Ringtail 10.5 Quarterly Release Notes

Password requirement indicators on the login page

When you change your password in Nuix Discover, the application now displays password strength requirements (as configured by your administrator) and alerts you if passwords do not match. An example is shown in the following figure.

Password requirement indicators

Note: This new functionality applies to Ringtail authentication.

An administrator sets the password requirements on the Portal Management > User Administration > Account Settings page.

New search operator: not w\0

Nuix Discover now supports the not w\0 search operator.

For example, to find all documents that include Word01 or Word02 or Word03 but exclude documents that include Word04, you can run the following search:

Word?? not w\0 Word 04

The application finds all words in the index that meet the criteria for Word??, and excludes words after the not w\0 proximity operator (in this case, Word 04).

Translate documents into Russian

The Translate feature now supports Russian as a target language for both the Google and Microsoft translation services. Russian is also included as a choice for the Translation Languages system field. You can include Russian translations in productions.

Introducing the People Identity feature

The People Identity feature, also referred to as names normalization, is available on the Case Setup > People Identity page.

Note: A case administrator can make this feature available to group leaders but not to group members. For information about how administrators and group leaders can use this feature, see Case Setup: Introducing the People Identity feature. For information about how administrators can grant group leaders access to this feature, see Security > Administration: Enable the People Identity feature for group leaders.

This feature allows administrators and group leaders (with permissions) to link an individual person’s various “people names,” such as email addresses and user names, to an identity.

For example, if John Doe is associated with the following people names in Nuix Discover, an administrator can consolidate these email addresses and names into a single identity on the Case Setup > People Identity page.

  • john.j.doe@gmail.com
  • john.doe@gmail.com
  • jdoe@aol.com

Tip: Among other benefits, this feature is especially helpful when creating a privilege log because the normalized identity name can be used instead of the non-normalized people names.

After your administrator creates identities, you can work with the identities in the following ways.

  • Search page: Search for documents using identities on the Search page.
    • If an administrator has created identities, you can search for documents based on their connection to those identities using the following fields on the Search page:
      • Identity
      • Identity - BCC
      • Identity - CC
      • Identity - From
      • Identity - To
  • List pane: Add identity fields to the List pane column templates.
    • You can add the following identity columns to the List pane when documents are in the search results:
      • Identity
      • Identity - BCC
      • Identity - CC
      • Identity - From
      • Identity - To
      • Tip: Adding these columns and using the Download feature in the List pane allows you to quickly generate a privilege log or other report showing the normalized names associated with documents.

  • Communication Network pane: Use identities to view normalized names in the Communication Network pane.
    • In the Communication Network pane, in addition to viewing communications for non-normalized person names, you can now also view information based on the normalized Identity names. To view the communications for an Identity, for example, for William S. Bradford, on the toolbar in the Communication Network pane, select Identity from the list, as shown in the following figure.
    • Communication Network pane showing identity selection

Note: To use identities on the Search page and in the List pane, the user’s group must have permissions set to Allow for People\Organizations on the Security > Objects > Document Fields page. To access the Communication Network pane, the user’s group must have permissions set to Allow for the Communication network feature on the Security > Features page.

Tools menu: UI extensions - Custom tools

Your portal or system administrator can now add custom tools, for example, a calculator, to the Tools menu using the user interface extensions (UI extensions) feature.

Use the following procedure to access these custom tools.

  1. On the Documents page, on the Tools menu, in the navigation pane, click the UI extensions button, as shown in the following figure.
  2. Documents page Tools menu
  3. Select a UI extension tool.
  4. The tool appears in a standalone window. You can minimize, maximize, resize, and close the window. You can also reposition the window within your application browser window.

    Note: You must close the window before you can open a different UI extension tool.

Case Setup > Issues: Issue administration enhancements

The Issue administration feature has been enhanced in this release and includes the following updates:

Note: Administrators can grant group leaders access to issue management on the Security > Administration page by setting the Case Setup - Issues - Properties and Case Setup - Issues - Security functions to Allow.

Add a root issue with child issues at the same time

Use the following procedure to add a root issue and child issues at the same time.

Note: Previously, this was a two-step process.

  1. On the Case Setup > Issues page, on the toolbar, click Add.
  2. In the Add issues dialog box, shown in the following figure, provide a Name for the root issue.
  3. Add issues dialog box providing a Name
  4. In the Child issue name(s) box, provide the names of the child issue or issues.
  5. Note: Create a new line for each issue.

  6. Click Save.
  7. The root issue appears on the Issues page, as shown in the following figure. In the Name column, click the name of the root issue.
  8. Issues page showing root issue
  9. The Child Issues page appears. To add additional issues to the child issues that you created, click the Add issue button, as shown in the following figure.
  10. Child Issues page showing Add issue button

Clone a root issue and include child issues

You can now clone an existing root issue, including all of its child issues.

Note: When you clone an issue, the application clones only the issue structure, but not the document membership, that is, documents that were coded to the issues that you cloned.

Use the following procedure to clone an existing root issue.

  1. On the Case Setup > Issues page, hover over the row for an issue, and then click the Clone Issue button, as shown in the following figure.
  2. Case Setup > Issues page showing Clone Issues button
  3. In the Clone Issue dialog box, as shown in the following figure, you can edit the name of the cloned issue.
  4. Clone Issue dialog box
  5. Click OK.
  6. The cloned issue appears on the Issues page.

Import issues

You can now import issues using a .csv file.

Use the following procedure to import issues.

  1. On the Case Setup > Issues page, on the toolbar, click Import issues.
  2. In the Import issues dialog box, as shown in the following figure, do one of the following:
  3. Import issues dialog box
    • If you have a .csv file with issues, click Browse to upload your .csv file.
    • If you do not have a prepared .csv file, click the Download template link to download and populate a .csv file, and then click Browse to upload the file.
    • Note: In the .csv file, the root and child issues must be separated by a comma.

      The following figure, created in a text editor, provides an example of the format for the .csv file.

      Example format for .csv file in file manager

      The following figure provides an example of the format for the .csv file when opened in a Microsoft Excel document. The root issue name is in column A, the child issue names are is in column B, and the subissue names are in column C.

      Example format of .csv file in Excel
  4. After you upload your .csv file, click OK.
  5. Note: If the application encountered errors when importing the .csv file, a notification appears, with a link to the errors. Fix the errors, and upload the .csv file again.

Export issues

You can now export issues in a .csv file format.

Use the following procedure to export issues.

  1. On the Case Setup > Issues page, select the check box next to an issue.
  2. On the toolbar, click Export issues.
  3. In the Export issues dialog box, click OK.
  4. The application downloads the .csv file to your computer.

    If you open the .csv file in Microsoft Excel, the information in the .csv file will look similar to what is shown in the following figure.

    Example of .csv file in Excel

    If you open the .csv file in a text editor, the information in the .csv file will look similar to what is shown in the following figure.

    Example of .csv file in text editor

Move child issues to a different root issue

You can now move child issues from one root issue to another root issue. You cannot currently move child issues within the same root issue.

Note: When you move issues, the application maintains the document membership, that is, documents that are coded to issues.

Use the following procedure to move child issues.

  1. On the Case Setup > Issues page, click the link for a root issue.
  2. On the Child Issues page, select the check boxes next to one or more issues. To select all child issues, select the top check box.
  3. On the toolbar, click Move, as shown in the following figure.
  4. Child Issues page showing Move button
  5. In the Move Issues dialog box, shown in the following figure, under Root issues, click the link for a root issue.
  6. Move Issues dialog box
  7. Click OK.
  8. The application moves the selected child issue or issues from the current root issue to the destination root issue.

    Note: If a child issue with the same name already exists in the destination root issue, the application notifies you and the issue is not moved. Change the name of the child issue and repeat the previous steps.

Case Setup: Introducing the People Identity feature

The People Identity feature, also referred to as names normalization, is available on the Case Setup > People Identity page.

Note: Case administrators have access to this feature by default. To grant group leaders to access to this feature, you must enable it on the Case Setup > Administration page. For more information, see the Security > Administration: Enable the People Identity feature for group leaders section.

This feature allows administrators and group leaders (with permissions) to link an individual person’s various people names, such as email addresses and user names, to an identity.

For example, if John Doe is associated with the following people names in Nuix Discover, an administrator (or group member with access to this feature) can consolidate these email addresses and names into a single identity.

  • john.j.doe@gmail.com
  • john.doe@gmail.com
  • jdoe@aol.com

Tip: Among other benefits, this feature is especially helpful when creating a privilege log, because the normalized identity name can be used instead of the non-normalized people names.

Using the People Identity feature, you can:

  • Run a Normalize job to create identities and link non-normalized people names
  • Note: You can use the Normalize feature on the Case Setup > People Identity page on new, non-normalized people names in a case.

  • Assign (or reassign) people to an identity
  • Note: You can use the Assign identity feature to change the connections between people and identities.

  • Edit the identity name and description
  • Delete identities
  • View the identities and people for a specific document set
  • Download an identity report

Normalize people names

Use the following procedure to normalize names.

  1. Go to the Case Setup > People Identity page.
  2. If there are non-normalized names, a banner appears at the top of the page telling you that new people have been added and to click Normalize to normalize the people names to an identity.

    The following figure shows the names before they are normalized.

  3. Do one of the following:
    • To normalize the non-normalized people names, proceed to step 3.
    • (Optional) In the banner, to view the names of the people who have not yet been normalized, click View non-normalized names.
    • The application displays the non-normalized names. You can then select which names to normalize.

      People Identity page
  4. On the toolbar, click the Normalize button.
  5. In the Normalize dialog box, the following message appears, as shown in the following figure: The normalize job will link non-normalized people to an identity. People that are already linked to an identity will not be affected. To confirm, click OK.
  6. Normalize dialog box

    Note: The job operates only on non-normalized people names. People that were linked to an identity before running the job are not affected.

    The application runs a Normalization RPF job to analyze the people name data and logically group the people under a unique identity. The banner at the top of the People Identity page lets you know that the normalization job is running and displays the following message, as shown in the following figure: Normalization job is running. Refresh the page to see updated results.

    People Identity page showing normalization jobs
  7. Refresh the page to see the updated results. When the application has finished normalizing, the banner at the top of the page lets you know that the normalization job is complete and that all people are linked to an identity, as shown in the following figure.
  8. Note: In the tree view in the Name column, the identities are the parent rows (shown in bold font) and the people names are the child rows (in non-bold font).

    People Identity page showing Name column

Working with the table on the People Identity page, you can do the following:

  • In the Document set list, you can return results for all documents in the case or for a subset of documents, for example, a binder or a population. For more information, see View the identities and people for a document set.
  • Filter by the Name column to return specific people and their linked identities.
  • Note: When filtering by the Name column, the text you enter will match on people names (in child rows), and the filtered results will include the identities (parent rows) for those people that match your filter as well as all other people that are linked to those identities.

  • Sort the columns in ascending or descending order.
  • Note: No matter how you sort the columns, if there are non-normalized people names, they will always appear under the Non-normalized section at the bottom of the last page.

  • Click the plus and minus sign to collapse and expand the people names beneath each identity.
  • In the Occurrences in documents table, shown in the following figure, you can click a number link in the Total, From, To, CC, or BCC columns to view the documents that are associated with a person or identity. For more information, see View the identities and people for a document set.
  • Note: The counts in the Total column and identity rows reflect the number of occurrences that the identity or person name appears in documents. The counts do not represent the actual number of documents. For example, if Jane Smith sends an email and copies (CCs) herself, her name will appear in the same document two times (From and CC), so the Total column will show a count of 2 but the link will only return one document on the Documents page.

    Documents page showing Total column counts
  • To add a description for an identity, in the Description column, click in the row for an identity, provide a description in the description window, and then click outside of the window. You can also edit the identity description. For more information, see Edit the identity name and description.

Assign an identity

The Assign identity feature allows you to change the identity that is assigned to people. You can reassign people to an existing identity or create a new one.

Use the following procedure to assign an identity.

  1. Select the check box next to a person, and then click Assign identity.
  2. Note: To assign an identity to multiple people at one time, select more than one person, and then click Assign identity.

    The Assign identity dialog box appears, as shown in the following figure.

  3. Under Assign identity, select one of the following options:
    • Select an existing identity: Select an existing identity from the list.
    • Add new identity name: Select this option and enter a name in the box.
    • Assign identity dialog box showing Name selection
  4. (Optional) When you assign people to a new identity, you can delete the source identity after you make the assignment, if there are no remaining people linked to that identity. If the source identity has fields coded, the coding will also be deleted. To delete the source identity after you make the assignment, select the following check box, which is cleared by default: Delete source identity after assignment if there are no remaining people linked. (If the source identity had fields coded, the coding will also be deleted.)
  5. Click OK.
  6. The person (or people) are then listed under the identity.

Edit the identity name and description

You can edit the identity name or the identity description.

Note: The system Data Model now includes a new entity named Identity, shown in the following figure. The Identity entity was created to support the Names Normalization feature. The Identity entity has a one-to-many connection to the Person entity.

Entities page showing modification capabilities

To make the Identity name and Identity description editable for a user on the Case Setup > People Identity page, an administrator must grant Write access to these fields for the user’s group.

Use the following procedure to make the identity name or identity description fields editable.

  1. Go to the Case Setup > Data Models > System > Entities > Identity > Fields page.
  2. On the Fields page, click the link for the Identity Description or strong, as shown in the following figure.
  3. Field page showing how to modify
  4. In the navigation pane, click Security.
  5. Set the security to Write for a user group, as shown in the following figure.
  6. Security page showing the Write selection

Tip: On the Case Setup > Data Models > System > Entities > Identity > Fields page, click the Add button to add new fields to use for coding identities. Set the appropriate group permissions for your new fields on the field’s Security page. You can use your new fields in Column Templates or Conditional Templates for the Identity entity. You must enable the Conditional Template.

Use the following procedure to edit the identity name or the identity description.

  1. Click on the name or description for an identity. For the name, an editable field appears, as shown in the following figure.
  2. Fields page showing editable fields
  3. Type the new identity name or description.
  4. To save your changes, click outside the field.

Delete identities

You can only delete an identity that does not have any people assigned to it.

Use the following procedure to delete an identity.

  1. Hover over the row of the identity you want to delete and click the Delete identity button, as shown in the following figure.
  2. Delete identity

    The Delete identity dialog box appears.

  3. The information that appears in this dialog box depends on whether an identity has user-created fields with coded values.
    • When you delete an identity that has no people assigned to it, you are asked to confirm the deletion of the identity in the Delete identity dialog box, as shown in the following figure. If you are sure you want to delete the identity, click OK.
    • Delete identity dialog box

      Note: You cannot delete an identity that has people assigned to it or delete the individual people.

    • If you try to delete an identity that has user-created fields with coded values, the Delete identity dialog box displays a warning and lists the fields that are coded, as shown in the following figure. To delete the identity, click OK.
    • Delete identity dialog box showing message for codes values

View the identities and people for a document set

Select a Document set to view the identities and people that are associated with those documents.

Use the following procedure to view the identities and people for a specific document set.

  1. In the Document set list, select the type of document set you want to use, and then select the document set in the field that appears to the right.
  2. The page will refresh when the document set is changed, and the application will filter the displayed identities to only those that have people connected to documents in the selected set.

Note: All people appear for identities that have at least one person connected to documents in the selected set, even if some people in those identities are connected to 0 documents. The counts in the columns reflect the number of occurrences within the selected set. Your selected document set will be selected by default the next time you return to the People Identity page.

The Normalize job always operates on all documents in the case, regardless of which document set is selected on the page.

Download an identity report

You can download an identity report to a .csv file.

Use the following procedure to download an identity report.

  1. Click the Download report button. Nuix Discover saves the identity information to a .csv file in your Downloads folder.
  2. Note: The Download report feature respects the document set that is selected. The report file name has a time stamp with the local time so that each time you download a new report with a new time stamp, the report is saved and does not overwrite a previous report.

  3. To view the report, open the .csv file in Microsoft Excel.

Security > Administration: Enable the People Identity feature for group leaders

If you want group leaders to use the People Identity feature, which is also referred to as the Names Normalization feature, you must enable it for them.

Use the following procedure to enable the People Identity feature for group leaders.

  1. Go to the Security > Administration page.
  2. In the Leaders column, click the Allow button next to Case Setup - People Identity, as shown in the following figure.
  3. Administration page showing Leaders column
  4. Click Save.

Manage Documents > Imaging: Support for .ics and .xps file types

The Imaging feature now supports the .ics and .xps file types.

  • An .ics file is a calendar file saved in a universal calendar format that is used by several email and calendar programs, including Microsoft Outlook.
  • An .xps file is a document that contains fixed page layout information written in the XPS page description language. This file type defines the layout, appearance, and printing information for a document. XPS files are similar to PDF files, but are saved in Microsoft’s proprietary XPS format.

Once imaged, you can view these files in the View pane (in the Image viewer and in the Office Online viewer).

Manage Documents > Imports: New default delimiter on the Field Map page

When creating a new Imports job using a flat file, on the Field Map page, the default Delimiter value is now “; (59)” when one of the following is selected in the Case field column:

  • People - To
  • People - CC
  • People - BCC

Manage Documents > Ingestions: Group multi-segment AD1 files

When running an ingestions job, multi-segment AD1 files are now grouped in the same processing task.

An AD1 file is a Forensic Toolkit FTK imager Image file.

Manage Documents > Ingestions: NIST list updated - September 2020

The Ingestions feature now uses an updated version of this list, released in September 2020. For more information, go to https://www.nist.gov/itl/ssd/software-quality-group/national-software-reference-library-nsrl/nsrl-download/current-rds.

Case Options: New case option to set the maximum unique word count for an index for content searching

On the Portal Management > Cases and Servers > [Case] > Case Options page, shown in the following figure, you can now use the following option to set the maximum unique word count that can be retrieved from an index for content searching: Search max unique word count.

Case Options page showing maximum unique word count
  • The default value is 256,000.
  • The minimum value is 16.
  • The maximum value is 4,096,000.

Case Options: New case option when translating with a Microsoft custom translation model

Portal administrators can now configure a custom translation model to be used for Microsoft translations for a specific case and for a specific language pair.

Note: You must work with Nuix to configure this feature in your SaaS environment. To request access to this feature, submit a ticket on the Nuix Support Portal, located at https://nuix.service-now.com/support.

A custom translation model allows you to create a customized dictionary of domain-specific source language and target language terms for a specific language pair. Microsoft refers to this feature as the Microsoft Custom Translator. Custom models will need to be created in Microsoft’s Custom Translator portal in Azure.

To use a custom translation model for a case, in the Translate with Microsoft custom model box on the Portal Management > Case and Servers > [Case] > Case Options page, shown in the following figure, enter the Category ID, which is the unique identifier for the custom model.

Case Options page showing how to use a custom translation model

Custom UI extensions for the Tools menu

The user interface extensions (UI extensions) feature allows application administrators and service providers to extend the functionality of the application by embedding custom third-party applications directly into the application interface. A third-party application that loads within the application is called a UI extension.

In addition to adding a UI extension to the Portal Home page, the Case Home page, or as a workspace pane on the Documents page, system administrators and portal administrators can now add a custom UI extension to the Tools menu on the Documents page using the Workspace tools UI extension.

Note: System administrators can add UI extensions in a portal for any organization or user, and portal administrators can install extensions for the organizations and users that they manage.

Sample UI extension applications:

  • An administrator might add a UI extension to the Tools menu to allow users easy access to external websites, for example, to an online calculator, as described in this document.
  • Note: Administrators are blocked from adding some websites, for example, CNN, as UI extensions.

  • Administrators could also configure a UI extension on the Tools menu to submit a selection of documents in the List pane for reporting, processing, or another task.
  • Another possible application could be a custom tool that combines multiple steps into one process. For example, you could build a custom tool that would allow you to take Predictive Coding score ranges and tag them with different review priority levels. Users could then search for documents by the review priority and tag those documents with the correct priority level.

For detailed information about UI extensions, see the following topics in the Nuix Discover online help.

  • UI Extension SDK: The UI Extension SDK provides an API that UI extensions can use to communicate with the application. The UI Extension SDK also includes steps to build and configure an extension, reference documentation, and an example extension. For access to the UI Extension SDK, contact Discover.Sales@Nuix.com.
  • Administer UI extensions: This topic describes how to add a UI extension to the Case Home page, the Portal Home page, and as a workspace pane on the Documents page.

The workflow to add a UI extension to the Tools menu on the Documents page consists of the following main steps, described in more detail in the following sections:

  1. Manually add a UI extension to the Tools menu
  2. Enable a UI extension for an organization and cases
  3. Set group security for a UI extension
  4. Test the UI extension on the Tools menu

Manually add a UI extension to the Tools menu

Use the following procedure to manually add a UI extension to the Tools menu.

Note: For information about how to install a UI extension using a manifest file, see the Install a UI extension using a manifest file in the Nuix Discover online help.

  1. On the Portal Home page, under Portal Management, click UI Extensions.
  2. On the UI Extensions page, on the toolbar, click Add.
  3. The Add UI extension window appears, as shown in the following figure.

    Add UI extensions > Settings page top half
  4. On the Settings page, in the Settings editor area, leave the Basic option selected.
  5. Note: If you are using a manifest file, select Advanced. The advanced procedure is not described in this document. For more information about how to add a UI extension using a manifest file, see Administer UI extensions in the Nuix Discover online help.

  6. Type a Name for the UI extension.
  7. In the Location list, select Workspace tools.
  8. Under Default window size, you can set the following:
    • Width: The minimum value for the width is 200 pixels and the maximum value is 1280 pixels.
    • Height: The minimum value for the height is 150 pixels and the maximum value is 768 pixels.
    • Require document selection: If the tool involves working with documents, select this option to require document selection before using the tool.
    • Display the OK and Cancel buttons: This check box is selected by default. Clear the check box if you do not need to include OK and Cancel buttons in the window, for example, when adding a calculator tool.
  9. Type an optional Description of the extension. The description appears on the UI Extensions page.
  10. Scroll down to display additional settings, as shown in the following figure.
  11. Add UI extensions > Settings page bottom half
  12. In the URL box, enter the URL of the web application that you are adding as an extension. The URL must include http or https.
  13. Note: Administrators are blocked from adding some websites, for example, CNN, as UI extensions.

  14. In the Authentication secret box, click the Generate a random authentication secret button.
  15. Click Next.
  16. On the Review page, review the settings for the extension, and then click Save.

Enable a UI extension for an organization and cases

System administrators can enable UI extensions for the organizations in a portal.

Note: For portal administrators, when organization security is enabled, the list of available items depends on membership in a provider or client organization.

Use the following procedure to enable a UI extension for organizations.

  1. To access the UI extensions that are installed in the application, on the Portal Home page, under Portal Management, click UI Extensions.
  2. The UI Extensions page appears.

  3. On the UI Extensions page, shown in the following figure, click the name of an extension.
  4. UI Extensions page
  5. In the navigation pane, click Organizations.
  6. Depending on which organizations you want to enable the extension for, do the following:
    • To enable the extension for a single organization, hover over the row for the organization, and then click Allow.
    • To enable the extension for all organizations, click the Allow button in the heading row.
  7. After a UI extension is enabled for an organization, system administrators and portal administrators can enable the extension for the cases that are assigned to the organization. In the navigation pane, click Cases.
  8. Depending on which cases you want to enable the extension for, do the following:
    • To enable the extension for a single case, hover over the row for the case, and then click Allow.
    • To enable the extension for all cases, click the Allow button in the heading row.

Set group security for a UI extension

To allow groups in a case to access a UI extension on the Tools menu, administrators must grant access to the following security option on the Security > Features page in the case: UI Extension – [UI Extension Name] (for example, UI Extension – Calculator).

Test the UI extension on the Tools menu

Use the following procedure to test the UI extension.

Note: Administrators are blocked from adding some websites, for example, CNN, as UI extensions.

  1. Log in to a case.
  2. On the Documents page, on the Tools menu, in the navigation pane, click the UI extensions button, as shown in the following figure.
  3. Tools menu showing the UI extensions button
  4. Select a UI extensions tool.
  5. Ensure that the tool appears as expected in the standalone window.

New portal option to address potential performance issues when streaming media files

Web servers become highly consumed by the FFmpeg process running at 100% when streaming media files, which causes performance issues in the environment. To address this issue, a new setting named View pane media thread count is now available on the Portal Management > Settings > Portal Options page to allow system administrators to limit the number of allowed threads.

Nuix Discover support lifecycle for Microsoft Windows Server and Microsoft SQL Server

The Nuix Discover support lifecycle for Microsoft products is communicated at the beginning of each year.

Note: For additional information about the Microsoft Lifecycle Policy, go to https://support.microsoft.com/en-us/lifecycle/search.

The general support policy for Microsoft Windows Server and Microsoft SQL Server for Nuix Discover quarterly on-premises releases is as follows:

  • Nuix Discover will support at least two versions of Microsoft Windows Server and Microsoft SQL Server for each release.
  • Within one year of a newly released version of Microsoft Windows Server or Microsoft SQL Server, those versions will be supported by Nuix Discover.
  • Once Microsoft ends mainstream support for a version of Microsoft Windows Server or Microsoft SQL Server, those versions will no longer be supported by Nuix Discover.
  • A 12-month notice of support retirement will be communicated with each quarterly on-premises release.

Note: For detailed information about client computer requirements, see the Nuix Discover 10.5 Client Computer Requirements guide. For detailed system and hardware requirements, see the Nuix Discover 10.5 Hardware and System Requirements guide.

Ringtail 10.4 Quarterly Release Notes

Browse: Introducing the Hierarchies feature

This release includes a new feature that allows you to view Hierarchies in the Browse pane, for example, to view the folder hierarchy of a file path for a custodian.

An example is shown in the following figure.

Note: Your administrator must configure and grant you access to hierarchies.

Hierarchies example under Browse pane

Tip: You can also search for a Hierarchy on the Search page.

Conditional Coding: Add a binder

In the Conditional Coding pane, group leaders with permissions to work with binders can now add a binder and apply security to that binder.

Use the following procedure to add a shared binder.

  1. In the Conditional Coding pane, in the list on the toolbar, select the Binders template.
  2. On the toolbar, click the Add binder button, as shown in the following figure.
  3. Add binder button
  4. In the Add binders window, shown in the following figure, on the Properties page, provide a name and an optional description.
  5. Add binder Properties page
  6. Under Type, leave the Shared binder type option selected.
  7. Optionally, under Use as, set the binder to be used as a Security override or Mobile binder.
  8. Click Next.
  9. On the Security page, set the user group security for the shared binder.
  10. Click Save.
  11. The binder appears in the Conditional Coding pane.

Use the following procedure to add a private binder.

  1. In the Conditional Coding pane, in the list on the toolbar, select Binders.
  2. On the toolbar, click the Add binder button.
  3. In the Add binder dialog box, on the Properties page, provide a name and an optional description.
  4. Under Type, select Private.
  5. The Owner list appears, as shown in the following figure.

    Add binders Properties page Owners list
  6. In the Owner list, select an owner.
  7. Click Save.
  8. The binder appears as a private binder in the Conditional Coding pane.

Note: If you are a group leader with permissions and need to delete a binder, you can do that on the Case Setup > Binders page, but not in the Conditional Coding pane.

List: Download a report to an .xlsx format and add a report title

In the List pane, you can now download a report to an .xslx format and give the report a title, as shown in the following figure. Previously, you could download the report only to a .csv format.

