Settings window, on the Common page, in the File export destination list at the bottom of the page, select the location of your file transfer repository. Ringtail downloads documents to this location for manual imaging.

The Imaging Settings window, Common page, with Primary selected in the File export destination list.

Download files for manual imaging

When you initiate a manual imaging job, Ringtail exports the files that were submitted. A message appears in a status window when the documents are ready for download.

Status window with a message stating that imaged documents are ready for download.

You can locate the exported .zip file in the file export destination location that is specified in the Settings window.

You can also download the exported .zip file on the Manage Documents > Imaging - Manual page,. Select the check box next to the manual imaging job, and then click Download files. Click OK in the Download dialog box. A message appears in a status window when the .zip file is available.

When all documents in a download job have been successfully imaged and the images are uploaded into Ringtail, the status of the download job is updated to Completed - Manual.

Upload manually imaged documents

After you create image files of documents using a third-party tool, you can upload the manually imaged files back into Ringtail.

Adhere to the following rules to ensure that Ringtail can correctly identify and upload the files:

  • Imaged files must have one of the following file extensions: .pdf, .tif, .tiff, .jpg, or .jpeg.
  • Imaged files must be named with the Doc ID followed by a 5-digit page number. The page numbers of documents that have multiple pages must be sequential and cannot skip numbers.
    Windows Explorer window with the FTI-N-0000000001-00001.pdf file visible.
  • Imaged files must be included in a .zip file prior to upload.

Note: You do not have to upload image files for all of the documents that were exported in a download job in a single upload. Upload jobs can contain images for any number of documents from one or more download jobs.

To upload files, on the Manage Documents > Imaging - Manual page, click Upload. To browse to a .zip file locally and select a specific file location, select File source.

Manual imaging Upload window with the File source option selected.

To browse to a .zip file already in a file transfer repository, select File repository. Then, select the location where the files are stored using the Repository and Folder lists.

Manual imaging Upload window with the File repository option selected.

When you upload a .zip file, Ringtail extracts image files from the .zip file and ensures that there are no gaps or other errors in the file names. Ringtail updates any documents that meet the validation criteria. Any validation failures are reported on the Errors page for the upload job. To view the Errors page, click a link for an upload job on the Manage Documents > Imaging - Manual page.

Ingestions: New folder structures created by default

On the Ingestions page, in the Upload files dialog box, the Create a new folder structure option under Folder structure is now selected by default.

Upload files dialog box with the default Create a new folder structure option selected.

Ingestions: Updated error message when processing fails due to drive space

When processing fails due to disk space issues, the error message now reads, “There was a processing failure due to insufficient disk space on the processing supervisor.”

Exports: Updates to highlight settings when exporting documents from search results

In previous releases, when exporting documents from search results, you could apply highlights to exported documents only as black or white redactions. With this release, you can still apply highlights as black and white redactions, but you can also apply a document’s highlight as a highlight in the exported image file. You create these settings at the individual annotation level. For example, you can apply blue highlights in a document as blue highlights in the exported image file, and apply the red highlights in a document as black redactions in the exported image file.

The Apply redactions page in the Documents page > Tools > Export window is now named Apply annotations.

To designate an annotation color for exported image files, on the Apply annotations page, select the check box next to an annotation. Then, to apply highlights as black or white redactions, click in the Color column for the annotation and select Black or White. To apply the annotation in the same highlight color that was applied to the image in Ringtail, select Inherit.

Note: When the Inherit option is selected for highlight annotation types, annotation labels are not applied.

The Export window with the Inherit option selected for an annotation.

Note: If you choose to exclude native or text files from an export if annotations are applied to those files, Ringtail excludes the files regardless of the selections that you make for annotation color on the Apply annotations page.

Search term families: Set security for search term families in the find and redact feature

On the Case Setup > Search Term Families > Search term family name > Security page, you can allow reviewers to find and redact terms in a search term family by setting the Find and redact option to Allow.

Search term family security for the Find and redact feature.

Review Setup: Unsuspend button now named Resume

On the Review Setup > All Assignments page, the Unsuspend button is now named Resume.

UI Extensions: Code samples and example UI extension

The UI Extension SDK now includes a code sample that demonstrates how to build a UI extension. The example extension displays coding values as a graph.

The code sample demonstrates how to do the following tasks:

  • Set up and construct an application that you want to use as a UI extension
  • Initialize the UI Extension SDK
  • Return data from Ringtail by querying the Ringtail Connect API
  • Create native controls in the Ringtail UI for users to interact with the extension
  • Respond to user actions in Ringtail
  • Manipulate the Browse selection state in Ringtail

For access to the example application and the SDK, including detailed documentation and sample data, contact info@ringtail.com.

UI Extensions: Verify Ringtail authenticity by using an authentication secret for UI extensions

You can now add an authentication secret to a UI extension's configuration. Ringtail passes the authentication secret to your application. Your application can then confirm the authenticity of the request by validating the secret.

Authentication secret box in the Create UI extension dialog box.

You can type an authentication secret in the box, or click the Generate a random authentication secret button to generate a random string of characters to use as a secret.

Note: Some of the features in the Create UI extension window are currently in prototype. They will be available in future releases.

UI Extensions: Improved authorization process for UI extensions

Ringtail now generates and signs JSON Web Tokens (JWTs) for UI extensions. The tokens allow users to interact with Ringtail data in an extension, even when the users do not have permissions to access the Ringtail Connect API feature. Each token is specific to the user and the extension. During initialization of an extension, Ringtail generates the token and sends the token to the application that is installed as an extension. Your application can then decrypt and validate the token before logging the user in or performing other tasks.

Ringtail Connect API: Request data about fields in a search results set

When you query data about a search results set, you can request data about fields and the number of documents that are coded to the fields using the cases {searchResult {field}} field.

query {
  cases {
    searchResults(id: 12345) {
      fields(id: ["001", "002"], name: "Responsiveness") {
        name
        id
        count
        items {
          id
          name
          count
        }
      }
    }
  }
}

Ringtail Connect API: Request data about pages in documents

You can request data about the pages in a document, or a set of documents, using the cases {documents {pages}} field.

query {
  cases{
    documents(mainIds: [100, 101, 102]) {
      pages {
        id
        fileName
        numPages
        pageNum
        pageLabel
      }
    }
  }
}

SaaS / Hosted Monthly Release Notes - May 2018 (9.5.001 - 9.5.004)

Login page changes for new Ringtail login service

If your administrator enables the new Ringtail login service, you see a new Ringtail login page. Although the functionality is very similar to the previous login page, the page has a new look and feel.

Note: If you access Ringtail using a bookmark in your web browser, update the bookmark to reference the Ringtail portal URL only, for example, https://myportal.ringtail.com. If the URL in your bookmark points to a longer address path, that path may no longer be valid after switching to the new login service.

On the login page, type your User name, and then click Next.

New Ringtail login page for new Ringtail login service.

