Ringtail 9.5 Quarterly Release Notes

Introducing the social network analytics feature

This release includes a new feature named social network analytics. You can use the social network analytics feature to view the email communication patterns between people and organizations. This feature is well suited for early case assessments and investigations where you are not sure what you are looking for.

To work with the social network analytics features, you can add the following new panes to your workspace:

  • Domain Network: Displays email communication between organizations.
  • Communication Network: Displays email communication between people.
  • Concept Cloud: Displays the concepts, or topics, that organizations or people are talking about.

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

Domain Network pane

In the Domain Network pane, you can view email communication between organizations.

Domain Network pane.

Communication Network pane

In the Communication Network pane, you can view email communication between people.

Communication Network pane.

Concept Cloud pane

In the Concept Cloud pane, you can see the concepts that organizations or people are communicating about.

The Concept Cloud pane displays the most important concepts for your search results. The larger the word, the more important the concept is.

Concept Cloud pane.

To select the documents that include a concept, click a concept name.

To see the concepts that specific documents contain, select the check box next to the documents. Then, click the Concept cloud for working list button on the Concept Cloud pane toolbar.

Social network visualizations

In the Communication Network and Domain Network panes, the visualization pane provides a graphic representation of the communication between people or organizations.

The visualization pane.

Each node in the visualization pane represents a person or organization. The lines connecting the nodes show who communicated with each other.

Use the slider on the toolbar to zoom in and out in the visualization. To reset the visualization, click the Redraw button on the toolbar. You can also use your mouse to adjust the position of the nodes and zoom in and out.

The colors in the nodes show the proportion of emails that were sent and received. To display the number of emails that a person or organization sent or received, hover over a node.

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

To select the emails that a person or organization sent and received, click a node. When you select a node, a blue ring appears around the node. Red lines indicate all of the people or organizations who participated in the selected emails.

The visualization pane showing a blue ring around a node and red connecting lines

To view the number of emails and direction of the communication between two people or organizations, hover over a blue connecting line. To select the emails between two people or organizations, click the blue line.

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

For more information about how to use the social network analytics feature, see Analyze communications using social network analytics in the 9.5 User Help.

Note: Your administrator must enable this feature. For more information, see Enable the social network analytics feature.

Introducing the Ringtail data models feature

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

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

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

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

For more information about how to use the data models feature, see Work with data in a data model: entity items in the 9.5 User Help.

Note: Your administrator must enable this feature. For more information, see Enable the data models feature.

Add data records for an entity: create entity items

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

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

Search page showing a list of entities to search within.

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

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

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

Conditional Coding pane displaying coded fields for an entity item.

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

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

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

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

Delete entity items

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

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

Delete entity items option on the Tools menu.

Case Home page: Links to recently added documents

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

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

List pane

Column templates in the List pane

In the List pane, you can quickly change the columns that appear by selecting a column template in the list on the toolbar. A column template is a saved list of fields, binders, and other items that appear as columns in the List pane. Your administrator configures the column templates that are available to you.

Column templates list in the List pane.

Ringtail remembers the last column template that you used. To revert to the default columns, in the column template list, select Custom (no template).

If your group has permissions, you can create and edit column templates using the Select Columns and Edit current template options on the List menu. When you create or modify a column template, the column template is available to everyone in your user group.

Columns dialog box showing the following option: Save these columns as a template

Note: Your administrator must enable this feature. For more information, see Set security for column templates.

Updated Ringtail default columns

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

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

View pane: Additional options to find and redact text

In the View pane, you can now use the following options when you search for text to redact:

  • Advanced search query syntax and operators, such as stemming operators
  • Search term families

Click the gear button in the Find to redact box, and then select a search option.

Search options in the Find to redact box.

Note: Your administrator must enable this feature. For more information, see Set security for search term families in the find and redact feature.

Conditional coding: Code a document with the same values as the previous document

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

Code as previous button on the conditional coding macro toolbar.

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

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

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

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

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

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

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

Breadcrumb trail on the Related pane toolbar.

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

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

Documents page: Improvements to standalone workspaces

On the Documents page, you can now open a standalone workspace that contains the View pane and the Conditional Coding pane. The standalone workspace remains open when you change the results set in your primary workspace.

General usability improvements for end users

  • On the Tools menu, in the Load search file dialog box, the Export button is now named Download file.
  • On the Case Home > My Assignments page, the Unsuspend button is now named Resume.

Help and support resources

New help button and context-aware search results

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

Help window.

If search results are not available, the following message appears: “Sorry, no results found. Try another search?” You can type a different phrase in the search box, or click the Documentation button to open the online help.

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

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

Updated glossary terms

The glossary is updated to include new terms for a variety of features. Some existing definitions are also clarified.

New order in the online help table of contents

The topics that were previously in the Appendices section in the online help have moved to other sections, as described in the following table.

Topic name New location in the table of contents
Keyboard shortcuts User Help > Get started with Ringtail > Keyboard shortcuts
Search query syntax User Help > Search for documents > Search query syntax
Indexing Option Settings This topic has been split into two topics:
  • Portal indexing settings: Portal Administrator Help > Settings > Portal Indexing Options
  • Case indexing settings: Portal Administrator Help > Cases and Servers > Cases > Case Settings > Case Indexing Options
Client computer requirements User Help > Get started with Ringtail > Client computer requirements
Clone Case Table Portal Administrator Help > Case and Servers > Clone Case Table
Portal and case options This topic has been split into two topics:
  • Portal options: Portal Administrator Help > Settings > Portal Options
  • Case options: Portal Administrator Help > Cases and Servers > Cases > Case Settings > Case Options
Portal security table Portal Administrator Help > Portal security table

Data models: Create and administer data models

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

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

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

Data Models page in the Case Setup section.

You add a set of entities to the data model.

Entities page for a data model.

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

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

Fields for an entity.

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

Coding template for an entity.

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

Column template for an entity.

You also define the connections between related entities.

Connections between multiple entities.

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

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

Column templates: Configure column templates for the List pane

To allow reviewers to quickly access a set of columns in the List pane, on the Case Setup > Column Templates page, you can save the columns as a column template.

Column Templates page in the Case Setup section showing a list of column templates.

After you create a column template, you can add fields to the template, select the field attributes to display, and specify the default sorting order of documents in the List pane.

Fields page for a column template.

To apply group security for this column template, in the navigation pane, click Security.

Security page for a column template.

You can clone existing column templates and delete column templates that you no longer need.

You can also allow group members and group leaders to create and edit column templates. For more information, see Set security for column templates.

People and organizations: Changes to domain extraction

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

Search term families: Support added for regular expressions

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

Exports

Multiple options for redaction labels when exporting from search results

When you export documents from the Documents page > Tools menu, you can now select from any combination of the following options for redaction labels: Author, Created date, Redaction label/highlight name, or Free text.

In the Export window, on the Apply annotations page, additional columns have been added that allow you to select multiple labels. Buttons were added to indicate the following columns: Color, Border, Author, Created date, and Redaction label/highlight name. Hover over the button at the top of each column to view the column label. The last column, Free text, has the default value of REDACTED, but you can change the value or remove it entirely.

Apply annotations page in the Export window.

You can select the redaction label options by clicking on individual columns and rows. You can also select a label for all annotations that will be applied by clicking the buttons at the top of the columns.

When the label is applied to the redaction on the image, each label option appears in its own row on the top left of the redacted space on the image. Ringtail applies the labels in the following order:

  1. The value in the Free text box, if a value was entered.
  2. The name of the author.
  3. The created date.
  4. The redaction label/highlight name.

Updates to highlight settings when exporting documents from search results

When you export documents from the Documents page > Tools menu, you can now apply a document’s highlight as a highlight in the exported image file. The highlight appears in the same color that was applied to the image. You create these settings at the individual annotation level.

To designate an annotation color for exported image files, on the Apply annotations page, select the check box next to an annotation. Then, in the Color column, select Inherit.

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

When you select the Inherit option for highlight annotation types, Ringtail does not apply annotation labels to the exported images.

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

Multiple load file options when exporting from search results

When you export documents from the Documents page > Tools menu, you can now select one MDB load file for export or any number of non-MDB load file templates that exist for the case.

