Ringtail Monthly - September 2017 (9.2.005 - 9.2.008)

Improvements to the Documents page toolbar

The toolbar on the Documents page includes an improved interface.

Documents page toolbar

Pane titles on the Document 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

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.

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.

Download active and stopped concepts

On the Analysis > Stop Concepts page, you can now download the list of active or stopped concepts to a .csv file.

Stop Concepts page in the Analysis section showing the Download button

After you click Download, select Active or Stopped, and then click OK.

Download concepts dialog box showing the Active and Stopped options

Note: Downloading the unfiltered list of active concepts may take a long time, and may not open successfully in older versions of Excel due to the number of rows.

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.

New File Repositories 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 option 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.

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 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, as well as a link to the Aspera plug-in

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

Aspera Connect Transfers window

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.

Defaults settings for ingestions showing the following option: Only use the top parent documents to identify duplicates

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

Properties page for an ingestion showing the following setting in the Filters section: Deduplication by top parent (set to Yes)

Improvements to security settings

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

Enhancements to IP Address Rules

The following enhancements are available for IP Address rules, previously known as Allow and Deny Rules.

Allow and Deny Rules Settings page renamed to IP Address Rules

The Portal Management > Settings page, previously known as Allow and Deny Rules, is now named IP Address Rules.

IP Address Rules page in the Portal Management section on the Settings page

IP Address rule set Delete button

When you select at least one rule set on the IP Address Rules page, the new Delete button is active. Click OK to delete the selected rule sets. A warning message appears if any rule sets are assigned to a case. After deletion, on the case Properties page, No Rule appears in the Allow and deny rule text box.

Delete Rule Sets dialog box

Properties, Organizations, and Rules pages for rule sets

When you click the link for a Rule set name on the IP Address Rules page, the following pages provide detailed information about the rule set.

The Properties page displays the type of Permission, which cannot be edited. Use this page to change the rule set Name and Description, if necessary, and then click Save.

Properties page for IP Address Rules

The Organizations page displays the entire organizations list for this rule set, including providers and clients. Select or clear the check boxes, and click Save to change the organization associations. Selecting a provider does not automatically select its clients. Client organizations appear indented below their provider.

Organizations page for IP Address Rules

The Rules page displays the rules list for this rule set. Use this page to add and delete rules for the rule set.

Rules page for IP Address Rules

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.

Portal option named Hit Highlight Service URL

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.

Errors page showing the Download button on the Details page

New case description column in Portal Management > Reports

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.

Ringtail Monthly - August 2017 (9.2.003 - 9.2.004)

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.

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.

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 on 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.

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.

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.

Improvements 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.

Improvements to the Conditional Coding pane

The Conditional Coding pane includes the following improvements.

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.

Usability improvements 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

Exports: 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.

Ingestions: 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.

Ingestions: NIST list updated

In the Default Settings for Ingestions, users can choose to exclude files that appear in the Reference Data Set (RDS) provided by the National Software Reference Library (NSRL), which is maintained by the National Institute of Standards and Technology (NIST). This 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.

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.

Report Columns dialog box showing the following options: Production Label Begin; Production Label End; Production Label Range

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.”

Productions: 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 optical character recognition (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.

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.

Case Options page in Portal Management - Cases and Servers, showing the OCR documents without content files option.

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
  • Enable verbose logging
  • English

New case option: Browse concepts document count limit

A new case option, Browse concepts document count limit, is available in Case Options 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.

Performance improvements in Portal Management > Reports

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

Case status indicator in Portal Management > Reports

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 Portal Management - Reports page - Usage Summary page, 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 Portal Management - Reports page - Usage Summary page, showing an inactive case, and a tooltip indicating when the case was last active.

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: Options page displaying the 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
  • Clone settings

Allow and Deny Rules for IP addresses

System administrators can use the new Allow and Deny 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 organization security is enabled, cases in a given organization can use only rule sets that are assigned to that organization.

Allow and Deny Rules page in the Portal Management - Settings section. Shows an example of a Deny rule.

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 Allow and Deny rules.

To add a rule set, on the Allow and Deny 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

Note: You cannot currently edit or delete rule sets. Those functions will be available in a future release.

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

Properties page for a case showing the Allow and deny rule list

Ringtail Monthly - July 2017 (9.1.009-9.2.000)

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.

Conditional coding pane displaying an arrow pointing to the Add issues button
Issues window displaying the issues added

Batch print 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.

Tools menu displaying the Batch Print option

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. Select one or more transcripts to enable this feature.

Transcripts page displaying the Download as PCF dialog box

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

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

Add issues to conditional coding templates

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

Export documents from the Documents page

Administrators can now export documents directly from the Documents page using the Export option on the Tools menu. To enable the Export option, select at least one document to export from the search results in the List pane. The Export option is available for administrators only.

Tools menu displaying 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 displaying the files to select for export
  • Add footers
    Export window displaying the menus to select footer values
  • Add redactions
    Export window displaying the options to add redactions
  • Include an MDB load file
    Export window displaying the option to include a load file, and a template name

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.

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 Continuous Active Learning (CAL) button, as shown in the following figure, to access the Predictive Coding page for a population. An orange button 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.

Populations and Samples page, displaying the gray and orange CAL buttons

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

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.

Portal Options page with an arrow pointing to the disabled EnableOrganizationsSecurity option

Schedule case metrics jobs during case creation

When you add a new case, you can now schedule a “Gather case metrics” job to run at regular intervals. Configure the new Case Metrics page in the Add case window to run daily, weekly, or monthly case metrics jobs.

The Case Metrics page is also available from the Connect to case window.

Add case window displaying the Case Metrics page, where you can schedule a case metrics job to run at regular intervals.

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.

Add an organization dialog box displaying the Use case finalization option

Organizations: 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 displaying the Name case automatically using the account number option

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.

Ringtail Monthly - June 2017 (9.1.005 - 9.1.008)

The following new or updated features are available to all users.

Note: Your administrator must enable some of these features.

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.

Redact or highlight full document

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.

“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.

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.

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 proportion 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 headings.

Section heading in the Related pane

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.

Open as standalone option on Options menu

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

Standalone window

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 View pane, you can add multiple files at once by pressing Ctrl and then clicking each file that you want to add.

Improvements to security settings

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

Group list on Security Administration page

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 options

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.

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.

Set explicitly column

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.

Sync security warning message

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.

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.

Add file transfer repositories

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

File Transfer repository

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.

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.

Selecting a File Transfer repository

New Import ID system field

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.

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 Settings > Aspera Connect Server page.

Enable Aspera check box

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.

Use Aspera for faster data transfer check box

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.

Message with link to download Aspera plug-in

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.

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.

Assign or unassign servers to an organization

Administrators can now control the allocated servers by organization, and can assign and unassign servers to multiple organizations.

You can view servers in the Servers column on the Organizations page.