On the following page, type your Password, and then click Log in.

Password for new Ringtail login page.
  • To return to the previous page, click the left arrow button next to the Log in button.
  • Click the Forgot? link to go to the security question page where you can answer three questions to reset a forgotten password. You can use the security questions page only with Active Directory authentication.
  • Click the Change password link to go to a page where you can change your password.

Each time you log in, it is important to use the Ringtail URL provided by your administrator. If you access the login page through another URL, you may see the following message.

If you access the login page through another URL, you may see the following message: No Ringtail portal context detected.

Login page changes with an additional identity provider

If your administrator configures an additional identity provider for Ringtail authentication, the new login page includes a link to log in using that identity provider.

You may log in to Ringtail using another identity provider only if your administrator configures your account to use the other provider. Otherwise, log in with the regular login form. The following figure is an example of the Ringtail login page with Centrify configured as an additional identity provider.

Ringtail login page changes with identity provider.

Login page changes with two-factor authentication

If your administrator configures your account to require two-factor authentication, after you provide your User name and Password, click Log in. Ringtail directs you to a page where you select an authentication method for your user account that uses, for example, a mobile phone or a temporary passcode.

Change to Export button label for Documents > Tools > Load search files

The button label in the Load search file dialog box changed from Export to Download file.

Load search file dialog box showing the Download file button

Changes to Download button labels

For consistency across Ringtail, many of the button labels for downloading or exporting information have changed as follows:

  • Global changes: Download changed to Download report
  • Specific changes:
    • Case Setup > Search Term Families: Report changed to Download report
    • Analysis > Predictive Models: Export changed to Download report
  • Exceptions:
    • Transcripts > Manage Files: Download as PCF (no change)
    • Manage Documents > Exports: Download changed to Download files

File Repositories: Compress folders and files

On the File Repositories page, administrators can select folders and files and use the Compress option to add the files and folders to an archive (.zip) file. After selecting the files and folders, click Compress. If you need to secure the archive, select Password protect the file and type a password.

File Repositories Compress dialog box

After you click OK, the processing session opens and takes place in a separate browser window. The number of items, the status, and a progress bar appear while the compression is in progress.

Processing window displaying file compression and extraction

File Repositories: Extract folders and files

On the File Repositories page, administrators can select an archive (.zip) file and extract the contents to the location of their choice.

On the File Repositories page, select the .zip file, and then click Extract. Use the Repository and Folder lists to navigate to the location to extract the files. If the .zip file is password protected, select File is password protected and type the password. Select Replace, Rename, or Skip to specify what Ringtail should do with a file if another file in that location has the same file name, and then click OK.

File Repositories Extract dialog box

After you click OK, the processing session opens and takes place in a separate browser window. The number of items, the status, and a progress bar appear while the extraction is in progress.

Processing window displaying file compression and extraction

Imaging: Options added for resizing images

A new option named Resize images to fit page is now available on the Email and Website page in the Settings window. A new option named Resize images is now available on the Word page in the Settings window. If images are resized, the Imaging Document Info field is populated with “Resize - Image was resized.”

Ingestions: [Meta] NIST - Known File and [Meta] Index Issue Extension system fields removed

The [Meta] NIST - Known File and [Meta] Index Issue Extension system fields have been removed for new cases. They have not been removed from existing cases, even if no data exists in those fields for the case.

Ingestions: Bloomberg - Populate [Meta] Date Top Family and [Meta] Date Top Family Time fields added

For chat documents and attachments processed through ingestions, Ringtail now populates the [Meta] Date Top Family and [Meta] Date Top Family Time fields. These fields are populated for each document in the family that has the value of the top-level parent in the [Meta] Chat Start Date and [Meta] Chat Start Time fields, respectively. This update applies to new jobs only.

Ingestions: Text files created if no native file is available

If a native file cannot be obtained for an ingested document, Ringtail attempts to create a text file from that document. If text is available, a text file is inserted into the main_pages table for the document, and the text file is named using the Document ID. The [Meta] Processing Exceptions field is populated with a new list item labeled “Extracted Text Only.” The [Meta] File Extension - Loaded field is populated with the value “txt.”

Ingestions: Preview available for the next available Document ID

A new preview function is now available under the Document ID prefix box on the Document ID page in the Settings window. This preview displays the next available number for the selected Document ID prefix.

Load File Templates: New Load File Template Type - Spreadsheet (.csv)

The Spreadsheet (.csv) load file template type allows you to export load files in a spreadsheet (.csv) format.

The Spreadsheet (.csv) load file template type

The following features apply to the Spreadsheet (.csv) template type:

  • This template type is available for General or Production load file templates.
  • This template type is a Document load file type, which means that one record is created for each document in the export.
  • You should not change any of the delimiter settings for this template type. The delimiters are set to ensure that the output file works correctly with Microsoft Excel and with data from Ringtail. Ringtail overrides any changes made to the delimiter settings and uses delimiters set in the system template.
  • Files generated using this template type are organized in the same manner as other non-MDB load files. Images are exported to an image folder; native files are exported to a native folder; text files are exported to a text folder. There may be some variation in this structure if any custom naming conventions were defined in the production.
  • Spreadsheets generated using this template type contain the following two columns:
    • Link to image file: This column contains the Document ID value for the image file, as set up in the system template. When you click on the Document ID, the associated image file opens.
      • If more than one image file exists for a document, the first image file will appear. This limitation does not apply to images output in a PDF format.
      • Depending on the environment and the type of image file referenced (.tiff, for example), a warning message may appear.
        Depending on the environment and the type of image file referenced (.tiff, for example), a warning message may appear.
      • If no image file is associated with a document, the link in this column opens the image folder. In future versions, we plan to display a link value in this column only when an image file exists.
    • Link to native file: This column contains the Document ID value for the native file, as set up in the system template. When you click on the Document ID, the associated native file opens.
      • If no native file is associated with a document, the link in this column opens the native folder. In future versions, we plan to display a link value in this column only when a native file exists.

    To change the text displayed as the link, use the Column Builder to update the Doc ID – TEXT value.

    Use the Column Builder to update the Doc ID - TEXT value

    For example, you could change the text to read “Click to view file.”

    Use the Column Builder to change the text to read “Click to view file.”

Changes to Identity Provider Settings page

The Portal Home > User Administration > Identity Provider Settings page is now a display-only list of the identity providers configured for the portal. The page lists each configuration by name, identity provider name, and two-factor authentication provider name, if that option is configured.

Identity Provider Settings page with provider configurations.

Identity provider field for user Profile page

The Portal Home > User Administration > Users > [User Name] > Profile page contains a new display-only field for the Identity provider. The field is blank if a provider is not assigned to the user. Users without an identity provider log in to Ringtail using the default authentication method for the portal (Ringtail authentication or Windows Active Directory authentication).

Identity provider field for user profiles.