In the Export window, on the Include load file page, when you select MDB, all general export MDB templates that exist for the case appear. You can select one MDB load file for export.

If you select Other load file types, all general non-MDB templates for the case appear. You can select one or more non-MDB templates for export.

Include load file page in the Export window.

Note: To export both MDB load files and non-MDB load files, perform separate exports.

Export rendition documents from search results

When you export documents from the Documents page > Tools menu, you can now export rendition documents. You can include imaged pages, native files, and content files in the export. You can also include production load file templates that were already created on the Manage Documents > Load File Templates page.

Select one or more rendition documents to enable this tool.

Ringtail alerts you if any of the selected renditions have not been printed:

  • If you include all selected documents, records for the documents are included in any selected load files. However, the files from any documents that have not been printed are not exported, because they do not exist.
  • If you exclude documents that have not been printed, Ringtail exports files and data only for documents that have been successfully printed.
Export rendition documents from search results.

Option to export PDF files in TIFF format when exporting productions

When you export productions from the Manage Documents > Exports page, you can now export PDF documents as TIFF images. On the Exports page, in the Add export dialog box, the following option appears for Image format: Convert PDFs to TIFF (single page, black and white).

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

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

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

File repositories

Copy folders and files from file repositories

On the File Repositories page, administrators can select folders or files and click the Copy button to copy the files and folders to a different destination. To specify the destination, select the Repository and initial Folder from the lists, and then click the Name of a folder to select it as the destination. The selected destination appears in the breadcrumbs above the folder list.

Copy window in the File Repositories area.

You can also create a new folder by clicking the Add folder button (plus sign).

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

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

The system properties for files (specifically, date and time properties, and file attributes) are maintained when the files are copied, preserving the metadata in case the files are later ingested.

Rename a folder or file from file repositories

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

Delete folders and files from file repositories

On the File Repositories page, you can select folders or files and use the Delete button to delete the files and folders from the file repository. Deletion is permanent. The database records remain intact.

Imaging

Options added for resizing images

On the Imaging page, in the Settings window, options are now available to resize images when using the imaging feature. On the Email and Website page, the option is named Resize images to fit page. On the Word page, the option is named Resize images.

If images are resized, the Imaging Document Info field is populated with “Resize - Image was resized.”

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

In locked productions, users are now prevented from reverse imaging a document only if one or more pages in the document is linked to a rendition page.

Ingestions

NIST list updated

In the default settings for ingestions, you 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 December 2017 version of this list. You can view the list at https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Option added to include batch count as last level

On the Ingestions page, in the Default settings window, a new option is available on the Levels page: Include batch count as last level. If you select the option, the batch count level for the ingestions job now starts with the next available sequential number. The option is selected by default. This functionality works the same way as selecting Batch Count for the last level in the previous version of ingestions.

Preview available for the next available Document ID

On the Ingestions page, in the Default settings window, on the Document ID page, a preview function is now available under the Document ID prefix box. This preview displays the next available number for the selected Document ID prefix.

Text files created if no native file is available

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

New folder structures created by default

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

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

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

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

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

Fields removed: [Meta] NIST - Known File and [Meta] Index Issue Extension

The [Meta] NIST - Known File and [Meta] Index Issue Extension system fields have been removed for new cases. These fields remain in existing cases, even if no data exists in the fields for the case.

Updated error message when processing fails due to drive space

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

Load file templates

Redesigned interface and functionality

On the Load File Templates page, the process for creating and selecting settings for a load file template has been updated. Field options and template output remain unchanged.

New columns added to the Load File Templates page

The Load File Templates page now includes the following columns in addition to Name, Export Type, and Document/Page:

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

New pages added to Load File Templates for each template

When you select the name of a load file template on the Load File Templates page, the following pages now appear:

  • Properties
  • Default Field Formatting
  • Columns
  • Annotations (when applicable)

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

The Properties page for a load file template.

Default Field Formatting page: You set the default formatting for fields on the Default Field Formatting page. The formatting defaults make formatting consistent across all fields in the template, and let you avoid having to set the formatting for each field individually. The formatting settings are applied to fields that are added to the template using the Add Columns > From field list option on the Columns page.

Note: The default formatting settings do not affect any formatting that you must set when creating a variable builder expression for a column value.

The Default Field Formatting page for a load file template.

Additional information about default field formatting:

  • For all load file types, you can set a default format for date, number, and Boolean fields. You can also set the default format for one-to-many fields (include all values, minimum values, or maximum values). For non-MDB load files, you can select a default delimiter and text qualifier if the one-to-many field default is set to All.
  • To change the format of any of the fields, you must update the format on the Default Field Formatting page. This process updates the format for all of the fields of that type. For example, if you change the date format, the format of all date fields added from the field list is also changed.
  • All date, number, and Boolean fields have the same format. For one-to-many fields, you can adjust the setting at the field level on the Columns page.
  • Note: If you change the default for one-to-many fields, all one-to-many fields in the template are updated.

Columns page: The Columns page lists all fields or expressions that are included in the load file. The information on this page can include case field type, field format, and delimiter information.

The Columns page for a load file template.

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

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

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

The Annotations page for a load file template.

Add columns to a load file template

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

  • From field list: Allows you to select multiple fields at once to add to the load file template.
    Add columns from field list dialog box.
  • From variable builder: Allows you to add columns in the Loadfile Column Builder dialog box. This is the same variable builder dialog box that appears in previous versions. When adding columns using variable builder, you must select field formats within the expression that you are building.

Spreadsheet (.csv) load file template type

On the Load File Templates page, in the Add load file template dialog box, you can now export load files in a spreadsheet format using the Spreadsheet (.csv) load file template type.

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

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

Clone and delete load file templates

You can clone or delete a load file template on the template’s Properties page, Default Field Formatting page, Columns page, or Annotations page.

Security

Enable the social network analytics feature

To allow users to add the Communication Network, Domain Network, and Concept Cloud panes to a workspace on the Documents page, an administrator must enable the social network analytics feature. On the Security > Features page, set the following options to Allow:

  • Analysis - Communication network
  • Analysis - Concept cloud
  • Analysis - Domain network

Enable the data models feature

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

Set security for column templates

  • To allow group members and group leaders to create and edit column templates in the List pane, on the Security > Features page, set the List - Manage column templates option to Allow.
  • To allow group leaders to create, modify, and delete column templates in the Case Setup section, on the Security > Administration page, set the Case Setup - Column Templates - Properties option to Allow.

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

To allow reviewers to find and redact terms in a search term family, on the Case Setup > Search Term Families > Search term family name > Security page, set the Find and redact option to Allow.

Set security for UI extensions

On the Security > Features page, you can set group security for each UI extension that is enabled for a case. A security setting for each extension appears in the format UI Extension - UI Extension Name.

Predictive coding: Configure the start time for CAL training

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

Review Setup: Unsuspend button now named Resume

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

Introducing the UI extensions feature for administrators

The user interface (UI) extensions feature allows Ringtail administrators and service providers to create custom extensions to the Ringtail interface. Extensions can address client-specific custom workflows, or connect functionality in Ringtail with functionality in other applications, or generate revenue for your firm by providing value-added services for your clients.

A UI extension is a third-party web application that loads in Ringtail. A developer builds the web application that you want to integrate with Ringtail as a UI extension.

You can add UI extensions as new pages on the Case Home page and as workspace panes on the Documents page.

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

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

Create UI extension dialog box

Note: Some of the features in the Create UI extension window are currently in prototype.

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

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

Note: To allow the groups in a case to access a UI extension, administrators must also grant access to the extension on the Security > Features page. For more information, see Set security for UI extensions.

For more information about how to use the UI extensions feature, see Administer UI extensions in the 9.5 Portal Administrator Help.

Portal Home page: New order for Portal Management links

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

Portal Management links on the Portal Home page.

User Administration

Changes to the Identity Provider Settings page

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

Identity Provider Settings page with provider configurations.

Identity provider field for user Profile page

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

Identity provider field for user profiles.

