Ringtail 9.2.000

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

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.

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

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 9.1.008

View and audit the coding history of documents

Ringtail now retains an audit history of the coding changes that users make to field values.

The coding history includes the current and previous values of each field, the name of the user who made the change, the date and time of the change, whether the value was added, updated, or deleted, and whether the value was bulk coded.

Coding History pane

Note: Coding history is not available for binders, issues, or annotations.

To view the coding history for a series of documents, you can add a Coding History pane to your workspace. Or, to open the Coding History pane in a standalone window, you can click Coding history on the Options menu in the List pane, or click the Coding history button in the Conditional Coding pane.

Optionally, select a conditional coding template in the list at the top of the pane.

To see a list of all coding changes, click the History ungrouped button. To see a list of coding changes grouped by field name, click the History grouped by coding field button. You can sort and filter the columns in both lists.

Coding History pane grouped by coding field

You can also download the data in the Coding History pane to a spreadsheet (.csv file).

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

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

“Last coded by” tooltip in the Conditional Coding pane

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

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

Open pages with annotations from the Conditional Coding pane

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

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

Issues now available in the Conditional Coding pane

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

Add issues button
Select issues 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.

Improved help menu

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

Help menu

Tip: If the search suggestions do not load, click the Documentation button to open the online documentation.

Depending on the portal settings, you may also see links to submit a support ticket or contact customer support.

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

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.

Add issues to conditional coding templates

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

Enable the coding history audit feature

To allow groups to access the Coding History pane on the Documents page, on the Security > Features page, set the Coding - Coding history feature to Allow.

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.

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.

Export option on Tools menu

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)
    Select file types to export
  • Add footers
    Add footers
  • Add redactions
    Apply redactions
  • Include an MDB load file
    Include an MDB load file

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

Configure the help menu

The Portal Settings section includes a new Help Options page with settings to configure the help menu. The following settings are available:

  • URL for help search API: Web address of the Ringtail user help search API, which provides suggested search results in the Help menu. To display suggested results, set this value to https://www.document-search.ringtail.com/v1. If you leave this value blank, suggested results do not appear on the Help menu.
  • URL to browse documentation: Web address of the Ringtail documentation website, such as https://www.ringtail.com/resources/documentation. If you leave this value blank, when users click the Documentation button on the Help menu, the embedded help opens instead of the online help.
  • Note: The embedded help opens if Ringtail is offline.

  • URL to submit a ticket: Web address or email address (in the form mailto:yourcompany@example.com) for users to submit a support ticket from the Help menu. If you leave this value blank, the Ticketing button does not appear on the Help menu.
  • URL for Get Help button: Web address or email address (in the form mailto:yourcompany@example.com) for users to contact support from the Help menu. If you leave this value blank, the Get Help button does not appear on the Help menu.
  • Ringtail help search service credentials: Encrypted credentials for accessing the Ringtail user help search API, which is used to run searches for help content on ringtail.com. This value is populated by default with the encrypted credentials.

The settings for password management and the What’s new in Ringtail section are now located on the Help Options page. These settings were previously located on the Portal Options page.

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 9.1.004

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

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

Collapse or expand a section in the Related pane

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

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.

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.

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

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.

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.

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.

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.

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

Ringtail 9.1.001

Enhancements to the Related pane

A horizontal scroll bar 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.
Security settings for conditional coding macros

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.

Extract text button

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.

Vertical bar 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.

Create Load File Template window

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.

Inlcude 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.

Blue box to manage which highlights and redactions are included

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.

Annotations window

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.

Annotations data option on Existing Documents page

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.

Custom map option on Fields page

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.

Annotation Map page

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.

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.

Account number field

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.

Gather case metrics option on Job type page

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

Indexing and enrichment option on Job type page

Gather case metrics job now also gathers case user metrics

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

Gather case user metrics

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.

Ringtail 9.0.008

Scroll bars have arrows

Up and down arrows now appear at the top and bottom of vertical scroll bars. Left and right arrows now appear at the ends of horizontal scroll bars.

Highlight a full page

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

Run text extraction when adding a population

Administrators and group leaders with access to the Populations feature in the Analysis section can now run text extraction when adding a new population, which allows the initial training job to run faster.