Servers column on the Organizations page

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 window

Once enabled, organizations security cannot be disabled

After you select the EnableOrganizationsSecurity check box on the Settings > Portal Options page, the option is no longer visible and cannot be disabled.

Ringtail Monthly - May 2017 (9.1.001 - 9.1.004)

The following new or updated features are available to all users.

Note: Your administrator must enable some of these features.

Maximize a section in the Related pane

To maximize a section in the Related pane, click the Maximize button. When you click the Maximize button, all other sections are hidden until you click the Maximize button again.

Download a document that has multiple content files

When you download a document that has multiple content files, the content file that downloads is the active file in Native view, in the View pane. You can select a different content file to download by selecting an option on the menu on the View pane toolbar.

Open specific image pages from OCR text

After you run OCR (optical character recognition) processing on a document, you can now click a page link in the OCR text, and Ringtail will display the relevant page of the image file in a second View pane.

To use this feature, your workspace must include two View panes. One View pane must be open to Formatted content view or Unformatted content view, to see the OCR text with the page links. The second View pane must be open to the Image viewer, to display the original image file.

Security for the Threading section in the Related pane

Administrators can set security for the Threading section in the Related pane by setting permissions for the Search - Threads option in Security > Features.

New process for populating values in the All Custodians field

With this release, Ringtail introduces a new process for populating values in the All Custodians field. As part of a case upgrade, all existing values in the All Custodians field are migrated to a new database schema to improve performance related to storing values for this field. This change will not be apparent to the end user.

When an Ingestions job, an Imports job, or a Hashes job is run in a case, Ringtail will analyze the data in the case and populate additional values in the All Custodians field as appropriate. Ringtail will not delete any existing values in the All Custodians field during these three jobs.

When coding documents, users may add, update, or delete values in the All Custodians field just as with any other field. However, deleted values may be added again, if Ringtail determines there are missing values based on the logic described below.

Ringtail will always populate the All Custodians field with the Custodian value for a given document. Ringtail will also populate the All Custodians field with the Custodian values from other documents that have the same individual hash and family hash values. This includes documents that have been suppressed during an Ingestions job.

For example, in a new case, a user processes a file for custodian “Jane Smith” using Ingestions resulting in document Document_A with an [RT] MD5 Hash value of 1 and an [RT] Family MD5 Hash value of 2. During the Ingestions job, Ringtail will populate a value of “Jane Smith” in the All Custodians field for Document_A. In a subsequent Ingestions job, a user processes a file for custodian “John Brown” using Ingestions, resulting in document Document_B with an [RT] MD5 Hash value of 1 and an [RT] Family MD5 Hash value of 2. During this Ingestions job, Ringtail will populate values of “Jane Smith” and “John Brown” in the All Custodians field for Document_B. Ringtail will also add a value of “John Brown” to the All Custodians field for Document_A.

Indexing and enrichment job now codes the [Meta] Languages field with the primary language value

When an indexing and enrichment job is run, during the concept analysis phase, Ringtail detects the language of the documents and codes the detected languages to the [Meta] Languages field. The most prevalent language in a given document is coded with a value that indicates “Primary." For example, a document that is 60% English and 40% French would be coded as follows:

  • English - Primary
  • French

Max file size to index case and portal options relocated

The “Max file size to index” option for the case is now available on the Portal Management > Cases and Servers > Cases > Indexing: Options page. Previously, this option was available on the Case Options page.

The default option for the portal is now available on the Portal Management > Settings > Indexing: Options page, and is named “Max File Size To Index Default”. Previously, this option was available on the Portal Options page.

Note: If you change the default setting for the portal, the new value applies to new cases that are created on that portal.

Ringtail Monthly - April 2017 (9.0.009 - 9.1.001)

This document provides an overview of the following major new or updated features available in this monthly Ringtail feature release, which covers releases 9.0.009 through 9.1.001.

The following new or updated features are available to all users.

Note: The permissions set by your administrator determine access to some features.

Code documents with conditional coding macros

A conditional coding macro allows you to code a document to a predefined set of values by clicking a single button.

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.

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

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.

Enhancements to the Related pane

A horizontal scroll bars appears if the information in the pane is wider than the pane. You can also vertically resize the sections in the pane.

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 Edit: Controls whether users can add and delete macros. You must enable the Coding - Macro Toolbar feature to make the Coding - Macro Edit feature available.

Run text extraction for an existing population

On the Populations and Samples page in the Analysis section, administrators and group leaders with access to the Populations feature can now run text extraction for an existing population in the list. Hover over a row for a population to display the Extract text button. Click the Extract text button to run text extraction for a population.

Note: You cannot run text extraction for a sample.

Filter columns in tables using a vertical bar (|) delimiter

For columns that you can filter as text across Ringtail, for example, the user name column in User Administration > Users or the Add team members column in Review Setup > Teams, you can now include a vertical bar (|) character in the Filters box.

Note: You cannot enter more than 2048 characters in the Filters box.

Note: You cannot use the vertical bar delimiter when filtering in the List on the Documents page.

File Analysis Errors field no longer available in new cases

The File Analysis Errors field was previously renamed to Concept Analysis Errors. The File Analysis Errors field is no longer available in new cases.

Introducing annotations exchange

Administrators can now export annotations to a Ringtail load file and import annotations from a Ringtail load file.

Annotations exchange (Export)

Administrators now have the ability to export highlight and redaction data in a MDB load file. This data will exist in a new table named "annotations" in the MDB. This feature is available only for general exports (that is, exports of a binder of base documents), although all MDBs exported from Ringtail will now contain the annotations table.

To include this data in a general export, administrators must create a MDB load file template where highlights or redaction sets have been selected.

To select highlights or redactions, create a new general MDB load file template or update an existing general MDB load file template.

The Load File Templates page now includes a section named Annotations below the Columns section. The Include annotations data option is not selected by default. To include highlights or redactions, select the Include annotations data check box.

All existing highlights or redactions are displayed by default. You can remove individual highlights or redactions by clicking on the "x" next to the annotation name.

Additionally, you can manage which highlights or redactions are included by clicking the blue box at the top left of the list of annotations.

If you click the blue box, the Annotations window appears. In this window, you can move items from the right side (annotation that will be included in the load file) to the left side (annotations that will not be included in the load file). You can also click the "x" for any annotation on the right side of the window to remove annotations.

Click OK to accept your changes and display them in the Annotations section on the Load File Templates page.

If MDBs are set up to include highlight or redaction data and documents are exported with this load file, which are associated with the corresponding highlights or redactions selected in the load file, the ‘annotations’ table in the MDB will contain data for each individual highlight and redaction. Data in the annotations table includes the following information:

  • Document ID
  • Image file name
  • Page number
  • Annotation type
  • Annotation name, label, and color
  • Annotation coordinates
  • Login name of the user who made the annotation
  • Datestamp for when the annotation was made

This information is included in the MDB, regardless of which file types are included in the export. No images are altered to include highlights or redactions – only the data will be exported in the MDB. This MDB can then be used to load highlight and redaction information to another Ringtail database using the Import feature.