UI Extensions: Set group security for UI extensions

On the Security > Features page, you can set group security for each UI extension that is enabled for a case.

Security settings for UI extensions on the Security - Features page

UI Extensions: Icons to indicate the location of each extension

On the Portal Management > UI Extensions page, an icon appears next to each UI extension to indicate the location of the extension: as a page on the Case Home page, or as a workspace pane on the Documents page.

UI Extensions page

Portal Management > Reports: Predict data now captured separately on the Hosted Details page

The Portal Management > Reports > Hosted Details page now includes a new column named Predict. The number displayed in the Predict column reflects the total size of the predict data associated with documents in the case. The number in the Total Size (GB) column includes the number in the Predict column.

Note: The number for the predict data was previously included in the Other data column.

Portal disclaimer visibility option changes

On the Portal Home > Settings > Portal Disclaimer page, the options in the Visibility list are renamed and the order is changed.

Visibility list for Portal Disclaimer showing revised options
  • To disable the disclaimer, select Do not show.
  • To enable the disclaimer, select Show when users log in for the first time.
  • To reset the disclaimer, select Show when users log in the next time.

Changes to domain extraction

The process for extracting domains from a People value to populate the Organization field has been improved and now populates, at most, one Organization value per People value.

Introducing the logging feature

The logging feature allows Ringtail to collect and log data from various Ringtail sources in a central system that helps to proactively identify system or application issues, diagnose service issues, and track feature usage metrics to continuously improve Ringtail and inform decisions when enhancing existing features, and designing and implementing new features.

Note: No client data is collected during this process.

This feature must be enabled for a portal on the Portal Management > Settings > Log Options page, and an administrator provides the following information.

Portal options for logging
  • Log enabled: Select this option to enable logging for the portal.
  • Log level: Select an option to set the level of detail for logging in the portal. Options include: Trace, Error, Info, or Debug.
  • Log location: Type the path location to store the log file.
  • Max archive files: The maximum number of archive files.

The following two settings are not currently required. If you leave these options blank, the log files are saved locally to the location you entered in the Log location box.

  • Ringtail syslog server name: The name or IP address of the syslog server.
  • Ringtail syslog server port: The port number for the syslog server.

The Enable logging option is selected by default for the case on the Portal Management > Case and Servers > Cases > [Case name] > Case Options page. You can manually clear this option to stop logging for the case.

Case option for logging

Versioned web installers

The Ringtail web server installation and upgrade process now uses a new installer, allowing easier, zero-downtime upgrades with less impact for users who take weekly releases. The new installer separates the deploy and publish steps of the installation process, allowing you to test deployments in place before publishing the updates. The new process does not impact active users on the system, allowing uninterrupted work in the current Ringtail version. After publication, the Ringtail upgrade is available to users when they log out and then log back in, or when they refresh the browser.

Ringtail Connect API: Updates to portal management reporting statistics

This release includes the following updates to the cases {statistics} field:

  • To return the total file size of files in the BatchPrint, export, ingest_temp, predict, suppressed, and upload folders in the Ringtail file system, you can now query the cases {statistics { sizeOfFolderData_BatchPrint sizeOfFolderData_Export sizeOfFolderData_Ingest_Temp sizeOfFolderData_Predict sizeOfFolderData_Suppressed sizeOfFolderData_Upload}} fields.
  • The cases {statistics {sizeOfAllOtherFolderData}} field no longer includes files in these folders.

Ringtail Connect API: Request data about UI extensions

You can request data about UI extensions by querying the extensions object.

query {
  extensions {
    name
    id
    description
    location
    url
    configuration
    createdDate
    createdByUser {
      userName
    }
  }
}

To return a list of organizations and see which have the extension enabled, you can query the extensions {organizations} field.

query {
  extensions {
    name
    organizations {
      organization {
        name
        id
      }
      isEnabled
      configuration
    }
  }
}

To return a list of cases and see which have the extension enabled, you can query the extensions {cases} field.

query {
  extensions {
    name
    cases {
      case {
        name
        id
      }
      isEnabled
      configuration
    }
  }
}

SaaS / Hosted Monthly Release Notes - April 2018 (9.4.009 - 9.5.000)

Case Home page: Links to recently added documents

The Case Home page includes a new section named Documents Added. This section includes links to the five most recently added document sets. The link indicates the date the documents were added to the case and the number of documents in the set. This section also includes a link to all documents in the case. Click any link to view a document set on the Documents page.

Case Home page with an arrow pointing to the Documents Added section

List pane: Updated Ringtail default columns

The following columns now appear in the List pane when you reset your workspace to the Ringtail default settings:

  • Quick code values for the document and the document’s source and attachment family
  • Keywords hits
  • Content hits
  • Coding hits
  • Document Title
  • Document ID
  • Document Date
  • Custodian
Default columns in the List pane

View pane: Use advanced search query syntax operators to find and redact text

In the View pane, in the Image viewer, you can now use advanced search query syntax and operators when you search for text to redact. For example, a search for produce~ finds producing and producers.

Click the gear icon in the Find to redact box, and then select the Advanced query syntax option.

Find and redact feature in the View pane showing the Advanced query syntax option

Introducing the Social Network Analytics features

This release includes a new Ringtail feature named Social Network Analytics. While documents are an important source of information for litigation, investigations start by understanding who is talking to whom about specific topics. Using the Social Network Analytics feature, you can view and explore communications and patterns. This feature is well suited for early case assessments and investigations where you are not sure what you are looking for at the outset of the case or investigation.

Ringtail includes the following three new panes that you can add to your workspace to work with the Social Network Analytics features:

  • Domain Network: Allows you to view email communications between organizations.
  • Communication Network: Allows you to view email communications between people.
  • Concept Cloud: Allows you to view the concepts, or topics, that organizations or people are talking about.

The information in the panes stays in sync when you switch from one pane to another.

Note: These features must be enabled by your administrator.

Domain Network

The Domain Network feature allows you to view email communications between organizations.

Domain Network pane

Communication Network

The Communication Network feature allows you to view email communications between people.

Communication Network pane

Concept Cloud

The Concept Cloud feature allows you to see what organizations or people are communicating about.

The Concept Cloud pane displays the top concepts for your search results. Click a concept name to select documents within your search results that include the concept.

Concept Cloud pane

To view the concepts for selected documents, click the Concept cloud for working list button on the toolbar.

Concept Cloud pane showing a pointer to the Concept cloud for working list button.

Sample workflow

You can work with the Social Network Analytics features with any search results set. A sample workflow might look like this:

  1. Configure a workspace with the following panes: Browse, Domain Network, and Communication Network.
  2. To explore communications between organizations, in the Browse pane, in the Organizations section, select an organization.
  3. View the results and visualization in the Domain Network pane to see which organizations are communicating with each other.
  4. To view details about email communications between people, select a line between two organizations in the Domain Network pane, and then view the visualization in the Communication Network pane.
  5. Finally, add the Concept Cloud pane to your workspace to get an overview of which concepts, or topics, people are talking about.