On the Analysis > Population and Samples page, in the Add population dialog box, the following new option is available and selected by default: Extract text to prepare population for training.

Portal Management > Users report now includes user case restrictions

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.

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.

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.

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.

Sort cases by organization when assigning users

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

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 9.0.006

Updates to searching

The following updates to searching are available in this release.

Search preferences disabled by default

When you access a case for the first time, the options on the Search preferences menu on the user name menu and on the Search page are cleared by default. You must select the check boxes to enable the options.

Identify when and by whom documents were submitted for OCR processing

On the Search page, when you search by the Document OCR Status field, you can now add the following additional criteria: Coded By and Coded Date. You can also display these options in the results list.

New “not” operator if enabled by an administrator

Note: This feature is disabled by default.

If enabled by your administrator, you can now include the “not” operator in your search.

If you group criteria using a “not” operator, the grouping bracket is blue.

Enable the "not" search operator for users

On the Security > Features page, you can enable the "not" search operator for users.

Updates to the Ingestions feature

The following updates have been made to the Ingestions feature.

Latest NIST list available

An updated list of NIST hashes from December 2016 is available for installation.

Properties page includes link to master documents of documents suppressed due to deduplication

The Properties page for an ingestion now includes a link that you can click to run a search for the master documents of all documents that were suppressed due to deduplication. If you click this link, the results appear displayed in the List on the Documents page.

Updates to Manage Documents > Hashes and new case option

The following updates have been made to the Hashes and Case Options features.

The Case Options page includes a new option named UseFamHashAssignment. This option is disabled by default. The first time a hashes job is run, regardless of whether this option is enabled or disabled, Ringtail checks if the input hash settings are set to a value other than [RT] MD5 Hash, and if so, updates the values to [RT] MD5 hash. The same process is applied to the [RT] Family MD5 Hash.

The following additional changes have been implemented for hash jobs, regardless of whether the case option is enabled or disabled:

  • Ringtail no longer processes conversation index values.
  • The previous Equivio fields are no longer supported.
  • The context hash is no longer calculated.

Important: Although this case option is available, it is disabled by default. In most scenarios, we recommend leaving this case option disabled. Before enabling this option, carefully consider the following changes that will occur.

If the UseFamHashAssignment case option is enabled, in addition to the process described above, the following applies the first time a hash job is run:

  • The UseFamHashAssignment case option is no longer available to update.
  • For any documents that were previously run through the hash process, Ringtail removes any calculated family hash values and replaces them with the following new logic:

    Note: If the user provided the family hash, the value is not removed.

    • The family hash is no longer calculated. Instead, if the [RT] Family MD5 hash is populated, the hash process uses this value as the family hash.
    • If [RT] Family MD5 Hash is not populated, the hash process uses the individual hash value of the top parent document in the family as the family hash for all documents in the family.

The input and output settings in the Hash settings window on the Manage Documents > Hashes page are no longer configurable.

The following figure shows the changes made to the Hash settings dialog box on the Manage Documents > Hashes page.

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.

Ringtail 9.0.005

Quick code in Related pane

You can now apply a quick code to a document in the Related pane. Click the document type icon. If you select a new quick code, the code updates in the Related pane and in all other panes.

Apply a quick code to a document

New “is only” search operator

A new search operator named "is only" is available on the Search page for the following types of fields:

  • Pick list
  • Search term families
  • People and Organizations
  • Productions

This search operator allows you to search for documents that have only one particular value and no other values for a one-to-many field, for example, People - To.

Search for documents that have only one particular value and no other values for a one-to-many field

New user interface style for Update pages

The Update pages feature in the View pane includes a new user interface style.

The Update pages feature

Display highlight names in Image Viewer

You can now display highlight names in the Image Viewer in the View pane. Click the Display highlight name button to turn highlight names on or off.

Highlight names in the Image Viewer in the View pane

Case Setup – additional colors for highlight annotations

More colors are now available for creating highlight annotations.