Annotations exchange (Import)

Administrators can now import redaction and highlight data (annotations) from a properly formatted Ringtail MDB load file. This data is located in the “annotations” table in the MDB as described in the “Annotations exchange (Export)” section above. Administrators can still import data using load files from prior versions of Ringtail without the annotations table.

Changes to the Import feature to facilitate the import of annotations are described below.

The Existing Documents page includes a new set of options (named Annotations data) for handling annotations when updating existing documents.

These options are:
  • Do not update annotations
    • If this option is selected, no annotations will be changed in Ringtail for existing documents.
  • Delete all existing annotations. Do not update annotations.
    • If this option is selected, all annotations will be deleted for documents in the load file that already exist in Ringtail. No annotations from the load file will be imported.
  • Delete all existing annotations. Append new annotations.
    • If this option is selected, all annotations will be deleted for documents in the load file that already exist in Ringtail. Then, annotations from the load file will be imported.
  • Append all annotations.
    • The annotations from the load file will be imported. Previously existing annotations in Ringtail will remain.

On the Fields page, all options related to fields and parties data now also affect annotations. When you select the "custom map" option and click Get fields, Ringtail will also return the number of annotation types in the load file.

The Import feature now includes a new Annotation Map page that allows administrators to map annotation types in the load file to annotation types in Ringtail.

The Import Annotation column lists the annotation types found in the load file. There are five options in the Action column:

  • Ignore: Data for this annotation type will not be imported.
  • Import to: If this option is selected, in the Case Annotation column, you can select from a list of annotation types that currently exist in the case.
  • Match: This option is only available if the color and name of the annotation type already exist in the case. This is the default action if the annotation type has not been previously mapped in a prior import.
  • New: This option is only available if the color and name of the annotation type do not already exist in the case. This is the default action if the annotation type has not been previously mapped in a prior import.
  • Previous: This option is only available if the color and name of the annotation type have been previously mapped in a prior import. This is the default action, when available.

The import process allows mapping of redactions to highlights or highlights to redactions. Once all annotations have been mapped, you can start the import.

When the import process begins, Ringtail validates the data in the annotations table. If any errors are found, the process will fail before any documents are imported or updated. Potential validation errors include an annotation missing a name or color, or an annotation that contains invalid coordinates.

If the user who applied the annotation as recorded in the load file is available in the case, that user will be associated with the annotation. Otherwise, the user performing the import will be used.

Updates to Portal Management > Organizations

The following updates have been made to the Portal Management > Organizations feature.

New portal option for "Organizations" security

A new portal option named EnableOrganizationsSecurity is available in the Settings section of Portal Management.

Selecting this option enables security for the Organizations feature in Ringtail, with the following effects:

  • Portal administrators who are members of a provider organization can access the Organizations feature.
  • Portal administrators can manage only the cases and users associated with their organization.
  • Users can be assigned to only the cases associated with one of their organizations.

Portal administrators can see information only for their organization

In the Portal Management section, in the following locations, each portal administrator can see information for only their own organization:

  • User Administration
    • Users >Profile page
    • Users > Cases page
    • Deleted users page
    • Restrictions window > Select Cases page
    • Unassign cases dialog box
  • Cases and Servers > Cases page
  • Settings > Indexing: Clone Settings
  • Processing
    • Index Status page
    • Jobs page
    • Jobs > Add job window > Cases page
    • Scheduled Jobs page
    • Scheduled Jobs > Add scheduled job window > Cases page
  • Errors page
  • Reports
    • Usage Summary
    • Hosted Details
    • Users
  • Notifications
    • Administration page
    • Add notification window > Cases page
    • Add notification window > Recipients page

Portal administrators cannot access portal-wide settings

In the Portal Management > Settings section, portal administrators can view only the Indexing: Clone Settings page for their organizations and cannot access any of the following pages in the Settings section:

Note: The following settings reflect the portal default settings for new cases, and can be modified by system administrators.

  • Portal Disclaimer
  • Content: File Type Rank
  • Indexing: Options
  • Indexing: Noise Words
  • Indexing: Alpha Standard
  • Indexing: Alpha Extended
  • Indexing: Thesaurus
  • Indexing: Stemming Rules
  • Indexing: File Type Rules

File repositories for organizations

The following updates have been made to file repositories for organizations:

  • System administrators can assign specific file repositories to organizations.
  • Portal administrators can create cases using only one of their organization’s assigned file repositories. If a portal administrator belongs to a provider organization, they can also choose from file repositories assigned to one of the provider organization’s client organizations.

This allows system administrators to control the allocated file shares by organization.

Add account number for an organization

System administrators can now include an optional account number when adding an organization. This value can be used to relate organizations to other assets.

Updates to Portal Management > User Administration

The following updates have been made to the Portal Management > User Administration feature.

Administrator can now select a client organization when adding a user

When adding users, provider organization administrators can now select a client organization. As shown in the following figure and indicated by the backslash between the name of the provider organization and the name of the client organization, Acme 1 is a client organization of the Acme provider organization.

Update to Portal Management > User Administration > Users

On the Portal Management > User Administration > Users page, when you download a report, you can now select the Users with case detail option to include details about user case restrictions in the report.

Sort cases by organization when assigning users

System administrators can now sort cases by organization when assigning users to cases.

Updates to Portal Management > Processing

The following updates have been made to the Portal Management > Processing feature.

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.

When you run a Gather case metrics job, the job now also includes case user metrics.

Updates to Gather case metrics and Indexing and enrichment jobs

To help administrators understand the difference between the Gather case metrics and the Indexing and enrichment jobs, additional guidance has been added to the Add job window.

Additionally, the wording of some of the options in the Add job window for an Indexing and enrichment job has changed.

EnableRepositories case and portal option removed

The EnableRepositories option is no longer in use and has been removed from the portal and case options pages.

Analysis: RPF Tasks page removed

The Analysis: RPF Tasks page is no longer in use and has been removed from the Portal Management > Settings page.

Ringtail Monthly - February 2017 (9.0.001 - 9.0.005)

The following new or updated features are available to everyone. The permissions set by your administrator determine access to some features.

Leading "not" operator in content searches

Users can now use the “not” operator at the beginning of search terms or phrases to exclude certain words or phrases in a content search for documents. For example, you can run the following searches:

  • not banana

  • apple or not banana

You can perform this search in the quick search box, on the Search page, and in the Browse pane. Administrators and group leaders with permissions can also use this operator when creating search terms on the Search Term Families page.

Notifications

Administrators can now display notifications to Ringtail users. 

If your administrator set up notifications for you, they appear when you log in to Ringtail. Depending on how your administrator set up notifications, they may appear once or every time you log in. You are prompted to view all notifications.