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

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

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

Settings

Help Options page

The Portal Management > Settings area includes a new page named Help Options.

On the Help Options page, use the following settings to configure the help window:

  • Help search service credentials
  • URL for Get Help button
  • URL for search API
  • URL to browse documentation
  • URL to submit a ticket

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

  • URL for Forgotten Password
  • URL for Login Provider Site
  • URL to Change Password

Use the following settings to configure the What’s new link on the Case Home and Portal Home pages. These settings were previously located on the Portal Options page:

  • What’s New in Ringtail blurb
  • What’s New in Ringtail display
  • What’s New in Ringtail URL

For more information about how to configure the help options, see Manage help options in the 9.5 Portal Administrator Help.

Portal disclaimer visibility option changes

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

Installation: Versioned web installers

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

Introducing the UI extensions feature for developers

The user interface (UI) extensions feature allows Ringtail administrators and service providers to create custom extensions to the Ringtail interface. A UI extension is a third-party web application that loads as an iframe in Ringtail. Extensions interact with Ringtail data through the Ringtail Connect API.

Developers can refer to the UI Extension SDK (software development kit) for steps to build and configure an extension. For access to the SDK, including code samples and detailed documentation, contact info@ringtail.com.

Code samples and example UI extension

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

The code sample demonstrates how to do the following tasks:

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

Verify Ringtail authenticity by using an authentication secret for UI extensions

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

You can add an authentication secret in the following ways:

  • You create an authentication secret using a third-party tool. You provide the authentication secret to the system administrator or portal administrator who is responsible for installing the UI extension in Ringtail. The administrator adds the authentication secret to the UI extension in Ringtail.
  • Ringtail generates a random string of characters to use as an authentication secret. A system administrator or portal administrator copies the authentication secret when they install the UI extension in Ringtail, and then provides the authentication secret to you. You then add the authentication secret to your application.

Authorization process for UI extensions

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

Ringtail Connect API

This release includes the following updates to the Ringtail Connect API.

Request data about search result sets

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

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

Request data about fields in a search results set

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

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

Request data about pages in documents

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

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

Updates to the “field” field

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

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

Updates to portal management reporting statistics

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

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

Request data about UI extensions

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

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

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

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

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

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

Ringtail 9.4 Quarterly Release Notes

View pane: Find and redact

In the View pane, in the Image viewer, you can now find words in a searchable PDF and redact them.

Note: This feature works only with PDF documents with embedded text.

  1. In the View pane, in the Image viewer, click the Find and redact button.

  2. In the search box, type a word or phrase, and then press Enter. Ringtail displays a table with hits.
  3. Select Redaction or Highlight. Then, select a redaction label or a highlight color.
  4. Select one or more hits in the table, and then click Apply. Ringtail applies the redactions or highlights.

View pane: Show hidden content in Microsoft documents in the View pane

In the View pane, in Office Online viewer or Image viewer mode, you can now show hidden content in Microsoft Excel, PowerPoint, and Word documents.

The following figure shows a Word document with tracked changes that are hidden from view. To view hidden content, in the View pane, in Office Online viewer or Image viewer view, click the Show hidden content button on the View pane toolbar.

Ringtail displays the tracked changes in the document.

You can unhide the following hidden content for Microsoft Excel, PowerPoint, and Word documents:

  • Microsoft Excel
    • Hidden rows
    • Hidden columns
    • Hidden worksheets
    • Very hidden worksheets
    • Text that is the same color as the background
    • AutoFit rows
    • AutoFit columns
  • Microsoft PowerPoint
    • Hidden slides
  • Microsoft Word
    • Tracked changes
    • Inline comments
    • Hidden text
    • Resized tables

List pane: Content Relevance Score for results

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

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

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

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

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

Email threading: Clarified labels for threading options on the List menu

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

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

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

Imaging: Create image files of documents

You can create TIFFs, PDFs, and .jpeg image files of documents using the new imaging feature. For example, if you want to redact documents that were loaded into Ringtail as native files, you can use the imaging feature to create image files of the documents.

You can also use the imaging feature to reverse previously imaged documents.

The imaging feature replaces the TIFF-on-the-Fly tool.

Convert documents to images

You can convert documents to images using the Imaging option on the Tools menu. Select one or more documents to enable this tool.

On the Properties page, select an image type for the imaging output: TIFF, JPG, or PDF.

On the Exclusions page, you can choose to image documents that would not be imaged by default.

When you submit the documents for imaging, Ringtail converts the files that are displayed in the Image viewer to the format that you specify. The resulting files replace the original files in the Image viewer.

Reverse previously imaged documents

If a document has been imaged using the Imaging feature, you can reverse the imaging process.

You can reverse imaged documents using the Reverse previous imaging option on the Tools menu. Select one or more documents to enable this tool.

When you reverse an image, Ringtail replaces the images in the Image viewer in the View pane with the file that existed prior to imaging, deletes the images generated during imaging, removes the fields populated during imaging, and populates the Imaging Reversal ID field with the job ID of the reversal job.

Note: The Reverse previous imaging tool is available only for documents that were imaged using the imaging feature.

Imaging: Introducing the imaging feature

Administrators can enable the imaging feature for user groups, define imaging settings, and view properties of imaging jobs.

Enable the imaging feature

On the Security > Features page, administrators can enable the imaging feature and the reverse previous imaging feature using the following options:

  • Processing - Imaging - Automated
  • Processing - Imaging - Reversal

Enable imaging system fields

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

The following imaging system fields are available:

  • Imaging Document Info
  • Imaging Format
  • Imaging ID
  • Imaging Reversal ID
  • Imaging Status
  • Imaging Warnings

Define imaging settings

On the Manage Documents > Imaging page, click Settings to define the default imaging settings.

Administrators can define the following settings for imaging jobs:

  • Overall settings such as the default image format, the paper size and image quality, and how to process documents that are not converted to images.

  • Settings for email and website files, such as whether to download Internet-based pictures.

  • Whether to display annotations that appear on PDF documents.

  • Settings for Microsoft Excel files, such as the page order, margins, and preprocessing options.

  • Settings for Microsoft PowerPoint files, such as whether to include speaker notes, comments, and hidden slides.

  • Settings for Microsoft Word files, such as whether to include hidden text, tracked changes, and comments.

View imaging job properties

On the Manage Documents > Imaging page, administrators can view the properties and progress of imaging and imaging reversal jobs.

Select the Imaging jobs tab or the Reversal jobs tab to view a list of jobs. Click a job in the list to view the properties or errors for a job.

TIFF-on-the-Fly: The [TOF] Image Request ID field is writeable

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

Security: Allow groups to edit Browse pane settings

On the Security > Features page, administrators can enable groups to customize the sections that appear in the Browse pen. If the Document - Browse settings editing feature is enabled for a group, the Options item appears on the Browse pane menu.

Security: Enable the Content Relevance Score field for groups

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

Search Term Families: Test search term variants

In the Case Setup > Search Term Families section, administrators can now test search term variants. This allows you to see all variations of a search term or regular expression pattern, with counts, and make strategic decisions about accepting or rejecting terms.

  • In the Case Setup section, on the Terms page for a search term family, click the Add button.
  • In the Add search terms dialog box, select Test term.
  • Type a term in the Term box. You can use search operators such as the wildcard (*) operator. For example, type search* to see the variants of that word with the wildcard operator.
  • Click Test.

  • Select the check boxes for the variants of the terms that you want to add to the search term family.
  • Click Save.

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

Imports: Match Main Date to Document Date when Main Date is not mapped

When importing a load file, if the load file contains a field called Main Date, and no previous mapping exists for Main Date, Ringtail maps the data from the Main Date field in the load file into the Document Date field in Ringtail.

Imports: Duplicate coding option added to Import Details

The Manage Documents > Imports > Add > Import Details page in the Import window is updated with a new option named Duplicate coding. Under the Duplicate coding heading, you can now select the Update group coding fields check box. By default, this option is not selected for a new job.

If the option is not selected, any new documents that are loaded through the imports job are coded with a Yes in the Exclude From Duplicate Coding field. For documents coded with a Yes in the Exclude From Duplicate Coding field, Ringtail does not update the All Custodians field in duplicate documents. Additionally, the custodians from those documents are not populated in duplicates that currently exist or may be loaded later.