Note: To view documents, add a List or Map pane, and a View pane, to your workspace.

Work with the Domain Network and Communication Network panes

The Domain Network and Communication Network panes have similar layouts and include the following main components:

The following figure displays an example of the Communication Network pane.

Communication Network pane showing the menu options

The toolbar

The toolbar is located at the top of the pane and includes a zoom slider and a menu with options that you can pin to the toolbar.

  • Zoom slider: Use the slider to zoom in and out in the visualization.

    Tip: You can also use your mouse to zoom in and out, as well as to adjust the overall display and the individual nodes.

  • Menu options

    Tip: We recommend pinning these options to the toolbar.

    • Hide grid: Click this button to hide the grid.
    • Hide all nodes: Click this button to hide all nodes.
    • Show selected nodes: Click this button to show all nodes that are participants in selected communications and hide all other nodes.
    • Redraw: Click this button to reset the visualization.
    • Filter recipients: Click this button to filter the visualization by recipients.

      Note: The Filter recipients option is available only in the Communication Network pane.

    • Collapse: Click this button to collapse the pane.

The grid

The grid is located on the left side of the pane.

The grid

The grid includes the following columns and information:

  • The first column displays the number of nodes in the visualization pane. Click the buttons in this column to show or hide nodes in the visualization.
  • The second column displays the number of participants in selected communications, and indicates the people who are active participants in the communications.
  • Name: Name of the participant. Click a name to select all emails in your results set for which that person was a sender or recipient.
  • Sent: Number of emails sent. Click a number to select all emails in your results set for which that person was the sender.
  • Received: Number of emails received. Click a number to select all emails in your results set for which that person was the recipient.

The visualization pane

The visualization pane is located on the right side of the pane and provides a graphic representation of the people or organizations that communicated with each other.

Each node in the visualization pane represents a person or organization. The lines connecting the nodes indicate who is communicating with whom.

The visualization pane

Use the Zoom slider on the toolbar or your mouse to zoom in and out in the visualization. You can also use your mouse to adjust the overall display and the individual nodes. To reset the visualization, click the Redraw button on the toolbar.

Hover over a node to display a box that shows the number of emails sent or received by one person. The colors in the node indicate the proportion of emails sent and received. Click a node to select all emails in your search results set for which that person was a sender or recipient.

The visualization pane showing a box that appears when you hover over a node

Hover over a blue connecting line to view the number and direction of communications between two people. Click the line to select all emails between the two people.

The visualization pane showing a box that appears when you hover over a line

After you select a node, a blue ring appears around the node as a reference to the node you selected. The red lines show all the connected participants for the selected communications.

Visualization pane showing a blue ring around a node and red connecting lines

Introducing the Ringtail Data Models feature

The Ringtail Data Models feature extends Ringtail to allow you to track, manage, and analyze data about entities beyond just documents.

A data model is a representational model of interconnected information that you want to track or analyze. A data model consists of a set of entities, such as documents, collections, or custodians, and the connections between those entities. The connections between interrelated entities allow you to answer complex questions about the data within the data model.

Depending on your requirements, you can use a data model to manage many of the internal processes of your organization. For example:

  • A data model for evidence and collection tracking can answer questions such as, “Which custodians do we still need to collect evidence from?”
  • A data model for Freedom of Information Act (FOIA) review can answer questions such as, “Which documents have been produced for a particular FOIA request?”
  • A data model for case fact management can answer questions such as, “What is the timeline of facts for a case?”
  • A data model for project and task management can answer questions such as, “Which projects are running past their deadline?”

For more information about data models, see the Ringtail Data Models Guide.

Add data records for an entity: create entity items

After your administrator creates a data model, you can populate the data in the data model by adding records of data, called entity items, to entities. You work with entity items on the Documents page.

To display entity items instead of documents on the Documents page, you can perform an advanced search. You can search for values within the selected entity and within connected entities. When you view the results, the entity appears on the Documents page, even if the entity does not yet contain any entity items.

Search page showing a list of entities to search within

The List pane displays a list of entity items in the current results set. In the List pane, you can add new entity items.

List pane displaying a list of Fact entity items and the Add Fact Item button

The Conditional Coding pane displays the fields that are associated with the active entity item. When you create new entity items or code values to existing entity items, you code values for entity fields using the Conditional Coding pane.

Conditional Coding pane displaying coded fields for an entity item

The Related pane displays a list of entity items that belong to connected entities.

A Case Issue entity item is selected in the List pane, and connected Fact entity items appear in the Related pane

In the Related pane, you can create new entity items for related entities, add or delete connections between entity items, and pivot to view related entity items in the List pane.

Buttons in the Related pane for creating new entity items and managing connections between entity items

Delete entity items

You can delete entity items for entities that were created by your administrator. Entity items that belong to the default System entities cannot be deleted.

Select the check box next to the entity items that you want to delete, and then click Delete entity items on the Tools menu.

Delete entity items option on the Tools menu

New help button and window

The Help button is now located on the navigation bar, next to the user name menu. Ringtail searches for content based on the page in the application that you are using when you click the Help button. You can also search for an exact phrase using the search box in the Help window. The search results are context aware and include content from a variety of resources, such as the documentation, knowledge base articles, training videos, and white papers.

Help menu

If search results do not appear, you see the following message: “Sorry, no results found. Try another search?” You can type text in the search box, or click the Documentation button to open the online documentation.

You might also see buttons to submit a support ticket (Ticketing) or contact customer support (Get Help).

Note: To view the documentation and other help resources, you might have to enable pop-up windows in your web browser.

Predictive coding: Configure the start time for CAL training

When you configure training for predictive coding using Continuous Active Learning (CAL), you can now specify a start time for the first training job.

Start time option in the CAL Configure training dialog box

Predictive coding: Automatically rebuild assignments based on CAL score

You can now automatically rebuild assignments after a Continuous Active Learning (CAL) training job finishes. This allows you to automatically reprioritize documents for review based on the updated CAL score. In the CAL Configure training window, select the Auto-rebuild assignments check box.

Auto-rebuild assignments check box in the CAL Configure training window

In the CAL Configure training window, on the Assignments page, you can choose whether to rebuild all assignments, or only the unassigned assignments. You also select the workflow and phase to rebuild when the CAL training job finishes.

Assignments page in the CAL Configure training window

Search Term Families: Support added for dtSearch regular expressions

The syntax validation for search term families now supports dtSearch regular expressions.

Social Network Analytics: Enable the Social Network Analytics features

Before users can add the Communication Network, Domain Network, or Concept Cloud panes to a workspace, an administrator must enable these features for groups.

On the Security > Features page, set the following options to Allow:

  • Analysis - Communication network
  • Analysis - Concept cloud
  • Analysis - Domain network
Security Features page showing the following settings for the Social Network Analystics features: Communication network, Concept cloud, and Domain network

Data Models: Create and administer data models

After determining what information to manage using a data model, an administrator creates the data model on the Case Setup > Data Models page.

