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

Login page changes for new Ringtail login service

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

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

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

New Ringtail login page for new Ringtail login service.

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

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

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

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

Login page changes with an additional identity provider

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

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

Ringtail login page changes with identity provider.

Login page changes with two-factor authentication

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

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

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

Load search file dialog box showing the Download file button

Changes to Download button labels

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

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

File Repositories: Compress folders and files

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

File Repositories Compress dialog box

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

Processing window displaying file compression and extraction

File Repositories: Extract folders and files

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

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

File Repositories Extract dialog box

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

Processing window displaying file compression and extraction

Imaging: Options added for resizing images

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

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

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

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

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

Ingestions: Text files created if no native file is available

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

Ingestions: Preview available for the next available Document ID

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

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

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

The Spreadsheet (.csv) load file template type

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

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

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

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

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

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

Changes to Identity Provider Settings page

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

Identity Provider Settings page with provider configurations.

Identity provider field for user Profile page

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

Identity provider field for user profiles.

UI Extensions: Set group security for UI extensions

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

Security settings for UI extensions on the Security - Features page

UI Extensions: Icons to indicate the location of each extension

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

UI Extensions page

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

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

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

Portal disclaimer visibility option changes

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

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

Changes to domain extraction

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

Introducing the logging feature

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

Note: No client data is collected during this process.

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

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

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

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

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

Case option for logging

Versioned web installers

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

Ringtail Connect API: Updates to portal management reporting statistics

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

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

Ringtail Connect API: Request data about UI extensions

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

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

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

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

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

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

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

Case Home page: Links to recently added documents

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

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

List pane: Updated Ringtail default columns

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

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

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

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

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

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

Introducing the Social Network Analytics features

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

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

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

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

Note: These features must be enabled by your administrator.

Domain Network

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

Domain Network pane

Communication Network

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

Communication Network pane

Concept Cloud

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

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

Concept Cloud pane

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

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

Sample workflow

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

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

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

Work with the Domain Network and Communication Network panes

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

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

Communication Network pane showing the menu options

The toolbar

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

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

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

  • Menu options

    Tip: We recommend pinning these options to the toolbar.

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

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

    • Collapse: Click this button to collapse the pane.

The grid

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

The grid

The grid includes the following columns and information:

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

The visualization pane

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

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

The visualization pane

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

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

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

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

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

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

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

Introducing the Ringtail Data Models feature

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

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

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

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

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

Add data records for an entity: create entity items

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

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

Search page showing a list of entities to search within

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

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

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

Conditional Coding pane displaying coded fields for an entity item

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

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

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

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

Delete entity items

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

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

Delete entity items option on the Tools menu

New help button and window

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

Help menu

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

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

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

Predictive coding: Configure the start time for CAL training

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

Start time option in the CAL Configure training dialog box

Predictive coding: Automatically rebuild assignments based on CAL score

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

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

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

Assignments page in the CAL Configure training window

Search Term Families: Support added for dtSearch regular expressions

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

Social Network Analytics: Enable the Social Network Analytics features

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

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

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

Data Models: Create and administer data models

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

Data Models page in the Case Setup section

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

Entities page for a data model

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

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

Fields for an entity

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

Coding template for an entity

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

Column template for an entity

The administrator also defines the connections between related entities.

Connections between multiple entities

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

Activity - Data models option on the Security Features page

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

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

Load File Templates: Redesigned interface and functionality

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

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

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

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

Load File Templates: New pages added to Load File Templates

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

The Properties page

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

The Properties page

The Default Field Formatting page

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

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

The Default Field Formatting page

Additional information about default field formatting:

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

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

The Columns page

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

The Columns page

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

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

The Annotations page

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

The Annotations page

Load File Templates: Clone and delete templates

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

Load File Templates: Add columns to the load file template

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

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

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

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

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

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

File Repositories: Add a folder

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

Add folder for File Repositories

File Repositories: Move a folder or file

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

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

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

File Repositories Move dialog box

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

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

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

Move dialog box showing the Add folder button

File Repositories: OK button in dialog boxes

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

File Repositories: User interface enhancements

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

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

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

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

Ingestions: Option added to include batch count as last level

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

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

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

Ingestions: NIST list updated

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

Portal Home page: New order for Portal Management links

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

Portal home page with newly ordered options

Help Options page

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

Help Options page in the Portal Settings section

Help Options page: Configure the help window

Use the following settings to configure the help window.