Download dialog box

Enhancements to Workspace panes

This release includes the following enhancements to all workspace panes, as shown in the following figure:

List pane enhancements

Change a pane

To change a pane, on the pane menu, select a different pane from the list, as shown in the following figure.

Note: Changing a pane changes your current workspace configuration.

Change pane selection

If you select a pane that is already included in your current workspace configuration, the current pane is exchanged with the pane you selected.

For example, if your workspace configuration includes a Browse pane, a List pane, and a Conditional Coding pane, if you change the List pane to a Conditional Coding pane, the List pane appears where the Conditional Coding pane used to be, as shown in the following figures.

Before

Change pane selection before

After

Change pane selection after

Maximize a pane

All workspace panes now include a new option to maximize the pane, as shown in the following figure.

Maximize panes option

When you select the Maximize option, the application maximizes the pane and hides all of the other panes in the workspace configuration.

To restore the hidden panes, click the Restore all hidden panes button on the toolbar of the pane, as shown in the following figure.

Restore all hidden panes button

Close a pane

All workspace panes now include a new option to close the pane, as shown in the following figure.

Note: Closing a pane changes your current workspace configuration.

Close pane option

When you select the Close option, the application removes the pane from the current workspace as well as from the pre-set workspace configurations.

To add the pane that you closed back to a workspace, on the workspaces menu, shown in the following figure, edit the workspace.

Add pane back into workspace

Tools: Introducing the redesigned Tools menu

This release includes a redesigned Tools menu that provides an enhanced user experience when working with various tools. The menu was redesigned based on user feedback. The tools are organized into logical groupings. The names of the tools have not changed.

All tools: Allows you to access the entire list of tools, as shown in the following figure. The tools in each section mirror the logical groupings.

All tools

Frequently used tools

Frequently used tools such as Report and Batch Print are now at the top of the menu, as shown in the following figure.

Frequently used tools

Find tools quickly

The search box at the top of the menu, shown in the following figure, allows you to find tools without having to scroll through the list.

Find tools

Logical groupings

The tools are organized into the following logical groups that you can access by clicking the buttons in the navigation pane on the menu:

  • Output
  • General
  • Results
  • Processing

Output: The tools in this grouping include Report, Batch print, Export, and Archive files, as shown in the following figure.

Logical groupings > Output

General: The tools in this grouping include History, Load search file, Workflow, Quick code, Add document, Coding history report, Document count, and Theme, as shown in the following figure.

Logical groupings > General

Results: The tools in this grouping include Base docs\Renditions, Find masters family, Find family duplicates, Find individual duplicates, Remove family duplicates, and Remove individual duplicates, as shown in the following figure.

Logical groupings > Results

Processing: The tools in this grouping include Imaging, Reverse previous imaging, OCR processing, Extract text, Transcribe audio, Indexing and enrichment, Thread analysis, Convert page annotations, and Translate, as shown in the following figure.

Logical groupings > Processing

Tools > Imaging: Auto-detect color and render to JPG

When submitting documents for imaging, you can now select an option to automatically detect color and render to JPG. The Auto-detect color and render to JPG check box is located in the Imaging window on the Properties page, as shown in the following figure.

Note: This option is available only if the TIFF option is selected from the Image type list.

The default value for the option is based on the Imaging settings found in Manage Documents > Imaging - Automated > Settings.

Imaging > Properties page Automated > Settings

Tools > Imaging: Image viewer support for Adobe Photoshop file formats (.psd and .psb)

In the Imaging window, you can now submit .psd and .psb files, which are Adobe Photoshop file formats, for imaging to a TIFF, JPEG, or PDF format, as shown in the following figure.

Once the files are imaged, you can view the imaged files in the Image viewer in the View pane.

Imaging > Properties page Viewing images

Tools: Access to Transcribe audio and Translate options

Users can now use the Transcribe audio and Translate options on the Tools menu, even if they do not have access to private binders.

Tools > Coding History: Coding history report on the Tools menu

The Tools menu on the Documents page now includes a Coding history report option that allows you to download a .csv report with the history for a field for all documents selected in the List pane.

Note: To see this option, your administrator must grant you access to the Coding - Coding History feature on the Security > Features page, and audit history must be configured for the case.

Use the following procedure to generate a coding history report.

  1. In the List pane, select one or more documents.
  2. On the Tools menu, select the Coding history report option.
  3. In the Download coding history report dialog box, shown in the following figure, from the Field list, select a field, and then click OK.
  4. Note: The available fields depend on the permissions granted by your administrator.

    Download coding history report dialog box

    A processing window appears, as shown in the following figure.

    Note: Do not close this window or exit the case until the report downloads.

    Download Processing dialog box
  5. After the .csv report downloads, open or save the file.

Coding History > Search: New operator to search for previously coded values

A new operator named previous value ever was is now available for advanced searches on the Search page, as shown in the following figure.

Search page showing example search

Note: The previous value ever was operator is available to users who are in a group with permissions to access the Coding History pane. And audit history must be configured for the case.

The following field types support coding history searches using the previous value ever was operator:

Note: Memo field types are not supported.

  • Pick list
  • Date
  • Number
  • Yes\no
  • Text
  • Binder - Shared
  • Issue
  • Production
  • Population
  • Sample
  • Highlight
  • Redaction
  • People - correspondence type
  • Organizations - correspondence type

When using this operator, you can search for previously coded values, which are the values captured by the Coding History feature and found in the Previous value column in the Coding History pane, as shown in the following figure.

Previous value column in Coding History pane

Use the following procedure to search for previously coded values.

  1. Navigate to the Search page.
  2. In the Select a field box, select the field for your search criteria.
  3. In the Select an operator box, select previous value ever was.
  4. In the Select a value box, select or enter the value.
  5. Note: Not all values for your selected field may be available in the Select a value list. Values are not available for previous value ever was searches until they have been stored in coding history (for at least one audit record).
     
    When searching for a text field value using the previous value ever was operator, the text field value must be an exact match.

  6. Optionally, to include Coded by or coded on date parameters in your search criteria, click the Add additional criteria button.
  7. Note: Coded by and coded on date parameters will be evaluated against the user and date corresponding to the original coding action for the value.

  8. To run the search, click the Search button.

Analysis > Search Terms: Term query column added

The Analysis > Search Terms page now includes a new column named Term query, as shown in the following figure. This column contains the term query value or values for a Search Term Family.

You can use the information in the Term query column to effectively determine how to modify the search to increase or decrease the number of hits.

Analysis > Search Terms page

Analysis > Predictive Coding > Add custom Predictive Coding Templates

The Predictive Coding Templates page has been added to the Analysis capabilities in Nuix Discover and is available to all administrators. This page allows administrators to select the Standard or Standard + people template when setting up predictive coding or Continuous Active Learning (CAL) models, or to create their own templates.

Note: The Standard and Standard + people templates are available to all cases and cannot be modified.

Create a new Predictive Coding Template

To create a new template, go to the Case Home > Analysis > Predictive Coding Templates page and click Add. Add a name and description for the template, and then click Save. The Fields page opens for that template. To add fields to the template, select a field in the Add field list and click the + (plus sign) button, shown in the following figure.

Analysis > Predictive Coding > Fields page Add fields

The following information applies to fields in a predictive coding template.

  • The values of date fields included in a template appear as text strings.
  • The weight for each field is 1 by default, but you can change the value to anything between 1 and 10. Weight reflects the amount of influence a field has on the model in relation to other fields in the template. For example, if you want People information to be more heavily considered in the model than other fields, adjust the weight value on the People fields to be higher than the other field weight values.
  • Analysis > Predicitive Coding > Fields page People information

The following information applies to all custom predictive coding templates.

  • Extracted text from documents is included in every template, although it is not listed as an item in the template. The training field for the model that the template is selected for is also included.
  • Once a template is being used by a CAL or predictive coding model, it cannot be edited. Open the template’s Properties page to view the names of the models that are using the template.
  • Analysis > Predictive Coding > Properties page

Clone a Predictive Coding Template

All custom templates can be cloned, regardless of whether they are in use. To clone a template, open the Fields page for the template and click Clone template. Update the template name as needed and click Save. The Fields page for the new template opens. Add fields, delete fields, or change any of the field weights on that page.

Delete a Predictive Coding Template

You can delete any custom predictive coding template that is not in use by a predictive coding or CAL model. To delete a template, open the Fields page for the template and click Delete template.

Use Predictive Coding Templates with CAL

Administrators now have the option to select a predictive coding template when configuring training for a model. To select a template, go to the Case Home > Analysis > Populations and Samples page and select a population. Then, open the Predictive Coding page for the population and click Configure training. On the Settings page, select a template in the Predictive coding template list.

Predictive Coding > Settings page

Note: You can change the predictive model template throughout the lifecycle of the training model. However, at the present time, the application only provides data about the current template selected for training and does not record the history of different templates that have been selected.

Use Predictive Coding Templates with the Predictive Coding standard workflow

To select a predictive coding template to use when adding a predictive model, go to the Case Home > Analysis > Predictive Models page and click Add. In the Add Predictive Model dialog box, select a predictive coding template in the Predictive coding template list.

Predictive Models > Add Predictive Models page

Select how date data is treated for Predictive Coding templates

We have added an option to Predictive Coding Templates that allows administrators to select how date type field data should be treated in the model.

To access the option, go to Analysis > Predictive Coding Templates and select a template. On the Fields page, click in the Date Value column, and then select a value for how date information should be treated in the template.

Predictive Coding Templates > Fields page

The options are as follows:

  • Text: Date information is treated as a text string.
  • Day, month, and year: Date information is modeled without time. This option is the default.
  • Month: Date information is treated as a number with January = 1, February = 2, and so on.
  • Day: Date information is treated as a number.
  • Day of the week: Date information is treated as a number with Sunday = 1, Monday = 2, and so on.
  • Year: Date information is treated as a number.

Note: The application treats any date fields selected in templates created before this change as Text. If the template is used in any models, the date value cannot be changed. The choice of which Date Value option to use depends on the case data and what aspect of the date information has an impact on the model. For example, documents with dates clustered around the middle of January 2005 may be meaningful. Select the Day, month, and year value to model date information in that way. In a different example, which day of the week a date falls on (Monday, Tuesday, and so on) has some relevance. Use the Day of the week value to model date information in that way.

Case Setup: Introducing the Hierarchies feature

This release includes a new feature on the Case Setup > Hierarchies page that you can use to set up hierarchies, for example, to browse the folder hierarchy of a file path for a custodian.

Once you have set up hierarchies and granted access to user groups, users can view the hierarchies in the Browse pane.

Note: Administrators can grant group leaders access to this feature by setting the Case Setup - Hierarchies to Allow for Leaders on the Security > Administration page.

Use the following procedure to add a hierarchy.

  1. On the Case Setup > Hierarchies page, on the toolbar, click Add.
  2. In the Add hierarchy window, shown in the following figure, on the Properties page, do the following:
    • Provide a Name.
    • Select a Field, for example, All File Paths.
    • Select a Delimiter.
    • Click Next.
    Add hierarchy > Properties page
  3. On the Security page, shown in the following figure, set the security for groups, and then click Save.
  4. Add hierarchy > Security page

    The hierarchy appears on the Hierarchies page, as shown in the following figure.

After you create a hierarchy, you must run an indexing and enrichment job to populate and update the hierarchy.

Note: As documents are added to the case and submitted or resubmitted for indexing and enrichment, the hierarchies are updated as part of those jobs.

Use the following procedure to run an indexing and enrichment job for a hierarchy.

  1. On the Case Setup > Hierarchies page, select the check box next to a hierarchy, as shown in the following figure.
  2. On the toolbar, click Run.
  3. Case Setup > Hierarchies page

Use the following procedure to delete a hierarchy.

  1. On the Case Setup > Hierarchies page, select the check box next to a hierarchy, as shown in the previous figure.
  2. On the toolbar, click Delete.

Case Setup > Binders: New workflow to add a binder

On the Case Setup > Binders page, the workflow to add a binder has been streamlined. When you add a binder, you can now set the properties and the security in a wizard-like fashion. Previously, you had to add a new binder, and then access the new binder to set the security.

Note: If you need to edit an existing binder or a newly created binder, you must do that on the Case Setup > Binders > Properties and Security pages for a binder.

Add a shared binder

Use the following procedure to add a shared binder and set the security for the binder.

  1. On the Case Setup > Binders page, on the toolbar, click Add.
  2. In the Add binder window, shown in the following figure, on the Properties page, provide a name and an optional description.
  3. Add binders > Properties page
  4. Under Type, leave the Shared binder type option selected.
  5. Optionally, under Use as, set the binder to be used as a Security override or Mobile binder.
  6. Click Next.
  7. On the Security page, set the security for the binder, and then click Save, as shown in the following figure.
  8. Add binders > Security page

    The new binder appears on the Case Setup > Binders page.

Add a private binder

Use the following procedure to add a private binder.

  1. On the Case Setup > Binders page, on the toolbar, click Add.
  2. In the Add binder window, on the Properties page, shown in the following figure, do the following:
    • Provide a Name and an optional Description.
    • Under Type, select Private.
    • The Owner list appears.

    • In the Owner list, select an owner.
  3. Click Save.
  4. Adding private binder

Security > Administration: Allow group leaders to add binders in the Conditional Coding pane

To allow group leaders to add binders in the Conditional Coding pane, you must set the Case Setup - Binders - Properties and Case Setup - Binders - Security functions to Allow for Leaders on the Security > Administration page.

Security > Features: Set security for the Documents Added section on the Case Home page

You can set security for the Documents Added section on the Case Home page. You can choose to display or hide the Documents Added section by enabling or disabling the Case Home - Documents added feature for groups on the Security > Features page, as shown in the following figure.

Note: This feature is set to Deny by default for all newly added groups. When a group is cloned, access to the Documents Added feature is carried over from the group it was cloned from.

Security > Features page

When this feature is set to Deny for a group, the users in that group do not see the Documents Added section on the Case Home page, and the Results History section appears in that location, as shown in the following figure.

Case Home page Results History section

When this feature is set to Allow for a group, the users in that group see the Documents Added section on the Case Home page, as shown in the following figure.

Documents Added section of Case Home page

Manage Documents > Exports: Ability to apply headers

Administrators now have the option to apply headers to base images in Custom and MDB Classic export types. In previous releases, only footer settings were available.

You can access header options on the Headers\footers page in the Export window, as shown in the following figure. The options available for footer values are also available for header values. You can select any combination of headers and footers.

Headers\footers page in the Export window

Note: The width, height, and font size are the same for both headers and footers. As with footers, the Header height setting allows you to add space to the top of the image when endorsing headers such that the header text does not overlap with image text.

Manage Documents > Imaging - Automated: Update default brightness setting to 15

In previous versions, when a file contained text with a background that was similar in color, converting the file to a black and white image could result in text and background that were the same color. We have updated the brightness setting to increase the likelihood that the text and background will be distinguishable in the resulting images.

In the Manage Documents > Imaging - Automated > Settings window, on the PDF page, the default brightness setting for new cases is now 15, as shown in the following figure. For existing cases, if the setting was previously 85, the value has been changed to 15. If the setting was previously anything other than 85, the value has not been changed.

Settings > PDF page

Manage Documents > Imports: Delimiter column removed from Field Map for Ringtail MDB load files

Ringtail MDB load files do not support using a delimiter to separate multiple field values.

Starting with this release, when you add an import job on the Manage Documents > Imports page, if you select the Ringtail - MDB job type on the Import Details page in the Import window, the Delimiter column no longer appears on the Field Map page in the Import window. The Delimiter column still appears for a Flat file job.

Note: If you clone a previous Ringtail - MDB import job and the Delimiter value was set, the value is not applied to the new import job.

Manage Documents > Productions: Apply headers

Administrators now have the option to apply headers to production images. In previous releases, only footer settings were available.

You can access header options on the Endorsements page for a production. Click in any of the boxes for Left, Middle, or Right header to launch the variable builder.

Endorsements page

You can select any combination of headers and footers. Note that the width, height, and font size are the same for both headers and footers. As with footers, the Header height setting allows you to add space to the top of the image when endorsing headers such that the header text does not overlap with image text.

Manage Documents > Productions: New Quality Control checks

The following new quality control checks have been added to the Quality Control page for productions.

  • An Annotations exist that are not selected to be applied quality control check has been added to the Quality Control page for productions, as shown in the following figure.
    • This check is enabled when at least one production rule other than Custom placeholder is selected on the Production rules page.
    • This quality control check identifies documents that have annotations applied to them that are not selected to be applied in the production.
    • If the application identifies any affected documents, a message that indicates the number of documents appears in the Result column on the Quality Control page for the production. Click the message to view the affected documents on the Documents page.

    Quality Control page viewing affected documents
  • A Documents not scanned for content quality control check has been added to the Quality Control page for productions, as shown in the following figure.
    • This checks any documents that are in a production rule and are designated to be produced as native files or content files.
    • Previously, this step was always run before locking a production, but it was not clear which documents triggered the warning. Adding this check to the Quality Control page will now provide those details.
    • If documents were not scanned for content, a message appears in the Result column on this page and lets you know which documents were not scanned for content, and indicates that you should run an Indexing and enrichment job.
    Quality Control page message in Result column

Manage Documents > Productions: New productions numbering options

The Attributes page of the Productions feature now includes new options for setting the numbering convention for production documents and files, as shown in the following figure.

Attributes page

The following options are available under Numbering on the Attributes page of a production:

  • Standard: This option offers a new, simplified way to set the Production Document Label and Production Page Label. You can enter information directly into the Prefix, Start number, and Padding boxes. Under Number by, select either Page or Document. If you choose to number by document, you can enter a value for page numbering padding and choose a delimiter to use between the document and page number, if required.
  • The following list provides examples of page and document numbering.

    • Doc 1 - page 1
      • Number by page: ABC-00000001
      • Number by document: ABC-00000001-00001
    • Doc 1 - page 2
      • Number by page: ABC-00000002
      • Number by document: ABC-00000001-00002
    • Doc 2 - page 1
      • Number by page: ABC-00000003
      • Number by document: ABC-00000002-00001
    • Doc 2 - page 2
      • Number by page: ABC-00000004
      • Number by document: ABC-00000002-00002
    • Doc 2 - page 3
      • Number by page: ABC-00000005
      • Number by document: ABC-00000002-00003
    • Doc 3 - page 1
      • Number by page: ABC-00000006
      • Number by document: ABC-00000003-00001
  • Custom: This option is the same as in previous versions. It allows administrators to enhance customization by using the variable builder to define values.
  • For productions that were locked or were created but not locked prior to this update, the selections you made for Production Document Label and Production Page Label appear in the Custom numbering section of the Attributes page.

Note: The Production Document Label determines the Rendition Document ID as well as the names of any native and content files. The Production Page Label determines the name of image files. The Production Page Label is also referred to as the Bates number. To set the Bates number as a footer, you must select the Production Page Label option, regardless of how you set up numbering on the Attributes page. Load file template field references to begin and end Bates and any other numbering values will not change.

Updates to the Renumbering feature

The following updates have been made to the Renumbering feature, which is available on the Tools menu:

  • When endorsing headers, more space is now provided between the endorsement and the edge of the page. This reduces the potential for the endorsement to be cut off when printing documents to paper.
  • The following updates have been made to the Document ID page in the Renumbering window, as shown in the following figure:
    • Suffix delimiter: This character is used before the page number during endorsement. The default character is a hyphen.
    • Note: The Suffix delimiter that you set on this page appears on the Manage Documents > Renumbering > Properties page in the Settings > Document ID section.

    • Suffix padding: This value is used when generating a suffix during endorsement. The default value is 4. Valid values are 1 through 9.
    • Note: The Suffix padding that you set on this page appears on the Manage Documents > Renumbering > Properties page in the Settings > Document ID section.

    • Override validation: If you select this option, the application assigns Document ID values starting with the selected value, even if there is an existing Document ID with a higher number.
    • Note: This option is not selected by default. Selecting this option could result in a job failure if a Document ID already exists. Selecting this option could also cause the application to assign page numbers that already exist on other documents. If you select this option, the application does not validate whether there is a Document ID in the expected range for the settings.

      Renumbering > Document ID page
  • On the Endorsement page in the Renumbering window, if you select the Document ID plus page number endorsement option, as shown in the following figure, the Start numbering on page 2 check box appears. If you select this check box, the first page of a document includes only the Document ID, but not the page number. The page numbering starts on the second page of the document.
  • Note: If you select the Document ID plus page number endorsement option on this page and select the Start numbering on page 2 check box, the setting appears on the Manage Documents > Renumbering > Properties page, in the Settings > Endorsements section.

    Renumbering > Endorsements page

Introducing the case archiving feature

Case archiving allows you to archive an entire case. Case archiving is available to system and portal administrators. You may want to archive a case if you no longer need the database to be readily available in Nuix Discover, but you want the option of restoring it in the future should the need arise.

When you archive a case, it is stored in a folder on the archive repository that is assigned to the case. The folder will include backup files of all three of the case databases, zip archives containing all files from the repositories assigned to the case, and a backup of the coding history index (if the case has audit enabled for coding history). After you archive a case, you can download the case files, recommission the case, or permanently delete the case.

Note: Portal and system administrators can do everything described in this section.

Archive a case

You can archive an entire case using the Decommission option, which is available on the More menu on the Cases page.

Use the following procedure to decommission and archive a case.

  1. On the Cases page, select the case you wish to archive.
  2. On the More menu, select Decommission, as shown in the following figure.
  3. More menu Decommission selection

    The Decommission case window appears, as shown in the following figure.

  4. The Decommission case dialog box has been changed to a wizard-style window with two pages: Options and Summary. The Options page now includes a choice for Archive (selected by default) or Permanently delete, which was previously the only option available when decommissioning a case. Select Archive, and then click Next.
  5. Decommission case > Options page
  6. The Summary page, shown in the following figure, displays the destination folder where the archived case will be stored, the total size of the case to be archived (as captured by the latest case metrics job), and a listing of the database and analysis servers, Elasticsearch index name, and the repositories that are assigned to the case. To archive the case, click OK.
  7. Decommission case > Summary page

    Note: If files were archived while the case was live, the folders containing those file archives will remain adjacent to the new folder that is created for the case archive. The previously archived files will not be “re-archived” to the case archive destination folder.

    If the case does not have an archive repository currently assigned, the Destination field shown in the following figure will display a list of the available archive repositories. Select an archive repository to assign as the destination for the archived case.

    Decommission case > Summary page Destination selection

    Note: When organizations security is enabled for the portal, the archive repository that is assigned to the case must also be assigned to the case’s organization to allow for the case to be archived.

  8. After you click OK, a Case Decommission job will run in RPF and will archive the case. The worker processing window will open and display the progress of the job stages, as shown in the following figure.
  9. Note: You do not need to keep the worker processing window open while the job is running. You can also monitor the job progress in the Progress column for the case row on the Cases and Servers > Cases page, or by viewing the job on the Processing > Jobs page.

    Processing > Jobs page

    Note: When the job begins, the case will be taken offline and users will no longer be able to access the case. Any scheduled RPF jobs for the case will be removed.

  10. If the job fails at any point, the case will appear with a Failed status on the Cases and Servers > Cases page. You can use the Resubmit option to attempt to resume the job. This will restart the job on the stage where it left off. To resubmit the case for decommission, select the case, and on the More menu, click Resubmit, as shown in the following figure.
  11. Resubmit decommission

After a case is successfully archived, it will appear on the Cases page with an Archived status, as shown in the following figure.

Cases page with an Archived status

About archived case files

When you archive a case, Nuix Discover saves a variety of case files. An example of the types of files that are stored for an archived case is shown in the following figure.

The types of files for your archived case include:

  • .bak files for all three of the case SQL databases.
  • Zip archives containing all files from the repositories assigned to the case.
  • Note: Zip file names include the top-level folder name from the repository. An empty .zip file will be created to represent a folder that does not contain any files in the case subfolder. Files are batched into .zip archives that are approximately 2 GB in size. Depending on the total size of files contained in a repository folder, this could result in multiple .zip archives for a top-level folder. In that case, each .zip archive will be named uniquely with a numeric suffix.

  • A .zip archive containing the coding history Elasticsearch index.
  • .csv files that contain a file inventory of each top-level folder from each repository. These inventory files are used for the validation stages of the decommission and recommission jobs.
  • .csv files containing a file inventory

When you archive a case, you also have three new options on the More menu.

The following options are available for an archived case on the More menu on the Cases page, as shown in the following figure:

  • Download files: This will download a copy of all files for the archived case.
  • Recommission case: This will restore the case and all files back to their original locations.
  • Delete: This will permanently delete the archived case with no backup.
  • More menu features

Download case files from an archived case

You can download case files from an archived case and save a copy of those files locally using the Download files option on the More menu on the Cases page.

Use the following procedure to download case files from an archived case.

  1. On the Cases page, select the archived case.
  2. On the More menu, select Download files, as shown in the following figure.
  3. More menu > Download files selection

    The Download files dialog box appears, as shown in the following figure.

  4. In the Download files dialog box, you will see the total size of the files for the archived case that will be downloaded. Click OK.
  5. Download files dialog box

    The worker processing window appears, as shown in the following figure.

  6. The worker processing window displays the status for the files being downloaded. Keep this window open, as all files will be downloaded through this window.
  7. Note: Depending on your browser settings, you may be prompted to allow for multiple files to be downloaded.

    Download jobs progress dialog box

Delete an archived case

After you decommission and archive a case, you can delete it permanently using the Delete option on the More menu on the Cases page.

Use the following procedure to delete an archived case.

  1. On the Cases page, select the archived case.
  2. On the More menu, select Delete, as shown in the following figure.
  3. More menu Delete selection

    The Delete archived case dialog box appears, as shown in the following figure.

  4. In the Delete archived case dialog box, select the Delete this case and all associated files check box to enable the OK button, and then click OK to permanently delete the archived case with no backup.
  5. Delete archived case dialog box
  6. The Decommissioned Case Deletion job will run in RPF and will permanently delete the archived case. The worker processing window opens and displays the progress of the job stages, as shown in the following figure.
  7. Note: You do not have to keep the worker processing window open while the job is running. You can also monitor the job progress in the Progress column for the case row on the Cases and Servers > Cases page, or by viewing the job on the Processing > Jobs page.

    Processing > Jobs page
  8. If the job fails at any point, the case will appear with a Failed status on the Cases and Servers > Cases page. You can use the Resubmit option to attempt to resume the job. This will restart the job on the stage where it left off. To resubmit a case to be deleted, select the case, and from the More menu, click Resubmit.

After an archived case is successfully deleted, it will be logged to the Cases and Servers > Deleted Cases page.

Recommission a case

You can recommission an archived case by using the Recommission case option on the More menu on the Cases page.

Use the following procedure to recommission an archived case.

  1. On the Cases page, select the archived case.
  2. On the More menu, select Recommission case, as shown in the following figure.
  3. More menu Recommission case selection

    The Recommission case dialog box appears, as shown in the following figure.

  4. The Recommission case dialog box displays the same repositories that were assigned to the case at the time it was archived. To recommission the case, click OK.
  5. Recommission case dialog box confirmation

    Note: The original servers and repositories that were assigned to the case at the time it was archived are selected by default. The selected Image, Index file, and File transfer repositories will be the destinations for restoring the files. The selected Archive repository is where the recommission job will look for the archived case files to be restored.

    Note: If an original repository is no longer available in the portal, a warning icon will appear next to that item, as shown in the following figure, and the field will display a list of the available repositories. Select a new repository to assign as the repository type to restore the files to.