A Notifications bell appears on the Portal Home page.

Click the bell to access the “My notifications” page and view a list of notifications.

You can click a notification to view its properties.

Improved document loading

When enabled by an administrator, you can now begin reviewing document content in the View and Code pane while the document is still loading. Documents with 60 kilobytes or less of rendered HTML content now load instantly. Documents with more than 60 kilobytes of rendered HTML content now instantly load a 60-kilobyte preview of the document.

When reviewing a set of documents of various sizes and file types, the formatted document content now cumulatively loads approximately three to five times faster. Depending on file size and type, the content for some documents may load much faster, while you may not see a difference for other documents.

This significantly reduces the wait time to begin reviewing large documents or documents that have complex formatting and can take time to load completely.

The following changes appear in the List pane and the View and Code pane when in Content view:

  • Initial document view: Documents with keyword or content search hits now always open to the top of the document in the View and Code pane. The beginning hits count number will also always start at 0 (zero).
  • Loaded hits count and a plus (+) icon: In the View and Code pane, a plus sign next to the ending hits count indicates that the document is still loading. The ending hits count indicates the number of hits that have successfully loaded so far. For example, in the following figure, 334 hits have loaded so far.

After the document loads completely, the plus (+) icon disappears and the ending hits count updates with the total number of hits in the View and Code pane.

  • Keyword hits count: In the List pane, the number of keyword hits (for search term families with keyword highlighting enabled) appears for documents that are loading. This number may differ from the number of hits in the View and Code pane, which represents all keyword hits or content search hits among the content that has loaded so far.

For example, as shown in the following figure, the number 7008 that appears in the List pane for the document in view is the total number of keyword hits. The number 334+ that appears in the View and Code pane indicates that 334 keyword or content search hits have loaded at this point in the document loading process.

  • Activity indicator: An activity indicator in the View and Code pane moves to show that the document is still loading.
  • Loading large content files: If a document that is loading loads more than 10 megabytes of HTML content, a message appears in the View and Code pane, indicating that you must download the document, as shown in the following figure.
  • Enhanced email formatting: Email documents now include formatting, as shown in the following figure.

Updates to the Tools menu on the Documents page

The following new or updated features are available on the Tools menu.

Note: Your administrator must grant access to these features.

Load search file

The Load search file tool now returns a document if the value in the search file matches a document ID or a page label for a page within that document.

TIFF-on-the-Fly, Split binder, Machine language translation

TIFF-on-the-Fly, Split binder, and Machine language translation are now available on the Tools menu. Previously, these tools were on the Extensions tab in the View and Code pane. Select documents to enable these tools.

TIFF-on-the-Fly

Split binder

Machine language translation

Unified tool for indexing and analyzing document content

If your administrator granted you permission, you can access the new “Indexing and enrichment” tool.

This tool is available on the Tools menu on the Documents page, and combines the functionality that you formerly accessed through the Content indexing, Content file find, and Concept analysis tools. You no longer need to submit documents manually for a content file find job, because indexing and enrichment now includes the content file find job.

When you select the Indexing and enrichment tool, if your administrator set the case option to concept analyze all documents in the case, the following dialog box appears. You can also exclude documents from the index, to prevent document content from being searchable.

If your administrator did not set the case option to concept analyze all documents in the case, additional enrichment options are available, as shown in the following figures.

If you have permission, you can run concept analysis on specific documents, without waiting for the next indexing and enrichment job. Concept analysis is run on documents that are already indexed.

Document analysis now called Concept analysis

Document analysis is now called Concept analysis. Concept analyzing documents is the process by which Ringtail extracts document concepts, to allow documents to be clustered by conceptual similarity in the Map and on the Mines page.

Enhancements to thread analysis

The following enhancements have been made to thread analysis:

  • If you have access to this tool, you can remove documents from threads. Ringtail automatically reanalyzes the remaining documents and the existing threads adjust accordingly. For example, in a thread consisting of three documents—a root message (a duplicate), a first reply (also a duplicate), and a second reply (a pivot)—deleting the second reply changes the first reply document from a “duplicate” to a “pivot.”

  • Thread analysis now identifies more duplicate documents by normalizing names when comparing people values found in email addresses.

The following new or updated features are available to case administrators.

Enhancements to the Case Setup section

The following new or updated Case Setup features are available to administrators.

Document counts for binders, issues, and child issues

A new column named “Documents” appears on the Binder, Issues, and Child issues pages in the Case Setup section. The Documents columns contain document counts and links to open the documents on the Documents page. These counts do not respect document security, so if your group does not have access to all documents in a binder or issue, you may see fewer documents on the Documents page than indicated by the number in the link. If your group does not have read access to the issue or binder, links will not appear. The following figure shows an example of the document count on the Binders page.

Change to Correspondence Types

For new cases, the "between" correspondence type is no longer created. The default correspondence types are From, To, CC, and BCC.

Download report of case fields

On the Fields page in the Case Setup section, you can download a report to a spreadsheet (.csv file).

For pick list fields, the report also includes the pick list values.

User-defined fields

Upon upgrade, Ringtail no longer allows user-defined fields to have the same name as system fields or user-defined fields of the same type to have the same name. Ringtail renames any existing user-defined fields with the same name as Ringtail system fields with the suffix [User-defined field]. For any duplicate user-defined fields of the same type, Ringtail renames the field with the higher field ID with the suffix [Duplicate field name].

Download report of people and organizations

On the People and Organizations page in the Case Setup section, you can download a report to a spreadsheet (.csv file).

Group leader access to People and Organizations page

Administrators can now grant group leaders access to the People and Organizations page.

Note: On the Security > Administration page, the administrator must grant the group access to the Case Setup > People and Organizations page. On the Security > Objects page, the group security setting for the People/Organizations field must be set to “write” to access certain features, for example “Update documents.”

Search Term Families - Document counts

You can now click a link in the Document count column on the Search Term Families page in the Case Setup section to view the documents with search term hits in the List pane. Links are only available for search term families to which the user group has access. For example, in the following figure, the user who accessed this page has access to the “ENRON SEARCH TERMS” family, but does not have user group access to the “Common English Words 1” and “Common English Words 2” families. Therefore, links do not appear in the Document count column for those two families.

System Fields

A new system field named “Exclude From Ingestions Deduplication” has been added to Ringtail. Although this field appears on the System Fields page, it is still under development and is not currently available. It will be available soon.

Enhancements to the Manage Documents section

The following new or updated features are available to administrators in the Manage Documents section.

Enhancements to Ingestions

The following changes are available in Ingestions:

  • The Ingestions feature now removes leading and trailing spaces for field values obtained from folder names. 

  • In the Default settings window, the Date range setting on the Filters page and the Search term family setting on the Search page now have the following infotips:

  • Date range: Documents with a Main Date in the selected date range are loaded to Ringtail along with any sources and attachments. Other documents are suppressed.