Highlight annotations

System fields renamed

The following system fields have been renamed:

  • [FTI] DPM File Id is now named [RT] DPM File Id
  • [FTI] Ingestion Complete is now named [RT] Ingestion Complete
  • [FTI] Ingestion Exception Detail is now named [RT] Ingestion Exception Detail
  • [FTI] Ingestion Status is now named [RT] Ingestion Status

File management – Estimated completion time for upload or download progress

When submitting an upload for Imports or Ingestions, or submitting a download for Exports, the separate browser window that opens for the session now contains an estimate of the completion time. The estimate refreshes as the download progresses.

An estimate of the completion time

File management – Updates to file upload destination options in Imports and Ingestions

On the Imports page, in the Upload files dialog box, you can now select one of following three new options as the file destination:

  • Use the archive file’s existing structure: Select this option to upload and extract the files to the root\import folder.

    Option to upload and extract the files to the root\import folder

  • Add files to an existing folder: Select this option to upload and extract the files to an existing folder.

    Option to upload and extract the files to an existing folder

  • Create a new folder structure: Select this option to upload and extract files to a new folder structure.

    Option to upload and extract files to a new folder structure

On the Ingestions page, in the Upload files dialog box, in addition to the two existing options (Use the archive file’s existing structure and Create a new folder structure), you can now select the following new option:

  • Add files to an existing folder: Select this option to upload and extract the files to an existing folder.

    Option to upload and extract the files to an existing folder

Introducing the Portal Management Organizations feature

Ringtail Organizations, accessed from the Portal Management menu, is a new feature that enables system administrators to manage client groups within a single Ringtail portal. An organization represents a single client with its own administrators, users, and cases.

Ringtail Organizations

Note: What was previously referred to as an Organization is now referred to as a Company, for example, in the User Administration section.

Click the Organizations link to open the Organizations page, where system administrators can view the number of cases and users assigned to an organization, and add or delete organizations. Only System Administrators can access the Organizations page.

Organizations page

Add and delete organizations

Click Add on the Organizations page to type the Name of an organization, and if necessary, specify the organization as a provider or client organization.

If you define an organization as a provider by selecting Enable organization as a provider, you can assign other organizations to it as clients. If you add an organization as a client, select the provider from the Assign as a client of provider list. An organization cannot be both a client and provider.

Add and delete organizations

To delete an organization, select it on the Organizations page and click Delete. The delete operation removes the user and case links from the organization but does not remove the users and cases from Ringtail.

Manage organization properties, cases, and users

On the Organizations page, click the name of an organization to open the Properties page, which provides access to the properties, cases, and users associated with the organization. You can edit properties and manage cases and users for the organization.

  • On the Properties page, view or edit the organization name or the status of the organization as a provider organization.
  • On the Cases page, view, assign or unassign cases to or from the organization. You can assign a case to only one organization.
  • On the Users page, view, assign or unassign users to or from the organization. The users do not have to be associated with any of the cases, and a user can be associated with multiple organizations. A number appears in the Assign users dialog box if the user belongs to more than one organization. Unassigning a user does not affect their association with other organizations.
Manage organization properties, cases, and users

Organization available on other Ringtail pages

Organization appears as a column or list on several other Ringtail pages, as follows:

  • As a column on the Portal Home > User Administration > Users page, with a number to indicate when a user belongs to multiple organizations
  • As a list in the Portal Home > User Administration > Users > Add > Add user dialog box. Note that you can select only one organization, and you cannot use this field to create a new organization. In addition, if a portal administrator is adding a user, this field is read-only.

    Note: You can select only one organization, and you cannot use this field to create a new organization. In addition, if a portal administrator is importing users, this field is read-only.

  • As a column in the cases list on the Portal Home page
  • As a column in the tables for each page in Portal Home > Reports
  • As a list on the Portal Home > Cases and Servers > Add > Add case window > Case Details page
  • As a column on the Portal Home > Processing > Index Status, Jobs, and Scheduled Jobs pages
  • As a column on the Portal Home > Errors page

Organization case and user properties

Organization now appears on the case and user Properties pages as a read-only text box.

Organization case and user properties

Designate an organization as a client of a provider organization

On the Properties page for an organization, you can now set an organization as a client of a provider by selecting from among the designated provider organizations in the portal.