Data Models page in the Case Setup section

The administrator adds a set of entities to the data model.

Entities page for a data model

For each entity, the administrator adds custom fields to describe the attributes of the entity. For example, the administrator can create a Fact entity, and add fields such as Fact importance or Disputed by.

Note: Ringtail automatically adds default fields to each entity, such as Name and ID.

Fields for an entity

After adding fields to an entity, the administrator creates coding templates for the entity. Coding templates determine which fields reviewers can add values for in the Conditional Coding pane on the Documents page.

Coding template for an entity

The administrator also creates custom column templates. Column templates determine which entity fields appear when reviewers view a list of items in the List pane and the Related pane on the Documents page.

Column template for an entity

The administrator also defines the connections between related entities.

Connections between multiple entities

Finally, to allow groups to access the data models feature on the Documents page, on the Security > Features page, set the Activity - Data models option to Allow.

Activity - Data models option on the Security Features page

For more information about data models, see the Ringtail Data Models Guide.

Note: To migrate existing portal data, such as people and organizations, into the new data model schema, a system administrator must click the Migrate Portal Data button on the Portal Home page. The button disappears after the migration is finished. Depending on the size of the case, the data migration may take up to several hours to complete.

Load File Templates: Redesigned interface and functionality

The process for creating and selecting settings for a load file template has been updated. Field options and template output remain unchanged.

Load File Templates: New columns added to the Load File Templates page

In addition to Name, Export Type, and Document/Page, columns now include the following:

  • Template: The selected template option
  • Creation Date: The date and time that the template was created
  • Last updated: The date and time that the template was last updated
  • Last updated by: The Ringtail user name of the last person who updated the template

Load File Templates: New pages added to Load File Templates

When you click on the name of a template on the Load File Templates page, the following four pages appear: Properties, Default Field Formatting, Columns, and Annotations (when applicable).

The Properties page

This page displays the basic properties of the load file template, such as name, export type, document/page determination, delimiter details, and file extension.

The Properties page

The Default Field Formatting page

This page allows you to set field formatting defaults so that formatting is consistent across all fields in the template and does not need to be set for each field individually. These format settings are only applied to fields that are added to the template using the Add Columns > From field list option on the Columns page.

Note: These settings do not affect any formatting that must be set by the user when setting up a variable builder expression for a column value.

The Default Field Formatting page

Additional information about default field formatting:

  • For all load file types, you have the option to set a default format for Date, Number, and Boolean fields. You can also set the default format for one-to-many fields (include all values, min, or max). For non-MDB load files, you can select a default delimiter and text qualifier if the one-to-many field default is set to “All.”
  • The formatting of fields added to the template using the Add Columns > From field list option on the Columns page is determined based on the settings that appear on the Default Field Formatting page.
  • To change the format of any of the fields, you must update the format on the Default Field Formatting page. This process updates the format for ALL of the fields of that type. For example, if you change the Date format, the format of all date fields added from the field list is also changed.
  • All date, number, and Boolean fields have the same format. However, you can adjust the setting for the one-to-many field values at the field level on the Columns page.

    Note: If you change the default for one-to-many fields, all one-to-many fields in the template are updated.

The Columns page

This page lists all fields or expressions that you selected to be included in the load file. Column information on this page can include case field type, field format, and delimiter information.

The Columns page

The Columns page for MDB load files is slightly different than the Columns page for all other load file template types in the following ways:

  • Nine field values appear by default on the Columns page, and are automatically populated in an MDB load file type. These represent the values in the Export table.
  • Document ID and Levels columns are required, but the remaining columns can be deleted.
  • The Case field type column is only populated for columns added using the field list. This column reflects the field type within the case.
  • The Export field type column is populated for all data values in the load file and reflects the field type associated with the value in the MDB load file. This column is editable. When you add the column using the Add columns > From field list option, the Export field type value matches the Case field type by default. When you add the column using the Add columns > From variable builder option, the default Export field type value is TEXT.
  • The Table column represents the associated table in the MDB load file. Any fields that you add to the template are included in the export_extras table of the MDB load file.
  • While it is not currently shown in the template, Ringtail populates the Parties table with the data from the People/Organization column.

The Annotations page

This page is only available for General MDB load file templates. On this page, you can select annotation data to include in the load file.

The Annotations page

Load File Templates: Clone and delete templates

You can clone or delete templates on any of the four properties pages (Properties, Default Field Formatting, Columns, and Annotations).

Load File Templates: Add columns to the load file template

There are two ways to add columns to a load file template. On the Columns page, click Add columns and select one of the following:

  • From field list: Allows you to select multiple fields at once to add to the load file template.
    Add columns from field list dialog box
    • In the Add columns from field list dialog box, field names are grouped in the same categories that are used when searching for documents on the Search page.
    • If you select the top-level field category, all fields within that category are added to the template.
    • You can expand a category and select a subset of the fields.
      In the Add columns from field list dialog box, expand a category and select a subset of the fields
    • Use the Search box at the top of the dialog box to search for specific fields.
      The Search box in the Add columns from field list dialog box, filtering by date
    • When adding fields to the template, the value in the Name column matches the value in the Field column by default. The Name column appears in the load file if you select the Populate first row with column names option on the Properties page. The value in the Name column is editable.
      When adding fields to the template, the value in the Name column matches the value in the Field column
  • From variable builder: Allows you to add columns in the Loadfile Column Builder dialog box. This is the same variable builder dialog box that appears in previous versions. When adding columns using this dialog box, you must select field formats within the expression you are building.

    Note: The field format defaults for the template do NOT factor into the variable builder expressions.

    • After you build the expression and click Save in the dialog box, a column is added to the template.

      Note: The value “-User defined-” appears in the Name column by default. We recommend that you update this value.

      When adding fields to the template, the value in the Name column appears as -User defined-

File Repositories: Add a folder

On the File Repositories page, click the new Add folder link to add a folder to the active file repository. Ringtail adds the new folder as a subfolder in the current folder, and displays the new folder at the top of the table. In the Add folder dialog box, the new folder name must be unique in the current folder.

Add folder for File Repositories

File Repositories: Move a folder or file

To move folders or files to another folder or file repository, select the items that you want to move and click Move. In the Move dialog box, select the destination file repository and folder, and use the list or breadcrumb to navigate to the new location.

Select Replace, Rename, or Skip to specify how Ringtail should handle a file name if an existing file in the destination has the same file name.

All folders, subfolders within the folders, and files are moved to the destination when you click Move.

File Repositories Move dialog box

File Repositories: Add folder button for Copy and Move dialog boxes

While using the File Repositories Copy and Move features, you can add a folder on the fly by clicking the Add folder button in any of the dialog boxes. The Add folder button in these dialog boxes works like the Add folder button on the File Repositories page. While in the dialog box, the ability to add a new folder when the folder you need does not exist saves you from having to close the dialog box to add a folder.