If the option is selected, Ringtail updates the group coding fields (All Custodians, for example) for new documents in this import and any existing or future family duplicate documents in Ringtail.

Note: The Exclude From Duplicate Coding field also affects fields that will be introduced in the future to capture data from duplicate documents.

Ingestions: Document numbering by prefix

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

Ingestions: Reporting on metadata discrepancies during Ingestions jobs

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

Ingestions: Duplicate coding option added to Ingestions settings

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

Imports, ingestions, and hashes: New process for populating values in the All File Paths field

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

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

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

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

Productions: Production print functionality updated

Production print functionality now automatically submits a new production print job if any documents cause a job to encounter an error and end before all documents either print successfully or are identified as having a print error. If Ringtail automatically submits additional print jobs, you can view all of them on the Portal Home > Processing > Jobs page. However, only one print log will appear on the production's History page. The History page does not indicate that the print job is complete until all of the print jobs have completed and each rendition in the production has a production print status of Printed or Error Printing.

Additionally, there is a new production print status named Printing. After a user locks a production, Ringtail assigns all rendition documents a production print status value of Not Printed. After a rendition document has been claimed by an active worker for printing, the production print status is updated to Queued. The status becomes Printing when the document is actively processing for printing. If printing is successful, the status becomes Printed. If Ringtail cannot print the document, the status becomes Error Printing.

Productions: New quality control check for missing page information

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

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

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

Review Setup: Phases column appears on All Assignments page

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

Analysis: Review conflicts for a population

You can now review conflicts for a population on the Predictive Coding page for a population in the Analysis > Populations and Samples section. The Review Conflicts button is available if Continuous Active Learning (CAL) is enabled for a population.

Click the Review Conflicts button to open the Review conflicts dialog box where you can adjust the sliders to find false negatives below a certain score or false positives above a certain score. All coded documents within the entire population are evaluated when finding false negatives or false positives.

Click OK to run a search for the identified documents and navigate to the Documents page.

Analysis: Security for CAL score field

When a user configures Continuous Active Learning (CAL) for a population, the CAL score field that is created has its security set to Allow by default only for the user's current group, and set to Deny for other groups.

Case and Portal Options: Find and redact feature requires PDF annotations to be enabled for portal and case

To enable the Find and redact feature in the View pane on the Documents page, you must select the Enable PDF annotations option for the case and the portal.

  • Enable PDF annotations option for the portal:

  • Enable PDF annotations option for the case:

Case Options: New options created for imaging small jobs

The following options for imaging are added to Case Options:

  • Imaging small jobs threshold: Imaging jobs with documents at or below the specified number will be submitted with the priority defined in the Imaging small jobs default priority option.
  • Imaging small jobs default priority: Small jobs for Imaging are submitted with this priority. The options are Low, High, or Immediate.

Processing: Performance enhancement for newly loaded files in the Image viewer

When indexing and enrichment is run on newly loaded files or resubmitted files that are viewable in the Image viewer, the files now load faster. This performance enhancement is due to a new Populate page_attributes RPF task added to the indexing and enrichment job type.

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

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

Introducing the Ringtail Connect API

The Ringtail Connect API (application programming interface) allows you to programmatically retrieve data from Ringtail.

For example, with the Ringtail Connect API you can access data that can be used to build client invoices. You can request data about hosted volume by case, production counts, and other relevant data, and then use that data to create custom invoices for your clients.You can perform the following tasks using the Ringtail Connect API:

  • Request data about a portal, such as cases, users, and hosted data volume.
  • Programmatically update Ringtail data in a Microsoft Excel spreadsheet.
  • Query the API using HTTP GET and POST requests.

For more information about the Ringtail Connect API, see the Ringtail Connect API Guide.

Ringtail 9.3 Quarterly Release Notes

Introducing the new Browse pane

This release includes an updated Browse pane.

Browse pane

Browse and filter in all sections

You can now browse and filter documents in most sections of the Browse pane:

  • To browse for documents, click a link in the Name column. For example, to browse for all documents in a binder, click the binder name.
  • To select and filter documents, select the check box next to an item name. For example, to select all documents in a binder, select the check box next to a binder name. Then click the Filter to button.

Note: The selection check boxes are not available in the Saved Searches section.

After you click a section heading, a number in parentheses indicates the total number of items in that section. A number in a circle indicates the number of selected items.

Numbers in the Browse pane Quick Codes section heading indicating the number of quick codes and the number of selected quick codes

Collapse, expand, and maximize sections

You can collapse, expand, and maximize sections in the Browse pane:

  • To collapse or expand a section, click in one of the section headings.
  • To maximize a section, click the Maximize button. When you maximize a section, all other sections are hidden until you click the Restore all hidden sections button.
    Maximize button

Customize the sections in the Browse pane

To customize the sections that appear in the Browse pane, click the Options button on the Browse pane toolbar.

Options button

You can add pick list fields as new sections in the Browse pane, hide sections that you do not use, and change the order of sections.

Browse settings window

Tip: Case administrators can customize the Browse pane sections, and then set the workspace as a group default. Users can then see the available sections for their user group by resetting their workspace to the group default.

New default Browse sections

The updated Browse pane includes the following new sections by default:

  • Organizations
  • People
  • Document Types

Search criteria preview

In the Open search dialog box, the preview of the search criteria in a saved search now has an updated appearance.

Open search dialog box displaying the search query preview

Quick search behavior for "All Metadata and Coding"

When you run a search for "All Metadata and Coding" using the quick search feature, Ringtail now performs an "is like" search. If you enable the Renditions search preference, Ringtail now returns renditions in your search results.

Load search file order

When you load a search file, the results now appear in the results list in the order specified in the search file.

Code documents with a predefined set of values: conditional coding macros

A conditional coding macro allows you to code a document to a predefined set of values by clicking a single button. This helps automate the coding process.

Create conditional coding macros

To create a macro, in the Conditional Coding pane, code a document with the values that you want the macro to contain. Then click the Save current document coding as a macro button.

Conditional Coding pane

Tip: Case administrators can create conditional coding macros, and then set the workspace as a group default. Users can then see the macros for their user group by resetting their workspace to the group default.

Code documents with conditional coding macros

Conditional coding macros appear at the bottom of the Conditional Coding pane. Hover over a macro button to see the fields and values that the macro will code. To code a document using a macro, click the macro button.

Conditional Coding pane showing macros

Undo coding in the Conditional Coding pane

You can now undo recent coding changes to one-to-one and one-to-many fields in the Conditional Coding pane. Click the Undo button next to a field.

Undo button next to a field in the Conditional Coding pane

Issues now available in the Conditional Coding pane

When coding a document in the Conditional Coding pane, you can now add the document to issues.

Add issues button in the Conditional Coding pane

Enhancements to coding performance

The following performance enhancements have been made to the coding feature.

  • When a user submits many documents for coding, Ringtail splits the documents into batches to avoid performance issues.
  • When a user codes a single document or multiple documents (up to 3,000) to a field, if the coding fails, Ringtail tries the request again (up to two times).

Download a report of the fields in the List pane

You can download a .csv file containing information about the documents in the List pane. The report includes the fields that appear in the List pane.

Optionally, select the documents that you want to include in the report. Then, on the List menu, click the Download button.

Download dialog box showing the number of items as well as the following two options: Only selected items, All items in result set

Report available on the Tools menu

The Report tool is now available on the Tools menu on the Documents page. Previously, this tool was on the Extensions tab in the Code pane. Select one or more documents to enable this tool.

Collapse the Documents page toolbar

You can increase the height of your workspace by collapsing the Documents page toolbar. Click the Collapse button on the navigation bar.

Collapse button on the Documents page navigation bar

The collapsed toolbar displays centralized document information, toolbar buttons including any pinned buttons, and the document navigation arrows.

Collapsed toolbar on the Documents page

When the toolbar is collapsed, you can hover over the i icon in the toolbar to see the current search criteria.

Click the Expand button to restore the full toolbar.