  • Search term family: Documents with content matching the selected search term family are loaded to Ringtail along with any sources and attachments. Other documents are suppressed.

  • For Ingestions jobs, if the indexing step fails and a search term family was not selected on the Search page in the Default settings window, the Ingestions job now completes with warnings. A message indicates that the user should re-run indexing.

  • A Retry Job button is now available on the Properties and Progress pages for ingestions jobs with an “Error” or a “Completed with Warnings” status, and if there are unprocessed files. Click this button to resubmit the job for processing.

  • For Ingestions jobs, any documents that do not have a hash value in Ringtail are coded with the value "Missing Hash Value" in [Meta] Processing Exceptions. “Missing Hash Value” and the total number of these documents appear under “Suppressed Document Ingestion Exceptions” or “Unsuppressed Document Ingestion Exceptions” on the Properties page for the ingestion.

  • For ingestions jobs, Ringtail now populates the page count for multipage image files (TIF or PDF) using the values obtained in processing. If data is unavailable, the page count is not populated, but running an indexing and enrichment job will calculate the page count. If a hashes job is currently processing in the case, a new ingestions job waits to run the hashes stage until all hashes jobs for the case are complete.

Enhancements to Productions

The following updates to the Productions feature are available in this release:

  • Administrators can now download the information on the Productions page to a spreadsheet (.csv file).

  • When a production print completes and not all documents within the production printed successfully, the RPF job status changes to “Succeeded with warnings.”  On the Production History page, an error message appears for the print job containing links to rendition documents that did not print successfully.

  • For documents produced in native and endorsable image where the same file is considered both the native and the endorsable image, and the PDL and PPL are set so the first image file of a document has the same name as the native file, Ringtail appends an “.i” suffix to the image file name to make it unique. A warning message appears on the History page for the print job with a link to the rendition documents containing the updated image file names.

Enhancements to the Analysis section

The following new or updated features are available to administrators in the Analysis section.

Search Terms

Search Terms is a new reporting feature in the Analysis section. Administrators can use this feature to view statistics of search term hits in documents. Administrators can also use this feature to view how each search term contributes to the overall population of hits for the family, along with other metrics, and can download the report to a spreadsheet (.csv file).

Links to documents appear in the Counts and Coding sections on the Search Terms page. Click a link to open those documents on the Documents page.

  • Select a search term family, and then optionally refine the report by selecting any of the following:

    • Document set:  By default, the report includes information for all documents in the case unless you select a specific document population, such as a binder, issue, or sample.
  • Selecting a document set displays a new field where you can select an object for the document set. For example, selecting Issue in the Document set list displays the field shown in the following figure, where you can select from a list of issues in the case.
  • Coding field: Measure the precision and recall of a search term family by selecting a coding field to view the effectiveness of your search terms. If you select a coding field, you must select one or more values for each of the following fields:
  • Positive: A value identified as a “positive” mark for computing recall and precision. Terms with higher recall return a higher proportion of the documents coded positive in the selected document set. Terms with higher precision have a higher proportion of documents coded positive among the documents that they return.

  • Negative: A value identified as a “negative” mark for computing recall and precision.

The following figure includes an example of results for a search term family using a document set and coding field.

The following table describes the information displayed in the columns and rows on the Search Terms page.

Row / Column

Definition

Total

The Total row appears when you apply selections on the Search Terms page. The Total row displays totals for the search term family. It is not the sum of the individual terms in the search term family. For example, the Total row for the Document and Family columns displays the following:

  • Document: The number of distinct documents with hits for any term in the search term family (what the user would get when searching for search term family "has a value"), within the specified document set.
  • Family: The number of distinct documents with hits for any term in the search term family, including all documents in the family, within the specified document set. Stand-alone documents (not a part of a family) count as a single document family. If the specified document set is not family-complete, only the family members that are part of the specified document set contribute to this count.

Counts

Document

Distinct documents within the selected document set that have hits for the term.

Family

Distinct documents within the specified document set that have hits for the term, including all documents in the family. Stand-alone documents (not a part of a family) count as a single document family.

Unique document

Distinct documents within the selected document set that have hits for the term, not including documents with hits for any other terms in the search term family.

Unique family

Distinct documents within the specified document set that have hits for the term, including all documents in the source/attachment family, but not including documents that are members of a source/attachment family where any document has hits for any other terms in the search term family. Stand-alone documents (not a part of a family) count as a single document family.

Coding

Recall

Indicates the percentage of documents in a population coded as “positive” by human reviewers’ marks that have term hits. A higher percentage means fewer positive documents were missed by the term. For example, if 1,000 documents out of a population of 5,000 are positive, and the term has hits in 850 of the 1,000 documents, then the term’s recall is 85 percent.

Precision

Indicates the percentage of the documents with term hits coded as “positive” by human reviewers’ marks. A higher percentage means fewer documents were incorrectly identified as positive (returned as hits) by the term. For example, if the term has hits in 850 positive documents (true positives), but also has hits in an additional 850 documents that human reviewers marked as negative (false positives), the term's precision is 850 documents out of 1,700, or 50 percent.

Positive with term

Documents within the specified document set that have a hit for the term and are coded with a positive value in the selected coding field.

Negative with term

Documents within the specified document set that have a hit for the term and are coded with a negative value in the selected coding field.

Not coded with term

Documents within the specified document set that have a hit for the term and are not coded with a positive or negative value in the selected coding field.

Positive without term

Documents within the specified document set that are coded with a positive value in the selected coding field, but do not have a hit for the term.

Negative without term

Documents within the specified document set that are coded with a negative value in the selected coding field, but do not have a hit for the term.

Ringtail Monthly - January 2017 (8.7.013 - 9.0.000)

The following new or updated features are available to all users. The permissions set by your administrator determine access to some features.

Enhancements to the Documents page

The following enhancements to the Documents page are available in this release.

Introducing support for Bloomberg chat

If your administrator ingested Bloomberg chat files into Ringtail, you can now review those documents in the View pane. If a chat file includes attachments, Ringtail ingests the attachments as documents and reattaches the documents to the corresponding chat document.

Note: Ringtail currently supports Bloomberg Instant and Bloomberg Persistent chat files.

Search for chat documents

You can search for chat documents as follows:

  • By document type on the Search page (Document Type is Bloomberg Instant or Document Type is Bloomberg Persistent)

  • By Level in the Browse pane

View chat documents

In the View pane, Ringtail provides the following two types of chat views, called “lite” and “full” chat:

Lite chat: This chat view, shown in the following figure, is available in Formatted content view. The lite chat view appears in color, is streamlined for review, and includes a subset of the chat information.

Both views include a summary table that includes the following information:

  • Organization names
  • Participant names

Note: Ringtail groups participants who do not have an identifiable organization into a “Participants” section in the header.