    Recommission case dialog box warning
  6. A Case Recommission job will run in RPF and will restore the case. The worker processing window will open and display the progress of the job stages, as shown in the following figure. You do not have to keep the worker processing window open while the job is running.
  7. Note: You can also monitor the job progress in the Progress column for the case row on the Cases and Servers > Cases page, or by viewing the job on the Processing > Jobs page.

    Processing > Jobs page
  8. If the job fails at any point, the case will appear with a Failed status on the Cases and Servers > Cases page. You can use the Resubmit option to attempt to resume the job. This will restart the job on the stage where it left off. To resubmit a case to be recommissioned, select the case, and on the More menu, click Resubmit.

After a case is successfully recommissioned, it will appear on the Cases page with a Valid status, as shown in the following figure.

Cases page with a Valid status

Note: The recommission job will attempt to reassign the same users to the case who were assigned at the time the case was archived, assuming those users are still available in the portal.

Report on decommissioned cases

You can see archived cases on the Reports > Hosted Details page by using the Status column filter to show or hide cases with an Archived status, as shown in the following figure.

Reports > Hosted Details page

Note: Case metrics are refreshed at the end of the case decommission job so that after a case is successfully archived the total size of the archived case will be represented in the Archive data (GB) column on the Hosted Details page.

Cases and Servers: Database and Analysis servers prepopulated for Organizations when adding or cloning a case

When you add a new case, the Database and Analysis servers for that Organization are prepopulated on the Servers page in the Add case window, as shown in the following figure.

Add case > Servers page

When you clone a case, the Database and Analysis servers for that Organization are prepopulated on the Servers page in the Clone case window, as shown in the following figure.

Servers page showing Database and Analysis servers prepopulated

Cases and Servers > Clone Case: Audit for coding history is enabled by default for new cases

If the coding history audit feature is enabled for a portal, when you clone a case and leave the Clear data option unselected, as shown in the following figure, auditing is now automatically enabled.

The benefit of this is that you do not have to request for the coding history audit feature to be enabled by a system administrator after you create a case.

Case Details page showing cloned case details

After you clone a case, a new elastic index is created for the new case, and audit is enabled for coding history.

Case and Servers > Case Options: New case options for the Predictive Coding feature

The following case options for Predictive Coding have been added to the Portal Management > Case and Servers > [Case] > Case Options page.

Tip: Hover over an infotip to view additional information about an option.

  • Predict Large Document Truncation Length: Amount of characters to keep at the beginning of a long text after truncation.
    • Default value: 100000000
  • Predict Max Document Size: Maximum size (in MB) of a document allowed before its contents are truncated.
    • Default value: 500
  • Predict Tokenization Batch Max Size: Maximum size in bytes of a batch allowed when there is more than one document.
    • Default value: 300

Cases and Servers: Clone a case from one Organization to another Organization

When you clone a case, you can now select a different Organization than the Organization that is currently associated with the case that you are cloning, as shown in the following figure.

Case Details page selection of different organization

Settings: Portal Options: New setting to limit the size of an audio file in the View pane

A new option named View pane maximum audio file size is now available on the Portal Management > Settings > Portal Options page, as shown in the following figure. Use this option to set the maximum file size in bytes when streaming audio files in the View pane. This new option, which can be set to a maximum value of 31457280 bytes, addresses IIS performance issues for .wav files.

Portal Management > Settings > Portal Options page

Settings > Log Options: Change to storing logs in the database

On the Portal Management > Settings > Log Options page, shown in the following figure, if you select the Store logs in database option, but do not provide any information in the Telemetry archive configuration box, the Telemetry Archive job runs once per day and truncates the database table for logs that are older than seven days.

Portal Management > Settings > Log Options page

User Administration > Account Settings: Increase the password history maximum setting to 24

On the Portal Home > User Administration > Account Settings page, in the Password history box, administrators can enter the number of times users must create a unique password before it can be reused. In previous versions, administrators could select 1-20 unique password entries. Now, administrators can select 1-24.

Cases and Servers: Enable Linux\Docker Ingestions option relocated to the portal level

The Enable Linux\Docker Ingestions option has been removed from Case Options and relocated to Portal Options. On the Portal Home > Settings > Portal Options page, if you select the Enable Linux\Docker Ingestions check box, all cases in the portal will use this setting.

Note: Cases that were configured in previous versions will respect the prior setting. To change the case setting for an existing case, you must use a SQL query.

Organizations: Note about changing case metrics settings

When you change the case metrics settings for an organization in the Case metrics settings dialog box on the Portal Management > Organizations page, a banner that indicates that the daily metrics are being saved for organizations will now appear at the top of the page while the scheduled jobs are being saved for cases in the organizations, as shown in the following figure. The banner will be removed after all jobs are saved.

Portal Management > Organizations page banner indicating the daily metrics

Important: You can continue working while the jobs are being saved, but do not log out of Nuix Discover until you see that the banner is removed.

The time that it takes for the jobs to finish saving depends on the size of your environment.

Connect API Explorer: OneGraph GraphiQL Explorer API query builder

The Connect API Explorer now contains the OneGraph GraphiQL Explorer plug-in. This plug-in is a query builder that assists users, both new and advanced, in quickly and easily generating queries and mutations with a graphical representation of the data fields and objects and helps avoid the frustration of incorrect syntax.

The Connect API Explorer window now contains four panes, as shown in the following figure, and described in the following table.

Connect API Explorer window showing the available panes
  • Pane #1 Explorer pane:
    • New query builder for automated assistance in constructing queries and mutations.

    Note: To close the Explorer pane, click the X button. To reopen this pane, click the Show explorer button in the Editor pane.

  • Pane #2 Editor pane:
    • Area for constructing, formatting, and running queries and mutations.
  • Pane #3 Results pane:
    • Contains query and mutation results.
  • Pane #4 Documentation Explorer pane:
    • Documentation details for all query and mutation endpoints and their associated arguments and fields.

Each time you enter the Connect API Explorer, the Explorer pane will begin with a default query under the Me argument related to data associated with you, the user.

Use the following procedure to manipulate any query or mutation.

Note: This example creates a basic query filtering on all active cases and sorts them by case name in ascending order.

  1. To create a new query or mutation, in the Add New field, at the bottom of the Explorer pane, select Query or Mutation from the list, and then click the + sign, as shown in the following figure.
  2. Explorer pane Add New button

    The new blank query or mutation will appear in the Explorer and Editor panes with a default name.

  3. To copy an existing query or mutation, to the right of the Name field, hover over and click the Copy button, as shown in the following figure.
  4. Explorer pane Copy button

    A duplicate copy will appear under the existing queries and mutations in the Explorer and Editor panes.

    Note: You can manipulate multiple queries and mutations simultaneously.

  5. Enter a unique Name.
  6. The change appears in the Explorer and Editor panes.

    Note: It is best to give your query or mutation a unique name to help identify their function.

  7. In the Explorer pane, expand the cases list by clicking the expand arrow, as shown in the following figure.
  8. Explorer pane expanded objects list

    The cases argument is added to the Editor pane with the proper syntax.

    Note: Filter fields appear in purple and are used for filtering the returned data by a specified value you enter. Fields that appear in blue are used for returning any data value within that field.

    Important: If you close an expanded list in the Explorer pane, and already have several fields and filters selected, closing the list will delete the selections from the query or mutation. However, those selections are cached, and by expanding the list again, the selected fields and filter data will reappear.

  9. Select the check boxes for the id and name fields shown in blue text, shown in the following figure in step 7.
  10. The fields appear in the Editor pane in the proper location and surrounded by the correct syntax.

    Note: If you manually enter these fields in the Editor pane, the check boxes are automatically selected in the Explorer pane.

  11. Select the check box for the active field shown in purple text, shown in the following figure in step 7, and then select true.
  12. Note: When filtering with multiple values, such as multiple IDs, the builder does not support arrays. You must enter the multiple filtering values manually in the Editor pane.

  13. Expand the sort field shown in purple text, and then do the following.
    • Select the check box for the dir field, and then select Asc.
    • Select the check box for the field* field, and then select name.
    • Important: The asterisk (*) following a field name indicates a required field. If selected, this field must contain a data value to filter on.

    The query now contains all of the selected fields and filter options, as shown in the following figure.

    Explorer and Editor panes showing example query
  14. To delete the query or mutation and start over, hover over the name in the Explorer pane, and then click the X button, as shown in the following figure.
  15. Explorer pane Delete button

    The query or mutation is deleted from both the Explorer and Editor panes.

  16. To run a query or mutation, in the Editor pane, click the Execute query button.
  17. Note: If you have multiple queries and mutations, a list will appear where you can select one for execution. However, all queries and mutations must be valid to run that selection successfully.

    The results will appear in the Results pane.

Connect API Explorer: Identify archived cases using the decommissionStatus field

In the Connect API Explorer, the caseDecommissionStatusEnumType filter now includes the status Archived as a value by using the decommissionStatus field.

Sample query:

query {
  cases (decommissionStatus: Archived) {
    name
    caseDecommissionedBy
    caseDecommissionedDate
    decommissionStatus
  }
}

Sample query results:

{
  “data”: {
    “cases”: [
      {
        “name”: “Acme”,
        “caseDecommissionedBy”: “Doe, John”,
        “caseDecommissionedDate”: “2020-06-15T18:35:55.743Z”,
        “decommissionStatus”: “Archived”
      }
    ]
  }
}

Connect API Explorer: Search coding history values using the PreviousValueEverWas operator

The operator PreviousValueEverWas is now available in the API for searching on values in coding history.

Sample mutation:

mutation {
  searchRun (caseId: 2, input: {
    include: MatchingItems,
    renditions: false,
    singleQuery: {
      field: “Document ID”,
      operator: PreviousValueEverWas,
      value: “A”
    }
  }) {
    id
    label
    count
    dateRun
    entityId
    items {
      id
      itemId
    }
  }
}

Sample mutation results:

{
  “data”: {
    “searchRun”: {
      “id”: 742,
      “label”: “--/“Document ID/” previous value ever was /“A/””,
      “count”: 0,
      “dateRun”: “2020-06-19T14:18:53.027Z”,
      “entityId”: 1,
      “items”: []
    }
  }
}

Nuix Discover support lifecycle for Microsoft Windows Server and Microsoft SQL Server

The Nuix Discover support lifecycle for Microsoft products is communicated at the beginning of each year.

Note: For additional information about the Microsoft Lifecycle Policy, go to https://support.microsoft.com/en-us/lifecycle/search.

The general support policy for Microsoft Windows Server and Microsoft SQL Server for Nuix Discover quarterly on-premises releases is as follows:

  • Nuix Discover will support at least two versions of Microsoft Windows Server and Microsoft SQL Server for each release.
  • Within one year of a newly released version of Microsoft Windows Server or Microsoft SQL Server, those versions will be supported by Nuix Discover.
  • Once Microsoft ends mainstream support for a version of Microsoft Windows Server or Microsoft SQL Server, those versions will no longer be supported by Nuix Discover.
  • A 12-month notice of support retirement will be communicated with each quarterly on-premises release.

As of the Nuix Discover 10.4 quarterly release to on-premises clients, the following Microsoft server products are supported:

  • Microsoft Windows Server Operating System
    • Microsoft Windows Server 2012 R2
    • Note: (End-of-support notice) Microsoft Windows Server 2012 R2 will no longer be supported as of the 10.5.011 release in January of 2020.

    • Microsoft Windows Server 2016
    • Microsoft Windows Server 2019
  • Microsoft SQL Server
    • Microsoft SQL Server 2016 SP2
    • Microsoft SQL Server 2017 CU21
    • Microsoft SQL Server 2019 CU6

Note: For detailed information about client computer requirements, see the Nuix Discover 10.4 Client Computer Requirements guide. For detailed system and hardware requirements, see the Nuix Discover 10.4 Hardware and System Requirements guide.

Login Service version 2.3.15 now includes an installer

This installer is intended for deployment on Windows servers. New versions of Nuix Discover will continue to be compatible with Login Service version 2.2.21, so you can upgrade at your convenience. The Login Service can be installed using the Nuix Discover Deployer version 2.5.94 and higher.

Ingestions: NIST list updated - June 2020

The Ingestions feature now uses an updated version of this list, released in June 2020. For more information, go to https://www.nist.gov/itl/ssd/software-quality-group/national-software-reference-library-nsrl/nsrl-download/current-rds.

Ingestions: Upgrade to the Nuix Engine 8.6.3

Ingestions now uses the Nuix Workstation 8.6.3 processing engine.

Ringtail 10.3 Quarterly Release Notes

Default start page for a group

Your administrator can now define the Nuix Discover page that appears for your group after you log in to the application. For example, if your administrator sets the start page for your group to be the Documents page, that page appears after you log in, and Workspace A appears.

Case Home page menu: Search page option

The Case Home menu now includes a Search option, as shown in the following figure. Click Search to access the Search page.

Note: You can still access this page using the Search button on the toolbar on the Case Home or Documents pages.

Case Site Map - Search page

Translate: Propagate translated text to duplicate documents

When you submit a document for translation, the translated text is propagated across all duplicates of the document, so that you do not have to translate each duplicate document individually.

Note: The application does not translate documents with branded redactions.

Also, the following applies to the translated duplicate documents:

  • The application codes the Translation Language system field with the same target language as the translated document.
  • The application codes the Translation Status system field with the same value as the translated document.

Introducing the Memo Editor pane

Nuix Discover now has a new Memo Editor pane, as shown in the following figure. This new pane is available for both documents and entities. It contains the existing Memo Editor formatting capabilities, as well as a new and quicker way of creating and removing links, and a new feature for downloading memos in Hypertext Markup Language (HTML) format.

Memo Editor pane

Note: The Memo Editor pane does not replace the existing editor capability within memo fields.

The following list provides an overview of the features available in the Memo Editor pane:

  • Memo field selection: To switch between the active memo fields, click the drop-down list on the toolbar and select a field. You can select the Comments, Timelines Description, [Meta] Chat HTML, and Document Description fields, as well as many others.
  • Note: From the memo fields drop-down list, the Memo Editor pane allows you to access only the one-to-one memo fields.

  • Hyperlinks: Creating hyperlinks to documents, binders, transcripts, or other data takes fewer mouse clicks using the Memo Editor pane. Hyperlinking is also available for both documents and entities. In previous releases, you could not hyperlink to entities.
    • When you enter text to create a link and either double-click or highlight the text, an inline menu appears that contains the Document link, Object link, Transcript link, Web link, and Remove link options, as shown in the following figure.
    • Inline menu

      After selecting a link option, a dialog box appears that allows you to search for and to select the link data.

      Note: The inline menu for linking replaces the Link toolbar button in the existing memo capability.

    • To view link contents, each link contains a tooltip that appears when you point to an existing link, as shown in the following figure.
    • Memo Editor pane linking tooltip
    • Linked content opens when you hold down the Ctrl key on the keyboard and click the mouse.
    • To remove a link, double-click the link and select Remove link.
    • Note: You cannot edit the text in existing links. You must first remove the link, then correct spelling errors or other mistakes made in the link text.

  • Auto-search linking: The Mentions feature allows you to do a quick search for document links.
    • When you type the hash (#) sign, followed by six or more characters of a Document ID, an inline list appears with matching search results, as shown in the following figure.
    • Inline selection list

      Select an item from this list to automatically create a link to the selected document and insert the link into the memo.

      Tip: You cannot create a link back to an active document.

  • Downloading: The Download button allows you to export memos to HTML, as shown in the following figure.
  • Memo download details

    The top portion of the HTML file shows general information such as the case, user, date downloaded, and other information. Memo text follows.

    • If the memo contains links, you can view the link contents in the same manner as in the Memo Editor pane. However, because transcript links are embedded data and do not have an associated URL, they do not open from the downloaded HTML file. They open only from the Memo Editor pane.

Note: If you have not previously logged in to Nuix Discover, the login page appears before opening the linked document.

Renumbering: Change the Document IDs and leveling of documents

You can now use the Renumbering feature in Nuix Discover to change the Document ID format of documents. Once you have specified a Document ID format, the application does the following:

  • Images the selected documents and converts them to a PDF format.
  • Applies the specified numbering rules.
  • Relevels the documents to match the new Document IDs.
  • Applies endorsements to the PDF image.
  • Replaces the PDF image with the endorsed version.

You can view the endorsed PDF images in the Image viewer in Nuix Discover.

Renumber documents

You can renumber imported documents using the Renumbering option on the Tools menu, shown in the following figure.

Caution:: Do not run multiple simultaneous renumbering jobs with the same Document ID prefix in a case.

Select one or more documents to enable this tool.

Document selection to enable renumbering tool

On the Exclusions page, shown in the following figure, you can determine the following information:

  • Types of files to include and exclude in your renumbering.
  • If the native file should still appear in the Image viewer in Nuix Discover.
  • How the application will handle documents that fail to image to PDF.
Renumbering Exclusions page

On the Slipsheets page, shown in the following figure, you can select which files to insert slipsheets for, and use the variable builder to determine what text appears on the slipsheets.

Renumbering Slipsheets page

On the Document ID page, shown in the following figure, you can determine the following information:

Renumbering Document ID page
  • The format for how the files will be renumbered. You can select a format that includes a prefix, box, folder, page, and delimiter, or you can select a format that includes only a prefix and padding.
    • The following options are available in the Format list:
      • Prefix, Box, Folder, Page - increment by page
      • Prefix, Box, Folder, Page - increment by document
      • Prefix with consecutive numbering
  • If document families must stay together in a folder after renumbering.
  • If levels should be updated to correspond to the new numbering. This option is available only if you select the Prefix, Box, Folder, or Page format.
  • Override validation: If you select this option, the application assigns Document ID values starting with the selected value, even if there is an existing Document ID with a higher number.
  • Note: This option is not selected by default. Selecting this option could result in a job failure if a Document ID already exists. Selecting this option could also cause the application to assign page numbers that already exist on other documents. If you select this option, the application does not validate whether there is a Document ID in the expected range for the settings.

On the Endorsement page, shown in the following figure, you can determine what information goes in the header and footer of renamed documents.

Renumbering Endorsement page Header and Fotter contents

If you select the Document ID plus page number endorsement option, as shown in the following figure, the Start numbering on page 2 check box appears. If you select this check box, the first page of a document includes only the Document ID, but not the page number. The page numbering starts on the second page of the document.

Renumbering Endorsement page Document ID page number

Security > Groups: Set the default start page for a group

You can now set a default start page for a group. One of the benefits of this new feature is that you can, for example, route users directly to the Documents page so that they can start reviewing documents. Workspace A appears by default on the Documents page.

Use the following procedure to set the start page for an existing group.

  1. On the Security > Groups page, in the Name column, click the link for a group.
  2. On the Properties page, in the Start page list, shown in the following figure, select one of the following start pages: Documents, Search, Transcripts, Production Pages, Security, Case Setup, Manage Document, Review Setup, Analysis.
  3. Note: The Case Home page is the default start page.

    Case Home - Properties page
  4. Click Save.
  5. The next time a member of the group logs in to the application, the designated start page appears. For example, if you set the Documents page as the start page, the Documents page appears by default.

Use the following procedure to change the start page for an existing group.

  1. On the Security > Groups page, on the toolbar, click Add.
  2. In the Create group dialog box, shown in the following figure, do the following:
    • In the Name box, provide a name.
    • In the Start page list, select a page.
    • Create group dialog box
  3. Click Save.

Security > Features: Memo Editor pane configuration

To make the Memo Editor pane available to users, on the Case Home > Security > Features page, an administrator must set the Document – Memo editor feature to Allow for a group. By default, this feature is set to Deny.

Security > Features: Renumbering: Enable the renumbering feature

On the Security > Features page, administrators can enable the renumbering feature using the Processing - Renumbering option.

Case Setup > System Fields > Renumbering: Enable renumbering system fields

On the Case Setup > System Fields page, administrators can make renumbering-related system fields available to users. If the renumbering system fields are enabled, users can search for the fields and display the fields as columns in the List pane.

The following renumbering system fields are available:

  • Renumbering Status
  • Renumbering Previous Document ID
  • Renumbering ID

Manage Documents > Exports: Option to include blank text files

For custom export types (base or renditions), a new option is available in the Export window to include a blank .txt file for all documents in the export that are missing a .txt file, as shown in the following figure. For base documents, the option is available on the File types page in the Settings window (available when you click the Settings button, or gear).

Option for base document export

Export - Settings Options dialog box

For rendition documents, the option is available on the File types page, as shown in the following figure.

Option for document export.

Export (Renditions) dialog box

If you select this option, along with the option to export content files, the application exports a blank .txt file for documents without an existing .txt file or associated extracted text. For base documents, the application names the .txt file according to the document ID. For rendition documents, the application names the .txt file according to the production document label for renditions. The blank .txt files are referenced in any load files that have a field for the text file name.

Note: When exporting base documents, if the application excludes any .txt files from an export because of annotations, a blank .txt file is not exported for those documents. The option to omit text files if a document is annotated is on the Annotations page in the Settings window (available when you click the Settings button, or gear).

To help administrators easily identify documents for which blank .txt files were exported, the following message appears on the Warnings page of the export job: “A blank content file (.txt) was exported because no content\.txt file was found for a document.”

Manage Documents > Imaging: Add time zone setting for email file conversion

Administrators can now select a time zone for rendering native email files into images. The Time zone option is available in the Manage Documents > Imaging-Automated > Settings window on the Email and Website page. Administrators can select Use ingestions default or a specific time zone. If the administrator selects Use ingestions default, the application uses the time zone set in the default settings for Ingestions.

Manage Documents > Imports: Prevent the creation of a new field with the same name as a system field

In the Import settings window, on the Field Map page, if a user creates a new field with the same name as an existing system field but of a different type, the application does not allow the user to continue. The field is outlined in red, and the following message appears: “New field cannot match an existing system field's name.”

Manage Documents > Ingestions: Upgrade to the Nuix Engine 8.4.5

Ingestions now uses the Nuix Workstation 8.4.5 processing engine. The engine upgrade resolves the out-of-memory failures when processing some forensic images.

Manage Documents > Renumbering: View renumbering job properties

On the Manage Documents > Renumbering page, administrators can view the properties and progress of renumbering jobs. Click a renumbering job in the list to view the properties or errors for the job.

Note: Administrators can allow Group Members and Group Leaders to access the Manage Documents > Renumbering page. On the Security > Administration page, in the Leaders or Members columns, set the Manage Documents – Renumbering Management function to Allow, and then click Save.

Portal Management > Processing > Index Status: Only document entities are included in the index status counts

On the Portal Management > Processing > Index Status page, shown in the following figure, only document entity items are included in the indexing counts in the Documents columns (Total, Indexed, Waiting, Excluded, Failed). Non-document entity items are not captured.

Portal Management - Processing - Index Status page

Portal Management > Reports: New Max data (GB) column in Hosted Details report

The Hosted Details report includes a new column named Max data (GB), shown in the following figure.

This column displays the maximum active hosted data size for a case within a specified date range and captures the following data: sum value of base documents, production renditions, databases, the Elasticsearch index, the content index, and Predict data. This column also includes a calendar icon. Hover over the calendar icon to display the date of the maximum value.

Hosted Details page including the Max data (GB)

If you download a report, it will now include the following two columns and values:

  • Max data (GB): The maximum active hosted data size for a case.
  • Max data (date): The date the maximum active hosted data size was captured.

Portal Management > Settings: Text extraction: Update batching logic in text extraction job

In previous versions, the application processed text extraction jobs in batches using the number of files per batch that was specified in the Extract text job batch size case setting. (To access this setting, go the Portal Management > Cases and Servers > Cases page and click on the name of a case.)

To efficiently accommodate larger files, portal administrators can now set batch thresholds by file size using the Extract text job max batch file size portal setting, shown in the following figure.

To access this setting, go to the Portal Management > Settings > Portal Options page. The application determines the text extraction job batch size using whichever is smaller in file size: the number of files specified in the case setting or the maximum file size per batch specified in the portal setting.

Portal Options page shows the Extract text job max batch file size

Portal Management > Settings > Log Options: Multiple S3 bucket entries supported for the Telemetry archive configuration

The Telemetry archive configuration field on the Portal Management > Settings > Log Options page now has a new “S3Buckets&lrquo; setting that supports multiple entries for the key, secret, region, and bucket values.

When telemetry is configured to store the logs in the database, and the configuration string includes multiple S3 buckets, the telemetry data is pushed to all S3 buckets.

The following example shows how to format the JSON configuration string with multiple S3 buckets.

{
“Checkpoint”: 0,
“CheckpointRPF”: 0,
“S3Buckets”: [
{ “Key”: “******”, “Secret”: “******”, “Region”: “us-east-1”, “Bucket”: “s3-bucket-1” }
,
{ “Key”: “******”, “Secret”: “******”, “Region”: “us-east-1”, “Bucket”: “s3-bucket-2” }
],
“CleanupMaxDays”: 3,
“ScheduleId”: 22,
“IntervalInMinutes”: 30,
“NRecentRecordsToReturn”: 10000
}

Portal Management > Cases and Servers: Delete case record from the portal database for deleted cases

After a case is deleted, as a system administrator, you can delete the case record for the deleted case from the portal database. You can also then create a new case using the same case name.

Use the following procedure to delete the case record for a deleted case.

  1. On the Portal Management > Cases and Servers > Deleted Cases page, select the check box next to a case.
  2. On the toolbar, click Delete record.
  3. In the Delete record dialog box, shown in the following figure, select the Delete case record and all metrics check box.
  4. Note: Once you select this check box and click OK in the following step, the case record and all metrics are permanently deleted from the portal database.

    Delete record dialog box
  5. Click OK.
  6. After you delete the record, the deleted case no longer appears on the Deleted Cases page or the Portal Management > Reports page.

Portal Management > Organizations: Default template case for cloning

System administrators can now select a default case to clone at the organization level.

The following new setting is now available on the Properties page for an organization, as shown in the following figure: Default template case for cloning.

Properties page

Portal Management > Organizations: Schedule daily case metrics jobs

System administrators can now schedule daily case metrics jobs for organizations and all cases in those organizations.

Note: This feature is not available to portal administrators.

Use the following procedure to schedule a daily case metrics job for an organization.

  1. On the Portal Management > Organizations page, on the toolbar, click the Case metrics button.
  2. The Case metrics settings dialog box appears.

  3. In the Case metrics settings dialog box, shown in the following figure, in the Time list, select a time.
  4. Note: The time appears in the user’s local time.

  5. Select one or more organizations.
  6. Note: To select all organizations, select the blue checkmark, shown in the following figure.

  7. Click Save.
  8. Case metrics settings dialog box

    The jobs are scheduled to run daily, at the time you selected. The newly scheduled jobs are added to all existing cases for the selected organization or organizations. For cases that are added to an organization after the job has been scheduled, the settings for the organization apply.

    Note: These settings do not override previously scheduled jobs.

Use the following procedure to cancel a daily case metrics job.

  1. Open the Case metrics settings dialog box.
  2. Clear the check box for the selected organization or organizations.
  3. Click Save.

After you schedule a daily case metrics job, in the table on the Portal Management > Organizations page, an icon in the second column indicates if a daily case metrics job is scheduled for an organization, as shown in the following figure.

Note: This column is visible only to system administrators.