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

    Note: The embedded help opens if Ringtail is offline.

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

Help Options page: Configure password management

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

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

Help Options page: Configure What’s New access

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

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

Introducing the UI Extensions feature

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

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

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

UI Extensions link under Portal Management on the Portal Home page

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

Create UI extension dialog box

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

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

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

Ringtail Connect API: Request data about search result sets

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

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

Ringtail Connect API: Updates to the “field” field

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

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

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

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

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

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

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

Tools > Export: Export rendition documents from search results

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

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

Export rendition documents from search results.

File Repositories: Delete folders and files from file repositories

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

Delete a file or folder from File Repositories.

File Repositories: Copy folders and files from file repositories

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

Copy folders or files in File Repositories.

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

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

File Repositories: Rename a folder or file

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

Rename a file or folder in File Repositories.

File Repositories: User interface enhancements

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

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

Imaging: Enable the Reverse previous imaging feature

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

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

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

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

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

Imports: Updated Duplicate coding option

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

Ingestions: Reporting on metadata discrepancies during Ingestions jobs

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

Ingestions: New Duplicate coding option added to Ingestions settings

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

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

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

Generate a load report of imports and ingestions by case

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

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

Request data about review workflows

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

{
  cases {
    reviewWorkflow {
      name
      count
    }
  }
}

Request data about user-defined pick list fields

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

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

Filter parameters are available to objects across the query structure

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

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

Updates to Case, Organization, and RPF fields

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

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

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

Code a document with the same values as the previous document

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

Code as previous button on the conditional coding macro toolbar

Content Relevance Score for results

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

List pane showing the Content Relevance Score icon

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

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

Field type icons

Clarified labels for threading options on the List menu

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

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

Test search term variants

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

Use the following procedure to test search term variants.

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

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

Enable the Content Relevance Score field for groups

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

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

Phases column appears on All Assignments page

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

Imaging: Auto-detect color

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

Auto-detect color and render to JPG check box

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

Note: This process requires additional processing time.

Ingestions: Document numbering by prefix

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

New process for populating values in the All File Paths field

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

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

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

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

Productions: New quality control check for missing page information

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

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

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

Missing required page information quality control check

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

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

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

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

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

SaaS / Hosted Monthly Release Notes - January 2018 (9.3.009 - 9.4.001)

Introducing the Imaging feature for users

Ringtail users can easily convert documents to images or reverse previously imaged documents.

To image or reverse documents, users select at least one document in the search results in the List on the Documents page. Then, users select Tools > Imaging or Reverse previous imaging, as shown in the following figure. Users can also pin either option to the main toolbar on the Documents page for easier access.

Tools menu showing the Imaging and Reverse previous imaging options

The Imaging window allows users to select options for properties and exclusions. On the Properties page, select one of three image types for the imaging output: TIFF, JPG, or PDF. In the Comments box, you can enter additional information to be displayed with your job.

Imaging properties

On the Exclusions page, the documents you selected for imaging are sorted by the number of documents that will be submitted and the number of documents that will be excluded. Documents may be excluded for a number of reasons, for example, because they are encrypted or because they have already been imaged. Documents to be excluded are further sorted into two groups: Optional inclusions and Documents that must be excluded. To override the exclusions and submit the indicated documents for imaging, under Optional inclusions, select the check box next to one or more of the subcategories, and then click Finish.

Imaging exclusions

Optional inclusions

A single document may be counted under multiple subcategories under Optional inclusions.

Note: Documents included in any of the subcategories under Documents that must be excluded are not included under Optional inclusions.

The Optional inclusions subcategories are determined as follows:

  • Spreadsheet file type: The file extension of the documents is xls, xlsx, xlt, xlsb, xlsm, or csv.
  • Locked in a production: The documents are in a locked production to which the user’s group has at least read access.
  • Corrupted: The documents have a value of Corrupted in [Meta] Processing Exceptions.
  • Encrypted: The documents have a value of Encrypted in [Meta] Processing Exceptions.
  • Empty (0 KB): The documents have a file size of 0 KB.