  • The number of messages (MSG), attachments (ATC), and invitations (INV)

Full chat: This chat view, shown in the following figure, is available in the Image viewer in the View pane. The full chat view appears in black and white, is appropriate for production, and includes all of the information in the chat file, including, for example, any disclaimer text, or when participants entered or exited the chat.

If you select Native view in the View pane, you can toggle between the lite (.htm) and full (.html) views of the chat document.

Chat coding

Coding information for the chat document is available in the Code pane.

Note: Ringtail assigns the Custodian value when you configure the ingestions folder structure.

Important changes to required user settings

Administrators and users must apply the following settings before working with the new View panes and linked workspaces.

  • Administrator: Create new group defaults. Set the user settings to Set for groups.

  • End user: Either modify your workspace or reset to the group defaults.

View and Code pane now two separate panes

The View and Code pane is now in two separate panes for ease of use and document review efficiency.

Note: Your administrator must enable this feature for your case.

You can add the new Code pane as well as up to two different View panes, View (A) and View (B), to your workspace.

Introducing the View pane

The new View pane has a streamlined interface that is easy to navigate and facilitates increased productivity. It also provides greatly improved performance when navigating from document to document in formatted and unformatted content view.

Note: The document review features available in the View pane were previously available in the View and Code pane, in the Document view. To review the contents of documents, add a View pane to your workspace, and remove the Document view from the Code pane layout. Your administrator must enable this feature for your case.

Using the Workspace feature, you can configure up to two View panes, View (A) and View (B), which allow you to see two different views of the same document. For example, you can see the formatted document content with keyword highlighting and the image views of the same document in one workspace, as shown in the following figure.

If you configure your workspace to include two View panes, by default, Ringtail displays the formatted content in the View (A) pane and the image in the View (B) pane. You can switch to other available views by clicking one of the following buttons on the toolbar in the View pane: Formatted content, Unformatted content, Native, and Image viewer.

Note: Ringtail retains your current settings for the active View panes, even after you log out and log back in. If an administrator configures the workspace settings to group defaults, new users inherit those settings.

An example of the View pane with the new keyword highlights menu is shown in the following figure.

The following options in the new View pane are available through different steps than the corresponding options in the View and Code pane:

Tip: Hover over a button in the View pane to view its description.

  • Formatted content: Previously accessed in Content view, Formatted option
  • Unformatted content: Previously accessed in Content view, Unformatted option
  • Native: Previously accessed in Native view
  • Image viewer: Previously accessed in Pages view
  • Keyword highlights button and menu: Previously accessed in Content view, Find tab and Content view, Keywords tab.

In the new View pane, the “Find” and document content search features now work independently.
When you click the Keyword highlights button, the keyword highlights menu appears.

  • Find: If you perform a document content search in the quick search box, on the Search page, or using the Find feature in the Browse pane, the results persist when moving from document to document. The results appear on the keyword highlights menu.
  • Keywords: The new keyword highlights menu includes options to turn keyword highlighting on or off.
  • Update pages: Previously accessed through Content view, Pages option, Update pages window.

The following options are also available in the new View pane. The steps to access these options are similar to the corresponding options in the View and Code pane:

  • Quick code
  • Download document
  • Collapse pane
  • View menu with pinnable options

Work with renditions and base documents

Click the arrow next to the Document ID to switch from a rendition to a base document.

Warnings about hidden content

A warning appears when a document contains hidden content, such as tracked changes, speaker notes in a presentation, or hidden columns in a spreadsheet.  When you hover over the warning icon, a list of the hidden content appears.

To search for documents that have hidden content, create a search that includes the [Meta] Office Exceptions Summary field with the “Has a value” operator.

Additional keyboard shortcuts and mouse gestures

The following new keyboard shortcuts and mouse gestures are available for reviewing documents in the Image viewer in the View pane. To make the keyboard shortcuts and mouse gestures active, click a document in the Image viewer.

  • View the next page: Scroll down past the end of a page. Or, press Ctrl + Down Arrow.
  • View the previous page: Scroll up past the top of a page. Or, press Ctrl + Up Arrow.
  • Select all redactions on a page: Press Ctrl + A.
  • Navigate from redaction to redaction: Select a redaction, and then press Spacebar.

You can access a list of keyboard shortcuts from the user name menu.

Linked workspaces

In the List pane, from the Options menu, you can now open a document in a linked workspace.

Your workspace then appears in a separate window. 

Updates to workspace layouts

The Documents page includes updates to the layout of panes in workspaces.

Note: Your administrator must select the Enable view pane option on the Case Options page to make these features available. This option is enabled by default for upgraded cases and new cases.

New default workspace layouts

The Documents page now includes new default workspaces. The arrangement of panes in each workspace is based on common document review and coding tasks. The name of each workspace indicates the panes that are included in the workspace.

To reset the Documents page to the new Ringtail default workspaces, on the user name menu, point to User settings, and then click Reset to Ringtail default.

Additional workspace layout options

When you create or edit a workspace, you can select from additional layout options for the panes in the workspace.

Improved features for adding annotations

The following new features are available for redacting and highlighting documents.

Select all redactions

You can select all of the redactions on a document page. Click the Select all redactions button on the annotations toolbar.

Redact a full page

You can redact a full page of a document. Click the Full page redaction button on the annotations toolbar.

Filter the available highlights

You can quickly find a highlight by filtering the available highlights. Click the arrow below the Highlight button, and then type the name of the highlight.

Wider highlight and redaction dialog boxes

The highlight and redaction dialog boxes are now wider to display long highlight or redaction names. To increase the width of the highlight and redaction dialog boxes, increase the width of the View pane.

Main Date and Document Created Date fields renamed

To clarify the meaning of each field, the Document Created Date field was renamed to Date Added to Case and the Main Date field was renamed to Document Date.

Document links now copied directly to the clipboard

When you click Copy link on the Options menu in the List pane, Ringtail now copies the link directly to your clipboard and a notification appears.

When you copy links for multiple selected documents, Ringtail copies the links to the clipboard in the order that they appear in the List.

If you select more than 50,000 documents, the Copy link option on the Options menu copies only the links for the first 50,000 selected documents, and the following tooltip appears:  Copy link is only available for up to 50,000 selected documents.

New concept analysis option in Indexing and enrichment

If enabled by your administrator, the Indexing and enrichment feature on the Tools menu now includes the following new option: Refresh concept analysis for selected documents that have already been analyzed.

Note: The Concept analysis option and Refresh concept analysis check box appear only if your administrator did not select the case option to concept analyze all documents in the case.

Email threading - Failed documents now 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.

Find similar documents based on a selection of text

You can now select text in a document and search for documents that contain similar text.

In the View pane, in Formatted content view or Unformatted content view, select text to search for. Right-click, and then click Find similar. The search returns documents containing text that matches more than 75% of the selected text.

Note: The search results include any source documents and attachments of the similar documents, regardless of your search preferences.

Sort documents in the Working list

You can now sort documents in the Working list by clicking a column header. Previously, to sort documents, you had to switch back to the List.