The following figure displays the Add folder button in the Move dialog box. You can add a new folder if the destination folder does not exist.

Move dialog box showing the Add folder button

File Repositories: OK button in dialog boxes

For consistency with the Ringtail user interface, dialog boxes in the File Repositories area now use the OK label on the commit button. The exceptions are the Rename and Add folder dialog boxes, which use the Save button to commit the new name of the file or folder.

File Repositories: User interface enhancements

The File Repositories interface is updated with the following enhancements for usability:

  • New icons appear instead of labels for the Repository and Folder lists.
  • The message shown in the following figure now appears at the top of the File Repositories page so that users understand that manipulating folders and files from this page does not affect records in the Ringtail database.
    New icons for file repository and folder lists, and a new message for the File repositories page.
  • Although database records are intact, a message reminds you that you permanently delete folders and files when you use the File Repositories Delete button. In the Delete dialog box, click View files count to calculate the cumulative number and size of the files and folders.
    Delete dialog box examples for file repository deletions.
  • On the File Repositories page, a warning message can appear to the right of the Repository and Folder lists when you select the designated image or file transfer folder for a case. The intent of these messages is to advise you of any adverse effects that can occur when you manipulate files in the folder. For example, selecting items from the Ingest folder and moving them can affect ingestion jobs that are currently in progress.
    Warning message about deleting files from the images folder.
  • System properties for files (specifically, date and time properties, and file attributes) are maintained when the files are copied or moved, preserving the metadata in case the files are later ingested.

Imaging: Prevent imaging reversal of documents in locked productions when pages are linked to rendition pages

In locked productions, users are prevented from reverse imaging a document only if one or more pages in the document is linked to a rendition page. Previously, users were prevented from reversing any imaged document in a locked production.

Ingestions: Option added to include batch count as last level

In the Default Settings window for ingestions, a new option has been added to the Levels page: the Include batch count as last level check box. If the check box is selected, the batch count level for the ingestions job now starts with the next available sequential number. The check box is selected by default. This functionality works the same way as selecting Batch Count for the last level in the previous version of imaging.

Ingestions: Flag new documents to be skipped in indexing until files are copied

When you add documents using ingestions, Ringtail prevents those documents from being indexed until after the files are copied. Once the files are copied, Ringtail adds the documents to a subsequent indexing job, which may be the indexing job that runs during ingestions.

Ingestions: NIST list updated

In the Default Settings for Ingestions, users can choose to exclude files that appear in the Reference Data Set (RDS) provided by the National Software Reference Library (NSRL), which is maintained by the National Institute of Standards and Technology (NIST). This is commonly referred to as the “NIST list.” Ingestions now uses the most recent version of this list, released in December 2017. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Portal Home page: New order for Portal Management links

On the Portal Home page, the links under the Portal Management heading are now in an order that follows the typical workflow for a portal administrator.

Portal home page with newly ordered options

Help Options page

The Portal Management Settings area now includes a new page called Help Options. You might be familiar with some of the settings, as they were previously found on the Portal Options page.

Help Options page in the Portal Settings section

Help Options page: Configure the help window

Use the following settings to configure the help window.

  • Help search service credentials: Encrypted credentials for accessing the Ringtail user help search API, which is used to run searches for help content on ringtail.com. This value is populated by default with the encrypted credentials.
  • URL for Get Help button: Web address or email address (in the form mailto:yourcompany@example.com) for users to contact support from the Help menu. If you leave this value blank, the Get Help button does not appear in the Help window.
  • URL for search API: Web address of the Ringtail user help search API, which provides suggested search results in the Help menu. To display suggested results, set this value to https://www.document-search.ringtail.com/v1. If you leave this value blank, suggested results do not appear in the Help window.
  • URL to browse documentation: Web address of the Ringtail documentation website, such as https://www.ringtail.com/resources/documentation. If you leave this value blank, when users click the Documentation button in the Help window, the embedded help opens instead of the online help.

    Note: The embedded help opens if Ringtail is offline.

  • URL to submit a ticket: Web address or email address (in the form mailto:yourcompany@example.com) for users to submit a support ticket using the Help window. If you leave this value blank, the Ticketing button does not appear in the Help window.

Help Options page: Configure password management

Use the following settings to manage how Ringtail directs users to reset and change passwords.

  • URL for Forgotten Password: Link to a third-party password management tool. This must be a fully-qualified URL and password self-service must be configured for this portal. If present, users are directed here when they click the “I've forgotten my password” link on the on the Ringtail login page.
  • URL for Login Provider Site: Link to the site that provides third-party and single-sign on authentication and login for Ringtail.
  • URL to Change Password: Link to the third-party password management tool. The link must be a fully-qualified URL. Password self-service must be configured for this portal.

Help Options page: Configure What’s New access

Use the following settings to configure the What’s new link on the Case Home and Portal Home pages.

  • What's New in Ringtail blurb: Additional text to appear in the “What's new in Ringtail” section on the Portal Home page. You can add extra text to this section, which then appears under the “See the recent changes” link.
  • What's New in Ringtail display: If you select this option, the “What's new in Ringtail” section and the “See the recent changes” link appear on both the Case Home and Portal Home pages. By default, the link takes you to a web page that provides an overview of the features for each release.
  • What's New in Ringtail URL: Link to a web page describing new Ringtail features. Links by default to the version notes page on www.ringtail.com

Introducing the UI Extensions feature

The UI Extensions feature allows Ringtail administrators and service providers to create custom extensions to the Ringtail interface. Extensions can include client-specific customizations, extended functionality, and revenue-generating value-add. Extensions interact with Ringtail data through the Ringtail Connect API.

A UI extension is a third-party web application that loads as an iframe in Ringtail. You can add UI extensions as new pages on the Case Home page and as workspace panes on the Documents page.

You create a new UI extension on the Portal Management > UI Extensions page.

UI Extensions link under Portal Management on the Portal Home page

Provide the name and URL of the UI extension, and select the location in Ringtail where you want the extension to appear. Optionally, include configuration details that Ringtail passes to the web application, such as a license key.

Create UI extension dialog box

After you create a UI extension, you can make the extension available to organizations and cases on the extension's Organizations page and Cases page.

Properties page for a UI extension showing the extension's Organizations and Cases pages

For information about how to configure your web application to communicate with Ringtail, including a sample UI extension and API reference documentation, contact info@ringtail.com.

Ringtail Connect API: Request data about search result sets

You can request data about search results sets using the cases {searchResults} field.