Documents that must be excluded

A single document may be counted under multiple subcategories under Documents that must be excluded.

The Documents that must be excluded subcategories are determined as follows:

  • Includes annotations: The documents have one or more annotations to which the user’s group has at least read access.
  • Already submitted for imaging: The Imaging Status is either Submitted or Processing, or the [TOF] Image Request ID field has a value, but the [TOF] Image Request field does not.
  • Already imaged: The Imaging Status is either Completed or Completed with Warnings, or the [TOF] Image Request ID field has a value and the [TOF] Image Request field also has a value.
  • Access denied: The documents are in a locked production to which the user does not have access, or the documents have one or more annotations to which the user does not have access.
  • Has multiple pages: The documents have multiple files to display in the Image viewer in the View pane.

Once the documents are submitted for imaging, Ringtail converts the files displayed in the Image viewer to the specified format. The resulting files replace the original files in the Image viewer.

The following fields are populated during imaging:

  • Imaging Status: The current status of imaging for the document. The options are Submitted, Processing, Completed, Completed with Warnings, and Error.
  • Imaging ID: The job ID of the imaging job that was submitted for this document.
  • Imaging Format: The selected output format for imaging the document. The options are TIFF, JPG, or PDF.
  • Imaging Warnings: If the Imaging Status for a document is Completed with Warnings, this field has additional information. The options in this field are:
    • Could Not Be Preprocessed: Preprocessing steps, such as unhiding hidden content, could not be performed prior to imaging.
    • Printed Page Limit: The number of pages generated was limited for this document based on the imaging settings.
    • Slipsheet – 0 File Size: The file has a file size of 0 KB, and a slipsheet was generated as the image.
    • Slipsheet – Encrypted: The file was encrypted, and a slipsheet was generated as the image.
    • Slipsheet – Non-Business Document: According to the imaging settings, files with this extension receive a slipsheet.
    • Unsupported File Type: The file to be imaged was not a type supported by the Imaging feature.
    • Rendered as text: Ringtail attempted to image the file as if it were a text file. Administrators define this behavior in the imaging settings.
  • Imaging Document Info: This field captures additional information about the document that could affect the presentation of the content in the images.

Reverse previously imaged documents

If a document has been imaged using the Imaging feature, users can submit a request to reverse the imaging process. This process will replace the images in the Image viewer in the View pane with the file that existed prior to imaging, delete the images generated during imaging, and remove the fields populated during imaging. This process will also populate the field Imaging Reversal ID with the job ID of the reversal job.

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

Find and redact

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

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

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

    Tip: Hover over the number in the table to view the redactions or highlights that were applied.

    View pane showing the find and redact pane with redactions applied

Column templates in the List pane

The List pane includes a new menu on the toolbar that allows you to select a template to change the columns that appear in the List pane. Your administrator configures the column templates that are available to you. You can use the Select Columns feature on the List menu to change which columns appear in the List pane, and your changes will be remembered as your own custom view. As shown in the following figure, Custom (no template) appears on the column template menu for your custom view of the List.

List pane showing the Custom (no template) template

To change a column template, select a different template option from the column template menu, as shown in the following figure.

List pane showing the Document Added Column template

Ringtail remembers the last column template you used.

To revert to the default template, on the column template menu, select Custom (no template).

Save a column template

If your administrator has granted you access to manage templates, you can save column templates.

To save a column template for use by everyone in your user group, in the List pane, on the List menu, select the Select Columns option.

In the Columns dialog box, select the Save these columns as a template option and provide a name for your template, as shown in the following figure. Click Save.

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

Edit a column template

If your administrator has granted you access to manage templates, you can edit column templates.

Note: The changes you make to an existing template that you did not create will be visible to all users in your group who have access to that template.

To edit an existing template, in the List pane, on the List menu, select the Edit current template option.

In the Edit column template dialog box, shown in the following figure, you can rename a template, add or remove fields, and define the sort order. Hover over an item and drag the handle to move the item up or down in the list. Use the plus (+) and minus (-) buttons to add additional fields or to remove fields. When you are done, click Save.