Changes to production field searches

  • The quick search menu now includes options for Produced Document Label and Produced Page Label.
  • When searching for any of the following production fields, if the Renditions search preference is disabled, Ringtail returns base documents whose corresponding renditions have values that match the search criteria.
    • Produced Document Left Footer
    • Produced Document Left Header
    • Produced Document Middle Footer
    • Produced Document Middle Header
    • Produced Document Placeholder
    • Produced Document Right Footer
    • Produced Document Right Header
    • Produced Slip Sheet Text
    • Produced Document Serial Number
    • Produced Page Serial Number
    • Produced Page Serial Number Per Doc
    • Production Print Status
    • Rendition Label

New Produced Page Label attribute in Columns window

When you select the Produced Page Label field in the Columns window on the List pane, a new attribute option called Range is now available.

When you select the Range attribute, the values shown in the results list for the document are the first and last produced page label value per document, separated by a dash, followed by a colon and the production name, as shown in the following examples.

Sort base documents based on Bates number or other fields for a specific production

In the List pane, when you display a column for a production field, you can set the column to show values only for a specific production rather than all productions. This allows you to sort base documents by the produced document label or other production field values for a specific production.

On the List pane menu, click Select Columns, and then add a production field as a column. In the list that appears, select the name of a production. Then specify a Sort number and Order, such as A to Z.

The base documents that appear in the List pane are sorted by the production field.

You can sort the base documents in a production by the following fields:

  • Production
  • Production - Locked
  • Production - Unlocked
  • Produced Document Label
  • Produced Document Serial Number
  • Produced Slip Sheet Text
  • Rendition Label

For the following fields, you can limit the values that are shown for base documents to the values for a specific production. Because these fields have a one-to-many relationship, these fields cannot be sorted.

  • Produced Document Left Footer
  • Produced Document Left Header
  • Produced Document Middle Footer
  • Produced Document Middle Header
  • Produced Document Placeholder
  • Produced Document Right Footer
  • Produced Document Right Header
  • Produced Page Serial Number
  • Produced Page Serial Number Per Doc
  • Produced Page Label

Determine whether documents are added to a specific binder

In the List pane, you can display specific binder information for a document set. This allows you to determine at a glance which of the documents in a document set are actually in the selected binder. You can also sort the documents based on whether the documents are in the selected binder.

On the List pane menu, click Select Columns, and then add the Binder - Shared or Binder - Private field as a column. In the list that appears, select the name of a binder. Optionally, specify a Sort number and Order, such as A to Z.

The binder name appears in the Binder column. If the Binder column is blank, it means that a document in the document set is not added to the selected binder, though the document may be added to other binders.

Determine whether documents contain a specific annotation

In the List pane, you can display specific annotations information for a document set. This allows you to determine at a glance which of the documents in a document set include the selected highlight or redaction type. You can also sort the documents based on whether the documents contain the selected annotation type.

On the List pane menu, click Select Columns, and then add the Highlight or Redaction field as a column. In the list that appears, select the name of an annotation. Optionally, specify a Sort number and Order, such as A to Z.

The annotation name appears in the Highlight or Redaction column. If the Highlight or Redaction column is blank, it means that a document in the document set does not include the selected annotation type, though it may include other annotation types.

Enhancements to the Analysis page

The following enhancements to the Analysis page are available in this release.

Note: The permissions set by your administrator determine access to some features.

Organization and people values now available for cube dimensions

If configured by a cubes administrator, you can now navigate into the Organizations dimension to see all organization values present in the cube.

Similarly, if configured by a cubes administrator, you can see the people values present in the cube.

 

Note: If a cube has many values, it may take a long time to load.

Downloaded Search Terms report includes summary of parameters

On the Search Terms page in the Analysis section, after you download a report to a spreadsheet (.csv) format, the downloaded file now includes a header that indicates the parameters you selected on the Search Terms page.

Note: An administrator must grant group leaders and members access to the Analysis > Search Terms feature on the Security > Administration page.

Ringtail now supports Nuix 6.2 (end of support for Nuix 5)

As of this release, Ringtail supports Nuix version 6.2. Ringtail no longer supports Nuix version 5.0.

Enhancements to Case Setup

The following new or updated features are available to administrators in the Case Setup section.

New Documents count column on Fields and System Fields pages

A new column named Documents appears on the Fields and System Fields pages in the Case Setup section.

This column shows the number of documents that are coded to the corresponding field or system field. The number includes distinct documents only, and not documents coded to multiple values in the field multiple times. The number also ignores document security, so the number is the same regardless of group.

Clicking a number performs a search for <selected field> = has a value, and then opens the results on the Documents page.

Note: If a number in the Documents column is not hyperlinked, it means that you do not have access to those documents.

Fields populated by system processes no longer writeable

The “write” setting no longer appears on the Objects page in the Security section for fields that are populated by system processes. Upon upgrade, if any of these fields were previously set to be writeable for any groups, they will be set to not writeable.

Note: Although the "write" setting is still available on the System Fields page in the Case Setup section, it is disabled. Even if a Case Administrator makes a field writeable, Ringtail reverts the setting to not writeable.

Some system fields renamed

The following system fields have been renamed as follows:

  • [FTI] Document Info > [RT] Document Info
  • [FTI] Types of Renditions Created > [RT] Types of Renditions Created
  • [FTI] Image Request > [TOF] Image Request
  • [FTI] Image Request ID > [TOF] Image Request ID
  • [FTI] Image Request ID (Parent) > [TOF] Image Request ID (Parent)
  • [FTI] MLT Detected Language > [MLT] Detected Language
  • [FTI] MLT Request > [MLT] Request

Enhancements to Ingestions

The following new or updated features are available to administrators in the Ingestions feature.

Ingestions feature now supports Bloomberg chat files

You can now import Bloomberg chat files into Ringtail using the Ingestions feature.

Note: Ringtail currently supports Bloomberg Instant and Bloomberg Persistent chat files.

Upon ingestion, Ringtail converts the chat files into documents.

If a chat file includes attachments, Ringtail ingests the attachments as documents and reattaches the documents to the corresponding chat document.

New system fields are now available in Ringtail to support chat files. You must grant permission to these fields to make them searchable.

Speed and scalability enhancements for Ingestions

The Ingestions feature now provides enhanced processing speed and scalability for most data sets.

Support for multipart archive files for ingestions

The Ingestions feature now processes multipart .rar, E01, and L01 files.

New default setting option for Ingestions - Indexing and enrichment

In the Default settings window, on the Ingestions Details page, you can now select the Run indexing and enrichment check box. If you select this check box, a separate Indexing and enrichment job runs immediately after the Ingestions job is complete. This job performs document enrichment in addition to indexing.

If you select the Run indexing and enrichment check box in the Default settings window, after the ingestion is complete, you will see Indexing and enrichment as the indexing type under Ingestion Details on the Properties page.