Designate an organization as a client of a provider organization

View linked organizations

On the Organizations page, you can now view provider/client relationships for organizations. Click the plus symbol next to a top-level provider to view its related client organizations.

View linked organizations

Ethical wall renamed to “Restricted user assignment”

“Ethical wall” has been renamed to “Restricted user assignment” on the following pages:

  • Portal Management > User Administration > Users > Profile
  • Portal Management > User Administration > Users > Cases
  • Portal Management > User Administration > Users > Add user
  • Portal Management > Case and Servers > Cases > Properties
Ethical wall renamed to “Restricted user assignment

The Restricted user assignment icon now appears in the following locations:

On the User Administration > Users > Cases page

The Restricted user assignment icon

In the Unassign cases dialog box on the User Administration > Users page

The Restricted user assignment icon

On the Select Cases page in the Restrictions wizard on the User Administration > Users page

The Restricted user assignment icon

Schedule monthly jobs

Administrators can now schedule monthly jobs on the Portal Management > Scheduled Jobs > Add > Add scheduled job window > Schedule page. Select Monthly and the day of the month and time of day. The next start time appears on the page.

Schedule monthly jobs

Ringtail 9.0.003

Enhancements to the Case Home page > Concept Cloud

The following changes were made to the Concept Cloud on the Case Home page:

  • This feature is now named Concept Cloud.
  • Click a word in the cloud to run a concept search.
  • Use the slider to hide common concepts.

Note: Your administrator must grant access to this feature.

The Concept Cloud on the Case Home page

New search operators and search improvements

You can exclude documents from search results by using the following new search operators.

  • Is not like
  • Does not begin with

    Search operators

When you perform a search for document content, you can use the following new search operator.

  • Does not contain

    Search operators

When you create a search using a field with defined values, such as a pick list, search term family, binder, or certain production fields, if you use the following operators you can now choose values from a list instead of typing text:

  • Is between
  • Not between
  • Greater than
  • Greater than or equal to
  • Less than
  • Less than or equal to

    Search operators

[RT] Document Info field renamed to [TOF] Document Info

The [RT] Document Info field is now named [TOF] Document Info.

Case Setup - new column on Issues page

A new column named Child issues documents appears on the Issues page in the Case Setup section. The Child issues documents column displays the number of documents that are coded to an issue or any of its child issues. To open the documents on the Documents page, click the link.

Child issues documents column

These counts do not respect document security, so if your group does not have access to all documents in an 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, links do not appear.

Enable the Concept Cloud

To enable the “Concept Cloud” for a case, you must set the following case option on the Portal Management > Cases and Servers > Cases page: Enable home page Concept Cloud tab for users with access to search concepts.

Enable Concept Cloud

You must also enable Search > Concepts feature on the Features page in the Security section for a case.

Concepts feature">

Restrict user access to a case by day and time in Portal Management > User Administration

On the User Administration page in the Portal Management section, you can now restrict user access to a case by day and time. To configure access restrictions, select one or more users, and then click Restrictions.

Restrict user access to a case by day and time

After selecting a case in the Restrictions window, set access restrictions on the Restrictions page.

Set access restrictions on the Restrictions page

You can also access this page when assigning users to a case. On the Users page in the User Administration section, click Assign on the toolbar. After selecting a case and case group, set access restrictions on the Restrictions page.

Sort and filter the status column in Portal Management > Reports

You can now sort and filter the Status column in the tables on the Usage Summary and Hosted Details pages in the Portal Management > Reports feature.

Sort and filter the Status column

Symbol for ethical wall restrictions

If a case is enabled as “ethical wall restricted,” a “Restricted User Access” symbol appears in the following places:

In the Cases list on the Portal Home page

The Cases list on the Portal Home page

In the Assign cases window in the User Administration section

The Assign cases window in the User Administration section

On the Cases page in the Cases and Servers section of Portal Management

The Cases page in the Cases and Servers section

Ringtail 9.0.002

Changing the sort order in the working list does not affect the List or Map panes

When you change the sort order in the working list, Ringtail now retains your sort order in the List pane and does not refresh the Map pane.

Conditional coding keyboard shortcuts

The following keyboard shortcut is available for coding documents in the Conditional Coding pane. To make the keyboard shortcut available, click the Conditional Coding pane.