Improved look for the Documents page toolbar

Based on user feedback, the toolbar on the Documents page includes an improved interface.

Documents page toolbar

Add issues to conditional coding templates

You can now add issues as editable items to conditional coding templates.

Enable conditional coding macros

To enable conditional coding macros for users, on the Security > Features page, set the following options:

  • Coding - Macro toolbar: Controls whether users can code documents using macros.
  • Coding - Macro editing: Controls whether users can add and delete macros. You must enable the Coding - Macro toolbar feature to make the Coding - Macro editing feature available.
Features page in the Security section showing the Coding - Macro editing and Coding - Macro toolbar options

Improved interface for adding items to conditional coding templates

In Case Setup > Conditional Templates, there is an improved interface for adding items to a conditional coding template. Select an item from the list, and then click the Add field button.

Add field list for editing the fields on a conditional coding template

This new interface resolves issues in Internet Explorer that caused the Add field dialog box to disappear.

Export documents from the Documents page

Administrators can now export documents directly from the Documents page using the Export option on the Tools menu. Select one or more documents to enable this tool. The Export option is available for administrators only.

Tools menu showing the Export option

Note: This option is available for exporting base documents only.

Administrators can define the following settings when exporting from the Documents page:

  • Which files to export (image, native, text)
    Export window - file types to export
  • Add footers
    Export window - select footer values
  • Add redactions
    Export window - apply redactions
  • Include an MDB load file
    Export window - include load file

Administrators can track exports on the Manage Documents > Exports page. Select the export job in the list to view settings on the Properties page. The Export ID field is updated for all documents included in the export.

Enhancements to the Cubes feature

The Analysis > Cubes feature includes the following enhancements.

Download button replaces Copy to Clipboard for Cubes

The Copy to Clipboard button, previously available on the Cubes page, is replaced by a Download button. Click Download to download a .csv file containing the current cube data, including row and column labels. The Download button can be used in all supported browsers, and supports Unicode characters.

Cube View page in the Cubes area in the Analysis section showing the Download button

Column width automatically adjusts to fit data

Previously when you drilled into a row or column in a cube, you might have had to manually resize some columns to see the full data values. Now, the width adjusts automatically to accommodate the longest label in each column of the cube.

Date Added to Case is now a cube dimension

Date Added to Case (formerly named Creation Date) is now selectable from the Data list when adding a cube dimension. Like other date options, selecting Date Added to Case displays the Detail check box options and the Threshold for the First date and Last date with selectable calendar settings to specify how to display the date information in the cube.

New Data Added to Case data type for cube dimensions

File Repositories: New feature under Manage Documents

Case administrators can use the new File Repositories feature to browse the file repositories connected to their case. This feature allows administrators to see which files are currently in the case, and to calculate the size of all files in any given subfolder.

Access the File Repositories page from the link on the Case Home page, or from the navigation bar in the Manage Documents section. Note that there is no count associated with the item.

Case Home page showing the File Repositories link under Manage Documents

The following figure shows the File Repositories page.

File Repositories page showing the Repository and Folder lists, as well as the table with folders and sizes

The following information appears on the File Repositories page:

  • The Repository list contains all of the file transfer, index, and image file repositories configured for the case, starting with the file transfer repositories in alphabetical order.
  • The Folder list contains the root folder for the file repository selected in the Repository list, in alphabetical order.
  • The path name of the selected subfolder appears at the top of the table. The path name updates when you select a folder in the table, and Ringtail creates breadcrumbs that you can click to get back to any folder.
  • The table displays of all folders and files in the selected subfolder, and contains the following information:
    • Name: Name of the folder or file. Folder names are links that you can click to drill into the folder.
    • Type: Displays Folder for folders, and the file type for files.
    • Size: Click the calculator button to calculate the size of all files in the subfolder. For files, the file size appears.
    • Modified: Date of the most recent folder or file modification.
    • Created: Creation date of the folder or file.

Performance improvements to the Hashes job

The Hashes job no longer includes a step to copy hash values from text fields in the database to the hashes table. Instead, hashes are stored directly in the hashes table. This improves the processing time of the Hashes job.

Information added to Imports Properties page

The following information has been added to the Imports Properties page.

  • The annotations settings defined in the Manage Documents >Imports > Import window are now displayed on the Properties page of an import job. These settings also appear in the report when users download a report on the Properties page.
  • The source and attachment setting defined on the Document ID page in the Manage Documents >Imports > Import window is now displayed on the Properties page of an import job. This setting appears under the heading Source and Attachment relationship.

Introducing IP Address Rules

System administrators can use the new IP Address Rules feature under Portal Management > Settings to configure restriction rule sets for case access by user IP address. Rule sets can be assigned to one or more organizations. If organizations security is enabled, cases in a given organization can use only rule sets that are assigned to that organization.

IP Address Rules page in the Settings section under Portal Management

Case administrators can apply the rule sets to their cases on the Properties page for a case. When a user from a restricted IP address attempts to access the case from the Portal Home page, the link is not active and Access restricted appears as a tooltip. Users are also restricted from accessing the case from another link or location within Ringtail.

The rule sets work as follows:

  • For an Allow rule set, only users accessing Ringtail from an IP address added as part of the rule set can access the case when that rule set is applied. Users accessing Ringtail from an IP address that is not included in the rule set will see Access restricted.
  • For a Deny rule set, users accessing Ringtail from an IP address added as part of the rule set will see Access restricted when that rule set is applied. Users accessing Ringtail from any other IP address can access the case.
  • System administrators are exempt from the IP address restrictions enforced by the IP Address Rules.

To add a rule set, on the IP Address Rules page, click Add.

  • On the Rule details page, specify if this is an Allow or Deny rule, and add a name and optional description for the rule.
  • On the Organizations page, if you are using organizations security, select the provider and client organizations that you want to make the rule available to.
  • You must add rules from a text file that you upload to the Rules page. Each line in the text file should contain a single IP address or an IP address range with a network mask.
    Rules page in the Add rule set window

Rules are not in effect until an administrator selects a rule set on the Properties page for a case.

Properties page for a case showing the IP address rule option

New Organizations column on the Add scheduled job window > Cases page

On the Portal Management > Processing > Scheduled Jobs page, on the Cases page of the Add scheduled job window, the new Organizations column allows administrators to sort and filter the available cases by organization.

Organizations column on the Cases page of the Add scheduled job window

Organizations-specific indexing and content file settings

System administrators can now apply indexing and content file settings for any organization. Portal administrators can apply the settings for their organizations or their client organizations. The settings override the existing portal settings. The following pages for settings are now available for the Organizations feature:

  • Content: File Type Rank
  • Indexing: Options
  • Indexing: Noise Words
  • Indexing: Alpha Standard
  • Indexing: Alpha Extended

These pages work the same way as the corresponding Portal Management > Settings pages.

Note: The default settings apply to newly created cases. If you change the settings, it does not affect the settings for existing cases.

Indexing settings that are available for individual organizations

Index configuration settings now stored in the Ringtail database

For both the portal and case options, index configuration settings are now stored in the database and not in separate physical files. If these files already exist, Ringtail deletes the files. Cloning the settings from existing cases creates the values in the database.

This change affects the following indexing settings for the portal default and individual case settings. Note that no changes appear in the user interface for Portal Management.

  • Indexing options
  • Noise words
  • Alpha standard
  • Alpha extended
  • Thesaurus
  • Stemming rules
  • File type rules

Automatic case naming is now configurable independently for client organizations

Previously, when selecting the Name cases automatically using the account number option, Ringtail used the same account number in the prefix for the provider for all client cases in the provider hierarchy. Name cases automatically using the account number now appears for client organizations, and administrators can add an individual account number for the client.

Name cases automatically using the account number option on the Properties page for a client organization

Handling of scheduled jobs when switching a case from active to inactive

When you change the status of a case from active to inactive, any scheduled jobs for that case, other than gather case metrics jobs, are paused. When you change the status of a case back from inactive to active, paused scheduled jobs are activated again.

Column renamed in Portal Management > User Administration > Users

On the Portal Management > User Administration > Users page, the Last access column is now named Last login.