Ingestions processing log retained for successful jobs

The Ingestions processing log is now retained for successful ingestions jobs. Previously, the log was retained only if jobs returned errors.

Ingestions - Progress details

When resubmitting an Ingestions job, you can now see progress details from each submission of the job. Previously, you could see only the progress details for the latest submission.

Imports and Ingestions - New upload files feature

The new file upload feature allows you to select data locally and import or ingest it into a Ringtail case without using a separate service or third-party tools to stage the data to the correct location.

Data must be in an archive file in a .zip, .rar, .tar, or tar.gz format. The maximum size of the archive is one gigabyte (GB).

Upload files for Imports

A new Upload button appears on the Imports page.

After you click Upload and select the file to upload in the Upload files window, Ringtail extracts the files from the archive and deletes the archive.

During extraction, if the name of a file or folder already exists at the destination, Ringtail adds a numerical suffix to the name and does not overwrite any existing data.

The names of uploaded folders now appear in the Folder name list on the Load File page of the Import window. When needed, you can add them to an import job.

You can also use the Add more files button in the Import window to upload files for an import job.

Upload files for Ingestions

A new Upload button appears on the Ingestions page.

After clicking Upload and browsing for the archive file, you have several options:

  • If you select Start ingestion with default settings when upload completes, once the file upload is complete and the uploaded data is reassembled and unzipped, an ingestion job starts. The job has the same name as the uploaded file and uses the default settings.
  • If you select The file is password protected, a text box opens for you to type the password, which is used to extract the archive after the upload completes.
  • If you want to use the folder structure present in the archive, select File contains folders that match the folder structure shown below. If necessary, use the Default settings option to change the folder structure.
  • If the archive does not contain a folder structure that corresponds to the Ingestion’s default settings, select Create folder structure and enter the file path to create for the files in the uploaded archive. The input fields correspond to the folder structure settings in the Default settings window.

The names of uploaded folders now appear in the Folders list in the Add ingestion window. When needed, you can add them to an Ingestions job. 

You can also use the Add more files option in the Add ingestion window to open the upload files Upload files dialog box.  

Imports and Ingestions - uploads process separately to allow users to exit case

When you upload files from within Imports or Ingestions, the session now opens and takes place in a separate browser window. While the upload is taking place, you can exit the case or refresh your browser.

For multiple uploads, the most recent upload appears at the top of the window. The number of items, the status, and a progress bar also appear while the uploads occur.

Enhancements to Exports - File size available in Download dialog box for one or more jobs

For existing export jobs, you can now select one or more jobs, click Download, and click the View uncompressed size link in the Download dialog box.

Ringtail calculates the estimated size of the files prior to compressing them into a .zip archive for download. Depending on the size, the estimate can appear in KB, MB, or GB.

Click OK to complete the download.

Enhancements to Cubes administration

The following new and updated features are available to cubes administrators.

Organization values now available to select for cube dimensions

When configuring Organizations as a cube dimension, there is a new option in the dimension properties under Detail called Show organization value.

People values now available to select for cube dimensions

When configuring People as a cube dimension, there is a new option in the dimension properties under Detail called Show people value.

Pick list system fields added as data types

The following system fields are now available to use for cube dimensions as data types:

  • Document Indexing Status
  • File Analysis Status
  • File Indexing Status

For each of these additional data types, you can select to display all status items or a specific status item.

Enhancements to CAL and Predictive Coding

The following updated feature is available to administrators in the Predictive Coding feature.

New time interval options

When configuring training for a population in Predictive Coding, you can now select the time interval. Options include hourly, every 4 hours, every 12 hours, or daily. The start time is set when you configure the training, for example, if you set the time interval to every 4 hours and save your settings at 1 p.m., the training will run at 5 p.m., 9 p.m., and so forth.

Case option for View pane configuration

The Case Option that allows users to add View panes to their workspace configuration is now named Enable view pane. This option is enabled by default for upgraded cases and new cases.

Note: Administrators should create new group default workspaces that include the View pane. Users can either modify their workspaces or reset to the group defaults.

Case options - Default maximum file size to index value increased for new cases 

For new cases, the default value for the MaxFileSizeToIndex option on the Case Options page is now 104,857,600 bytes (100 MB). For existing cases, the existing value does not change upon upgrade.

Portal options - ContentSearchServiceUrl is now a portal option

The ContentSearchServiceUrl setting has moved from the Case Options page to the Portal Options page for use by all cases attached to your portal. To access the setting from the Portal Home page, click Settings.

Jobs - New stage for indexing and enrichment jobs

The “Indexing and enrichment” job type now includes a stage named Page count. When an Indexing and enrichment job runs, this stage calculates page counts and updates the database accordingly for any content file find documents and any documents with a null or 0 (zero) page count. The Page count job type no longer exists. You cannot create a new Page count job, but existing scheduled Page count jobs will still run.

Jobs - Indexing and enrichment job properties page displays correct options 

On the Portal Home > Processing > Scheduled Jobs page, for scheduled Indexing and enrichment jobs, the Properties page now reflects the correct options. Previously used options were removed and the following new options appear:

  • Scan entire case to sync files with case document records
  • Gather case metrics

If enabled for the scheduled job, the options are selected.

Portal Management Reports - New data aging and availability indicators

The Usage Summary and Hosted Details pages in the Portal Management > Reports feature now include a new column with color-coded calendar icons that indicate the data aging and availability.

If you select the Total as of option, the calendar icons indicate the following:

  • Red calendar icon: No data is available for the case. You must run an Indexing and enrichment job with the Gather case metrics option selected.
  • Yellow calendar icon: Data is available, but it is more than 30 days older than the specified date.
  • Green calendar icon: Data is available and it is fewer than 30 days older than the specified date

If you select the Net difference between option, the calendar icons indicate the following:

  • Red calendar icon: No data is available for the case for the specified date range. You must run an Indexing and enrichment job with the Gather case metrics option selected.
  • Yellow calendar icon: Data is available for some dates for the specified date range, but data is missing for either the specified start date or end date or both.
  • Green calendar icon: Data is available for the specified start and end dates.

If you download a report, it includes a new column named Data availability.

Portal Management Reports - Hosted Details - new columns for orphaned and missing data

The following two new columns are available on the Hosted Details page:

  • Orphan (GB): Displays the sum of the file size of files located in the Ringtail images folder, but not associated with a document in the case. If enabled, the data in this column contributes to the value shown in the Total size (GB) column.
  • Missing (GB): Displays the sum of the file size of files associated with documents in the case, but that are missing from the expected location in the Ringtail images folder.  If enabled, the data in this column does not contribute to the value shown in the Total size (GB) column.

Portal Management Reports page now generally available

The Reports page in the Portal Management section is now generally available to administrators. The ManagementReportingUI option is no longer available on the Settings > Portal Options page in the Portal Management section.