Organizations page

Once the daily case metrics job is complete, the values in the following columns are updated on the Portal Management > Reports > Hosted Details page:

  • Base documents (GB)
  • Production renditions (GB)
  • Databases (GB)
  • Elasticsearch index (GB)
  • Content index (GB)
  • Predict (GB)

The values in the following columns are not updated as part of a daily case metrics job. Rather, the values in these columns reflect the values from the last Gather case metrics job that was run:

  • Orphan (GB)
  • File transfer data (GB)
  • Archive data (GB)
  • Missing (GB)

To update the values for these columns, you must run a full Gather case metrics job on the Portal Management > Processing > Jobs page.

Connect API Explorer: maxActiveHostedSize and dateOfMaxActiveHostedSize case statistics

There are two new case statistics available through the Connect API Explorer that will return the maximum value of the aggregateActiveHostedSize and the date of that value within a specified date range.

Note: The aggregateActiveHostedSize statistic is the sum of sizeOfBaseDocumentsHostedDetails, sizeOfRenditionsHostedDetails, aggregateDatabases, sizeOfElasticSearchIndex, dtIndexSize, and sizeOfFolderData_Predict.

  • maxActiveHostedSize: Returns the maximum value of aggregateActiveHostedSize within a specified date range. This value calculates from the first minute of the startDate (12:00:00am) to the last minute of the endDate (11:59:59pm) in Coordinated Universal Time (UTC).
    • When only providing the endDate for the date range, the returned value is the highest value of the aggregateActiveHostedSize calculating from the beginning of the case to the last minute of the specified endDate.
    • When there is no startDate or endDate provided, the returned value is the highest of the aggregateActiveHostedSize over the entire life of the case, from the beginning of the case through the current day.
  • dateOfMaxActiveHostedSize: Returns the date of the maxActiveHostedSize within a specified date range.
    • When only providing the endDate for the date range, the returned value is the date of the maxActiveHostedSize calculating from the beginning of the case to the last minute of the specified endDate.
    • When there is no startDate or endDate provided, the returned value is the date of the maxActiveHostedSize over the entire life of the case, from the beginning of the case through the current day.
Sample query:
query {
  cases {
    name
    statistics(startDate: “2020-04-01”, endDate: “2020-04-30”) {
      maxActiveHostedSize
      dateOfMaxActiveHostedSize
    }
  }
}

Import API: Delete files from the S3 bucket upon completion of an import job

If the import job setting is to copy files from S3, once the files are copied, the application deletes the files from the S3 bucket. The application deletes the files for only those import jobs that completed successfully. The application does not delete files in failed import jobs.

Nuix Discover support lifecycle for Microsoft Windows Server and Microsoft SQL Server

The Nuix Discover support lifecycle for Microsoft products is communicated at the beginning of each year.

Note: For additional information about the Microsoft Lifecycle Policy, go to https:\\support.microsoft.com\en-us\lifecycle\search.

The general support policy for Microsoft Windows Server and Microsoft SQL Server for Nuix Discover quarterly on-premises releases is as follows:

  • Nuix Discover will support at least two versions of Microsoft Windows Server and Microsoft SQL Server for each release.
  • Within one year of a newly released version of Microsoft Windows Server or Microsoft SQL Server, those versions will be supported by Nuix Discover.
  • Once Microsoft ends mainstream support for a version of Microsoft Windows Server or Microsoft SQL Server, those versions will no longer be supported by Nuix Discover.
  • A 12-month notice of support retirement will be communicated with each quarterly on-premises release.

As of the Nuix Discover 10.3 quarterly release to on-premises clients, the following Microsoft server products are supported:

  • Microsoft Windows Server Operating System
    • Microsoft Windows Server 2012 R2
      • End-of-support notice: Microsoft Windows Server 2012 R2 will no longer be supported as of the 10.6.000 release in December of 2020.
    • Microsoft Windows Server 2016
    • Microsoft Windows Server 2019
  • Microsoft SQL Server
    • Microsoft SQL Server 2016 Standard SP2
    • Microsoft SQL Server 2017 Standard CU5 and higher
    • Microsoft SQL Server 2019 CU5

Note: For detailed information about client computer requirements, see the Nuix Discover 10.3 Client Computer Requirements guide. For detailed system and hardware requirements, see the Nuix Discover 10.3 Hardware and System Requirements guide.

Upgrade to Nuix Engine 8.4.5

Ingestions now uses the Nuix 8.4.5 engine. The engine upgrade resolves the out-of-memory failures when processing some forensic images.

Login Service version 2.3.15 now includes an installer

  • This installer is intended for deployment on Microsoft Windows Servers.
  • New versions of Nuix Discover will continue to be compatible with Login Service version 2.2.21.
  • The Login Service can be installed using the Nuix Discover Deployer version 2.5.94 and higher.
  • The Login Service is an optional feature.

Ringtail 10.2 Quarterly Release Notes

Translate: New and updated source languages

The Translate feature now includes additional source language options, for example, Irish and Punjabi, when translating with Microsoft.

Some of the source language options for Google were renamed. For example, Portuguese was renamed to Portuguese (Portugal, Brazil).

These new or updated source language options are available in the Translate workspace pane and the Tools>Translate dialog box.

Coding History for fields updated by import jobs

The Coding History feature now captures audit records for field values that are updated by import jobs for existing document records.

The Coding History pane will include the following information:

  • The updated field value.
  • The user who created the import job as well as the date and time of the import job.
  • The previously coded value that was changed.
  • The user who applied the coding as well as the date and time of the previous coding.

Note: Your administrator must grant you read access to these fields so that they appear in the Coding History pane.

Imports: Run indexing and enrichment using an import job

The Imports feature now allows you to request an indexing and enrichment job after an import job completes. On the Case Home>Manage Documents>Imports page, the Import Details page contains an option to Run indexing and enrichment, as shown in the following figure.

Import Details page

Selecting this option will run an indexing and enrichment job immediately after an import job completes. After adding a new import job, you can verify the selection of this option by clicking on the Import ID for that job and looking under the Import Details section of the Properties page, as shown in the following figure. The Run Indexing and Enrichment property indicates Yes if selected, or No if not selected.

Import Details Properties page

Imports: Delete data from S3 bucket after completing import jobs

If files in an import job are copied from S3, the application deletes the files that were in the S3 bucket once the import job has successfully completed.

Ingestions: Nuix Engine upgrade to version 8.4.3

The Ingestions feature in Nuix Discover for Windows and Linux now uses the Nuix Engine version 8.4.3.

This upgrade includes the following improvements:

  • Handling of OneNote files is improved. More content and attachments are extracted from OneNote data.
  • Support added for HEIC/HEIF file formats.
  • CAD drawing attachments are no longer treated as immaterial.
  • General improvements made to processing EnCase L01 files.
  • Differences in MD5 hash values between emails collected from Office 365 and emails from other sources due to sender address differences no longer occur.

Nuix Engine 8.4.3 requires an upgrade of the Nuix Management Server (NMS). To retrieve a copy of the NMS version 8.4 for installation, paste the following link into a browser: https://download.nuix.com/releases/server. Then, log in to the Nuix Customer Portal.

To access all Nuix Workstation 8.4 documentation, paste the following link into a browser: http://download.nuix.com/nuix_workstation_suite. Then, log in to the Nuix Customer Portal.

Ingestions: New system fields for ingestions

We have added the following three system fields to the Ingestions feature:

  • [Meta] Message Class: The message class MAPI property for email files. By default, this field is checked on the Customize Fields page in the Advanced Settings window for ingestions.
  • [Meta] PDF Properties: Extracted properties specific to PDF files. Most files will have multiple properties. Each value in this field has the name of the property followed by the value for that property. By default, this field is checked on the Customize Fields page in the Advanced Settings window for ingestions.
  • [Meta] Transport Message Headers: The message header for email files. By default, this field is unchecked on the Customize Fields page in the Advanced Settings window for ingestions.

Ingestions: Add error message information for corrupt documents

When the application encounters an ingestions error because of a corrupt document, information about that error appears in the [RT] Ingestion Detail field.

Load File Templates: Add new fields to the Variable builder for Load file templates

The following two new expressions are available as options for load file template field values: Attach Count and Attach Filenames. These options are available for both general and production load file templates.

  • The Attach Count expression returns the number of immediate attachments associated with a parent document. If there are no immediate attachments, no value is returned in the field.
  • The Attach Filenames expression lists the file names for immediate attachments associated with a parent document. The file name values are from the [Meta] File Name field. If there are no immediate attachments, no value is returned in the field.

Portal Management>User Administration: Download report with case details

When you click the Download report button to download a report of users on the Portal Management>User Administration>Users page, a new option named Users with case detail is now available in the Download dialog box, as shown in the following figure.

Download dialog box

After you click OK in the Download dialog box, a processing window appears, as shown in the following figure. Leave this window open until the report generation is complete.

Download processing window

Portal Management>Organizations: Set default file repositories

System administrators can now set default file repositories for an organization on the organization’s Properties page, as shown in the following figure.

Organization's Properties page

Note: The lists do not populate by default. The options in the lists include the file repositories that appear on the File Repositories page for an organization.

The options in this list include:

  • Image: Image or Index repositories
  • Index file: Image or Index repositories
  • File transfer: Image or Index repositories
  • Archive: Archive repositories
  • External: External repositories

The following three new columns now appear on the File Repositories page for an organization, as shown in the following figure.

File Repositories page
  • Default repository for:
    • If a file repository is the default repository, the values for indexes or images appear in this column.
    • Note: If a file repository is not linked to an organization, the default repository value does not appear on the Properties page for the organization.

  • Archive: If the file repository is the default file repository, a dot appears in the Archive column.
  • External: If the file repository is an external file repository, a dot appears in the External column.

Portal Management>Organizations: Set default servers

System administrators can now set default servers for an organization on the Properties page, as shown in the following figure.

Note: The lists do not populate by default. The options in these lists include the servers that appear on the Servers page for an organization.

Servers page
  • Database server: Database servers that you have permission to access.
  • Analysis server: Analysis servers that you have permission to access.

A new Default column appears on the Servers page for an organization, as shown in the following figure.

If a server is a default server, a dot appears in the Default column.

Note: If no servers are linked to the organization, this information does not appear on the Properties page for an organization.

Servers page showing new Default column

Portal Management>Processing>Supervisors: Logs page for RPF supervisors

A new Logs page is available in the navigation pane on the supervisor Properties page, as shown in the following figure.

To access this page, from the Portal Home page, go to Portal Management>Processing>Supervisors and select a supervisor in the list. The Logs page displays log information about the supervisor, which can help you identify error messages that may not otherwise appear in the interface.

You can also download a log for a supervisor. The log includes error and info messages.

To download a log to a .csv format, on the Logs page for a Supervisor, click the Download logs button.

Logs page

Connect API Explorer>Import API: Transfer files from S3 in createImportJob mutation

The createImportJob mutation now contains parameters to transfer files from S3.

  • Name: fileTransferLocation
  • Valid values: AmazonS3 or Windows
  • Required: No
  • Default: Windows

Note: The default is Windows. When selecting Windows, the files copy from the file repository designated for Images under the import/<case name> folder. When selecting AmazonS3, this mutation returns information needed to access the S3 bucket.

These Options parameters will allow you to request transfer of the following S3 return values within the fileTransferLocationInformation parameter:

  • accessKey
  • secretAccessKey
  • token
  • repositoryType
  • regionEndpoint
  • bucketName
  • rootPrefix
  • expiration

Note: When the fileTransferLocation is AmazonS3, the mutation copies the files from the Amazon S3 bucket and folder created for the job rather than from the import folder on the agent.

The following is an example of how to use these parameters.

Sample mutation:

mutation {
  createImportJob (
    caseId:26,
    options:
    {
      level:“Imports”,
      docsPerLevel:1000,
      updateGroupCoding:True,
      fileTransferLocation:AmazonS3
    }
  )
  {
    rdxJobId
    fileTransferLocationInfo
    {
        accessKey
        secretAccessKey
        token
        repositoryType
        regionEndpoint
        bucketName
        rootPrefix
        expiration
    }    
  }
}

Sample returned data:

{
  “data”: {
    “createImportJob”: {
      “rdxJobId”: 1040,
      “temporaryFileTransferLocationConnectInfo”: {
        “accessKey”: “AEK_AccessKeyId”,
        “secretAccessKey”: “AEK_SecretAccessKey”,
        “token”: “AEK_SessionToken”,
        “repositoryType”: “AmazonS3”,
        “regionEndpoint”: “AEK_Region”,
        “bucketName”: “AEK_Bucket”,
        “rootPrefix”: “AEK_JobPrefix”,
        “expiration”: “2019-11-27T07:04:29.601994Z”
      }
    }
  }
}

Connect API Explorer>Import API: Assign sequential document IDs in an import job

The createImportJob mutation now contains parameters for assigning sequential document ID values for documents in the job.

  • Name: documentIdFormat
  • Valid values: Sequential or Existing
  • Required: No
  • Default: Existing

Note: Use a value of Sequential to have the application reassign document ID values for the documents within this import. Assignment of document IDs uses the provided prefix beginning with the next available document ID number matching that prefix and incrementing by 1 for each document.

  • Name: documentIdPrefix
  • Type: String
  • Required: No

Note: This is static text that appears at the beginning of each document ID only when using Sequential for the documentIdFormat option. If you do not provide this option, the application will use the document ID prefix setting from the Ingestions default settings.

When the documentIdFormat option is Sequential, the job generates a new document ID for all documents within the job. The generated ID will consist of a prefix from documentIdPrefix and a number value padded to nine digits beginning with the next available number in the case with the same prefix.

Document source and attachment relationships generate using the references in parentId based on the provided document ID values. If using sequential renumbering, document source and attachment relationships will generate only based on the parentId references within this job. Documents will not attach to prior existing documents.

If the document contains only one page, the page label will match the document ID. For documents containing multiple pages, the page labels update as DocID-00001, DocID-00002, DocID-00003, consecutively to the last page.

For files that are in pages, the page file name will match the existing page label such as DocID-00001.tif, DocID-00002.tif, and so on. For files not in pages, the file is named after the document ID, like DocID.xls.

The following is an example of how to use these parameters.

Sample mutation:

mutation {
  createImportJob (
    caseId:26,
    options:
    {
      level:“Imports”,
      docsPerLevel:1000,
      updateGroupCoding:True,
      documentIdFormat:Sequential,
      documentIdPrefix:“Doc_”
    }
  )
  {
    rdxJobId
  }
}

Connect API Explorer: Query assignment data for report generation

The Connect API Explorer allows you to gather assignment data to generate reports that can show process workflows, phases, and user assignments.

The following lists the available fields for an assignment object query:

  • id
  • status: Object that extracts the following values:
    • Unassigned
    • Active
    • Suspended
    • Cleared
    • Deleted
    • Revoked
  • workflow: Object to extract the following field data:
    • description
    • id
    • name
    • phases
  • phases: Object to extract the following field data:
    • documentsPerAssignment
    • id
    • locked
    • name
    • parentId
    • parentPhaseName
    • quickCode
    • validationCriteriaName
  • lot: Object to extract the following field data:
    • id
    • name
  • name
  • user
  • assignedDate
  • clearedDate
  • createdDate
  • clear
  • total

Sample query:

query {
  cases (id: 5) {
    reviewSetup {
      workflows (id: 7) {
        phases (id: 10) {
          id
        }
      }
      assignments (id: 8) {
        id
      }
    }
  }
}

Connect API Explorer: Clone cases using caseClone mutation

The caseClone mutation allows you to quickly create new cases without having to use the Nuix Discover UI. The following describes the mutation acceptance criteria.

Required fields:

  • caseName
  • organizationId: Used to identify an organization’s default template used for cloning.

Optional fields:

  • sourceCaseId: Data based on a user’s organization. If the sourceCaseId is missing and there is a selected default template, the mutation uses the organization’s default template case. If the sourceCaseId is missing and there is no default template selected, the application returns the following message: A sourceCaseId must be included in this mutation when an organization does not have a default template case.
  • Description
  • scheduleMetricsJob = true (default): If true, schedule is set to Monthly on day 31 at 11:00 PM.

The following lists the non-configurable fields that inherit the organization’s default or have a hard-coded default:

  • active = true (default)
  • clearData = true (default)
  • databaseServerId
  • imageRepositoryId
  • indexRepositoryId
  • fileTransferRepositoryId
  • analysisServerId
  • archiveRepositoryId
  • externalRepositoryId

The following lists examples of some of the available result fields for use in the caseClone mutation:

  • processingStatus: Object that extracts the following case processing status:
    • Failure
    • Pending
    • Queued
    • Succeeded
    • SucceededWithWarnings
  • processingType: Object that extracts the following case processing type:
    • Clone
    • Connect
    • Create
    • Decommission
    • DeleteDecommissionCase
    • Edit
    • Recommission

Note: This mutation does not support the process of setting the case metrics schedule to (daily (time)), (Weekly (week day, time)), (monthly(day, time)).

Sample mutation query with defaults:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
  }) {
    case {
      id
    }
  }
}

Sample mutation query with options:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
    description: “This is my cloned case”,
    scheduleMetricsJob: true
  }) {
    case {
      id
    }
  }
}

Connect API Explorer: userUpdate mutation for administration tasks

The Connect API Explorer userUpdate mutation allows administrators to perform updates to multiple user accounts simultaneously. When building this mutation, you must include the userId field to identify the user accounts.

Optional fields:

  • firstName
  • lastName
  • email
  • companyId
  • identityProviderId
  • portalCategory
  • disabled
  • requirePasswordChange: Previously named forceReset
  • licenses
  • password
  • addToActiveDirectory
  • forceResetChallengeQuestions

Important: When passing a field value that is blank, the mutation will remove the field. For example, the mutation will remove the disabled field if you enter disabled: “”. When entering new values for either the firstName or lastName, the mutation updates the entire name.

Sample mutation:

mutation {
  userUpdate(input: [
    {userId: 200, firstName: “Fred”, lastName: “Doo”},
    {userId: 1, firstName: “Velma”},
    {userId: 1, lastName: “Doo”}
  ]) {
    users {
      id
      fullName
    }
  }
}

Connect API Explorer: New userAdd mutation

The new mutation userAdd allows the addition of new user accounts using the API. The following lists the accepted input data for this mutation:

  • firstName: Required data
  • lastName: Required data
  • username: Required data
  • password: Required data
  • email
  • licenses: Default is Yes
  • forceReset: Default is Yes
  • portalCategory: Required and follows the same rules as in the user interface (UI) of what the user passing in the mutation can assign.
  • organizationID: Follows the same rules as in the UI of what the user passing in the mutation can assign.
  • companyID
  • addtoActiveDirectory: Required and default is Yes.

The following is an example of how to use this mutation.

Sample Mutation:

mutation newuser {
  userAdd(input: {firstName: “new”, lastName: “user”, userName: “newuser”, password: “Qwerty12345”, email: “newuser@user.com”, forceReset: false, portalCategory: PortalAdministrator, licenses: 1, addToActiveDirectory: true}) {
    users {
      id
      organizations {
        name
        id
        accountNumber
      }
      identityProvider
      userName
      fullName
      companyName
    }
  }
}

Connect API Explorer: New userDelete mutation

The new mutation userDelete allows the deletion of user accounts using the API so that you can integrate your user management application with Nuix Discover. The following lists the accepted input data for this mutation:

  • If all users exist, executing the userDelete mutation with single or multiple userid values will delete all specified users.
  • If some users do not exist, executing the userDelete mutation with single or multiple userid values will delete the specified valid users. In return, the user id values as null.
  • If no users exist, executing the userDelete mutation with single or multiple userid values will return the user id values as null.

Fields:

  • userID: An integer that identifies the user in the portal.

The following is an example of how to use this mutation.

Sample Mutation:

mutation userDelete {
  userDelete(input: {userId: [231]}) {
    users {
      id
    }
  }
}

Connect API Explorer: Cross organization cloning using caseClone mutation

The mutation caseClone now allows the cloning of organizations without using the UI Extensions. The following is the acceptance criteria when using this process:

Required Fields:

  • caseName: Required data.
  • organizationId: Required data.
  • sourceCaseId: Optional data with defaults based on user’s organization.
    • When not included, the mutation will use the organization’s default case template.
    • When not included and there is no default case template, the mutation uses the portal default case template.
    • When not included and there is no default case template or a portal case template, the application returns the following message: A sourceCaseId must be included in this mutation when the portal and organization do not have a default template case.
  • description: Optional data.
  • scheduleMetricsJob = true (default): Optional data. If true, schedule is set to Monthly on day 31 at 11:00 PM.
    • The mutation does not support setting the case metrics schedule as (daily (time)), (Weekly (week day, time)), (monthly(day, time)).

The following are non-configurable fields and inherit the organization defaults or have a hard-coded default:

  • active = true (default)
  • clearData = true (default)
  • databaseServerId
  • imageRepositoryId
  • indexRepositoryId
  • fileTransferRepositoryId
  • analysisServerId
  • archiveRepositoryId
  • externalRepositoryId

The following is an example of how to use these defaults and options.

Sample mutation with defaults:

mutation clone {
  caseClone(input: {
    sourceCaseId: 1,
    caseName: “My new cloned case”
  }) {
    case {
      id
    }
  }
}

Sample mutation with options:

mutation clone {
  caseClone(input: {
    organizationId: 11,
    sourceCaseId: 12,
    caseName: “My new cloned case”,
    description: “This case is described”,
    scheduleMetricsJob: true
  }) {
    case {
      id
    }
  }
}

Sample mutation query with defaults:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
  }) {
    case {
      id
    }
  }
}

Sample mutation query with options:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
    description: “This is my cloned case”,
    scheduleMetricsJob: true
  }) {
    case {
      id
    }
  }
}

Nuix Discover support lifecycle for Microsoft Windows Server and Microsoft SQL Server

The Nuix Discover support lifecycle for Microsoft products is communicated at the beginning of each year.

Note: For additional information about the Microsoft Lifecycle Policy, go to https://support.microsoft.com/en-us/lifecycle/search.

The general support policy for Microsoft Windows Server and Microsoft SQL Server for Nuix Discover quarterly on-premises releases is as follows:

  • Nuix Discover will support two versions of Microsoft Windows Server and Microsoft SQL Server for each release.
  • Within one year of a newly released version of Microsoft Windows Server or Microsoft SQL Server, those versions will be supported by Nuix Discover.
  • Once Microsoft ends mainstream support for a version of Microsoft Windows Server or Microsoft SQL Server, those versions will no longer be supported by Nuix Discover.
  • A 12-month notice of support retirement will be communicated with each quarterly on-premises release.

As of the Nuix Discover 10.2 quarterly release to on-premises clients, the following Microsoft products are supported:

  • Microsoft Windows Server Operating System
    • Microsoft Windows Server 2012 R2
    • Microsoft Windows Server 2016
    • Microsoft Windows Server 2019
  • Microsoft SQL Server
    • Microsoft SQL Server 2016 Standard SP2
    • Microsoft SQL Server 2017 Standard w/CU5 (14.0.3023.8 or higher)

End-of-support notice

Microsoft Windows Server 2012 R2 will no longer be supported as of the 10.6 quarterly on-premises release.

User audit migration service is integrated into Nuix Discover

As of the 10.2 quarterly release, the standalone user audit migration service is removed. The service is now integrated into the Nuix Discover code.

Note: Additional information will be provided in the 10.2 system documentation.

As part of the integration, the following portal setting was removed: User audit migration service URL.

The User audit log service URL setting is still available to system administrators. When this setting has a value, the Portal Management>Cases and Servers>Coding History page is visible.

Ringtail 10.1 Quarterly Release Notes

Audio: Resubmit multiple previously transcribed documents

You can now resubmit audio documents to generate new transcriptions using the Transcribe audio option on the Tools menu. Doing so can be useful if you selected the wrong language model when you transcribed audio documents, or if errors occurred during the transcription job.

Before you resubmit previously transcribed documents, note the following:

  • After you resubmit the audio documents, the application removes any corrections that were made in the previous transcriptions.
  • You cannot resubmit documents that have annotations. Delete the annotations first.

Use the following procedure to resubmit previously transcribed audio documents.

  1. On the Tools menu, select Transcribe audio.
  2. In the Transcribe audio dialog box, shown in the following figure, do the following:
  3. Transcribe audio page
    • Under Language model, select the language. You can select one of the following audio language models:
      • Arabic (Modern Standard)
      • Brazilian Portuguese
      • Chinese (Mandarin)
      • English (UK)
      • English (US)
      • French
      • German
      • Japanese
      • Korean
      • Spanish
    • Under Optional inclusions, select the check boxes for the documents that you would like to resubmit.
  4. Click OK.

Tools > OCR processing: Languages listed in alphabetical order in the OCR processing dialog box

In the OCR processing dialog box, available languages for OCR processing now appear in alphabetical order.

Manage Documents > Exports: Updates to the MDB Classic export type

The following two updates have been made to the MDB Classic export type in the Export window:

  • Administrators can export a production or a set of rendition documents. In previous releases, administrators could export only binders or base documents with this export type.
    • When creating an export from the Manage Documents page, administrators can select the MDB Classic export type.
    • When selecting rendition documents from search results for export using the Tools > Export menu option, administrators can select the MDB Classic export type from the Export type list.
  • Administrators can choose to populate the pages table of an MDB export file, even if no files are selected for export.
    • If an administrator selects the option to export an MDB load file in the Export window but does not select any files to export, the pages table of the exported MDB file will be empty by default. However, administrators can now populate the pages table of the MDB file anyway. On the Load files page, in the Settings window (available when you click the Settings button, or gear), select the Populate the pages table of the MDB even if no files are selected for export check box.
    • Export (Renditions) page

Manage Documents > Exports: Enhancements and changes to the Exports feature

You now receive the same export results regardless of the way that you choose to submit the export job. You can submit export jobs on the Manage Documents > Exports page or by using the Tools > Export feature on the Documents page.

Only administrators can export documents from the Manage Documents > Exports page. In addition, the user interface used in the Tools > Export feature is now also used on the Manage Documents > Exports page and includes the same options for administrators.

Major enhancements and changes

  • When exporting on the Manage Documents > Exports page, you can now export more than one load file at a time.
  • For base documents, you can select options to convert image files to PDF or TIFF.
  • For any load file field references to files, for page or document load files, the application now populates load file fields based on the files exported along with load files. This process is different than how the Manage Documents > Exports feature worked previously for page load files. For example, in the legacy code, if you exported an MDB load file on its own, but no other files, the pages table would reflect main_pages for the documents in the export. In the updated code, if you export an MDB with no files, no updates occur to the pages table.

Other enhancements and changes

  • Exported files will exist in a folder named according to the Export name and ID under the export folder. However, as shown in the following figure, you can select a repository from the File repository list and, under Output folder path, you can also export to an existing folder instead. To select a file repository or an existing folder, on the Define export page, click the Settings (gear) button to open the Settings window, as shown in the following figure.
  • Export - Define export page
  • When exporting using the Manage Documents > Exports feature, on the Source page, you can choose to export a Binder of documents or a Production. Depending on whether you select Binder or Production on the Source page, the options on subsequent pages will differ. This process is similar to how the options change in the Exports > Tools window depending on whether you select base or rendition documents.
  • Note: This page is not enabled when using the Tools > Export feature on the Documents page because that export is based on documents selected in a search result.

    Export - Source page
  • A new Image settings page replaces the PDF settings page.
    • For image files, users can select the option to convert images to non-searchable PDFs or to convert PDFs to TIFF. These options were previously available for production exports from the Manage Documents > Exports page and are now options for base document exports as well. If the document set already consists of PDFs, you can select the following option from the Image format list: Embed OCR text in existing PDFs. Selecting this option will not create searchable PDFs from non-PDF files.
    • Note: The Embed OCR text in existing PDFs option is available only if the Enable PDF annotations option is set for the case.