{
  cases {
    searchResults(id: 1234) {
      id
      count
      dateRun
      entityId
      fields {
        id
      }
      includeSourceAttachments
      threading
      renditions
      label
      searchRml
      user {
        userName
      }
    }
  }
}

Ringtail Connect API: Updates to the “field” field

This release includes the following updates to the cases {field} field:

  • The cases {fields {entity}} field is now named entityId.
  • You can now filter the cases {fields} field by id and entityId. The entity ID value for documents is 1.
  • The cases {fields} field includes fields for id and entityId. The value for id maps to the value for composite_id, which is a combination of the field_id and ringtail_type_id fields from the sf_field table in the case database.
  • To return the field type, you can now query the cases {fields {type}} field.
  • To return the ID numbers of items in pick lists, you can now query the cases {fields {items {id}}} field.

SaaS / Hosted Monthly Release Notes - March 2018 (9.4.005 - 9.4.008)

List pane: Double-click to edit fields inline, single-click to select a document

To edit a field inline in the List pane, you now double-click the field. When you single-click a row in the List pane, the document that you select becomes the active document.

Email threading: Documents that fail thread analysis processing are identified as pivots

Ringtail now identifies documents that fail thread analysis processing as pivots, which can help to ensure inclusion of these documents in your review. Previously, Ringtail did not assign a thread type to failed documents and the Thread - Document Type column in the List pane was blank.

Tools > Export: Export rendition documents from search results

Administrators can now export rendition documents directly from search results on the Documents page using the Export option on the Tools menu. Administrators can select options to include imaged pages, natives, and content files in the export job. Administrators can also select the option to include any production load file templates that were already created on the Manage Documents > Load File Templates page.

Select one or more rendition documents to enable this tool. Ringtail alerts you if any of the selected renditions have not been printed. If you continue with the export and include all selected documents, records for those documents will be included in any selected load files. However, the files from any documents that have not been printed will not be exported, because they do not exist. If you continue with the export and exclude documents that have not been printed, Ringtail will only export files and data for documents that have been successfully printed.

Export rendition documents from search results.

File Repositories: Delete folders and files from file repositories

On the File Repositories page, administrators can select folders or files within folders and use the Delete button to delete the files and folders from the file repository. The delete action is permanent

Delete a file or folder from File Repositories.

File Repositories: Copy folders and files from file repositories

On the File Repositories page, administrators can select folders or files within folders and click the Copy button to copy the files and folders to a different destination. To specify the destination, select the Repository and initial Folder from the lists, and then click the Name of a folder to select it as the destination. The selected destination displays in the breadcrumbs above the folder list. To filter the folder contents, you can type in the filter text box or filter on the Name column.

Copy folders or files in File Repositories.

After selecting the destination, select Replace, Rename, or Skip to specify what Ringtail should do if another file has the same name. If you select Rename, if the name of a file already exists at the destination, Ringtail adds a numerical suffix to the name (for example, filename(2)) and does not overwrite any existing data.

When you click Save, a separate browser window opens to show the progress of the copy operation.

File Repositories: Rename a folder or file

To rename a folder or file from within the File Repositories page, select the folder or file and click Rename. The new folder or file name must be unique in the current folder.

Rename a file or folder in File Repositories.

File Repositories: User interface enhancements

The File Repositories interface is updated with the following enhancements for usability:

  • New icons appear instead of labels for the Repository and Folder lists.
  • The message shown in the following figure now appears at the top of the File Repositories page so that users understand that manipulating folders and files from this page does not affect records in the Ringtail database.
    New icons for file repository and folder lists, and a new message for the File Repositories page.
  • Although database records are intact, a message reminds you that you permanently delete folders and files when you use the File Repositories Delete button.
    File repositories - Delete dialog box showing warning message
  • On the File Repositories page, a warning message can appear to the right of the Repository and Folder lists when you select the designated image or file transfer folder for a case. The intent of these messages is to advise you of any adverse effects that can occur when you manipulate files in the folder. For example, selecting items from the Ingest folder and moving them can affect ingestion jobs that are currently in progress.
    Warning message about deleting files from the images folder.
  • System properties for files (specifically, date and time properties, and file attributes) are maintained when the files are copied or moved, preserving the metadata in case the files are later ingested.

Imaging: Enable the Reverse previous imaging feature

Administrators can now enable the Reverse previous imaging feature separately from the Imaging feature.

Use the following procedure to enable the Reverse previous imaging feature.

  1. On the Case Home page, under Security, click Features.
  2. Click Select groups. Select the check boxes for the appropriate groups, and then click OK.
  3. Hover over the Processing Imaging – Reversal row for each group and click Allow.

Imaging: The [TOF] Image Request ID field is now writeable

In previous releases, documents that had a value in the [TOF] Image Request ID field but no value in the [TOF] Image Request field could not be submitted for Imaging because the user was not able to update the [TOF] Image Request ID field. Users can now update the [TOF] Image Request ID field and submit applicable documents for Imaging.

Imports: Updated Duplicate coding option

The Duplicate coding option has been updated on the Manage Documents > Imports > Import > Import Details page. The tooltip for this option has been updated to read "Select this option to update the group coding fields (All Custodians, for example) for new documents in this import and any existing or future family duplicate documents in Ringtail." The Update group coding fields check box appears under the Duplicate coding option.

Ingestions: Reporting on metadata discrepancies during Ingestions jobs

To ensure the integrity of data ingested into Ringtail, information contained in Ringtail tables for ingested documents is compared with the corresponding information in the data staging tables. If the numbers match, the job completes successfully and the staging tables are discarded. If the numbers do not match, the job fails and the staging tables are preserved. The following warning also appears on the Jobs > Errors page: "Data mismatch in field field name between the staged data and Ringtail data."

Ingestions: New Duplicate coding option added to Ingestions settings

The Duplicate coding option has been added to the Manage Documents > Ingestions > Default settings > Ingestion Details page. Under the Duplicate Coding heading, you can now select the Update group coding fields check box to update the group coding fields (All Custodians, for example) for new documents in the ingestion. If this option is selected, Ringtail will also update the group coding fields for any existing or future family duplicate documents.

Portal Management Reports: Counts for pages generated using the Imaging feature

On the Usage Summary page of the Report feature in the Portal Management section, the count for TIFFed pages now includes the number of pages generated using the imaging feature, in addition to TIFF-on-the-Fly. The tooltip now reads as follows: Number of pages generated by imaging (TIFF, PDF, JPG).

Generate a load report of imports and ingestions by case

You can request data about imports and ingestions using the cases {documentLoads} field.

{
  cases {
    documentLoads(startDate: {value: "2018-01-01", comparison: GreaterThan}, endDate: {value: "2018-01-31", comparison:LessThan}) {
      name
      jobType
      firstLoadPath
      lastLoadPath
      documentCount
      jobStart
      status
      duration
      user {
        fullName
      }
    }
  }
}

Request data about review workflows

You can request data about the names and number of distinct documents in review workflows using the cases {reviewWorkflow} field.