  • Code with a conditional coding macro: Press Alt + [number] where number is the number of the macro (1 to 9).

Include proximity operators when searching for correspondence between two people

When searching for correspondence between two specified people, you can now include proximity operators, for example, People contains correspondence between "firstname w/2 lastname" and "firstname2 w/2 lastname2."

File Analysis Status field renamed to Concept Analysis Status

The File Analysis Status field is now named Concept Analysis Status.

Enhancements to file upload behavior and error handling

Additional enhancements have been made to the behavior and error handling when uploading files using the Ingestions or Imports feature. For example, if an upload fails, Ringtail now displays specific error messages related to when the upload failed.

Case restrictions by day and time

When assigning cases to a user, administrators can now restrict user access to those cases on certain days and during certain times, and therefore have greater control over the review process.

A new page named Restrictions is now available in the Portal Home > User Administration > Users > Assign > Assign cases window. On this page, you can select the Enable access restrictions option, and then select the days of the week and time intervals on those days, during which access to the case or cases is permitted.

You must select the Time zone in which the restrictions will affect the user. You can limit the restrictions to a specified Date range or have the restrictions continue indefinitely by selecting Ongoing.

Restrictions page

A new column named Restrictions, which contains a summary of case restrictions, appears in the user report available for download after assigning cases. This new column also appears on the Cases page of the user profile.

Restrictions column

When Ringtail users access their case lists, Ringtail checks if any of the cases are restricted during the current day and time and if so, the user cannot access those cases. The link to the case is not active. This happens whenever the case list is loaded, regardless of when the user logs in to Ringtail.

Case on Portal home page with access restricted

Ethical wall restrictions

Another new property that you can assign to administrative users is Ethical wall administrator. Ethical wall administrators can use restrictions to help prevent conflicts of interest in the organization.

Ethical wall administration involves restricting which administrators can assign users to designated ethical wall cases. Ethical wall administrators are responsible for tracking and verifying which users are permitted to be assigned to cases restricted by ethical walls.

Enable users

Initially, only a system administrator can assign the ethical wall administrator property to a portal administrator. However, when portal administrators become ethical wall administrators, they are able to allow other administrators to restrict case and user access.

To make a user an ethical wall administrator, select the Ethical wall administrator check box in the Portal Home > User Administration > Users > Add > Add user dialog box. The check box is also available on the user’s Profile page.

Ethical wall check box

Ethical wall case property

To designate a case as an ethical wall case, select Ethical wall restricted on the Properties page for the case. This check box is available only to ethical wall administrators. Once enabled, only ethical wall administrators can assign the case to users.

Ethical wall selection for cases

Ringtail 9.0.001

Reorder conditional coding macros

You can change the order of conditional coding macros in the Conditional Coding pane. Click the Edit coding macros button, and then drag the macros to the order that you want.

Refresh button in Browse pane

The Browse pane now includes a Refresh button. When you click Refresh, the items (Binders, Issues, Levels, and Saved Searches) in the lower half of the Browse pane reload and Ringtail retains the results sets updated by an administrator, for example, in Case Setup or in the Coding pane.

Changes to Ingestions

The following new or updated features are available in Ingestions.

Improved file copy error handling

Ingestions now attempts to copy files into Ringtail that failed to copy during the job. If files still fail to copy after multiple attempts, the job completes with the status “Completed with warnings” and a message indicating that some files failed to copy. You can click Retry to run the file copy steps again to try to resolve any remaining errors.

Updated behavior for selecting “All files” when resubmitting unprocessed files

On the Ingestions > Unprocessed files page, when selecting All files in the Resubmit unprocessed files dialog box, Ringtail now attempts to reprocess all of the files in the list of unprocessed files only. It does not reprocess any other files.

The Resubmit unprocessed files dialog box

All Custodians is populated for master documents even if no duplicates are suppressed

For ingestion jobs, Ringtail now codes master documents for All Custodians even if none of the master’s duplicates are suppressed.

ContentSearchServiceUrl portal option must be configured to use new web service

As of this release, the agent content search service is no longer in use. To access the new content search service, administrators must enter a URL in the ContentSearchServiceUrl portal option field on the Portal Options page.