      Export - Image settings page
  • The MDB Classic export type is now available to administrators on the Define export page, as shown in the following figure.
  • Export - Define export page
    • The MDB Classic export type makes file selection and MDB page table updates more consistent with expected results. This process is similar to using IEM in the past.
    • On the File types page, instead of selecting the options to export endorsable images, native, and content (.txt) files, you can now choose to export Imaged pages or Content files, as shown in the following figure. If you select Imaged pages, the application exports all of the files that you can see in the Image viewer in the View pane. If you select Content files, the application exports all of the files that you can see in the Native viewer in the View pane.
    • Export - Select file types to export, as needed page
    • Just like for the Custom export type, on the Annotations page in the Export window, users can choose to endorse footers and annotations.
    • The options for omitting other files when a file is annotated are slightly different than the omit file options for Custom export types. For the MDB Classic export type, the default options are as follows:
      • Omit other page files if document images are annotated: When this option is selected, only the annotated files are exported. The application will exclude any other page files from the export.
      • Omit content files if document is annotated: When this option is selected, the application excludes all content files from the export.
      • Export - Annotations page
    • For the MDB Classic export type, you can select only MDB load files for export with the files. By default, if exporting files, the pages table of the MDB will mirror the main_pages table in the application, that is, what appears in the Image viewer in the View pane.
    • A new option, shown in the following figure, is available for the MDB Classic export type. If needed, click the Settings (gear) button to select the following option:
      • Associate all exported files for a document in the pages table. If you select this option, all files exported will be represented in the pages table of the MDB, even if they did not exist in the main_pages table.
      • Export page - MDB selection

Export Feature Summary

  • The Export feature on the Manage Documents page is available only to administrators and is always available to administrators.
    • The export set is based on a selected Binder or Production.
    • No group security is enabled for the items listed for selection. All Binders, Productions, Fields, and Annotations are listed as options.
  • The Export feature, which is an option available on the Tools menu on the Documents page, is available only if the user’s group is set to Allow on the Security > Features page for the Processing – Exports feature. The following additional information applies:
    • The export set is based on selected documents in search results.
    • Group security is enabled for the items listed for selection. Users will see fields or annotations that are allowed only for the group they are logged in as.
    • Non-administrators have access to only one export type, which is Native files only, no load file included.

The following list provides an overview of the use cases, security, available file type options, and handling of base documents and renditions for the different export types (Custom, Native files only, no load file included, and MDB Classic), as well as an overview of the updates to the MDB pages table for the different export types.

  • Use cases for the different export types:
    • Custom: Select this option if you want all available file options.
    • Native files only, no load file included: Select this option if you only want to export native files for a set of documents and nothing else.
    • MDB Classic: Select this option if you are loading the export to another Nuix Discover case and want the file organization or views to be the same in the target case.
  • Security for the different export types:
    • Custom: Administrators only.
    • Native files only, no load file included: Available to administrators and to non-administrators who have access to the export feature.
    • MDB Classic: Administrators only.
  • Available file type options for the different export types:
    • Custom:
      • Endorsable image files: Any files in the Image viewer that are .tif, .tiff, .jpeg, .jpg, .bmp, .png, or .pdf (if PDF annotations are enabled in the case).
      • Native files: Highest-ranking non-txt file or file with an extension matching the field value (if specified).
      • Content files (.txt): Existing .txt file on fileshare or extracted text (for base documents).
    • Native files only, no load file included:
      • No selection available.
      • The application will export only one native file per document.
      • The native is the highest-ranking non-txt file or file with an extension matching the field value (if specified in case options).
    • MDB Classic:
      • Imaged pages: Any files in the Image viewer.
      • Content files: Any files in the Native viewer.
  • Options for base documents for the different export types:
    • Custom:
      • Image format: Select to embed OCR text in existing PDFs, convert images to PDF, or convert PDFs to TIFF.
      • Footers
      • Annotations
      • Load file: One MDB or any number of non-MDB load files.
    • Native files only, no load file included:
      • Exported file structure: As currently foldered in the case or Flattened.
    • MDB Classic:
      • Image format: Select to embed OCR text in existing PDFs.
      • Footers
      • Annotations
      • Load file: One MDB.
  • Options for rendition documents for the different export types:
    • Custom:
      • Image format: Select to embed text in existing PDFs, convert images to PDF, or convert PDFs to TIFF.
      • Load file: One MDB or any number of non-MDB load files.
    • Native files only, no load file included:
      • Exported file structure: As foldered in the case or Flattened.
    • MDB Classic:
      • Image format: Select to embed OCR text in existing PDFs.
      • Load file: One MDB.
  • MDB pages table updates for the different export types:
    • Custom:
      • At least one file per document will be associated with a document in the pages table as long as it was selected for export.
      • If endorsable images are exported, those will be associated with the document in the pages table.
      • If only a native file is exported for a document, it will be associated with the document in the pages table.
      • If only a content file is exported, the .txt file will be associated with the document in the pages table.
      • If you select the option to Update the pages table to mirror files in the image viewer, and if you select both endorsable images and natives for export, and both of those file types exist in the Image viewer for a document, then those files will all be associated with the document in the pages table.
      • If you do not select any files for export, the pages table will be empty.
    • Native files only, no load file included: Not applicable.
    • MDB Classic:
      • The pages table will mirror files available in the Image viewer if you select Imaged pages to be exported.
      • If you do not select Imaged pages to be exported, no files will be referenced in the pages table.
      • If you select Content files to be exported as well as the option to Associate all exported files for a document in the pages table, then the content files exported will be referenced in the pages table.

Additional basic information about how exports work

  • The application copies the exported files to the case default file transfer file repository and a unique subfolder under the export folder. Administrators can change the file repository and select an existing subfolder to copy the files to.
    • The application names the subfolder under the export folder based on the export name and the export ID. The application names the load files according to the export name only, and not the export ID.
  • Exported file structure:
    • When exporting files with an MDB load file, files are exported in the same file structure as they exist in the case.
    • When exporting files with a non-MDB load file, files are separated into images, native, and text folders. However, if exporting a production from the Manage Documents page, the application respects the export path details in the production settings. Note that any system load file templates reference the default folder names of image, native, and text files.

Manage Documents > Ingestions: NIST list updated - September 2019

Ingestions now uses an updated version of this list, released in September 2019. For more information, go to https://www.nist.gov/itl/ssd/software-quality-group/national-software-reference-library-nsrl.

Manage Documents > Ingestions: Show level settings in Add ingestion dialog box

In the Add ingestion dialog box, a read-only display of the default level settings for the case now appears under the Family deduplication setting.

For example, select the default settings for levels, as shown in the following figure.

Default settings - Levels page

These levels appear in the Add ingestion dialog box under the Levels heading, as shown in the following figure.

Add ingestion page

Portal Management > Processing > Jobs: Size of Elasticsearch index captured during Gather case metrics job

If a case uses an Elasticsearch index, the Gather case metrics job now captures the size of the Elasticsearch index. The Elasticsearch index is used to capture the coding audit history.

Portal Management > Processing > Jobs: Gather case metrics job captures total file size of base documents for non-document entity items

When you run a Gather case metrics job, in addition to capturing the file size of image, native, and content files associated with base documents, the application now also captures the total file size of the image, native, and content files associated with non-document entity items. This information appears in the Base documents (GB) column on the Portal Management > Reports > Hosted Details page.

Portal Management > Reports: Change the time zone

You can now change the time zone for the data that appears on the Portal Management > Reports > Usage and Hosted Details pages from local time to Coordinated Universal Time (UTC). Using UTC time allows the reports to display data consistently with reports that are generated through the API when querying for specific dates or date ranges. By default, the data appears in local time.

Use the following procedure to change the time zone from local time to UTC.

  1. On the Portal Management > Reports > Usage or Hosted Details page, on the toolbar, click the Time zone button.
  2. In the Time zone dialog box, shown in the following figure, select UTC time.
  3. Time zone dialog box
  4. Click OK.
  5. The data displayed is then based on UTC time.

Portal Management > Reports: Subtotal column added to Hosted Details report

The Portal Management > Reports > Hosted Details page now includes a Subtotal (GB) column.

Note: The label for the Total size (GB) changed to Total (GB).

In the Subtotal (GB) column, you can view a subtotal of the active data, which includes the data in the following columns:

  • Base documents (GB)
  • Production renditions (GB)
  • Databases (GB)
  • Content index (GB)
  • Predict (GB)
  • Orphan (GB)

Portal Management > Reports: Elasticsearch index size available in the Hosted Details report

If a case uses an Elasticsearch index, you can view the size of the Elasticsearch index for a case on the Reports > Hosted Details page. The name of the new column is Elasticsearch index (GB). The Elasticsearch index is used to capture the coding audit history.

Portal Management > Settings > Log Options: Download a telemetry log file

The Portal Management > Settings > Log Options page includes a new button on the toolbar named Download log that you can use to download a telemetry log file. The application downloads the telemetry log data to a .log text file.

To keep the file size manageable, you can configure the number of records to maintain in the JSON string in the Telemetry archive configuration setting on the Portal Management > Settings > Log Options page. For example, as shown in the following figure, NRecentRecordsToReturn is set to 10000.

Log Options page Telemetry archive configuration data

Connect API Explorer: Access and download API documentation

There are two new buttons available on the Connect API Explorer page, as shown in the following figure.

API documentation buttons

The Open docs button accesses additional API documentation that contains more in-depth guidance on creating and handling queries and mutations. When you click the Open docs button, the Connect API Documentation tab appears containing the API documentation, as shown in the following figure. On the left are active links that access individual topics. Click these links to scroll the page up or down to the selected topic.

Connect API Documentation sample page

Note: The top-right corner of the Connect API Documentation tab shows your specific URL location of the documentation and the current version of the document.

To download the documentation, click Download docs. Doing so downloads the documentation as a Hypertext Markup Language (HTML) page for viewing in any browser window.

Connect API Explorer: API token enhancements

Newly created API authorization tokens no longer require separate API keys and never expire. On the User Administration > API Access page, the API key label now shows the following message: The API key is not required for new authorization tokens.

The API authorization changes are backward compatible to accept existing authorization tokens, which will expire after three years.

To get a new key for an existing user, on the User Administration > API Access page, clear the Authorize this user to use the Connect API check box. Then select this option again to reactivate their authorization.

Connect API Explorer: New case statistic in the API {cases{statistics}} query

The Nuix Discover Connect API contains a new sizeOfElasticSearchIndex field that returns the total size of the Elasticsearch index for cases. The Elasticsearch index stores the audit history records for coding changes that are viewable within the Coding History pane.

The following example uses the new sizeOfElasticSearchIndex field in the cases {statistics} object.

{
  cases {
    name
    statistics {
      sizeOfElasticSearchIndex
    }
  }
}

The sizeOfElasticSearchIndex field is also part of the aggregateTotalHostedSize statistic that returns the sum of sizeofBaseDocumentsHostedDetails, sizeofRenditionsHostedDetails, aggregateDatabases, sizeOfElasticsearchIndex, dtIndexSize, sizeOfNonDocumentData, and sizeOfOrphanFiles.

Connect API Explorer: GraphQL and GraphQL Parser version upgrade

Connect API Explorer now contains the latest upgraded version of GraphQL (v2.4.0) and GraphQL Parser (v4.1.2). These upgrades require a few minor changes to your existing API queries and codes that are declaring Date variables.

In any existing API queries, the Date variable needs to change from Date to DateTime. The following figure is an example of an existing query declaring a Date variable before the upgrade.

Connect API Explorer Date variable example

This next figure shows the needed change for the upgraded version of GraphQL.

Connect API Explorer DateTime variable example

Support for Microsoft Windows Server 2019

As of this release, Nuix Discover supports Microsoft Windows Server 2019.

Changes to the installation process

Recent enhancements to the installation process introduced the following changes.

Web installer requires IIS to be enabled in advance

For new server installations, the web installer now requires Internet Information Services (IIS) to be enabled on the server in advance. This installation was formerly handled by the installer.

The command that needs to be run in advance is Install-WindowsFeature Web-Server. For additional information, see https://docs.microsoft.com/en-us/powershell/module/servermanager/install-windowsfeature?view=winserver2012r2-ps.

Note: This requirement also exists for the coordinator server.

Two new web server prerequisites

The following two new web server prerequisites are required. These prerequisites are installed automatically by the web installer.

  • Application Request Routing 3.0
  • URL Rewrite Module 2.1

Installers no longer include the Microsoft .NET Framework 4.8

The following installers no longer include the Microsoft .NET Framework 4.8 prerequisite.

Note: If the Microsoft Framework .NET 4.8+ is not installed before running these installers, the installation does not complete successfully. Before running any of the following installers, you must install the Microsoft Framework .NET 4.8+, which you can download from https://dotnet.microsoft.com/download/dotnet-framework/net48.

  • Web
  • SQL Component
  • RPF Coordinator
  • RPF Supervisor
  • Hit Highlight
  • Content Search
  • Portal API

Upcoming changes to Transport Layer Security version for Google Chrome

In Chrome 81, which will be released in March 2020, Google will block connections to sites using Transport Layer Security (TLS) 1.0 and 1.1. The recommendation from Google is to enable TLS 1.2. For additional information, go to the following URL: https://blog.chromium.org/2019/10/chrome-ui-for-deprecating-legacy-tls.html

Ringtail 10.0 Quarterly Release Notes

Nuix Ringtail is now Nuix Discover

In August of 2019, we officially changed the name of our eDiscovery application from Nuix Ringtail to Nuix Discover. This new name better describes the unique and powerful capabilities of our award-winning software and better aligns it with the rest of the Nuix product family, most notably Nuix Workstation and Nuix Investigate. Nuix Discover is a central part of the Nuix Total Data Intelligence platform and vision, which promises to improve collaboration, innovation, and knowledge management for organizations around the globe.

Nuix Discover logo

As a result of renaming Ringtail to Nuix Discover, the following changes were made in the user interface.

  • After you log in, the navigation bar at the top of all pages displays the Nuix Discover logo and name.
  • Navigation Bar Nuix Discover logo
  • The What’s new in Ringtail section on the Portal Home page is now named What’s new.
  • Portal Home page What's new
  • The What’s new in Ringtail section on the Case Home page is now named What’s new and displays the Nuix Discover logo.
  • Case Home page What's new
  • On the user name menu, under User settings, the Reset to Ringtail default menu option is now named Reset to case default.
  • User settings Reset to case default
  • The Ringtail Connect API Explorer is now named Connect API Explorer.
  • Portal Management Connect API Exporler option

Audio pane: Select a language model to use for transcription

You can now specify the language model to use for transcription. For example, if you know that the audio in a file uses British English instead of American English, you can select English (UK) as the source language before you transcribe the audio file.

To specify the language model for an individual file, select a file, and then click the Transcribe audio button in the Audio pane. In the Transcribe audio dialog box, select an option from the Language model list, and then click OK.

Transcribe audio dialog box

To specify the language model for multiple files, select the files. On the Tools menu, select Transcribe audio. In the Transcribe audio dialog box, select an option from the Language model list, and then click OK.

Transcribe audio Language model selection

You can select one of the following audio language models:

  • Arabic (Modern Standard)
  • Brazilian Portuguese
  • Chinese (Mandarin)
  • English (UK)
  • English (US)
  • French
  • German
  • Japanese
  • Korean
  • Spanish

Audio pane: Resubmit transcribed audio file

If you accidentally selected the wrong language model when you transcribed an audio file, you can click the Transcribe audio button in the Audio pane to resubmit the transcription using a different language model, as shown in the following figure.

Note: This functionality is not yet available for multiple files using the Tools > Transcribe audio option.

Transcribe audio dialog box Successful transcription message

Note: You cannot re-transcribe a file that has annotations. Delete the annotations first.

Track the history for documents viewed and downloaded

In the Document view history dialog box, you can see how many times on a given day that a user viewed or downloaded a document in the View pane or downloaded a document in the Code pane.

To open the Document view history dialog box, in the View pane, select the Document view history option from the View pane menu. Alternatively, if you pinned this option to the View pane toolbar, click the Document view history button.

View pane Document view history selection

In the Document view history dialog box, each document viewing event appears on a new row. If a user downloaded a document, a dot appears in the Downloaded column.

The downloaded report also includes this information.

Document view history Downloaded column

Coding History: Case administrators can see all records regardless of group membership and security

Case administrators can see all history records, including records for deleted objects, in the template views in the Coding History pane, regardless of their group membership and the group security settings for objects such as binders, fields, or productions.

Analysis > Mines: Grant group leaders administrative rights to mines

Administrators can now grant administrative rights to mines to group leaders. Previously, only administrators could manage mines.

To grant group leaders administrative access to mines, on the Security > Administration page, in the Leaders column, set the Analysis – Mines function to Allow, and then click Save.

Security Administration page

Once group leaders have been granted access to manage mines, they can perform the following tasks:

  • Add, delete, rebuild, edit properties, and manage security for mines.
  • Access the Security > Objects page for mines to set the permissions for groups.

Case Setup > Fields > Items: Prompt when renaming or deleting pick list items that are coded to documents

On the Case Setup > Fields > Items page, if you try to delete a pick list item that is coded to a document, the Delete selected items dialog box appears with a warning message. You are prompted to confirm the action before you can proceed.

Delete selected items dialog box

If you try to rename a pick list item, if documents are coded to the item, a warning message appears in the Modify field value dialog box. After you click OK, inline editing is enabled.

Modify field value dialog box

If you try to rename a pick list item, if no documents are coded to the item, inline editing is enabled.

Case Setup > System Fields: New system field for Audio Language Model

A new system field named Audio Language Model is available on the Case Setup > System Fields page.

Note: The application disables this field for groups by default, and you cannot grant groups write access to this field.

The application populates this field after a user submits an audio transcription from the Audio pane or the Tools > Transcribe audio menu. The field value is the name of the language selected in the Language Model list for the audio transcription.

Audio Language Model Items page

Manage Documents > Ingestions: Support up to 10 levels

Administrators can now select up to ten levels on the Levels page in the Default settings window for Ingestions.

For each level, you can select one of the following options:

  • Constant: Enter a static value into the box.
  • Select a field: A list appears that allows you to select a field. You can select any one-to-one field that is selected on the Customize Fields page in the Advanced settings window.
  • None
  • Existing levels: Select a level that already exists for the case.

Manage Documents > Ingestions: NIST list updated - June 2019

In the Default Settings window 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 June 2019. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Manage Documents > Ingestions: Add advanced setting for email files

The Email Files page is now available in the Advanced Settings window of the Ingestions feature. On this page, users can select the type of file that is available in the viewer for imported email files.

To select the correct file type, choose an option in the Files to include for email data list. The default type for new and existing cases is MHT. If you select this option, emails are rendered in the same way as before this new setting was introduced. You can also select MSG/EML with attachments. This option includes embedded attachments as part of the email document. Processes such as indexing, imaging, and export include any embedded attachments when acting on the email document.

You can view this setting for an existing imaging job on the Properties page. The Email files value appears at the bottom of the page.

Note: We expect to add an option for MSG/EML without attachments in the future. We also expect to add an option to use the MHT rendering for searching and review while preserving an MSG/EML copy for export and production.

Manage Documents > Ingestions: Settings added to the Properties page

The following information has been added to the Properties page for Ingestions.

  • Source encoding: The source encoding value selected in the Advanced settings window for ingestions.
  • Password bank: If the administrator did not select a password bank for ingestions in the Advanced settings window, the value displayed in this row is No. If the administrator selected a password bank, the value is Yes.
  • Chat settings: The following information is available in this section:
    • Idle time: Threads are broken into separate documents if the difference in sent times between two messages is equal to or greater than this number.
    • Minimum messages: Threads containing fewer messages than this number are not broken out into separate documents.
    • Maximum messages: Threads containing more messages than this number are broken out into separate documents.

Manage Documents > Ingestions: Chat: For documents in split threads, display the message counts for the thread in parentheses

In previous versions, when using Ingestions on chat thread documents, the count of messages at the top of the HTML for chat data was misleading for documents that were part of split threads.

In this version, the count of messages for each participant appears in parentheses after the total count of messages in the thread.

For example, if there are 17 messages from participant A in the thread, and 5 messages from participant A in a document that is part of the thread, the MSG column for participant A would contain a value of 17 (5). If a document is not from a split thread, the count in parentheses does not appear.

Manage Documents > Ingestions: Improved handling of missing files in the ingest_temp folder during file transfer

In previous versions, the application could not complete the transfer of files during the ingestions process if any files were missing from the ingest_temp folder. This would often occur when files were quarantined by virus scanning software. In those instances, the application could not complete the ingestions job without manual intervention. With this release, if files cannot be copied because they do not exist in the ingest_temp location, the application does the following:

  • Creates a slipsheet for any missing file with the text “File not available to copy.” Copies the slipsheet to the proper location in the images folder and references the slipsheet in the main_pages table.
  • Codes the document with a value of “File Copy Failed” in the [Meta] Processing Exceptions field.
  • Codes the document with a value of “File not available in temporary folder” in the [RT] Ingestions Exception Detail field.
  • Updates the [Meta] File Extension - Loaded field with a value of “pdf.”
  • Codes the [Meta] File Extension - Original field with the extension of the original file.

Manage Documents > Load File Templates: Field name suffixes removed in the Variable Builder

In the Variable Builder for load file templates, the names of the field types (DATE, MEMO, NUMB, PICK, TEXT, YES/NO) no longer appear in the Name column.

Variable Builder Quick Picks tab

Portal Management > Cases and Servers: Only system administrators can disconnect a case

On the Portal Management > Cases and Servers page, the Disconnect case button on the toolbar appears only for system administrators. Previously, portal administrators also had access to this feature.

Cases and Servers page Discount case button

Portal Management > Reports: Enhancements to the Portal Summary Report

The following enhancements and changes are available in the Portal Summary Report on the Portal Management > Reports > Summary page:

  • Recent user activity list:
    • The list now shows activity for the last 30 days. The list used to show activity for the last 7 days.
    • For failed logins, the login date and time appear in red font.
    • The Sessions column has been renamed to Cases and shows the number of cases that the user logged in to in the last 30 days. If the user did not log in to any cases, the value is zero (0).
    • Tip: Hover over a row in this column to display a tooltip that shows the case name and the last accessed date for all cases in the organization that the user accessed in the last 30 days. See the following figure for an example.

      Recent user activity Sessions column

Portal Management > Reports > Summary: New Settings feature to include or exclude data for deleted cases

A new Settings button is available on the toolbar on the Portal Management > Reports > Summary page.

Click the Settings button to open the Settings dialog box. By default, data for deleted cases is excluded from the reports. To display data for deleted cases, select the Include option.

Settings dialog box to Include or Exclude

If the Exclude option is selected, the data for deleted cases does not appear in the following sections on the Reports > Summary page:

  • The Cases bar chart (Total column)
  • The Recent user activity table
  • The Hosted data table and chart
  • Note: Below the chart in the Hosted data section, a message also indicates if the data for deleted cases is included or excluded.

    Reports Summary page

Portal Management > Settings: Enable telemetry logging from the portal database

You can write telemetry logging data to the portal database. This logging data includes all usage metrics and application errors for a portal.

The following settings are available on the Portal Management > Settings > Log Options page, as shown in the following figure.

Settings Log Options page
  • Enable telemetry logging: Select this check box to enable logging for the portal.
  • Log detail level: Select an option to adjust the level of detail captured in the log: Error, Info, Debug, or Trace.
  • Log file location: If you provide a location, the telemetry data is stored in physical files on the web servers.
  • Max log files: Provide a value to indicate the number of archive (.archive.log) files to keep on the web servers.
  • Store logs in database: Select this check box to store log data in the portal database. If selected, an RPF job pushes the data to S3 and cleans up the database table per the configuration setting indicated in the Telemetry archive configuration setting.
  • Note: If this option is selected, and the Telemetry archive configuration setting is not configured, then no log entries will be deleted from the database table.

  • Telemetry archive configuration: The information in this setting controls the frequency of when the RPF job runs to upload log entries from the database table to S3 and clean up the portal database. This setting is a JSON string with the following fields:
  • {
      “Checkpoint”: “0”,
      “Key”: “AWS key”,
      “Secret”: “AWS secret key”,
      “Region”: “AWS region”,
      “Bucket”: “AWS S3 bucket name”,
      “CleanupMaxDays”: 30,
      “ScheduleId”: null,
      “IntervalInMinutes”: 60
    }
    • Checkpoint: Default to 0. This holds the value of the last successful upload to S3.
    • Key: AWS key
    • Secret: AWS secret key
    • Region: AWS region
    • Bucket: AWS S3 bucket
    • CleanupMaxDays: Cleans up database records that are older than this value.
    • ScheduleId: Defaults to null. This will be set by the RPF job and should not be modified manually.
    • IntervalInMinutes: Defaults to 60. This sets the frequency, in minutes, for the RPF scheduled job.
  • The Log Options page also includes the following additional changes:
    • The following two syslog options were removed:
      • Ringtail syslog server name
      • Ringtail syslog server port
    • Some options were renamed as follows:
      • Log enabled > Enable telemetry logging
      • Log level > Log level detail
      • Log location > Log file location
      • Max Archive Files > Max log files
      • Database log enabled > Store logs in database

Import API

There are three new mutations in the Connect API for importing documents into a case: createImportJob, addDocumentsForImportJob, and submitImportJob.

Create an import job

You can create an import job in a case using the createImportJob mutation. This mutation returns the rdxJobID, which is used in the next mutation to add documents to the import job. This mutation also allows you to configure some job-level settings.

Sample mutation:

mutation {
  createImportJob (
    caseId:26,
    options:{
      name:“My Import Job”,
      description:“Import job description”,
      level:“Imports/Custodian A/0001”,
      docsPerLevel:1000
      updateGroupCoding:true
    }
  )
  {
    rdxJobId
  }
}

Sample response:

{
  “data”: {
    “createImportJob”: {
      “rdxJobId”: 319
    }
  }
}

Configurable options:

  • name: String is the name of the import job. If you do not provide a value for this option, the job name is “Import from API.”
  • description: String is the description of the import job. If you do not provide a value for this option, the job description is “Import from API.”
  • level: String determines the root level to put documents in. If you do not provide a value for this option, the level is “API/{ImportID}/0001.” Level values assigned to documents in the addDocumentsForImportJob mutation override this setting.
  • docsPerLevel: Int determines the maximum number of documents per level. If you do not provide a value for this option, the value is 1000.
  • updateGroupCoding: Boolean updates the group coding fields (All Custodians, for example) for new documents in this import and any existing or future family duplicate documents. If you do not provide a value for this option, the value is “false.”

Add documents to an import job

You can use the addDocumentsForImportJob mutation to add documents to an import job that was created using the createImportJob mutation. Each addDocumentsForImportJob mutation allows you to add up to 5000 documents. To add additional documents to the job, run multiple mutations with different documents.

Note: When defining the path value for pages and contentfiles, the path is relative to the “import” folder in the Image file repository defined for the case.

For example, if the path is defined as follows:

path:“Imports\\Media0001\\Images\\0001\\DOC-00000001.tif”

then the file should be located at:

{Image file repository}\import\{case name}\Imports\Media0001\Images\0001\DOC-00000001.tif.