Edit column template dialog box showing the column name box and fields

Download fields in the List pane to a .csv format

To download a .csv file containing a list of the fields in a column template in the List pane, on the List menu in the List pane, select the Download option.

In the Download dialog box, shown in the following figure, all items in the result set are selected by default.

To download a subset of items, select the Only selected items option, and then click OK.

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

Note: The Report feature is still available on the Tools menu.

Introducing the Ringtail Connect API

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

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

You can perform the following tasks using the Ringtail Connect API:

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

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

Introducing the Imaging feature

The Ringtail team is pleased to introduce the Imaging feature, the replacement for the existing TIFF-on-the-Fly feature. Imaging provides several advantages over TIFF-on-the-Fly, including:

  • Reliance on the RPF architecture, eliminating the need for separate TIFF-on-the-Fly servers
  • Job monitoring and imaging settings within Ringtail
  • Improved speed
  • Reduced error rates
  • Ability to revert documents to remove imaged versions
  • Pre-submission warnings about potential exception documents

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

Enable the Imaging feature

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

Use the following procedure to enable the Imaging feature.

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

Enable Imaging system fields

In the Case Setup section, administrators can make Imaging-related system fields available to users. The fields appear as search criteria that the user can select in the Select a field box on the Search page and as available columns in the Columns dialog box in the List pane.

Use the following procedure to enable imaging system fields.

  1. On the Case Home page, under Case Setup, click System Fields.
  2. Click any of the following imaging system fields:
    • Imaging Document Info
    • Imaging Format
    • Imaging ID
    • Imaging Reversal ID
    • Imaging Status
    • Imaging Warnings
  3. In the navigation pane, click Security.
  4. Depending on which groups you want to set security for, do the following:
    • To change the security for a user group, hover over the row for the group, and then select an option.
    • To change the security for all user groups, hover over the All user groups row, and then select an option. Click OK in the confirmation message.

View Imaging job properties

On the Manage Documents > Imaging page, administrators can view the properties and progress of imaging and imaging reversal jobs, as well as define settings for imaging.

Administrators can track imaging and reversal jobs on the Imaging page, available from the Case Home page under Manage Documents > Imaging. Select the Imaging jobs or Reversal jobs tab to view a list of jobs. For imaging jobs, select a job in the list to view the job Properties page, or select Errors to view the Errors page.

Imaging page in the Manage Documents section

Define Imaging settings

To define settings for imaging jobs, on the Imaging page, click Settings.

The Settings window contains the following pages:

  • Common
    Common settings
  • Email and Website
    Email and Website settings
  • PDF
    PDF settings
  • Excel
    Excel settings
  • PowerPoint
    PowerPoint settings
  • Word
    Word settings

New case options created for imaging small jobs

The following two options have been added to Case Options for Imaging.

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

Allow groups to edit Browse pane settings

Administrators can now set security for groups for the Browse pane settings on the Security > Features page.

Features page in the Security section with an arrow pointing to the setting for Document - Browse settings editing

If the Document - Browse settings editing feature is enabled for a group, a new item named Options appears on the menu in the Browse pane.

Options menu item on the Browse menu in the Browse pane

To access the Browse settings dialog box, group members can click Options on the Browse menu, or the gear button on the toolbar, as shown in the previous figure.

The Browse settings dialog box appears.

Browse settings dialog box

Configure column templates for the List pane

On the Case Setup > Column Templates page, shown in the following figure, you can create custom templates that are then available to users in the List pane. You can also clone existing templates and delete templates that you no longer need.

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

After you add a new template, you can add fields and set the attribute and sort order, as shown in the following figure. You can also hover over a column and use the handle to change the sort order. Use the plus (+) and minus (-) buttons to add additional fields or to remove fields. When you are done, click Save.

Fields page for column templates

As shown in the following figure, to apply security for this column template for groups, in the navigation pane, click Security.

Security page for column templates

Grant access to Column Templates features

On the Security > Administration page, shown in the following figure, you can grant access to group leaders, but not to group members, to modify the properties of a column template. If you grant access to this administrative feature, group leaders can modify the fields and properties for a template, and they can modify the security for the group they belong to.

Adminstration page in the Security section showing the Case Setup - Column Templates option

Grant groups access to additional column template features

To grant access to groups to edit and save column templates in the List pane, on the Security > Features page, set the List - Manage column templates feature to Allow, as shown in the following figure.