The ContentSearchServiceUrl portal option

Ringtail 9.0.000

New Case Home page design

This version of Ringtail includes a redesigned Case Home page design that allows you to access key features in Ringtail more quickly. Ringtail also remembers the last page you accessed. For example, if you were on the My Assignments page before logging out, the next time you log in, Ringtail automatically displays the My Assignments page.

Your administrator sets the permissions for some of the options on the navigation menu and the features on the Case Site Map page. For example, a group member might have access to the options and features shown in the following figure.

Case Home page design

A group leader might have access to the following options and features.

Case Home page design for group leaders

In addition to the new Case Site Map page, users with the appropriate permissions can access the following pages from the navigation menu on the Case Home page:

My Assignments

My Assignments

Review Dashboard

Review Dashboard

Content

This feature displays a word map of concepts that were found in a specific document set. The larger the word, the more common the concept is. You can display concepts for all documents in the case, or for documents in a binder, issue, population, sample, or workflow or phase.

Content

Use the slider to hide common concepts and display less common concepts.

Using the slider

To view documents that contain a concept, click a word in the word map. For example, if you click the word “deal” in the word map, Ringtail performs a search and displays your results on the Documents page.

Results on the Documents page

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. If your administrator creates coding macros, the available macros appear at the bottom of the Conditional Coding pane.

To view the available macros for your user group, reset your workspace to the group defaults.

Reset your 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.

Macro button

Introducing the Related pane

You can now add a Related pane to your workspace to quickly review the documents in a document family.

Add a Related pane to your workspace

In the Sources and attachments area, the active document and any documents with a source or attachment relationship to the active document appear.

In the Threading area, the active document and a list of documents with a threaded relationship to the active document appear.

To change the active document within a document family, in the Related pane, click a document name.

Enhancements to the Copy link feature

This version includes the following enhancements to the Copy link feature on the Options menu in the List pane:

  • 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.
  • Copy link

Sort documents in the Working list

You can now sort documents in the Working list by clicking a column header or by using the Sort feature in the Columns dialog box. Previously, to sort documents, you had to switch back to the List.

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.

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

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

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.

Determine whether documents are added to a specific binder

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.

The binder name appears in the Binder column

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 a binder. Optionally, specify a Sort number and Order, such as A to Z.

Determine whether documents contain a specific annotation

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.

The annotation name appears in the Highlight or Redaction column

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.

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.

Create conditional coding macros

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

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.

The Save current document coding as a macro button

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

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.

Multiple uploads

Case option for new word map

To make the new word map on the Content page in the Case Home section available to users, select the following option on the Case Options page: Enable home page word map for users with access to document content.

Case option for new word map

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 option for View pane configuration

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.

Indexing and enrichment job properties page

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.

New Identity Provider Settings page in User Administration

Ringtail system administrators now have access to a new page in the User Administration section named Identity Provider Settings. Use this page to record information about alternate identity providers (for example, Centrify) who can provide user authentication for users who are not in Active Directory.

Identity Provider Settings page

Ringtail 8.7.020

Updates to workspace layouts

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

Note: Your administrator must enable the ViewCardBeta option on the Case Options page to make these features available.

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.

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.

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.

New data aging and availability indicators in Portal Management > Reports

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.

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.

Ringtail 8.7.019

Download Search Terms report

On the Search Terms page in the Analysis section, you can now download a report to a spreadsheet (.csv) format.

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

Ringtail 8.7.018

New user interface style

This version of Ringtail includes new user interface styles for dialog boxes, windows, navigation panes, and buttons, for example, as shown in the following figures.

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.

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 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.

Upload multipart archive files using Imports or Ingestions

Using the Upload feature in Imports or Ingestions, you can upload multipart archive files (.zip or .rar files). Ringtail extracts the archive parts to the import or ingest folder, as applicable.

Support for multipart archive files for ingestions

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

Flat-file imports include additional options for source and attachment relationships

For flat-file imports, you can now select one of the following types of fields to create source and attachment relationships: Parent Doc ID, Attachment Doc IDs, Family Range, or LFP. If you select an option that does not include any values, the flat file job completes with warnings.