Sample mutation:

mutation {
  addDocumentsForImportJob (
    caseId:26,
    rdxJobId:319,
    documents:[
      {
        documentId:“DOC-00000001”,
        hash:“qwer1234asdf5678zxcv1234qwer5678”,
        familyhash:“poui1234asdf5678zxcv1234qwer5678”,
        level:“Imports/Custom/0001”,
        parentId:“”,
        sourceattachmentaction:Delete,
        pageaction:InsertUpdate
        mainfields:[
          {
            name:DocumentDate,value:“2019-01-03”,action:Update
          },
          {
            name:DocumentType,value:“Microsoft Outlook Message”,action:Update
          },
          {
            name:DocumentTitle,value:“Re: Your message”,action:Update
          },
          {
            name:DocumentDescription,value:“”,action:Delete
          },
          {
            name:EstimatedDate,value:“False”,action:Update       
          }
        ],
        fields:[
          {
            name:“Custodian”,onetomany:false,type:PickList,action:InsertUpdate,values:“Custodian A”
          },
          {
            name:“[Meta] Processing Exceptions”,type:PickList,action:InsertUpdate,values:[“Corrupted”,“Empty File”]
          },
          {
            name:“[Meta] File Name”,onetomany:false,type:Text,action:InsertUpdate,values:“Re: Your message.msg”
          },
          {
            name:“[Meta] File Path”,onetomany:false,type:Memo,action:InsertUpdate,values:“C:\\Downloads\\Email”
          },
          {
            name:“[Meta] File Size”,onetomany:false,type:Number,action:Delete,values:“1592”
          },
          {
            name:“[Meta] Date Sent”,onetomany:false,type:DateTime,action:InsertUpdate,values:“2019-01-03”
          },
        ],
        correspondence:[
          {
            type:“From”,people:“acustodian@example.com”,orgs:“example.com”,action:InsertUpdate
          },
          {
            type:“To”,people:“bsmith@example.com”,action:Append
          },
          {
            type:“CC”,people:[“kjohnson@example.com”,“ewilliams@example.com”],action:InsertUpdate
          }
        ],
        pages:[
          {
            pagenumber:1,pagelabel:“DOC-00000001”,path:“Imports\\Media0001\\Images\\0001\\DOC-00000001.tif”
          },
          {
            pagenumber:2,pagelabel:“DOC-00000002”,path:“Imports\\Media0001\\Images\\0001\\DOC-00000002.tif”
          }
        ]
        ,
        contentfiles:[
          {
            path:“Imports\\Media0001\\Natives\\0001\\DOC-00000001.mht”
          }
        ]
      },
      {
        documentId:“DOC-00000003”,
        hash:“6425hyjkasdf5678zxcv1234qwer5678”,
        familyhash:“poui1234asdf5678zxcv1234qwer5678”,
        level:“Imports/Custom/0001”,
        parentId:“DOC-00000001”,
        sourceattachmentaction:InsertUpdate,
        pageaction:InsertUpdate
        mainfields:[
          {
            name:DocumentDate,value:“2019-01-02”,action:Update
          },
          {
            name:DocumentType,value:“Microsoft Word”,action:Update
          },
          {
            name:DocumentTitle,value:“WordDoc.docx”,action:Update
          },
          {
            name:DocumentDescription,value:“Sample description”,action:Update
          },
          {
            name:EstimatedDate,value:“False”,action:Update       
          }
        ],
        fields:[
          {
            name:“Custodian”,onetomany:false,type:PickList,action:InsertUpdate,values:“Custodian A”
          },
          {
            name:“[Meta] File Name”,onetomany:false,type:Text,action:InsertUpdate,values:“WordDoc.docx”
          },
          {
            name:“[Meta] File Path”,onetomany:false,type:Memo,action:InsertUpdate,values:“C:\\Downloads\\Email\\Re: Your message.msg”
          },
          {
            name:“[Meta] File Size”,onetomany:false,type:Number,action:InsertUpdate,values:“74326”
          },
          {
            name:“[Meta] Date Modified”,onetomany:false,type:DateTime,action:InsertUpdate,values:“2019-01-02”
          },
        ],
        pages:[
          {
            pagenumber:1,pagelabel:“DOC-00000003”,path:“Imports\\Media0001\\Natives\\0001\\DOC-00000003.docx”
          }
        ]
      }
    ]
  )
  {
    documentCount
  }
}

Sample response:

{
  “data”: {
    “addDocumentsForImportJob”: {
      “documentCount”: 2
    }
  }
}

Configurable options:

  • documentId: String! imports the Document ID of the document.
  • hash: String imports the individual MD5 hash value of the document. This value is added to the [RT] MD5 Hash field in the case.
  • familyhash: String imports the family MD5 hash value of the document. This value is added to the [RT] Family MD5 Hash field in the case.
  • level: String, when set, overrides any level data set in the job options. Levels are not updated for existing documents.
  • parentId: String is the parent document ID for the document that establishes a source/attachment relationship. The source/attachment relationship is either updated or deleted depending on the value set for sourceattachmentaction.
  • sourceattachmentaction: SAAction determines which of the following actions to take for the parentId field:
    • Delete removes coding from the document for the field.
    • InsertUpdate inserts or updates the value(s) of the field.
  • pageaction: Action determines which of the following actions to take on the pages:
    • Append appends the value(s) to the field. This applies only to one-to-many fields
    • Delete removes coding from the document for the field.
    • InsertUpdate inserts or updates the value(s) of the field
  • mainfields: [DocumentFieldParams] imports the following data into core document fields in the case.
    • name: DocumentField! is the name of the document field. The names correspond to the core document fields in the case: DocumentDate, DocumentDescription, DocumentTitle, DocumentType, EstimatedDate.
    • value: String determines which of the following values is populated in the document field.
      • DocumentDate is the Document Date of the document. Format is YYYY-MM-DD.
      • DocumentDescription is the Document Description of the document.
      • DocumentTitle is the Document Title of the document.
      • DocumentType is the Document Type of the document.
      • EstimatedDate is the Estimated Date of the document. A Boolean value.
    • action: CoreAction! determines which of the following actions to take on the incoming field data:
      • Update inserts or updates the value(s) of the field.
      • Delete removes coding from the document for the field.
      • Ignore ignores the value.
  • fields: [FieldParams] imports the following data into fields in the case:
    • name: String! Is the name of the field. If the field exists, the existing field will be used. If not, the name is created with the field type indicated.
    • onetomany: Boolean defines whether the field is one to many.
    • type: FieldType! is the field type. The possible values are as follows:
      • Boolean allows you to set the value as Yes or No.
      • DateTime allows you to set the value in YYYY-MM-DD format.
      • Memo
      • Number
      • PickList
      • Text
    • action: Action! determines which of the following actions to take on the incoming data:
      • Append appends the value(s) to the field (only for one-to-many field types).
      • Delete removes coding from the document for the field.
      • InsertUpdate inserts or updates the value(s) of the field.
    • values: [String]! imports the value(s) for the field.
  • correspondence: [CorrespondenceType] imports the following people and organization values for the document:
    • type: String! determines the correspondence type. Possible values are To, From, CC, or BCC.
    • people: [String] contains a list of people values.
    • orgs: [String] contains a list of organization values.
    • action: Action! determines which of the following actions to take on the incoming field data:
      • Append appends the value(s) to the field (only for one to many field types).
      • Delete removes coding from the document for the field.
      • InsertUpdate inserts or updates the value(s) of the field.
  • pages: [PagesParams] imports the following values for the pages associated with the document:
    • pagenumber: Int! is the page number.
    • pagelabel: String is the page label of the page
    • path: String! is the location of the physical file to upload.
  • contentfiles: [ContentFileParams] imports the list of content files for the document.
    • path: String! imports the location of the physical file to upload.

Submit an import job

After adding documents to a job using the addDocumentsForImportJob mutation, you can run the import job using the submitImportJob mutation.

Sample mutation:

mutation {
  submitImportJob (
    caseId:26,
    rdxJobId:325
  )
  {
    rpfJobId
  }
}

Sample response:

{
  “data”: {
    “submitImportJob”: {
      “rpfJobId”: 11805
    }
  }
}

Connect API Explorer: Only an API user can copy their own token and key

If a user has been authorized to use the API, only that user can copy their API token and key.

A new API Access page, shown in the following figure, displays the API token and API key with links to copy the token and key. Previously, the API Access page was available in the Portal Management > User Administration section.

Note: The API Access page is visible only if a user has been authorized to use the API.

To access the API Access page, on the Portal Home page, from the user name menu, select Account Settings. On the Account Settings page, in the navigation pane, select API Access.

Account Settings API Access page

New download site for installers

Nuix has changed the download site for Nuix Discover (Ringtail) installers and documentation from the FTI e-delivery site (https://edelivery.ue.goringtail.com) to the Nuix Customer Portal (https://download.nuix.com/).

If you do not already have login credentials for the Nuix Customer Portal, please visit the Nuix Support Portal (https://nuix.service-now.com/support) and submit a ticket to request login credentials for the Nuix Customer Portal (https://download.nuix.com/).

NIST list updated - June 2019

In the Default Settings window 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 June 2019. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Ringtail 9.9 Quarterly Release Notes

Introducing the Audio feature

You can use the Audio feature to transcribe individual audio files or multiple audio files. After the files are transcribed, you can search for, review, redact, and produce audio files.

While Ringtail supports Microsoft Internet Explorer and Edge, for best results when working with the Audio feature, we recommend using Google Chrome.

The quality of the original audio file has a big impact on the accuracy of the transcribed text. Factors that can work against speech-to-text accuracy include a lot of background noise or instances where multiple people are talking simultaneously. For these reasons, in addition to reviewing the transcribed text, we also recommend listening to the original audio file.

Note: Your administrator must configure and enable this feature.

The Audio feature supports the following audio file types: .aif, .aifc, .aiff, .au, .mp3, .oga, .snd, .wav, .wma.

Note: Video files are not currently supported.

If an audio file has already been transcribed, the Audio pane includes the following elements, as shown in the following figure.

Note: If a file has not yet been transcribed, you must transcribe it first. For more information, see Transcribe audio files.

Audio pane
  • A horizonal toolbar that includes the following elements:
    • The duration of the audio file.
    • The Transcribe audio button.
    • Note: If the audio file was already transcribed, this button is disabled.

    • The Audio pane menu.
  • The audio wave form section. Click anywhere in the wave form to view content in the transcribed text section.
  • The transcribed text section with time interval stamps.
  • The vertical Audio toolbar with tools that you can use to work with transcribed audio content, as described below.
    • Audio button: The following two buttons are at the top of the Audio toolbar:
      • Audio toolbar
      • Pin annotations

      You can pin annotations to the toolbar using the Redact and Highlight buttons. If you pinned a redaction or a highlight to the toolbar, click the Pin annotations button to display the pinned highlights or redactions on the toolbar. For example, in the following figure, Highlight - Blue is pinned to the toolbar.

      Highlight Blue button

      To display the default Audio toolbar again, click the Audio toolbar button.

    • Play button Play: Click this button to play the audio file.
    • Pause button Pause: Click this button to pause the audio file.
    • Annotations List button Annotations list: Click this button to open the Annotations list pane, where you can see a list of all annotations and make selections to remove or convert annotations. You can filter the list by annotation type.

      To remove annotations, select one or more annotation in the list, and then click the Delete button on the vertical toolbar.

      To convert annotations, select one or more annotation in the list, and then click the Convert annotations button in the annotations pane.

      Note: You can also use the Convert page annotations option on the Tools menu.

      Convert Annotations button

      In the Convert annotations dialog box, make the desired changes, and then click OK.

      Note: If you apply annotations in the Audio pane, a time stamp link is available in the Conditional Coding pane, as shown in the following figure.

      Conditional Coding pane
    • Find and Redact button Find and redact: Click this button to open a pane, where you can find and redact text by searching for words or phrases within the transcription.
      Find and Redact pane
    • Find and Correct button Find and correct: Click this button to open a pane where you can find and correct text.

      After you correct text, the corrected text appears in red font and is underlined with a dotted line in the transcribed text section.

      To close the dialog box, click the button again.

      Find and Correct pane
    • Correct Transcription button Correct transcription: To correct transcribed text, click this button, double-click a word in the transcribed text section in the Audio pane, and make corrections. After you correct text, the corrected text appears in red font and is underlined with a dotted line in the transcribed text section.

      Press the Tab key to move to the next word or press the Enter key to save your correction.

      The Correct transcription button will have a red background while enabled. Click this button again to turn off correction mode.

      Note: Edits that you make in the Audio pane transfer into the document’s text file in the level folder and Ringtail will flag the document to be refreshed for indexing the next time that an Indexing and enrichment job is run for the case.

    • Redact button Redact: Select text in the transcribed text section, and then click the arrow next to this button to open the Redact pane, where you can select redactions to apply to text.

      If you pin a redaction, when you click the Pin annotations button at the top of the toolbar, the pinned redaction buttons appear on the toolbar. The color and tooltip of the buttons indicate the pinned redaction type.

      Pinned Redaction Type indicator
    • Highlight button Highlight: Select text in the transcribed text section, and then click the arrow next to this button to open the Highlight pane, where you can select highlights to apply to text.

      If you pin a highlight, when you click the Pin annotations button at the top of the toolbar, the pinned highlight buttons appear on the toolbar. The color and tooltip of the buttons indicate the pinned highlight type.

      Pinned Highlight Type indicator
    • Hide Annotations button Hide annotations: Click this button to hide all annotations. Click the button again so show all annotations.
    • Transparent Annotation button Transparent annotation: Click this button to make annotations transparent. Click this button again to revert back to non-transparent annotations.
    • Pointer and Select button Pointer/Select: This button controls the mode for your mouse cursor. Click this button to enable the Pointer/Select tool, which you can use to select annotations and corrections that you want to delete. Selected annotations and corrections will appear with a blue border. Click the button again to disable the pointer tool and to put your cursor back into “text selection” mode for applying new annotations.

      Note: When you select annotations in the Annotations list pane or click a link for an annotation in the Code or Conditional Coding panes, the Pointer/Select tool is enabled. Click this button again to disable the Pointer/Select tool and to put your cursor back into text selection mode for applying new annotations.

    • Delete button Delete: Click this button to remove selected redactions, highlights, or corrections.

Transcribe audio files

You can transcribe individual audio files or multiple audio files at the same time.

Note: If your current document is an unsupported audio file type or non-audio document, the features in the Audio pane are disabled, and the application displays a message.

If you select an audio file that has not yet been transcribed, the following message appears in the Audio pane: No text content to show. Transcribe audio from this file first.

No Text Content to Show message

Transcribe an individual audio file

If your current document is an audio file that is not yet transcribed, the Transcribe audio button is enabled on the Audio pane toolbar.

Note: If you do not see this button on the toolbar, you can pin it from the Audio pane menu to the toolbar.

Use the following procedure to transcribe an individual audio file.

  • To transcribe the current audio document, click the Transcribe audio button.

Note: Depending on the length of the audio file, it can take several minutes for the transcription to appear in the transcribed text section in the Audio pane. While the transcription is running, you can move to other documents. If you add the Audio Transcription Status field as a column in the List pane, you can track the transcription’s status (Submitted, Transcription successful, Transcription error).

After the audio file is transcribed, the following things happen:

  • The text transcript can be viewed in the transcribed text section of the Audio pane with time interval stamps.
  • Each audio record has a .txt file that is saved in the same level folder as the native file. This text file has the same document ID as the native file.
  • The document is flagged for indexing the next time that an administrator runs an Indexing and enrichment job for the case.

Transcribe multiple audio files

Use the following procedure to transcribe multiple files.

  1. Return a set of supported audio documents.
  2. Select the documents in the List.
  3. On the Tools menu, select Transcribe audio.

    In the Transcribe audio dialog box, the application indicates the number of documents that will be submitted, as well as the number of documents that will be excluded, if any.

    Transcribe Audio dialog box
  4. In the Transcribe audio dialog box, click OK.

    The files are submitted for transcript extraction and the following things happen after the audio files are transcribed:

    • The text transcript can be viewed in the transcribed text section of the Audio pane with time interval stamps.
    • Each audio record has a .txt file that is saved in the same level folder as the native file. This text file has the same document ID as the native file.
    • The documents are flagged for indexing the next time that an administrator runs an Indexing and enrichment job for the case.

Search for transcribed audio files by status using a system field

Use the Audio Transcription Status field to search for audio files that have been submitted for transcription, that encountered an error during transcription, or that were transcribed successfully.

Audio Transcription Status field

Quick Search box: Search for Universal IDs

If you are working with data models, you can now use the Universal ID option in the Quick Search box on the Documents page to search for specific entity IDs or document IDs in a data model. Universal IDs can include entity IDs, document IDs, or rendition IDs.

On the Quick Search menu, click the gear button to display the menu, and then select Universal ID.

Quick Search menu

In the Quick Search box, type the name of a specific entity ID, for example, CUSTODIAN-00803.

Note: The name of the entity ID is case sensitive.

Quick Search box

Browse pane > Data Models: Access Data Model Entities from the Browse pane

You can now access data model entities from the Browse pane.

To add the Data Model Entities section to the Browse pane, on the toolbar in the Browse pane, click Options. In the Browse settings dialog box, select the checkbox next to Data Model Entities, and then click Save. The Data Model Entities section appears in the Browse pane.

Browse pane

Coding History pane: New audited features

Additional information about coding changes now appears in the Coding History pane for the following features:

  • Data Models: Connection changes for entities.
  • Other features: Binders, Issues, Productions (unlocked only), Populations and Samples, and Annotations.

To view coding history, users must have security enabled for both the Coding History feature and the features for which they want to view audit information.

Coding History pane: Entity connection changes for data models

The following information appears for connection changes to entity items.

Note: For connection changes to appear, your administrator no longer needs to configure the entity connections as fields. All connection changes are audited.

Coding History pane

The following information is available in the Coding History pane:

  • Field: Entity name.
  • Value: The ID of the entity item it is connected to.
  • Previous value: The ID of the entity item that was disconnected.
  • Action: Linked or unlinked.
  • Date: Date and time of the action.
  • User: User who performed the action.

The following icons appear in the Coding History pane for entities:

  • Linked Linked indicator: Appears in the Action column when an entity item is connected.
  • Unlinked Unlinked indicator: Appears in the Action column when an entity item is disconnected.

Coding History pane: Binders, Issues, Productions, Populations and Samples, and Annotations

The following information appears for actions to documents for the following features: Binders, Issues, Productions (unlocked only), Populations and Samples, and Annotations.

Coding History pane

The following information is available in the Coding History pane:

  • Field: Feature type (Annotation, Binder, Population, Production, Issue, Sample).
  • Value: Name of the item that was added.
  • Previous value: Previous name of the item that was deleted, updated, or converted.
  • Action: Whether the item is added, updated, deleted, or converted.
  • Mass coded: The mass coded icon represents if it was a mass action to multiple documents at once.
  • Date: Date and time of the action.
  • User: User who performed the action.

The following icons appear in the Coding History pane:

  • Add Add indicator: Appears in the Action column when an item is added.
  • Update Update indicator: Appears in the Action column when an item is updated.
  • Deleted Deleted indicator: Appears in the Action column when an item is deleted.
  • Convert Convert indicator: Appears in the Action column when an annotation is converted.
  • Mass code Mass Code indicator: Appears in the Mass Coded column when the action is applied to multiple documents.

Coding History pane: Warning message for audit history updates

If the coding history is still being updated, a warning message appears in red at the top of the page.

Coding History Update warning message

The user should wait and check back later for the latest coding history updates or see their system administrator if the message persists.

Conditional Coding pane: Updates to the Conditional Coding feature

  • The rendering performance of user templates is improved.
  • The following new default templates are now available in the Conditional Coding pane:
    • All Values
    • Production - Unlocked: Use this template to quickly view and add or remove individual or multiple documents to and from an unlocked production.
    • Conditional Coding pane filter

Conditional Coding pane > Data Models: View fields for directly or indirectly connected entities

If your administrator has added fields to directly or indirectly connected entities, you can view the details in the Conditional Coding pane, which allows you, for example, to see all of the references at the document level.

Conditional Coding pane Document Coding information

List pane: Options menu always visible

In the List pane, the Options menu is now always visible.

List pane Options menu

Previously, as shown in the following figure, you had to hover over the column next to the check box before the Options menu appeared.

List pane Options icon

Related pane: Connect existing entity item IDs

You can now connect multiple entity items to an active entity item by entering a list of entity item IDs to connect.

Use the following procedure to connect multiple entity items to an active entity item.

  1. In the List pane, select an entity item.
  2. In the Related pane, on the toolbar, click the Connect existing entity item IDs button.
    Related pane Connect existing entity item IDs icon
  3. In the Connect existing entity item IDs dialog box, enter the entity item IDs.
    Connect existing entity item IDs dialog box

    Note: Each line must contain a single existing entity item ID. You can paste a list of entity item IDs as long as each entity item ID starts on a new line.

  4. Click OK.

    The items found for that entity item type are linked to the active item. The linked items appear in the Related pane for the entity item type.

    Related pane Connect existing entity item IDs results

Related pane: Add Person or Organization entity

You can now add Person or Organization entity items in two places.

Note: This example describes the procedure for a Person entity.

Option 1

  1. Return results for a Person entity.
  2. In the List pane, click the Add [name of entity] item button on the toolbar.
  3. In the Add [name of entity] item dialog box, provide a name, and then click OK.
    Add Person item dialog box

    The Person entity item is added.

Option 2

  1. If a Document entity has a connection to a Person or Organization entity, do the following:
    • In the Related pane, on the Related Entities tab, on the toolbar, select the arrow next to the Add [name of entity] item button.
    • Then, select one of the options on the menu.
      Related pane Add item button
  2. In the Add [name of entity] item dialog box, provide a name, and then click OK.
    Add Person item dialog box

    The Person entity item is added.

    Related pane indicating Person entity item added

Translate feature: Support for CJK target languages

In addition to English, French, German, and Spanish, you can now also translate documents into the following target languages:

  • Chinese (Simplified)
  • Chinese (Traditional)
  • Japanese
  • Korean
Translate Language selections

On the Search page, in addition to English, French, German, and Spanish, you can now also search the translated content of documents using the following search-only fields:

Note: Anyone who has access to the Translate feature, as set by an administrator, can run these searches.

  • Translation Chinese (Simplified)
  • Translation Chinese (Traditional)
  • Translation Japanese
  • Translation Korean

Note: These memo field options are included in the Translations grouping category on the Search page.

After you run a search, the application returns translated documents that include the content you searched for. The application runs the search against documents that were translated with any available translation service.

Note: The search hits are not highlighted in the translated document.

The following translations system fields are available if an administrator granted access to them.

  • Translation Languages: For each document record, this field indicates which language the document was translated into. Current options include Chinese (Traditional), Chinese (Simplified), English, French, German, Japanese, Korean, and Spanish.

    For example, on the Search page, as shown in the following figure, you can search for all documents that were translated into Japanese.

    Search page Japanese translation selection

View pane > Office Online viewer: Faster document loading

When moving from one document to the next in the List pane or using the Next Document button on the main toolbar, the application starts to load the next Office Online Viewer document, which allows reviewers to review more documents per hour.

View pane: Document viewing history

To see the viewing history for a document, in the View pane, on the Image viewer tab, click the Document view history button on the View pane toolbar.

View pane Document view history button

In the Document view history dialog box, you can see which users viewed the document when. You can also download a report.

Document view history dialog box

Portal UI extensions

The UI extensions feature allows administrators and service providers to extend the functionality of the application by embedding third-party web applications directly into the interface. A third-party web application that loads within the application is called a UI extension.

If your administrator configured portal UI extensions for your environment and granted you access to those extensions, you will see the extensions under Portal Extensions on the Portal Home page.

Portal Home page Portal Extensions

Click the name of an extension to open it on the Portal Extensions page.

Portal Extensions page

Tools > Export: Updated logic for adding an “i” suffix when exporting documents from search results

In previous releases, when users exported both images and native files from search results, if the application identified the same file as both the image and the native file for a document, the application would assign the image an “i” suffix. In this release, the application assigns an “i” suffix to an image file only if it is actually different from the native file. In other words, this happens if the image file contains footers or annotations that the native file does not. If annotations are applied but the native file is omitted from the export (based on settings), the application will not assign the “i” suffix to the image file.

In addition, if the option to embed text in a PDF is selected, the PDF is both the image and the native, and if no footers or annotations are applied, then the application will export only the searchable PDF (with no “i” suffix). In this instance, only one PDF is exported with an MDB load file. The same PDF exists in the image and native folder for non-MDB exports.

Note: This functionality is available only to administrators. It is also related only to the custom export type when exporting from search results.

Tools > Exports: Export redacted audio files

Natively redacted audio files can now be exported using the Export feature on the Tools menu on the Documents page.

The Annotations page in the Export dialog box is now enabled for base document exports if endorsable images or natives are selected for export. If you select to export natives and select a redaction or highlight to be applied that is associated with the audio file, the export job will generate the redacted audio file as part of the export job. The redacted portion of the audio file will be replaced by white noise.

Note: On the Warnings page of the export, the application identifies audio files exported with redactions with the following message: The redacted native file was retrieved from an external source. There is a link to the base documents with an audio file exported with a redaction.

If you select the Omit text file if document is annotated option on the Annotations page, the text files are excluded for redacted audio files just like the text files are excluded for redactions on image files. If you do not select that option, the unredacted text file is included if a content file exists and the option to include content files is selected.

Note: A text or content file that matches the redacted audio file is not available at this time.

If an audio file has a branded redaction applied to it (set as branded to the group that the user is logged in as), the audio and text file for that document will not be exported, regardless of settings. Those files are excluded for the following export types:

  • Custom
  • Native files only, no load file included

Security: Set security for the Audio feature

An administrator must set security for the Audio feature for groups as follows:

  • To allow users to add the Audio pane to their workspace, set Document - Audio to Allow for a group.
  • To allow users to correct an audio transcription, set Document - Correct audio transcription to Allow for a group.
  • To allow users to transcribe audio files, set Processing - Transcribe audio to Allow for a group.
  • Processing - Transcribe Audio feature

Case Setup: System fields for the Audio feature

The following system fields are available for the Audio feature.

  • Audio Speech Duration: This number field indicates the length of speech transcribed in the audio file in minutes.
  • Audio Transcription Status: This pick list field includes the following items: Submitted, Transcription error, and Transcription successful.
  • [Meta] Multimedia Duration: This number field indicates the entire length of the audio file in minutes.

Case Setup > Data Models: Custom entity item ID

When you add an entity to a data model, you can now select the option to allows users to create a Custom entity item ID.

Add entity to data model dialog box

This allows users to add a custom entity item ID when adding entity items in the List or Related panes.

Add Entity item dialog box

Case Setup > Data Models: Type pick list created for new data model entities

When you create a new entity in a data model on the Case Setup > Data Models > [Name of data model] page, a type pick list is created for the entity that you created.

On the Fields page for the entity that you created, you can view and modify pick list items.

Fields page Created entity

Case Setup > Data Models: Add fields to directly or indirectly connected entities

You can now add fields for directly or indirectly connected entities on the Conditional Templates page for an entity.

Note: You can add fields only to an item with a singular connection to another item.

When you open the Conditional Templates page for an entity, a new menu that includes the connected data model entity types is now available. The default entity type for the template appears on this menu.

On the second menu, the list of fields is filtered to the fields for the selected entity type.