New look for Case and Portal Options pages

Portal and case options now have a consistent naming convention and improved tooltips. Also, options that are no longer used have been removed from the interface. Finally, the tooltips for these options stay open until you click away, so that you have more time to read the text.

Case Options page with new names and tooltips

New case option for HTTP compression

A new option named Enable HTTP Compression is now available on the Case Options page. Selecting this option can provide faster transmission times between IIS and client browsers that can accept compressed files.

Ringtail 9.2 Quarterly Release Notes

Assignments

The following new or updated features are available in this release.

Enhancements to the My Assignments page and All Assignments page

The My Assignments page and the All Assignments page include the following improvements:

  • You can now add a Lot description column to the page.
  • When you add columns, remove columns, or change the order of columns, Ringtail now saves your configuration for future logins.

Specify the size of assignments without assigning a user

When you create assignments in a workflow phase, you can now specify the number of documents per assignment without having to assign a user.

Workflow window with arrows pointing to the Assign user menu and the Override documents per assignment option and text box

Performance improvements to loading Ringtail

The process for loading the Ringtail application has been optimized. After you log in or refresh a page, the page loads approximately 40% faster.

Search

The following new or updated feature is available in this release.

Use the “is any of” operator to select multiple values for a field on the Search page

The Search page now includes an is any of operator that you can use to select multiple values for fields that have existing values, for example, pick lists or productions. This operator is not available for objects that have a browsable tree structure, for example, issues, levels, or workflows.

After you make your selections, Ringtail automatically displays your search criteria using the or grouping operator.

Search page showing an example of multi-selecting values using the is any of operator
Results of multi-selecting values for a field using the is any of search operator.

Search for a range of document IDs with a search file

When you load a search file into Ringtail to search for documents based on Document ID, you can now search for a range of Document IDs. In the search file, provide the first Document ID and the last Document ID of the range, separated by a vertical bar (|). Each range of Document IDs should appear on a new line. For example, a search file with the value Enron_001|Enron_004 searches for Document IDs Enron_001, Enron_002, Enron_003, and Enron_004.

Batch print

The following new or updated feature is available in this release.

Batch print now available on the Tools menu

Batch print is now available on the Tools menu on the Documents page. Previously, this tool was on the Extensions tab in the Code pane. Select one or more documents to enable this tool.

View pane

The following new or updated features are available in this release.

Review media files in Native view and the Office Online viewer

In the View pane, you can watch video files and listen to audio files in Native view or the Office Online viewer, using the same media player as the Image viewer.

Add multiple files to a document at the same time

When you update the pages in a document using the Add from file option in the Update pages dialog box in the View pane, you can add multiple files at once by pressing Ctrl and then clicking each file that you want to add.

Apply annotations to an entire document at once or to specific pages

In the Image viewer in the View pane, you can now add full-page highlights or redactions to an entire document at once. You can apply highlights and redactions to all of the pages in a document or to specific pages.

Apply annotations to an entire document at once or to specific pages in the Image viewer

Highlights and redactions snap to the edges of a document

To add an annotation that goes until the edge of a document, you can now draw the annotation beyond the edge of the document. The annotation snaps to the edge of the document.

Related pane

The following new or updated features are available in this release.

View similar documents in the Related pane

You can now view and code documents that are similar to the active document by displaying the Similar section in the Related pane.

You can now view and code documents that are similar to the active document by displaying the Similar section in the Related pane

Similar documents must share at least 66% of the same concepts. The number in the Similar pane indicates the percent of concepts that the documents share in common.

Note: The Similar section in the Related pane displays the same documents that appear when you click Find similar on the Options menu next to a document in the List pane.

Collapse or expand a section in the Related pane

To collapse or expand a section in the related pane, click in one of the section headers.

To collapse or expand a section in the Related pane, click in one of the section headers

List pane

The following new or updated features are available in this release.

New user interface style for standalone workspaces

When you open a standalone workspace from the Options menu in the List pane, you can now choose between a workspace that contains a View pane and a workspace that contains a View pane and a Code pane.

When you open a standalone workspace from the Options menu in the List pane, you can now choose between a workspace that contains a View pane and a workspace that contains a View pane and a Code pane

The standalone workspace includes a new user interface style that matches the Documents page.

Code pane and Conditional Coding pane

The following new or updated features are available in this release.

Last coded by tooltip in the Conditional Coding pane

When you hover over a field in the Conditional Coding pane, you can now see a tooltip that indicates who last coded the field.

Note: Your administrator must grant permissions to the Coding - Field history option on the Security > Features page.

Open pages with annotations from the Conditional Coding pane

You can now click the page number link next to a highlight or redaction in the Conditional Coding pane, and Ringtail will display the relevant page of the document in the View pane.

To use this feature, your workspace must include a Conditional Coding pane and a View pane that is open to the Image viewer.

Annotations are selected when you click an annotation page link

When you click the page number link next to a highlight or redaction in the Code pane or the Conditional Coding pane, the annotation is selected on the relevant page of the document in the View pane.

Clicking a highlight link in the Conditional Coding pane selects the highlight in the View pane

To use this feature, your workspace must include a View pane that is open to the Image viewer.

Transcripts

The following new feature is available in this release.

Download transcripts as PCF files

Group leaders can download transcripts as portable case format (PCF) files. The PCF file includes transcript issues (highlights) and notes. To enable this feature, on the Manage Files page, select one or more transcripts, and then click the Download as PCF button.

Transcripts page displaying the Download as PCF dialog box

General usability enhancements

The following new or updated features are available in this release.

Improvements to the Documents page toolbar

The toolbar on the Documents page includes an improved interface.

Documents page toolbar

Pane titles on the Documents page collapse when narrowed

When you narrow the width of a pane on the Documents page, the pane name collapses into a menu. In the View pane, the buttons to select a different view option also collapse into a menu.

Collapsed View menu in a narrow View pane

Pin button always appears next to unpinned menu items

On menus on the Documents page and the Search page, a pin button now appears next to unpinned items regardless of whether you hover over the items.

List pane displaying the List menu with the pin button next to unpinned options

Buttons appear without hovering

Many buttons that used to appear only when you hovered over a row now appear regardless of whether you hover over a row. An example is shown in the following figure.

Example of buttons that appear without hovering

Conditional Coding

The Conditional Coding pane includes the following improvements.

Add search term families to conditional coding templates

You can now add search term family fields to conditional coding templates. In the Conditional Coding pane, the names of the search term families and a list of any responsive terms appear. The fields are read-only.

Manage conditional coding templates on the Documents page

Administrators and group leaders with permissions can now edit conditional coding templates using an option on the Documents page. Click Manage on the Conditional Coding menu to edit the active conditional coding template, and then click the back button in your web browser to return to the Documents page.

Manage option on the Conditional Coding menu

Conditions between read-only items and required items

Conditional coding templates can now include conditions between read-only items and required items. This means the following:

  • When a condition links a read-only item to a required item, and the read-only item is coded with a value that meets the condition, reviewers must code the required item before the template is considered complete.
    For example, say that a reviewer codes a document as non-responsive, but the document belongs to a family with another document that is coded responsive. Because of the higher-ranking family code, the reviewer must code the remaining template values for the non-responsive document. You can add the Responsiveness [Family] field as a read-only item, and then add conditions that link the read-only field to other items on the template. The template is considered complete after a reviewer codes all of the required values on the template.
  • When a condition links an item to a required, read-only item, the read-only item must have a value before the template is considered complete.
    For example, say that reviewers must redact a document if they code the document as privileged. You can add a condition that links the Privilege field to the read-only Redaction item, and make the Redaction item required. Because the Redaction item in the Conditional Coding pane synchronizes with the redactions that are added in the View pane, the conditional coding template is considered complete after a reviewer redacts a privileged document in the View pane.

Conditions between optional items and required items

When a conditional coding template includes a condition that links an optional item to a required item, the conditional coding logic now respects the conditions on the optional item. This means the following:

  • When a reviewer codes an optional item with a value that meets a condition, the reviewer must code any required linked items before the template is considered complete.
  • When a reviewer codes an optional item with a value that does not meet a condition, and does not code the required linked item, the template is considered complete.