{
  cases {
    reviewWorkflow {
      name
      count
    }
  }
}

Request data about user-defined pick list fields

The {cases {fields}} query now supports user-defined pick list fields as filter criteria, and returns user-defined pick list fields as responses. The count is the number of documents coded to the field value.

{
  cases {
    fields(name:"Relevance") {
      name
      items {
        name
        count
      }
    }
  }
}

Filter parameters are available to objects across the query structure

When filter parameters are available for an object, you can apply the same filter parameters to the object regardless of where the object appears in a query graph. For example:

  • {cases(name: "Enron") {id name}}
  • {organizations {cases(name: "Enron") {id name}}}
  • {users {cases(name: "Enron") {id name}}}
  • {me {cases(name: "Enron") {id name}}}

Updates to Case, Organization, and RPF fields

This release includes the following updates to fields for the Case, Organization, and RPF objects:

  • Case:
    • To return the date that inactive cases were last active, you can now query the {cases {lastActive}} field. A null value is returned for cases that are active.
    • To return information about the dates that metrics on the Portal Management Reports are available for, you can now query the cases {statistics {metricsAvailability}} field. The metricsAvailability field returns the same value that appears when you hover over a calendar icon on the Portal Management Reports page.
  • Organization:
    • The organizations {accountNumber} field now returns the account number that appears on the Portal Management > Organizations > Properties page.
    • The organizations {parentOrganizationId} field is now named providerOrganizationId.
    • To return the name of the provider organization for a client organization, you can now query the organizations {providerOrganizationName} field.
  • RPF:
    • When you filter an {rpf {jobs}} query with jobs(categoryName: "Name of a job type"), Ringtail now returns correct results for the specified job type.

SaaS / Hosted Monthly Release Notes - February 2018 (9.4.002 - 9.4.004)

Code a document with the same values as the previous document

In the Conditional Coding pane, you can now code a document with the same values that you coded to the previous document. Click the Code as previous button on the conditional coding macro toolbar.

Code as previous button on the conditional coding macro toolbar

Content Relevance Score for results

If enabled by your administrator, you can now add a new column named Content Relevance Score to the List pane. When you perform a content search, the Content Relevance Score indicates how relevant each document is to the content search term, compared to all of the documents in the results set. The score is a scaled value between 1 and 100, where a higher value indicates a higher relevance.

List pane showing the Content Relevance Score icon

New style for field type icons and new icon for number field

The icons for the field types in Ringtail have been restyled. The icon for the number field is new.

Field type icons

Clarified labels for threading options on the List menu

On the List menu in the List pane, the Collapse all option is now named Collapse all threads. The Expand all option is now named Expand all threads.

Collapse all threads and Expand all threads options on the List menu

Test search term variants

Administrators can now test search term variants. This allows you to see all variations of a search term or regular expression pattern, with counts, and make strategic decisions about accepting or rejecting terms.

Use the following procedure to test search term variants.

  1. In the Case Setup section, on the Terms page for a search term family, click the Add button.
  2. In the Add search terms dialog box, select Test term.
  3. Type a term in the Term box. For example, type search* to see the variants of that word with the wildcard extender.
  4. Click Test.
  5. Select the check boxes for the variants of the terms that you want to add to the search term family.
  6. Click Save.
Add search terms dialog box showing test terms

Note: The result count for a word may be greater than the number of documents with a search hit for that word because the index may have multiple entries per document.

Enable the Content Relevance Score field for groups

On the Security > Objects > Document Fields page, administrators can enable the Content Relevance Score field for groups. Users can then add the Content Relevance Score field as a column in the List pane, and view how relevant each document in a results set is to the content search terms, compared to all of the documents in the results set.

Document Fields page in the Security > Objects section with an arrow pointing to the Content Relevance Score

Phases column appears on All Assignments page

The Phases column is now a default column on the All Assignments page.

Imaging: Auto-detect color

Using the Imaging functionality, administrators can now choose to render color documents in JPG format instead of TIFF. This option is available on the Common page in the Settings window. Under Default image format, select the check box for Auto-detect color and render to JPG.

Auto-detect color and render to JPG check box

If this option is selected and TIFF is selected as the Default image format, Ringtail will determine whether the document contains color. If it does, Ringtail will convert all pages of the document to JPG format instead of TIFF.

Note: This process requires additional processing time.

Ingestions: Document numbering by prefix

In Ingestions, Document ID values are now calculated based on the user-specified prefix rather than on any existing prefix in the case. When Document IDs contain a prefix that has not previously been used for documents in the case, the numbering starts at 1.

New process for populating values in the All File Paths field

With this release, Ringtail introduces a process for populating values in a new All File Paths field. Values in this field are populated with a combination of the Custodian and [Meta] File Path values. For example, if a document has a Custodian value of Jane Smith and a [Meta] File Path value of /Jane_Smith.pst/Inbox, the All File Paths field value is Jane Smith: /Jane_Smith.pst/Inbox.

When an ingestions job, an import job, or a hashes job is run in a case, Ringtail analyzes the data in the case and populates the appropriate values in the All File Paths field. Ringtail does not delete any existing values in the All File Paths field while any of these three jobs is running.

When coding documents, users can add, update, or delete values in the All File Paths field just like any other memo field. However, deleted values may be added again if Ringtail determines there are missing values based on the following logic.

Ringtail will always populate the All File Paths field with the Custodian plus [Meta] File Path values for a given document. In addition, Ringtail will also populate the All File Paths field with the values from other documents that have the same [RT] MD5 Hash and [RT] Family MD5 Hash values, including documents that have been suppressed during an ingestions job.

Productions: New quality control check for missing page information

A Missing required page information quality control check has been added to the Quality Control page for productions. This check is enabled if the user selects Endorsable image only or Native with endorsable image on the Production Rules page.

The Missing required page information check identifies documents that do not have the page information that is required to produce image files. An example of a document that would be identified in this way is an encrypted PDF file. Because of the encryption, Ringtail cannot identify the file information needed to produce the document. Documents identified as missing required page information should be removed from the production or treated as native files.

The production lock process will also run a check for missing required page information. If any affected documents are found, the production lock will fail and an unlock job will be triggered. Details of the lock job appear on the production’s History page and include a link to the documents with missing page information.

Missing required page information quality control check

Option to export PDF files in TIFF format when exporting productions from Manage Documents > Exports

Administrators now have the option to export PDF documents as TIFF images when exporting productions from the Manage Documents > Exports page. The Convert PDFs to TIFF (single page, black and white) image format option appears in the Add export dialog box, which is available on the Manage Documents > Exports page.

This option is available only when exporting image files in a production. When the option is selected, any PDFs that are considered image files will be converted to single page, black and white TIFF images during the export process. Other image files (.tif, .tiff, .jpeg, .jpg, .bmp, .png) will be exported as-is.

Note: To reflect the correct exported file information, select a page load file when exporting images using the Convert PDFs to TIFF (single page, black and white) option.

The Convert PDFs to TIFF (single page, black and white) option