Features page in the Security section showing the List - Manage column templates option

Find and redact feature requires PDF annotations to be enabled for portal and case

The Find and redact feature, shown in the following figure, is available in the View pane only if the Enable PDF annotations option is selected for the case and the portal.

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

Find and redact button in the View pane

Enable PDF annotations option for the portal

Enable PDF annotations option for the portal

Enable PDF annotations option for the case

Enable PDF annotations option for the case

Updated functionality when exporting from search results

Two main updates have been made to the export from search results functionality:

  • Multiple options for redaction labels
  • Multiple export load file types

Multiple options for redaction labels

In previous releases, administrators could apply only one of the following redaction labels: Author, Created date, Redaction label/highlight name, or Free text. Now you can select from any combination of these options.

As shown in the following figure, on the Apply redactions page of the Export window, additional columns have been added that allow users to select multiple labels. Buttons were added to indicate the following columns: Color, Border, Author, Created date, Redaction label/highlight name. Hover over the button at the top of each column to view the column label. The last column, Free text, has the default value of REDACTED, but can be changed or removed entirely.

Apply redactions page in the Export window

As in previous releases, when you select a highlight or redaction to apply as a redaction, the default color is black and the default label is REDACTED. Administrators can select the other redaction label options by clicking on individual columns and rows. You can also select a label for all annotations selected to be applied as redactions by clicking the buttons at the top of the columns in the list.

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

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

Multiple load file options

In the previous release, administrators could export only MDB load files when exporting documents from search results. Administrators can now select one MDB load file for export or any number of non-MDB load file templates that exist for the case.

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

If you select Other load file types, as shown in the following figure, all general non-MDB templates for the case appear. You can select one or more of these templates for export.

Note: You can either export one MDB load file or you can export multiple non-MDB load files in the same export job. You cannot export an MDB load file and a non-MDB load file at the same time.

Include load file page in the Export window

Review conflicts for a population

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

Review Conflicts button for a population

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

Review conflicts dialog box for a population

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

Security for CAL score field

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

Production print functionality updated

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

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

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

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

Imports: Duplicate coding option added to Import Details

The Import Details page in the Import window has been updated with a new option named Duplicate Coding. By default, this option is not checked for a new job. If the option is not checked, any new documents that are loaded through the imports job will be coded with a Yes in the Exclude From Duplicate Coding field. For documents coded with a Yes in the Exclude From Duplicate Coding field, Ringtail will not update the All Custodians field in duplicate documents. Additionally, the custodians from those documents will not be populated in duplicates that currently exist or may be loaded later.

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

SaaS / Hosted Monthly Release Notes - December 2017 (9.3.005 - 9.3.008)

Show hidden content in Microsoft documents in the View pane

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

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

View pane showing the Show hidden content button

Ringtail displays the tracked changes in the document, as shown in the following figure.

Word document in the View pane in Office Online viewer mode with tracked changes displayed.

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

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

Download fields in the List pane to a .csv format

To download a .csv file containing a list of the fields in a column template in the List pane, on the List menu in the List pane, select the Download option.

In the Download dialog box, shown in the following figure, all items in the result set are selected by default.

To download a subset of items, select the Only selected items option, and then click OK.

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

Note: The Report feature is still available on the Tools menu.

Coding performance enhancements

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

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

Cubes feature enhancements

The Analysis > Cubes feature has the following enhancements.

Download button replaces Copy to Clipboard for Cubes

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

Analysis > Cubes > Cube View page showing the Download button

Column width automatically adjusts to fit data

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

Date Added to Case is now a cube dimension

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

New Data Added to Case data type for cube dimensions.

Flat file imports produce fewer errors

If Parent Doc ID is selected as the Source and Attachment relationship option on the Document ID page of the Imports dialog box, Ringtail no longer returns an error when a user imports a flat file that has its own Document ID in the field selected for Parent Doc ID.

Information added to Imports Properties page

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

Annotations settings added to Imports Properties page

The annotations settings defined in the Manage Documents > Imports > Import window are now displayed on the Properties page of an import job. These settings also appear in the report when users download a report on the Properties page.