For example, say that a conditional coding template includes an optional Yes/No field called Significant. If a reviewer codes the field as Yes, they must add an explanation of why they consider the document significant. To accomplish this, you can add a condition that links the optional Significant field to a required Significant Reason memo field.

Case Setup

The following new or updated features are available in this release.

Add search term families to conditional coding templates

You can now add search term family fields to conditional coding templates. In the Conditional Coding pane, the names of the search term families and a list of any responsive terms appear. The fields are read-only.

New system fields for Imaging (not yet in use)

The following new system fields have been added to the Case Setup > System Fields page:

Note: These fields are for the new imaging feature, which will be available in a future release.

  • Imaging Status
  • Imaging ID
  • Imaging Format
  • Imaging Exceptions

Usability enhancements to changing the display order of items

To change the order of certain items, such as pick lists (including quick code lists), correspondence types, phase priorities, and file type rankings, you can now type a value in a Display Order or Rank column. You can also drag the handle next to an item to change its position. The arrows in each row have been retired.

Changing the display order of a field

Manage Documents

The following new or updated features are available in this release.

New feature: Work with file transfer repositories

When you import, export, ingest, upload, or download files using the features in Ringtail, those files are then located in the import, export, ingest, or upload folders in the File Transfer repository.

For example, when you upload a file, you select from the File Transfer repositories that you configured for your case, as shown in the following figure.

Upload files dialog box showing the File repository menu

Exports

The following new or updated features are available in this release.

Updated output path on Properties page

For Export jobs, the full output folder is no longer listed on the Properties page. Instead, the file repository name is listed, along with the subfolders created by the Export job.

Aspera Fast and Secure Protocol (FASP) integration for exports

You can now use Aspera Fast and Secure Protocol (FASP) as a faster option with the download function for Ringtail exports. The integration is similar to the Aspera option for Ringtail imports and ingestions:

  • A system administrator must enable the integration on the Portal Management > Settings > Aspera Connect Server page.
  • You must install the Aspera plug-in on each client computer performing downloads.

Once enabled, on the Manage Documents > Exports page, case administrators can select the exports, click Download, and select Use Aspera for faster data transfer. Ringtail calculates the estimated size of the files prior to compressing them into a .zip archive for download. Click View uncompressed size to view the estimate. Depending on the size, the estimate can appear in KB, MB, or GB.

Download dialog box showing the following selected option: Use Aspera for faster data transfer.

If the option to use Aspera is selected, but the plug-in is not installed, a message appears with instructions and a link to the Aspera download page.

Download dialog box showing the following selected option: Use Aspera for faster data transfer. Also displays a link to the Aspera plug-in.

For downloads performed using Aspera Connect, to show the download progress, the Aspera Transfers dialog box opens, in addition to the Ringtail Processing items window.

General export uses trumping rules from productions to identify native files

The general export feature is updated in how it identifies the native file to be exported. It now uses the following logic to identify the native file:

  1. If a field is listed in the production_default_native_field case option setting for that case, and a document has a value in that field that matches an extension for a file associated with that document, Ringtail will return the file with that extension as the native file.
  2. If a field is not listed in the production_default_native_field case option setting for that case OR a field IS listed in the production_default_native_field case option setting for that case, but there is no value in that field or the value in the field does not match any file extension value associated with that document, Ringtail will return the highest ranking content file for that document that is NOT a .txt file as the native file.
  3. If the only available content file associated with a document is a .txt file, the .txt file is returned as the native file.

Imports

The following new or updated features are available in this release.

  • If you copy image, native, or text files that have a file size of 0 bytes into Ringtail using the Imports feature, the following error message appears on the Errors page of the import job: File [file name] for document [Document ID] has a size of 0 bytes.
  • The Import ID system field has been created for Import jobs. When you update existing documents in the case, the Import ID field includes the Import job ID if you chose to update existing documents as part of the Import job. For new documents added to the case by an Import job, the Imports job ID value, not the RPF job ID, is populated in the Import ID field.

    Note: The Import ID system field is not populated for documents that are added to the case as part of an Ingestions job.

Ingestions

The following new or updated features are available in this release.

NIST list updated

In the Default Settings for Ingestions, users can choose to exclude files that appear in the Reference Data Set (RDS) provided by the National Software Reference Library (NSRL), which is maintained by the National Institute of Standards and Technology (NIST). This Reference Data Set is commonly referred to as the NIST list. Ingestions now uses the most recent version of this list, released in June 2017. You can view the list at the following link: https://www.nsrl.nist.gov/Downloads.htm.

New default sort order for Ingestions job list

On the Manage Documents > Ingestions page, the list of jobs is now sorted by Job ID, in descending order. The page was previously sorted by job name.

Handling of duplicate document suppression

When running an ingestions job, Ringtail now only suppresses a document as a duplicate if the document has an unsuppressed duplicate document.

New default settings option to identify duplicates for Ingestions

For Ingestions, the following new option is available on the Filters page in the Default settings window: Only use the top parent documents to identify duplicates.

If you select this option, Ringtail will consider only the top parent document in each family when identifying duplicates for suppression. This means that families with different numbers of attachments, and families with attachments with different hash values could still be identified as duplicates.

Default settings window for ingestions showing the Filters page and the following option: Only use the top parent documents to identify duplicates.

This setting is also reflected on the Properties page for an ingestion.

Ingestions and Imports – Aspera for uploads

The following new or updated features are available in this release.

Aspera Fast and Secure Protocol (FASP) integration for imports and ingestions

Aspera FASP integration is an alternative Ringtail file management upload option. Case administrators can select data from a local source and upload it to the appropriate ingest or import path for the case. Use Aspera as a faster option for uploading and staging the data to the correct location.

A system administrator can enable the integration on the Portal Management > Settings > Aspera Connect Server page.

Aspera Connect Server page showing the Enabled option selected

Uploading data using FASP requires installing the Aspera plug-in on each client computer that will perform uploads.

After enabling the integration, case administrators can select Use Aspera for faster data transfer whenever accessing the upload functionality for imports and ingestions.

Upload files dialog box showing the following option selected: Use Aspera for faster data transfer

If the option to use Aspera is selected, but the plug-in is not installed, a message appears with instructions and a link to the Aspera download page.

If the option to use Aspera is selected, but the plug-in is not installed, a message appears with instructions and a link to the Aspera download page.

Productions

The following new or updated features are available in this release. Some of these features are available to end users.

New production fields available

The following new or updated features are available in this release.

Production fields available for renditions and in All Values template in Code pane

The following three new fields are now available on rendition documents and in the All Values template in the Code pane: Production Label Begin, Production Label End, and Production Label Range.

Productions: Create distinct begin and end Production label fields

Users can add the following three new fields to a template in the View pane or the Code pane for additional production information about base documents: Production Label Begin, Production Label End, and Production Label Range. These fields display the begin, end, and range values of the production labels, and also associate those values with a specific production. The fields are available in the View pane or the Code pane, and in report field options.

For example, if the range of a document in a production named Production ABC is ABC-0001 - ABC-0003, the value displayed in the Produced Label Range field is ABC-0001 - ABC-0003:Production ABC.

New date format for production images or when creating load file templates

  • The following three new date formats are available when using the variable builder to apply footers or redaction labels on production images, or when creating load file template fields:
    • dd/mm/yyyy
    • yyyy/mm/dd
    • yyyymmdd
  • When exporting production image files as non-searchable PDFs (on the Manage Documents > Exports page), any file conflicts will now get a suffix of .i instead of _1.

Updated handling of PDF OCR errors in Production print

When a user produces PDFs and elects to embed text, Ringtail now returns an error message in the Print results on the History page, identifying any documents for which OCR failed on at least one page. Previously, no error message was returned.

No longer necessary to run indexing and enrichment after production and before export

When an administrator runs optical character recognition (OCR) on rendition documents after a production is locked or printed, they can now immediately export the text files generated from the OCR process without waiting to index the new files. Ringtail will automatically index the new text files the next time that an Indexing and enrichment job runs.