To add a field to an indirectly connected entity, select a field from the menu, and then click the Add field button.

Coding fields page Add field selection

The field is added and connected. Indirectly connected fields are read only.

Note: The read-only setting for indirectly connected fields cannot be changed.

Add field connection indicator

Security: Set security for the Document view history feature in the View pane.

On the Security > Features page, an administrator must set the Document - Document view history feature to Allow for a group, so that users can use the Document view history feature in the View pane on the Image viewer tab.

Security: Set security for the translation search fields

On the Security > Features page, an administrator must set the Document - Translate feature to Allow for a group so that users can search using the following fields:

  • Translation English
  • Translation French
  • Translation German
  • Translation Spanish
  • Translation Chinese (Simplified)
  • Translation Chinese (Traditional)
  • Translation Japanese
  • Translation Korean

Manage Documents > Exports and File Repositories: New password protect option for downloaded zip files

You can now add a password to protect and encrypt your .zip file before you download it. If you add a password to the file, whomever opens the downloaded .zip file will need to enter the password you created in order to open the file(s). This option is now available in the Manage Documents section in both Exports and File Repositories.

On the Manage Documents > Exports page or the Manage Documents > File Repositories page, select the file or folder you want to download. On the toolbar, click Download files. The Download files dialog box appears.

Note: If you select the Archive repository on the File Repositories page, the password option is hidden from the Download files dialog box. Because the file archives are already in .zip files, the system does not recompress them into new .zip files.

Download files dialog box

Note: The Password protect the file check box is cleared by default. If you want to enter a password, you must select the check box first.

In the Download files dialog box, you can select the Password protect the file check box and enter a password. When you click OK, a download window appears.

After your .zip file is downloaded, you can view it from the download window from your File Explorer. When you open the file, the Password needed dialog box appears.

Password needed dialog box

You must enter the password you created in the Password field in the Download files dialog box, and then click OK in this dialog box to open the encrypted file.

Manage Documents > Imaging - Manual

You can now add a password to protect and encrypt your .zip file before you download it from the Manage Documents > Imaging – Manual page. If you add a password to the file, whomever opens the downloaded .zip file will need to enter the password you created in order to open the file(s).

Download dialog box Password protection

Note: The Password protect the file check box is cleared by default. If you want to enter a password, you must select the check box first.

Manage Documents > Imaging: Support added for EMF and EML files

Imaging now supports files with .emf and .eml file extensions.

In previous versions, the .eml file extension was included in the default setting for documents not to be imaged. New cases will no longer include the .eml file extension in this setting. However, in existing cases, users wishing to process .eml files must remove the .eml extension from the Extensions list on the Manage Documents > Imaging-automated > Settings > Common page.

Manage Documents > Ingestions: Split PST files to improve processing capacity and performance

When a .pst file is identified during file inventory, ingestions now splits that .pst into smaller files before processing. Splitting .pst files alleviates issues with large files sizes in non-AWS environments, and allows large .pst files to be distributed across more workers, which improves processing throughput.

This functionality is available only if you select the Enable Linux/Docker Ingestions case option. In a future release, the process to split .pst files will run regardless of this setting.

Ingestions reporting reflects the original file rather than the multiple split files. All split files are represented as a single original file with an aggregated document count. File path metadata reflects the path of the original file.

Note: In Ringtail 9.9.001, the Ingestions size threshold for splitting large containers case option will allow you to set a minimum size, in gigabytes, for splitting a .pst file. Only .pst files larger than the size indicated will be split. The default setting for this option is 8 gigabytes. If you set the option to 0, the application will not split .pst files.

Manage Documents > Ingestions: Group multi-segment FileSafe files

When FileSafe files are submitted for processing, the Ingestions feature groups any multi-segment FileSafe files into the same batch.

The following are example extension names of FileSafe files:

  • .mfs01
  • .mfs02
  • .mfs99
  • .mfs100
  • .mfs101

Manage Documents > Ingestions: Redesigned Ingestions settings

The settings for Ingestions have been redesigned. More commonly used settings remain in the Default settings window. Advanced settings have been moved into the new Advanced settings window. To access the new window, click the Advanced settings button on the Ingestions page.

Ingestions page available buttons

Note: In a new case, default settings must be selected before adding an Ingestions job. Advanced settings do not need to be selected.

The Default settings window is shown in the following figure.

Default settings Folder Structure page

Changes to the Default settings window include the following:

  • Family deduplication was moved from the Filters page and added to the new Deduplication page.
  • Suppressed files and Duplicate coding were moved from the Ingestion Details page and added to the new Deduplication page.
  • Search term family options were moved to the Filters page.
  • The Search page was removed.
  • The Document ID page was removed.
  • The Document ID prefix option was moved to the Ingestion Details page.
  • The Chat Data page was moved from the Default settings window to the new Advanced settings window, as shown in the following figure.
  • Advanced settings Chat Data page

Manage Documents > Ingestions: New Password Bank page in Advanced settings

The Password Bank page is now available in the Advanced settings window of the Ingestions feature. On this page, users can submit a list of known passwords for a case. The application attempts to decrypt any encrypted files using those passwords.

On the Manage Documents > Ingestions > Advanced settings > Password Bank page, select the Use the password bank to decrypt the files check box. Ingestions uses the passwords in the bank to attempt to decrypt any encrypted files with the following file types:

  • Microsoft Office 2010+ (.docx, .xlsx, .pptx)
  • Microsoft Office pre-2010 (.doc, .xls, .ppt)
  • Adobe PDF documents (.pdf)
  • Zip archives (.zip)
  • 7Zip archives (.7z)
  • Bitlocker

Note: Decryption adds approximately one minute of processing time for every 200 passwords attempted per encrypted file.

Under Upload, you can upload passwords in a plain text file in .txt format. The .txt file must contain one password per line.

Note: By default, if you upload a .txt file when existing passwords are already present, the application adds new, unique passwords to the bank. If you select the Overwrite all previous passwords option, the application overwrites all existing passwords.

To download a .txt file of the existing password bank, click Download password bank file. The file name for the .txt file is in the following format: “PasswordBank_{date/time}.txt.”

To determine if a password file has been uploaded for an Ingestions job, open the job’s properties page. In the Ingestion Details row, the value is Yes if passwords were applied for that job, and No if passwords were not applied.

Manage Documents > Ingestions: Add advanced setting for source encoding

The Encoding page is now available in the Advanced settings window of the Ingestions feature. On this page, users can select the source encoding for a case.

Advanced settings Encoding page

Ingestions automatically detects the encoding for many files. When the encoding is not known, Ingestions uses the encoding selected in this setting.

On the Encoding page, select the correct encoding type in the Source encoding list. The default type for new and existing cases is windows-1252. Cloned cases will retain the setting from the clone source.

Manage Documents > Ingestions: Customize fields imported from Nuix

Not all available ingestions fields are needed in all cases. When creating ingestions default settings, administrators can now unselect unnecessary fields on the Customize Fields page, which is available in the Advanced settings window of the Ingestions feature. Deselecting fields can save processing and import time and reduces the size of the database tables.

On the Customize Fields page, the selected fields are included in ingestions jobs. By default, most fields are selected. When cloning a case, these selections are also cloned.

Select or clear the check boxes as needed to add or remove fields. You can also hover over the field name to see a description of the purpose of the field.

  • The following fields cannot be unselected:
    • Custodian
    • Document Date
    • Document Type
    • Evidence Job ID
    • [Meta] File Extension - Loaded
    • [Meta] Processing Exceptions
    • [RT] DPM File ID
    • [RT] Ingestion Exception Detail
    • [RT] MD5 Hash

Manage Documents > Ingestions: Collect audio and video duration information

You can now collect information about the duration of ingested audio and video files, which allows you to predict the cost of audio and video transcription. The field that contains this information, [Meta] Multimedia Duration, is selected by default on the Ingestions > Advanced settings > Customize Fields page. Duration is captured in minutes.

Manage Documents > Ingestions: Collect image coordinate data

You can now collect coordinate data from ingested photos. The fields that contain this information, [Meta] Latitude and [Meta] Longitude, are selected by default on the Ingestions > Advanced settings > Customize Fields page. The [Meta] Latitude value is a latitudinal geographic coordinate expressed in decimal degrees. The [Meta] Longitude value is a longitudinal geographic coordinate expressed in decimal degrees. Coordinate data is typically found in image files generated by a camera.

Manage Documents > Ingestions: Collect extended file path information

You can now include the extended path to original files in ingestions jobs, including the folders that were mapped in the Ingestions settings. The field that contains this information, [Meta] Extended File Path, is available on the Ingestions > Advanced settings > Customize Fields page. It is unselected by default. This field is similar to [Meta] File Path. In most cases, only one of the file path fields is needed.

Manage Documents > Ingestions: Allow users to view RPF output XML while task is in progress

Administrators can now view XML task output while an Ingestions processing task is in progress. When an administrator opens a task on the portal Processing > Jobs page, the task output XML appears on the XML page under Task Output. This information is based on the job progress at the time.

This update makes it easier to troubleshoot tasks that appear to be “stalled.” This update is available for both Windows and Linux systems.

Manage Documents > Load File Templates: Export translations in load files

When you lock a production, if it includes any documents with associated application-generated translations, the translations will be associated with the rendition files. Only translations that exist at the time that the production is locked are associated with the rendition.

Note: Translations are not copied over to the rendition documents if redactions were applied on the document in the production.

At the time of export, you can now export translations for base or rendition documents in a load file. When setting up your load file templates, on the Manage Documents > Load File Templates > Default Field Formatting page, select the preferred translation service provider. You can export only one translated version of a document per language. If a translation exists from the preferred provider, that translation is exported. If a translation from the preferred provider does not exist but a translation from the second priority provider exists, the translation from the second priority provider will be exported.

Load Files Templates Default Field Formatting page

To include translation text in your load file, you must select the language (or languages) when setting up the load file template. On the Manage Documents > Load File Templates > Columns page, select Add columns. Using the From field list or From variable builder option, select the languages to include.

Add columns from field list dialog box

When exported, the unformatted translation text populates the Translations column or columns in the load file.

Manage Documents > Productions: Produce redacted audio files

Natively redacted audio files can be produced with redactions.

If an audio file is included in a population to be produced natively and the file has an annotation associated with it that is selected to be applied in the production, then the production print process will generate the audio file with white noise in place of the audio portion that was redacted. The rendition file will have the same file extension as the base document of the audio file.

Note: On the Print step on the History page of the production, the application identifies audio files produced with redactions with the following message: The native files for 50 documents were retrieved from an external source. There is a link to the renditions with a redacted audio file.

If you select the Omit text file if document is redacted option, the text file is excluded for redacted audio files just like the text file is excluded for redactions on image files. If you do not select that option, the unredacted text file is included if a content file exists and the option to include a content file is selected for the production rule that the document is included in.

Note: A text or content file that matches the redacted audio file is not available at this time.

Login Service for Active Directory Federation Services

As of Ringtail 9.9.005, the Login Service version 2.2.5 is available for Active Directory Federation Services (ADFS) version 4.0 for Microsoft Windows Server 2016. For more information, see the following document: Configuring Active Directory Federation Services with Ringtail for Single Sign-On.

User Administration: Configure an identity provider: Add a saml_cert line

When configuring an identity provider in User Administration > Identity Provider Settings, if the Provider name is SAML, which stands for Security Assertion Markup Language, the configuration must include a line for saml_cert. An example line is below, where <signing cert> is the SAML signing certificate from the identity provider.

“saml_cert”: “<signing cert>”

An example of this in the application is shown in the following figure.

Identity Provider Settings Properties page

Note: Previously configured identity providers using SAML that do not have a saml_cert setting will no longer work after upgrading to this version of the Login Service.

Portal settings for the Audio feature

To enable the audio transcription service, on the Portal Management > Settings > Portal Options page, the Audio transcription service configuration field must include the information for the audio transcription service.

Note: This functionality is enabled through third-party API integration with IBM. For information about licensing and how to sign up for this service, see the following link: https://www.ibm.com/watson/services/speech-to-text/

Settings Portal Options page

Case option for the Audio feature

To enable the audio transcription service for a case, on the Portal Management > Cases and Servers > Cases > [Name of case] > Case Options page, select the Enable audio transcription check box.

Cases Case Options page

Set User audit migration service URL to view Coding History page

To enable access to the Portal Management > Cases and Servers > Coding History page, you must provide a valid URL for the User audit migration service URL portal option on the Portal Management > Settings > Portal Options page, as shown in the following figure.

Cases Case Options page indicating service URL

Reports: View the number of transcribed audio minutes

On the Portal Management > Reports > Usage page, you can view the number of transcribed audio minutes for a case.

Reports Usage page

Introducing the case decommission feature

Administrators can use the case decommission feature to remove a case and its associated files from a portal.

The following sections describe the updates that comprise the case decommission feature.

Decommission a case

The new Decommission button appears on the portal-level Cases and Servers > Cases page, on the More menu.

To decommission a case, select the check box next to the case name and select More > Decommission. The Decommission case window opens. The Summary page displays the case name, hosted size (if available), and the file repositories assigned to the case. The summary does not include external file repositories.

A message appears at the top of the page that informs you that if you decommission this case, the case and all associated files are permanently deleted with no backup. This includes all case databases, and all files from each of the listed file repositories.

To decommission the case, select the Delete this case and all associated files check box, and then click OK.

Decommission case Summary window

The application then initiates an RPF job with the following stages:

  • A case metrics job runs as the first stage before the case is deleted.
  • The case is taken offline, any scheduled or running jobs for the case are disabled, and users can no longer access the case.
  • A separate browser window opens to show the progress of the delete operation. Closing the window does not affect the RPF job.
  • RPF job processing progress window

You can also monitor the progress of the RPF job stages in the Progress column on the portal-level Cases and Servers > Cases page.

Note: For failed jobs, you can select the case on the Cases page and click Resubmit.

When the deletion is complete, the case appears on the portal-level Cases and Servers > Deleted Cases page and no longer appears on the Cases page.

Deleted Cases page

To open the Deleted Cases page, on the Portal Home page, click Cases and Servers, and then click Deleted Cases.

The Deleted Cases page displays all cases that were deleted from the portal. The page also includes information about the user who deleted the case, the case deletion date, the case creation date, and the associated organization.

If organization security is enabled, the list of available cases for portal administrators depends on membership in a provider or a client organization. System administrators can view all deleted cases.

Cases and Servers Deleted Cases page

Reporting for decommissioned cases

The number of days to display deleted case information is determined by the Days to display deleted cases in portal reports portal option, shown in the following figure. The default number of days is 60.

Decommissioned Cases Portal Options page

Deleted cases appear on the Portal Management > Reports pages.

  • On the Reports > Summary page, the application displays the deleted case information in the following ways:
    • Deleted cases are included in the Total case count field, and not included in the Active case count field.
    • Data for deleted cases is included in the Hosted data (GB) counts field.
  • On the Reports > Usage > Hosted Details and Reports > Usage > Hosted Details pages:
    • The Status column displays the Deleted case icon for the case. As shown in the following figure, the tooltip for the icon shows the date of the deletion.
      Reports Usage Hosted Details page
    • You can use the column filter to include or filter out deleted cases from the reports that appear on this page. Deleted cases are filtered out by default.
  • If you download a report, the Status column in the downloaded report shows the date of the deletion. The data in the columns is up to date based on the case metrics job that was run prior to case deletion.

Delete button renamed to Disconnect case on Cases page

On the portal-level Cases and Servers > Cases page, the Delete button was renamed to Disconnect case and now appears next to the Connect to case button.

Cases and Servers Cases page Disconnect Case button

Add UI extensions to the Portal Home page

The UI extensions feature allows administrators and service providers to extend the functionality of the application by embedding third-party web applications directly into the interface. A third-party web application that loads within the application is called a UI extension.

System administrators and portal administrators can add and enable user interface extensions (UI extensions) on the Portal Home page. System administrators can add extensions for any organization or user, and portal administrators can extensions for the organizations and users that they manage.

Previously, UI extensions were available only for the Case Home page and for Workspace panes.

Note: For general information about UI extensions, see the online help on ringtail.com. The current UI extensions topic includes information about how to add and enable UI extensions for the Case Home page and for Workspace panes. The process to add UI extensions to the Portal Home page is similar and will be added to the online help in a future release.

The high-level workflow is as follows:

  • Add a portal UI extension (manually or using a manifest file).
  • Enable a portal UI extension for organizations.
  • Enable a portal UI extension for users.
  • View the portal UI extension on the Portal Home page.

Use the following high-level procedure to add and enable a portal UI extension.

  1. On the Portal Home page, under Portal Management, click UI Extensions.
  2. On the UI Extensions page, click Add.
    UI Extensions page Add button
  3. To add a portal UI extension manually, in the Add UI extension window, on the Settings page, use the Basic Settings editor. In the Location list, select Portal home page. Provide all required information, and then click Next. On the Review page, review the information, and then click Save.

    Note: The default location is Workspace pane.

    Add UI extension Settings page
  4. To add a portal UI extension using a manifest file, do the following:
    • On the Settings page, in the Basic Settings editor, in the Name box, provide a name for the UI extension.
    • In the Location list, select Portal Home page.
    • Under Settings editor, select Advanced.
      Add UI extension Settings editor Advancted option
    • On the Settings page, in the Advanced Settings editor, do one of the following:
      • To upload a manifest file, click Browse.
      • Or, type the information in the box.
        Add UI extension Settings editor Options
    • Click Next.
    • On the Review page, review the information, and then click Save.
      Add UI extension Review page

      The next step is to enable the UI extension for organizations.

  5. On the Portal Home page, under Portal Management, click UI Extensions, and then click the name of a UI extension. You may need to refresh the page.

    Note: Portal UI extensions have brown icons, as shown in the following figure.

    UI Extensions Brown icon indicator
  6. On the Properties page, review or modify the properties.

    Note: On the Properties page, you can also change the Location of an existing UI extension.

    UI Extensions Properties page showing Location
  7. On the Organizations page, enable the UI extension for one or more organizations.
    UI Extensions Organizations page
  8. On the Users page, enable the UI extension for one or more users.
    UI Extensions Users page
  9. The next time that a user refreshes the Portal Home page, the portal UI extension appears on the Portal Home page under Portal Extensions. Click the name of the extension to open it on the Portal Extensions page.
    Portal Home page Portal Extensions options

    Portal Extensions page

Ringtail Connect API: Request the number of audio minutes transcribed for a case

To request the number of audio minutes that have been transcribed for a case, use the new case statistic countOfTranscribedAudioMinutes.

{
  cases {
    name
    statistics {
      countOfTranscribedAudioMinutes
    }
  }
}

Ringtail Connect API: Request data about blocked changes to document files

The new field fileChangesBlockedBy in the cases{documents} object returns an enumerated value to indicate if changes to pages in a document are blocked by Annotations or locked Productions that have not been printed.

A case administrator must request the information. An empty value is returned if changes to the document are permitted.

{
  cases {
    documents (mainIds: [400, 401, 402]) {
      documentId
      fileChangesBlockedBy
    }
  }
}

Ringtail Connect API: New codeField mutation

The new codeField mutation allows you to apply the coding action (add, update, delete or save a field value) to a specified document in a case. You can use the mutation to code a text field, date field, number field, memo field, Boolean field, or pick list.

You must have access to the case and document, and write permission to the field, or an error is returned. An error is also returned if an invalid caseId, mainId, or fieldId is specified.

The following example updates the field 10406-8 with a value of 18772.

mutation {
  codeField(input: {caseId: 213, action: Save, mainIds: [1, 2, 3], fieldId: “10406-18”, value: “18772”}) {
    fieldId
    updatedCount
    totalCodedCount
    deletedCount
    notChangedCount
    changes {
      mainId
      result
      value
   }
 }

Ringtail Connect API: New fieldCodeUpdateSpecific and fieldCodeDeleteSpecific mutations

Use the new fieldCodeUpdateSpecific and fieldCodeDeleteSpecific mutations to update or delete coding values for specific fields.

For fieldCodeUpdateSpecific, you must specify a coded value to replace and the new value to replace it with, as shown in the following example. For a one-to-many field, only the specified value is replaced. Other values coded to the document are left as they were.

Like the codeField mutation, you must have access to the case and document, write permission to the field, and valid values for caseId, mainId, or fieldId.

mutation {
  fieldCodeUpdateSpecific(input: {caseId: 49, mainIds: [6], fieldId: “10007-18”, newValue: “29”, existingValue: “32”}) {
    fieldId
    insertedCount
    updatedCount
    totalCodedCount
    deletedCount
    notChangedCount
    changes {
      mainId
      result
      value
    }
  }
}

For fieldCodeDeleteSpecific, you must specify the value to delete. The following example deletes the value updated in the fieldCodeUpdateSpecific example.

mutation {
  fieldCodeDeleteSpecific(input: {caseId: 10, mainIds: [6], fieldId: “100007-18”, existingValue: “32”}) {
    fieldId
    insertedCount
    updatedCount
    totalCodedCount
    deletedCount
    notChangedCount
    changes {
      mainId
      result
      value
    }
  }
}

Ringtail Connect API: History of changes user enabled or disabled for portal-level UI extension

Use the affectedUser field to query results for a user who was enabled or disabled for a portal-level UI extension.

{
  extensions(id: 7) {
    id
    name
    url
    audit(startDate: “2018-05-01”, endDate: “2019-05-29”) {
      case {
        name
      }
      organization {
        name
      }
      affectedUser {
        fullName
      }
      isEnabled
      date
      user {
        fullName
      }
    }
  }
}

Ringtail Connect API: Updates for case decommission

Use the caseDecommissionStatus field to request the decommission status for a case.

  • All returns the decommissioned status for all cases.
  • Deleted is returned for decommissioned cases that are deleted.
  • Archived is returned for decommissioned cases that are archived.
  • Live is returned for active or inactive cases that are not decommissioned.

The following sample query returns the name and decommission status of all cases in the portal.

{
  cases {
    name
    caseDecommissionStatus
  }
}

After a case is decommissioned, you can use the cases query to get data about deleted cases such as the case creation date, decommission date, status, and user, as shown in the following example.

query cases_filtered {
  cases(decommissionStatus:Deleted) {
    name
    active
    caseCreatedDate
    caseDecommissionStatus
    caseDecommissionedBy
 caseDecommissionedDate
  }
}

Audio feature requires on-premises clients to have third-party IBM account and license

The audio feature is enabled through third-party API integration and requires on-premises clients to have an account and license with IBM. with these third-party providers. For information about licensing and how to sign up for this service, see the following: https://www.ibm.com/watson/services/speech-to-text/

Ingestions: Update Windows-based Ingestions to Nuix 7.6.8

Ingestions now uses Nuix 7.6.8 when running on Windows. Ingestions will run on Windows when the check box for the Enable Linux/Docker Ingestions case option is cleared.

Updated version number for installers

The version number of the Ringtail installers now includes a fourth segment, which makes it easier to differentiate newer installers from older ones. The fourth segment, previously a hash value, now starts numbering at 0 and increments by one for new service packs within the same weekly release.

For example, for the installer Ringtail9-DatabaseUtlity_9.9.4.0, the installer name for the first service pack for that weekly release is Ringtail9-DatabaseUtlity_9.9.4.1. For versioned installers such as the Ringtail web installer, the four-segment number is in parentheses. For example, Ringtail9-Web_v9.9.004 (9.9.4.0).

After running installers, the fourth segment of the version number is also visible in the Windows Programs and Features, or Apps & features lists.

Ringtail 9.8 Quarterly Release Notes

Introducing the Translation feature

You can use the Translation feature to submit documents for machine language translation using a Google or Microsoft service. You can select from many source languages, and you can currently translate into the following target languages: English, French, German, and Spanish.

You can translate documents one at a time or submit multiple documents for translation.

Note: Your administrator must configure and enable the translation service and feature.

Translate an individual document

Use the following procedure to translate an individual document.

  1. Add the Translate pane to your workspace.
  2. Note: If you see the following message, it means that you do not have any translated content for the selected service and target language: No translated content to show. Translate document first.

  3. Select a document to translate.
  4. In the Translate pane, shown in the following figure, do the following:
  5. Translate pane
    • Select a translation service from the first menu, for example, Google or Microsoft.
    • Leave the Auto-detect language option selected or select a source language in the second menu.
    • Note: The source language options vary depending on the translation service you select. If you know the source language that you want to translate from, select a language. If the Auto-detect language option is selected and the document contains multiple languages, the primary language in the document is translated, and the secondary language is not translated.

    • Select a target language from the third menu, for example, English, French, German, or Spanish.
  6. Click the Translate button on the toolbar in the Translate pane.
  7. Note: You cannot submit rendition documents for translation and the Translate button is disabled. If the Translate button is not enabled, you can view translated documents, but you cannot submit documents for translation.

    The document is submitted for translation.

  8. Once the document is translated, it appears in the Translate pane.

Tip: To view the translated content and the original content side by side, add a View pane to your workspace.

Side-by-side view of the Translated Content and Workspace panes

Translate multiple documents

Use the following procedure to translate multiple documents.

Note: To access the Translate option on the Tools menu, your administrator must grant you access to private binders using the Coding – Private binders feature on the Security > Features page.

  1. Select documents to translate.
  2. On the Tools menu, select Translate.
  3. Note: You cannot submit rendition documents for translation and the Translate option on the Tools menu is disabled.

  4. In the Translate dialog box, do the following:
  5. Translate dialog
    • Select a translation service, for example, Google or Microsoft.
    • Leave the Auto-detect language option selected or select a source language from the first menu.
    • Note: The source language options vary depending on the translation service you select. If all the documents that you want to translate have the same source language, select a language. If the documents that you want to translate include multiple source languages, it’s best to leave the Auto-detect language option selected. If a document contains multiple languages, the primary language in the document is translated, and the secondary language is not translated.

    • Select a target language, for example, English, French, German, or Spanish.
    • Click OK.

    Ringtail displays a message indicating that your documents have been submitted for translation.

  6. Once the documents are translated, you can view the translated content in the Translate pane. To do this, after selecting a document in the List pane, select a target language in the Translate pane as shown in the following figure.
  7. Selecting target language for translation

Translation content searches

On the Search page, you can search the translated content of documents using the following search-only fields:

  • Translation English
  • Translation French
  • Translation German
  • Translation Spanish

Note: These memo field options are included in the Translations grouping category on the Search page.

For example, you can search for the word Registerkarte in documents that were translated into German, as shown in the following figure.

Translated Text Search

Note: Anyone who has access to the Search page can run these searches.

After you run a search, Ringtail returns translated documents that include the content you searched for. Ringtail runs the search against documents that were translated with any available translation service.

Note: The search hits are not highlighted in the translated document.

Translation system fields

The following translations fields are available if an administrator granted access to them.

  • Translation Languages: For each document record, this field indicates which language the document was translated into. Current options include English, French, German, and Spanish.
  • For example, on the Search page, you can search for all documents that were translated into Spanish, as shown in the following figure.

    Translated Document Search
  • Translations Requests: Indicates the number of times a document has been translated.
  • Translation Status: Allows groups to search for the status of translated documents, as follows:
    • Has branded redaction: Indicates if a document has a branded redaction.
    • Note: Documents that have branded redactions are not translated.

    • No content: Indicates that no content was available to be translated.
    • Translated: Indicates that the translation was successful.
    • Translation error: Indicates that an error was encountered.

Related pane: Enhancements to the Related entities tab

The following enhancements are available on the Related entities tab in the Related pane.