Source and Attachment relationship setting added to Imports Properties page

The source and attachment setting defined on the Document ID page in the Manage Documents > Imports > Import window is now displayed on the Properties page of an import job. This setting appears under the heading Source and Attachment relationship.

Performance enhancement for newly loaded files in the Image viewer

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

New look for Case and Portal Options pages

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

Case Options page with new names and tooltips

New case option for prototype features

A new case option named Enable prototype feature is now available on the Case Options page. This option is used to enable a prototype feature for a trial period. The encrypted key is provided by Ringtail Development. 

SaaS / Hosted Monthly Release Notes - November 2017 (9.3.001 - 9.3.004)

Search criteria preview

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

Open search dialog box displaying the search query preview

Quick search behavior for "All Metadata and Coding"

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

Load search file order

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

Improvements to adding items to conditional coding templates

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

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

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

Office Online viewer no longer caches native files that are swapped manually on the server

When you manually swap a native file on the agent server, such as to replace an encrypted file with a decrypted version, and then run an indexing and enrichment job on the document that contains the updated file, the Office Online viewer now displays the replacement file instead of the original file.

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

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

New case option for HTTP compression

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

Column renamed in Portal Management > User Administration > Users

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

SaaS / Hosted Monthly Release Notes - October 2017 (9.2.009 - 9.3.000)

Introducing the new Browse pane

This release includes an updated Browse pane.

Browse pane

Browse and filter in all sections

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

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

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

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

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

Collapse, expand, and maximize sections

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

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

Customize the sections in the Browse pane

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

Options button

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

Browse settings window

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

New default Browse sections

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

  • Organizations
  • People
  • Document Types

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.

Collapse the Documents page toolbar

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

Collapse button on the Documents page navigation bar

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

Collapsed toolbar on the Documents page

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

Click the Expand button to restore the full toolbar.

Improvements to the Documents page toolbar

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

Documents page toolbar

Undo coding in the Conditional Coding pane

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

Undo button in the Conditional Coding pane

Report available on the Tools menu

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

Report option on the Tools menu

Enable the coding history audit feature

Administrators can enable the coding history audit feature for users.

Allow groups to access the coding history audit feature

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

New portal option: User Audit Log Service URL

User audit logging for coding documents will be available for supported Ringtail environments. A new portal option, User Audit Log Service Url, is now available in Portal Management > Settings. System administrators can add the URL of the audit service, so that audit logging can occur for the portal. Users with group permissions can then view the coding history of documents in the Coding History pane.

In addition to setting the URL, system administrators must configure auditing outside of the Ringtail application.

Improvements to Hashes job performance

This release includes further improvements to the performance of the Hashes job.

Automatic case naming is now configurable independently for client organizations

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

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

If an administrator selects the Name cases automatically using the account number option for a provider, Ringtail automatically enables the option for its client organizations. However, no value is required for the client account number. If an account number is not specified, Ringtail displays Inherited from provider in the Account number box.

Account number inherited from provider

When cases are named independently for a client organization, the sequential case number in the prefix is also independent from the provider organization case number.

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

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

Organizations column on Cases page of Add scheduled job window

IP address rules changes

The following changes are new for the IP address rules feature.

Allow and Deny Rules is renamed on Properties pages

Allow and Deny Rules is now named IP address rule on the following Portal Management pages:

  • Properties page for a case in Cases and Servers.
    Properties page for a case in Cases and Servers
  • Properties page for an organization in Organizations.
    Properties page for an organization in Organizations

Default IP address rule set for organizations

The Portal Management > Organizations > Properties page contains a new setting called Default IP address rule. Select a rule set to assign it to any new cases created for the organization.

Default IP address rule set for organizations

If organizations security is on, the IP address rule sets assigned to the organization appear in the list. If organizations security is not on, all existing IP address rule sets appear in the list.

IP address rule set tooltip

On the Portal Management > Settings > IP Address Rules > rule set > Rules page, in the Rule column for a selected rule set, hover over any value to view a tooltip with the IP address range for the rule set. A single IP address value appears for single IP address rule sets.

Tooltip for IP address rule on the Rules page

SaaS / Hosted Monthly Release Notes - 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.

SaaS / Hosted Monthly Release Notes - 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