Production redaction color update

A new color option, Inherit, has been added for applying redactions in a production. The following redaction color options are available:

  • Black (default)
  • White
  • Inherit

The Inherit option applies redactions in the color in which they were coded to the base document.

There are no changes to highlights, which can be applied only as black or white redactions.

Note: In previous Ringtail releases, when selecting a redaction to be applied, the default color was black. However, unless the user specifically selected the color black, Inherit was the option that was used. When viewing productions that were locked before the 9.1.008 release of Ringtail, any redaction settings that defaulted to the color black actually applied the Inherit color option.

Analysis

The following new or updated features are available in this release.

Next scheduled CAL training job runs after previous job is complete

If a training job for a population is running when the next training job is scheduled to begin, the new job will not run until the next training interval after the previous job is complete.

Default training frequency for CAL

The default training frequency for CAL is now set to 12 hours.

Link from Populations and Samples page to the Predictive Coding page

On the Analysis > Populations and Samples page, you can click the CAL button, as shown in the following figure, to access the Predictive Coding page for a population. An orange icon indicates that CAL is configured for a population, and a grey icon indicates that CAL is configured for a population, but disabled. If CAL is not configured for a population, no icon appears.

General usability enhancements (Security)

On the Security pages for individual objects, the following pages include a new user interface style that makes it easier to select a security setting:

  • Case Setup
  • Manage Documents
  • Analysis
  • Review Setup
Security page for a field in the Case Setup section

On the Security > Administration page, the administrator’s group is now selected by default in the Group list.

Administration page in the Security section showing the group selected by default

The following Security pages include a new user interface style that makes it easier to select a security setting:

  • Security Overrides
  • Features
  • Levels
  • Objects
Security pages showing new user interface style

On these pages, the Display groups button is now named Select groups. A filter icon no longer appears to indicate that not all groups are displayed on the page.

Features page in the Security section showing the Select groups button

On the Security > Levels page, a Set explicitly column now indicates whether a level has a different security setting from its parent level. To set a level’s security to be the same as its parent, clear the Set explicitly check box.

Levels page in the Security section showing the Set explicitly column, indicating a level that has a different security setting from its parent level

On the Security > Levels page and the Security > Security Overrides page, when you need to sync security, a warning message and a link to sync security now appears. The Sync security button has been removed.

Link to sync security on the Levels page in the Security section

Enhancements to Portal Management

The following new or updated features are available in this release.

Updates to the Portal Home page

The following enhancements were made to the Portal Home page:

  • You can now pin cases to the top of the Cases list for quick access.
  • This page now includes a new column named Your last access. This column displays the last time you accessed the case since the introduction of this feature. This information is not populated retroactively.
Portal Home page displaying the pin and the Your last access column

Cases and Servers

The following new or updated features are available in this release.

File Transfer Repository

A new repository type named File Transfer is now available in Ringtail. Using a File Transfer repository allows Ringtail to locate the import, ingest, export, and upload folders for a case in a different file path than the case images.

When you add a case, you must designate at least one File transfer repository.

Add case window showing the File Repositories page and the File Transfer menu with options

The properties page for a case includes a new File transfer option. You can add more than one File transfer repository to your case. The Cases page includes a new File transfer column under File repositories.

New case options

The following new or updated features are available in this release.

Automatically perform optical character recognition for non-searchable documents

A new case option named OCR documents without content files is available on the Case Options page for a case. This option is cleared by default.

If you select this option, when you run an indexing and enrichment job, optical character recognition (OCR) is automatically performed for documents that do not have content files, and for documents that are identified as non-searchable PDFs during ingestion, using the following default OCR settings:

  • Auto-rotate images
  • Run spelling checker
  • Auto-deskew images
  • Despeckle images
  • Ignore OCR errors
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New case option: Browse concepts document count limit

A new case option named Browse concepts document count limit is available on the Case Options page for case administrators who want to limit the result set size in the Browse pane for Concepts and Selected Concepts. Limiting the result set size helps prevent concepts in the Browse pane from timing out.

The default for the option, previously 70,000, is now 25,000. If a user opens a result set with more documents than the default, counts will not appear, and Ringtail displays a message indicating to reduce the number of results to view the counts.

Settings

The following new or updated features are available in this release.

New portal option for hit highlight service

To improve performance, hit highlighting can now be configured as a separate service. To enable the service, set the following portal option: Hit Highlight Service URL. The system administrator will need to install the hit highlight service and provide the URL to use.

EnableOrganizationsSecurity portal option no longer hidden when enabled

After you select the EnableOrganizationsSecurity check box on the Settings > Portal Options page, the option cannot be cleared, but it is now visible and inaccessible.

Processing

The following new feature is available in this release.

New processing job to gather case metrics

You can now add or schedule a Gather case metrics job on the Processing page in Portal Management. This job type allows you to provide aggregate data about each case in the portal without having to index case data.

Add job window showing the Gather case metrics job type

Reports

The following new features are available in this release.

Performance improvements

When you download a report on the Portal Management > User Administration > Users page, Ringtail now generates the report more quickly.

New case description column

A new column named Description is available on all of the Portal Management > Reports pages. If you added a description when you created or cloned a case, the description appears in this column.

Case status indicator

All of the pages in the Portal Management > Reports feature now include a new column named Case status. If a case is inactive, an icon appears in this column. If a case is active, no icon appears. Click the Filter button to display active or inactive cases.

Case status indicator on the Usage Summary page in Portal Management Reports, showing the filter menu for active and inactive cases

Hover over the Inactive icon to see when the case was last active.

Case status indicator on the Usage Summary page in Portal Management Reports, showing an inactive case, and a tooltip indicating when the case was last active

Errors

The following new feature is available in this release.

Download button for Errors pages

Both the Portal Management Errors page and the Details page for individual errors now have a Download button. Click Download to save or open a spreadsheet (.csv file) containing the error information on the page. If you filter the list, only the filtered information appears in the spreadsheet.

Organizations

The following new features are available in this release.

Case finalization option for organizations

On the Properties page for an organization, system administrators can select the Use case finalization check box to run the case finalization script after creating, cloning, or connecting to a case. The option is available only if case finalization is enabled and configured on the Portal Management > Settings > Case Finalization page.

Properties page for an organization displaying the Use case finalization option

Note: For all new organizations created in a portal where case finalization is enabled on the Portal Management > Settings > Case Finalization page, the Use case finalization option is selected by default on the Properties page.

The check box is also available in the Add an organization dialog box. If the organization is a client and its provider has case finalization enabled, the option is selected by default, and can be cleared for any individual organization.

Account numbers and case numbers as prefixes for case names

On the Organizations > Properties page for provider organizations only, when organizations security is enabled, system administrators can select the following new option: Name cases automatically using the account number. The Account number field must include a valid value. The case numbers start with C001, or the next sequential number, if this scheme is already in use.

Properties page for an organization showing the following option: Name cases automatically using the account number

Ringtail automatically names new cases created in this provider organization or its client organizations with a prefix of the account number, followed by the sequential case number, followed by the new case name. For example, the name of the first case added for the organization in the previous figure might be BK1020897C001_NewCase.

Assign servers to or unassign servers from an organization

Administrators can now control the allocated servers by organization, and can assign servers to and unassign servers from multiple organizations. You can view servers in the Servers column on the Organizations page.

Organizations page showing the Servers column

When organizations security is enabled for a portal, portal administrators can create cases using only one of their organization’s assigned servers. If a portal administrator belongs to a provider organization, the administrator can choose from servers assigned to any one of the provider organization’s client organizations.

To assign and unassign servers, on the Organizations page, click an organization name, and then on the Servers page, click Assign server or Unassign server. A server can be assigned to more than one organization.

Assign server dialog box

Notifications

The following new or updated features are available in this release.

Notifications schedule changes

When adding a notification on the Schedule page of Notifications > Administration > Add notification or Security > Group > Add notification, the fields have changed as follows:

  • The start time now defaults to 12:00 A.M. on the current day. Use the default selection to activate the notification immediately upon saving.
  • Now is no longer an option in the Start time list.
  • You can no longer type in the date and time fields. Instead, you can select values from the menus.