Related pane: Introducing the Related Entities Mapper

The Related Entities Mapper, shown in the following figure, is available in the Related pane on the Documents page. It provides a visualization of related entities and entity items, as well as the connections between the entities and entity items.

Note: To use this feature, your administrator must grant you access to data models.

Related Entities Mapper

Depending on the configuration of the Related Entities Mapper, different elements may appear in the visualization, as described in the following table.

  • Root Entity Element The root entity item
  • Active Root Entity Element The active root entity item
  • Active Entity Element The active entity item
  • Entity with Direct Relationship to Active Entity Element An entity item with a direct relationship to the active entity item
  • Entity with Indirect Relationship to Active Entity Element - An entity item with an indirect relationship to the active entity item
  • Entity Cluster Element An entity cluster
  • One-to-Many Connection Element A one-to-many connection
  • Many-to-One Connection Element A many-to-one connection
  • Many-to-many Connection Element A many-to-many connection

Use the following procedure to start working with the Related Entity Mapper feature.

  1. Search for an entity item.
  2. In the List pane, select an entity item.
  3. In the Related pane, on the toolbar, click the Related Entities Mapper button, shown in the following figure.

A visualization appears that shows the items connected to the selected entity item.

Tip: Use your mouse to rearrange the visualization.

Visualization of Connected Entity

The root entity item appears as a seven-sided polygon. The entity items that are connected to the root entity item appear in entity clusters. If an entity cluster includes more than 400 items, the total number of entity items appears instead of the individual entity items. For example, the Document entity cluster in the previous figure contains 1149 items.

You can perform a variety of tasks in the Related Entities Mapper, some of which are described in these release notes.

View detailed information about an entity item

Use the following procedure to view detailed information about an entity item.

  • Hover over an entity item, for example, Evidence, as shown in the following figure.
  • Detailed Information of Entity using Hover Over

Make an entity item the active entity item

Use the following procedure to make an entity item the active entity item.

  • Click on an entity item. A triangle appears in the circle, which indicates that the entity item is now the active entity item. For example, in the following figure, a Custodian entity item is selected in the Custodian entity cluster.
  • Active Entity Selection

Change the pivot item

Use the following procedure to change the pivot item in the Related Entities Mapper.

  1. In the Related pane, on the Related Entities Mapper tab, select an entity item, for example, in the Prime Minister entity cluster, and then click the Make pivot button on the toolbar.
  2. Changing Pivot Item

The selected item becomes the active entity item.

The Related pane reloads with the entity items that are related to the pivot item.

Entity Items showing Related to Pivot Item

The Related pane reloads with the entity items that are related to the pivot item.

If there are more than two items in the breadcrumb trail, they appear on a menu between the root item and the current pivot, as shown in the following figure.

Multiple Related Items in Breadcrumb Trail

Load the entity items in an entity cluster

Use the following procedure to load the entity items in an entity cluster.

  1. Right-click an entity cluster, and then select Load these items.
  2. Loading Entity Items

    After you select the Load these items option, the following things happen:

    • The Related pane refreshes and the Related documents tab Related Documents Tab appears.
    • The entity items, in this case for the Document entity, appear in the List pane.
    • Document Entity Items showing in List Pane
  3. To view the related entities, click the Related entities button Related Entities Button on the toolbar.
  4. Related Entities View
  5. To view the Related Entities Mapper visualization, click the Related Entities Mapper button Related Entities Mapper Button on the toolbar.

Add a new entity item

Use the following procedure to add a new entity item.

  • Right-click on a root entity item, select Add new, and then select the name of an entity. In the following figure, Evidence is selected.
  • Selecting Evidence

    A new entity item is added to the Evidence entity cluster.

Connect an entity item to an existing entity item

Use the following procedure to connect an entity item to an existing entity item.

  1. Right-click over a root entity item, select Connect existing, and then select the name of an entity. In the following figure, Evidence is selected from the menu.
  2. Selecting Evidence
  3. In the Connect existing [name of entity] item dialog box, search for an entity item, select one or more entity items, and then click Save.
  4. Connect Existing Evidence Item

    The connection is established, and the Related Entities Mapper visualization is updated.

Connect an entity item to another entity item in the same entity

Administrators can create data models with entities that are connected to each other. In the Related pane on the Documents page, users can then connect an entity item to another entity item in the same entity.

Use the following procedure to connect an entity item to another entity item.

  1. In the Related pane, on the Related entities tab, click the Connect existing [name of entity] item button on the toolbar. In the following figure, the name of the entity is Evidence.
  2. Note: The name of the tooltip for this button depends on the name of the entity item.

    Related Entities Tab - Connect Exisitng
  3. In the Connect existing [name of entity] item dialog box, search for and select an entity item to connect to.
  4. Note: In this case, the name of the entity is Evidence. The name of this dialog box depends on the name of the entity item.

    Connect Existing Evidence Item Dialog
  5. Click Save.
  6. The entity item is connected to the currently active entity item. The newly created item is also active in the View and Code panes.

Change the relationship for one or many related items

Use the following procedure to change the relationship of entity items.

  1. In the Related pane, on the Related entities tab for an entity, click the Update connections button.
  2. Related Entities Tab - Update Connections
  3. In the Update connections window, on the Connected Items page, select an item, and then click Next.
  4. Update Connections Dialog - Connected Items
  5. On the Replace Media page, search for an entity item, select the item, and then click Save.
  6. Note: The name of this page depends on the name of the entity item.

    Update Connections Dialog - Replace Media

    The connections are updated.

Change the pivot item

You can change the pivot item on the Related entities tab in the Related pane. This allows you to see items related to the pivot item.

Use the following procedure to change the pivot item.

  1. In the Related pane, click the Related entities button.
  2. The Make pivot button appears on the toolbar, as shown in the following figure.

    Note: If the active item is the pivot item, the Make pivot button is disabled. If the active item is not the pivot item, the Make pivot button is enabled.

  3. Select an item, and then click the Make pivot button.
  4. The active item becomes the pivot item.

    Making Active Item the Pivot Item

    The Related pane reloads with the entity items that are related to the pivot item.

    A breadcrumb trail appears for the pivot item. If you select an item in the breadcrumb trail, it becomes the active document and the pivot.

    Pivot Item Breadcrumb Trail

    If there are more than two items in the breadcrumb trail, they appear on a menu between the root item and the current pivot, as shown in the following figure.

    Breadcrumb Trail Indicator

View and audit the coding history of documents

Ringtail now retains an audit history of the coding changes that users make to field values.

The coding history includes the current and previous values of each field, the name of the user who made the change, the date and time of the change, whether the value was added, updated, or deleted, and whether the value was bulk coded.

Coding History Values

Note: Coding history is not available for binders, issues, or annotations.

To view the coding history for a series of documents, you can add a Coding History pane to your workspace. Or, to open the Coding History pane in a standalone window, you can click Coding history on the Options menu in the List pane, or click the Coding history button in the Conditional Coding pane.

Optionally, select a conditional coding template in the list at the top of the pane.

To see a list of all coding changes, click the History ungrouped button. To see a list of coding changes grouped by field name, click the History grouped by coding field button. You can sort and filter the columns in both lists.

Coding History Sorting

You can also download the data in the Coding History pane to a spreadsheet (.csv file).

Note: Your administrator must grant permissions to the Coding - Coding history option on the Security > Features page.

Tools > Document count: Show values for file size counts to two decimal places

In the Document Count dialog box, the Total File size and Source files counts are now listed to two decimal places. In previous versions, these values were listed as whole integers.

Document Count Dialog

CAL: New reporting features for Continuous Active Learning (CAL)

A new reporting feature has been added to the Analysis >Populations and Samples > Predictive Coding page. The report is only available if you select a sample that is associated with a population.

Each time that CAL runs on a population, Ringtail stores specific data points for all samples and confidence levels. You can view a report of these data points on the Predictive Coding page at any time.

Click Report on the Predictive Coding page to view a visualization of positive coding rates per CAL run, as shown in the following figure. All results are based on the sample and confidence level selected on the page.

  • The purple line represents the positive rate of the sample selected at each run.
  • The red line represents the overall precision of the population at each run.
  • The green line represents the precision per CAL run. This representation is based on the number of changes in coding of coded positive documents since the last run, divided by the total number of changes in the coding of coded docs.
  • Positive Coding Rates Per CAL Run

To download a report in .csv format with the data from each CAL run, click Download report at the top right of the visualization page. The .csv file includes all of the data depicted in the graph as well as recall rates for each CAL run and worst-case recall rates (if the sample selected is not 100% coded).

Deletions: Updates to document deletion process

When you create a document deletion job, Ringtail now identifies any documents to be deleted that are part of a Population. These documents will be excluded from the document deletion job.

Documents may be excluded from the deletion process because they are included in a Locked Production or a Population. To identify these documents, on the Manage Documents > Deletions > Properties page, click the number links for Locked in a production or Included in a population. The documents appear in a search result list.

Enable the Translation features for groups in a case

A case administrator must enable the following settings so that groups can use the translation features in a case.

Note: First, the translation service must be configured for the portal and for cases. For more information see Translation Services: Configure the translation service for a portal and cases.

Security > Features: Settings for translations

On the Security > Features page, a case administrator must set the following options to make the Translate features available to groups in the case.

  • To allow groups to add the Translate pane to their workspace, on the Security > Features page, set the Document - Translate feature to Allow for a group.
  • To make the Translate button available to groups in the Translate pane, on the Security > Features page, set the Processing - Translate feature to Allow for a group.
  • To make the Translate option on the Tools menu available to groups, on the Security > Features page, set the Processing - Translate feature and the Coding - Private binders features to Allow for a group.

Case Setup: Translation fields

To allow groups to use the following fields, a case administrator must grant access to these fields on the Case Setup > System Fields page, as shown in the following figure.

Case Setup - System Fields
  • Translation Languages: For each document record, this field indicates which language the document was translated into. Current options include English, French, German, and Spanish. For example, on the Search page, you can search for all documents that were translated into Spanish, as shown in the following figure.
  • Translation Languages
  • Translations Requests: Indicates the number of times a document has been translated.
  • Translation Status: Indicates information about the status of a document, as follows:
    • Has branded redaction: Indicates if a document has a branded redaction.
    • Note: Documents that have branded redactions are not translated.

    • No content: Indicates that no content was available to be translated.
    • Translated: Indicates that the translation was successful.
    • Translation error: Indicates that an error was encountered.

Security > Features: Allow groups to access the coding history audit feature

To allow groups to access the Coding History pane on the Documents page, on the Security > Features page, set the Coding - Coding history feature to Allow.

Case Setup > Data Models: Connect an entity to itself

You can now connect an entity to itself, which allows you to traverse the relationships between entities in the Related Entities Mapper in the Related pane on the Documents page.

Use the following procedure to connect an entity to itself.

  1. On the Case Setup > Data Models > Entities > Connections page, click the Add button.
  2. In the Add connection dialog box, in the Connection type list, select One-to-many or Many-to-one.
  3. In the Target entity list, select the same entity as the Source entity.
  4. Note: You cannot use the many-to-many connection option when connecting an entity to itself. If you select many-to-many, the Source entity is not available in the Target entity list.

    The following default values are applied to the Connection label and Reverse connection fields:

    • For a one-to-many connection, the Connection label field defaults to Child [name of entity], and the Reverse connection label defaults to Parent [name of entity].
    • For a many-to-one connection, the Connection label field defaults to Parent [name of entity], and the Reverse connection label defaults to Child [name of entity].
    • Add Connection Dialog
  5. Click Save in the Add connection dialog box.
  6. Two new rows appear on the Connections page, as shown in the following figure.

    Case Setup - Connections

    Note: After you add a self-connection for an entity, the entity’s group template for the Related pane includes a section for the same entity.

Manage Documents > Exports: Update MDB load file logic and Export dialog box interface

When exporting documents and files from search results into an MDB load file, Ringtail always inserts at least one file per exported document into the pages table of the MDB, as long as a file was exported for each document. Previously, only files identified as endorsable image files existed in the pages table when documents were exported.

If multiple file types are associated with a document in the main_pages table (available in the image viewer), you now have the option to update the pages table in the MDB file to mirror the files that appear in the image viewer for base documents. For example, to preserve both file types in the main_pages table when exporting documents that include both image and native files, in the Tools > Export window, click the Settings cog and select the Update the pages table to mirror files in the image viewer check box.

This option ensures that any files/all file types in the image viewer that are associated with exported documents are recorded in the pages table of the MDB file, provided that those files/file types are also exported.

Export MDB File showing All Associated Files with Exported Documents

Manage Documents > File Repositories: View files count link renamed

On the File Repositories page, in the Download files dialog box, the View files count link is now named View size.

Download Files Dialog

Manage Documents > Ingestions: Improved unsuppressed document information on ingestions Properties pages

On the Properties page for each ingestion, the following information is now available for unsuppressed documents:

  • Unsuppressed documents: Click the number to view the search results for all documents in the job. The search results are equivalent to what you would expect to see if you searched using the Evidence Job ID field.
  • Unsuppressed document ingestions exceptions: Click the number to view the search results for exceptions in the job. The search results are equivalent to what you would expect to see if you searched using the Evidence Job ID field AND [Meta] Processing Exceptions / has a value. Separate links to search results for the Evidence Job ID and the specific [Meta] Processing Exceptions list items appear underneath this heading.

Manage Documents > Productions: Add links to document counts on Manage Documents > Productions and Production rules pages

To help you easily access documents added to productions and documents that specific production rules are applied to, document count links now appear on the Manage Documents > Productions and Production Rules pages. Click on a document count link on one of these pages to view documents as a search result. In unlocked productions, base documents are returned in the search results. In locked productions, rendition documents are returned in the search results.

Manage Documents > Productions: Improved visibility of PDF annotations setting

Administrators can now determine if PDF annotations have been enabled for a production in the following ways:

  • A PDF annotations column and icon have been added to the list on the Manage Documents > Productions page.
  • A PDF annotations icon appears next to the production name at the top of the production detail pages.
  • A PDF annotations column has been added to the report that appears when you click the Download report button on the Manage Documents > Productions page.

When cloning a production, the new production reflects the case setting for PDF annotations at the time of cloning, not from when the original production was created. If the setting is different between the original production and the production to be cloned, a message appears in the Clone production dialog box.

Clone Production Dialog

Portal Management > Processing: Changes to case metrics gathering for hosted data

When you run a Gather case metrics job on the Portal Management > Processing > Jobs page, Ringtail scans the File Transfer and Archive repositories that are configured for a case.

On the Jobs page, in the Add job window, the tooltip for the Indexing and enrichment Update case metrics option is updated. The tooltip now mentions that file transfer and archive repositories are only accounted for when running a Gather case metrics job, which scans the entire file system.

Portal Management > Processing: Changes to case metrics gathering for ingestions

When you run a Gather case metrics job on the Portal Management > Processing > Jobs page, Ringtail captures the total expanded items size for all ingestions jobs that succeeded or succeeded with warnings.

Portal Management > Reports: View the count of translated documents

A new column named Translation documents has been added to the Portal Management > Reports > Usage page. The information in this column shows the total count of translation requests for each case. You can use this information for billing metrics.

Reports page showing Translation Documents Column

Portal Management > Reports: Additional changes to columns and report data

The following changes have been made to the Portal Management > Reports page:

  • On the Portal Management > Reports > Usage page, the Ingestion size (GB) column is now named Ingestion loaded size (GB).
  • On the Portal Management > Reports > Usage page, a new column named Ingestion expanded size (GB) is available.
  • On the Portal Management > Reports > Hosted Details page, a new column named Archive data (GB) is available. The information in this column reflects the total size of the Archive repository for all cases.
  • On the Portal Management > Reports > Hosted Details page, the Other data (GB) column is now named File transfer data (GB).
    • This column no longer includes the information for archived data.
    • This column now includes the total size of the File Transfer repositories for a case.
    • This column still includes the data that was previously reported under the Other data (GB) column name, which is the total size of files under the following folders for the Image repository for a case:
      • Cases
      • dtOptions
      • dtThesaurus
      • BatchPrint
      • Export
      • Ingest
      • Ingest_temp
      • Import
      • Suppressed
      • Upload

Portal Management > Settings > Translation Services: Configure the translation service for a portal and cases

This section describes the steps required to configure translation services for a portal and cases.

Translation Services: Portal settings

To add configuration information for Google or Microsoft machine language translation for the portal, a system administrator must provide a configuration on the Portal Management > Settings > Translation Services page.

Note: Although the United Language Group option appears on this page, this service is not yet available.

A configuration consists of the URL, Key, and timeout in a JSON string. You can currently add a configuration for Google and Microsoft.

For example, for Google, the JSON string looks similar to the following:

{“ConcurrentCalls”:10, “DelayBetweenBatchesInMs”:0, “CharacterLimits”:10000, “Key”:“******”, “Url”:“https://translation.googleapis.com/language/translate/v2”, “TimeoutInSeconds”:10}

Settings - Translation Services showing JSON String

Translation Services: Case options

A portal administrator must set one or both of the following machine language translation options for individual cases on the Portal Administration > Cases and Servers > Case Options page.

  • Translate with Google
  • Translate with Microsoft

Tip: You can clone these case options for your organization.

Portal Management > Settings: User audit service options

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.

Settings - Portal Options

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.

Settings - Coding History

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.

Ringtail Connect API: Expose new case metrics folders

You can use the following fields in the cases {statistics} object to gather information about the size of folders in the file transfer and archive repositories.

  • sizeOfArchiveFolderData is the total size of all archive files for a case in the Archive file repository.
  • For file transfer repositories, the new fields are named sizeOfFileTransferData_<foldername>, where oldername is the name of the folder on the file transfer repository. The physical size of all case files in that folder is returned.

Ringtail Connect API: Translation documents case metric

To return the number of document translation requests, use the new countOfTranslationDocRequests field in the cases {statistics} object, as shown in the following example.

{
  cases {
    name
    statistics {
      countOfTranslationDocRequests
    }
  }
}

Ringtail Connect API: Query for entity items in data models

You can now use an entity ID to query for information about entity items within a Ringtail data model, for example, the item name and item ID.

{
  cases(name: “Clean_Enron”) {
    dataModels {
      entities(id: 4) {
        items(id: 18650) {
          id
          itemId
          name
        }
      }
    }
  }
}

Versioned RPF Coordinator Deployments

Ringtail versioned Ringtail Processing Framework (RPF) deployment allows side-by-side installation of consecutive versions of the Ringtail RPF components (coordinator and workers) on the coordinator server. This process provides the following benefits:

  • Allows you to perform zero-downtime upgrades without the need for load balancers.
  • Allows you to validate upgraded versions before you change to a new version. The process manages version information in IIS. An older version can reside on the server if a rollback is needed in the future.
  • A new publish script allows you to switch to any installed version.

For instructions, see the Ringtail Versioned RPF Deployment Installation Guide.

Ringtail 9.7 Quarterly Release Notes

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: Pane toolbar restyled

The toolbar in the Conditional Coding pane has been updated to match the style of other panes. The Single coding and Mass coding buttons are now available side-by-side.

The Single coding and Mass coding buttons.

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.

The Mass code field dialog box appears.

Mass code field dialog box with options for the Add action.

Then, perform one of the following actions.

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.

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.

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.

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 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.

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.

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.

Note: You might have to pin this button from the menu to the toolbar.

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.

Related pane: Management of sources and attachments

In the Related pane, in the Sources and attachments section, you can now add, remove, and replace attachments.

Note: Your administrator must grant access to this feature.

In the Related pane, in the Sources and attachments section, click the arrow on the Options menu next to a document, and then select one of the following options, as shown in the following figure:

The Options menu in the Sources and attachments section on the Related pane.

Add attachments

Use the following procedure to add one or more attachments to a document.

  1. On the Options menu, select Add attachments.
  2. In the Add attachments dialog box, search for documents.
  3. Select documents to add.
  4. Click Save.
Selecting files in the Add attachments dialog box.

Replace an attachment

Use the following procedure to replace an attachment. For example, you might want to replace an encrypted document with a non-encrypted document.

  1. On the Options menu, select Replace.
  2. In the Replace dialog box, search for documents.
  3. Select a document.

    Note: Documents that are already part of a source/attachment relationship are grayed out and you cannot select them.

  4. Click Save.
Selecting a document to use to replace an attachment in the Replace dialog box.

Remove an attachment

Use the following procedure to remove an attachment from a document.

  • On the Options menu, select Remove attachment.

The attachment is removed.

Related pane: New dialog box when connecting an existing entity item

When you click the button in the Related pane to connect an existing entity item, the Connect existing [Name of entity] item dialog box appears. In this case, the entity item is named Collection.

The Connect existing Collection item button in the Related pane. The Connect existing Collection item dialog box.

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.

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.

Case Setup › 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.

Case Setup › System Fields: Group Coding: New All Evidence IDs system field

A new system field called All Evidence IDs has been created. The settings for this field mirror those for the All Custodians field. If a field with the name "All Evidence IDs" already exists in a case, the existing field is renamed All Evidence IDs – Legacy.

Review Setup: Enhancements to assignments

The following enhancements have been made to assignments.

  • A new default assignment name has been added. After upgrading to 9.7.008, when a user creates a new phase or opens an existing phase, the default value on the Assignment name menu is now Short phase name, short lot name, and ID. When a user changes the assignment name, the next time that documents are added to the phase, the assignment name uses the new setting.

    The default Short phase name, short lot name, and ID option on the Assignment name menu.

  • When assignment names are created, if they contain multiple fields, they are separated by dashes. For example, Phase name - Lot name – 123.
  • You can now hover over an assignment to see the entire assignment name on the All Assignments page.
The entire assignment name displayed on the All Assignments page.

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.

Security: Grant access to source/attachment management in the Related pane

To allow groups to manage sources and attachments in the Related pane, you must grant access to the Source/Attachments field on the Security › Objects › Document Fields page.

Granting access to the Source/Attachments field on the Security › Objects › Document Fields page.

Security › 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 neededSettings 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 ExportsWarnings page of the export job.

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.
  • 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.
  • 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.

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.

  • 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: Group messages on Errors page

Errors that appear on the Imports >Errors page are now organized by categories that reflect error types.

Imports: Option to copy all folders for MDB load file imports

A new option has been added to the Imports › Source files page that allows users to copy all folders under a specific directory when importing load files. On the Source files page, users can select the Copy all folders under the selected folder option, and then select a folder from the list that appears on the page.

Note: This option applies only to .mdb load file imports.

Ingestions: NIST list updated - September 2018

In the Default Settings window 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 September 2018. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

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.

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.

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 for 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 Archive. 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: Archive files to the new archive file repository

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.

Archive 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 in 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: 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 DocumentsFile Repositories page, select the Archive repository, and then select one or more .zip files. Then, 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 Repositories: Download archive files

On the File Repositories page, administrators can use the Download files button to download .zip files from the Archive file repository.

To download files, at the top of the File Repositories page, select Archive in the Repositories list. Then, select the check boxes for the zip files you want to download and click Download files.

The Download files dialog box appears and displays the following options and information.

File download from the archive repository.
  • Optionally, you can select Use Aspera for faster data transfer. This option only appears when integration with Aspera is configured and enabled.
  • The file compression option is unavailable. To calculate the total number of files and file size in the download, click View files count.
  • A total count of the selected items.

    When you click OK, a processing window opens, and the files are downloaded individually to the Downloads directory of the local hard drive.

    Caution: Keep the processing window open until Ringtail downloads all the zip files.

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 for File Repositories table.

File Repositories: 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.

File Repositories: 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 ToolsArchive 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 documents 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.

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.

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: Add missing content warning to History page when productions containing redactions are locked

If you select the Omit text file if document is redacted option on the Production Rules page for a production, when you attempt to lock that production, Ringtail generates a warning message on the production History page if one or more .txt files is missing for redacted documents in the production.

User Administration: Password self-service now based on authentication method

The method for changing and resetting passwords can now be based on the authentication method defined by users’ identity provider settings. For example, Active Directory might identify the password self-service method by setting the forgot_password_url and change_password_url settings in the JSON in the Identity Provider Settings Configuration text field.

  • For users with Ringtail authentication, if the users’ associated Identity Provider Settings Configuration text field contains the forgot_password_url and change_password_url links in the JSON, users are sent to those URLs. If no links are present, users are presented with the existing Ringtail built-in self-service password flow.

    Note: The URL of change password link and URL of forgotten password link settings that appear on the Portal Management › Settings › Help Options page are never used with Ringtail authentication.

  • For users with Active Directory (AD) authentication, if the users’ associated Identity Provider Settings Configuration text field contains the forgot_password_url and change_password_url links in the JSON, users are sent to those URLs. If no links are present, but values exist in the Settings › Help Options URL of change password link and URL of forgotten password link settings, users are sent to those links. If no links are present in either setting, users are presented with the existing Ringtail built-in self-service password flow.
  • For sites using RingtailSTS, when Enable users to access password self service is selected on the User Administration › Active Directory Settings page and values exist on the Settings › Help Options page for the URL of change password link and URL of forgotten password link options, users are sent to those links. If no links are present in either setting, users are presented with the existing Ringtail built-in self-service password flow. When Enable users to access password self service is not selected, users have no access to password management.
  • Users authenticating with other identity providers are directed to those identity providers for password management.

Cases and Servers: Option to clone case options

The new Clone options button for case options enables administrators to select case option settings in one case and clone (copy) them to the same case options in other 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.

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: 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 Repositories: 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.

Reports: 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.

Settings: Help Options page changes

On the Portal Settings › Help Options page, the Password management section is renamed Login configuration and password management.

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 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: 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.

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
      }
    }
  }
}

Ringtail Connect API: New fields in cases[productions] object for description, creator, and date

Cases{productions} has the following three new fields. These fields enhance the reports you can generate for productions in your cases.

  • description[string] returns the information in the Description column from the Ringtail Productions page.
  • creator[user] returns the information in the Creator column from the Ringtail Productions page.
  • date[date] returns the information in the Creation/Locked date column from the Ringtail Productions page. You can filter the date using the dateComparison operator.

The following example shows a query for a production using the new fields.

query {
  cases {
    productions (date:{value:”2018/01/01”,comparison:GreaterThan}){
       name
       description
       date
       creator {
         userName
      }
    }
  }
}

Ringtail Connect API: Add entity items

You can add new entity items for data models using the entityItemAdd mutation. The mutation creates a new entity item of the specified type entityTypeID.

mutation {
  entityItemAdd(caseId: 6077, entityTypeID: 5) { 
      id
      itemId
      } 
}

Ringtail 9.6 Quarterly Release Notes

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.

Browse pane: 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.

Compare 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.

List pane: 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.

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: 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.

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.

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.

Introducing the Extract text feature

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

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.

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

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.

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: 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.

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.

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 and Ingestions: Upload and download enhancements

For uploads from the Imports and Ingestions pages, the .7z file type is now supported.

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: 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: 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: 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: 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

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.

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

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.

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.

Ingestions, Imports, Hashes: 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.

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.

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: Optimize production unlock process

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

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.

Text extraction

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.

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]

User Administration: 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.

User Administration: 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.

User Administration: 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.

User Administration: 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.

User Administration: 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.

Cases and Servers: 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.

Cases and Servers: 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.

Portal Options: Remove portal-level excluded file extensions setting for extracting text

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.

Processing: 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.

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.

Portal Options: 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.

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
    }
  }
}

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: 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
  }
}

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: 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: 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: 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
        }
      }
    }
  }
}

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.

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 yourAPIToken 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