Nuix Discover On-Premises Release Notes

Nuix Ringtail is now Nuix Discover

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

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

• After you log in, the navigation bar at the top of all pages displays the Nuix Discover logo and name.



• The What’s new in Ringtail section on the Portal Home page is now named What’s new.



• The What’s new in Ringtail section on the Case Home page is now named What’s new and displays the Nuix Discover logo.



• On the user name menu, under User settings, the Reset to Ringtail default menu option is now named Reset to case default.



• The Ringtail Connect API Explorer is now named Connect API Explorer.

Audio pane: Select a language model to use for transcription

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

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

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

You can select one of the following audio language models:

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

Audio pane: Resubmit transcribed audio file

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

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

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

Track the history for documents viewed and downloaded

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

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

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

The downloaded report also includes this information.

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

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

Analysis > Mines: Grant group leaders administrative rights to mines

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

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

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

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

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

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

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

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

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

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

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

Manage Documents > Ingestions: Support up to 10 levels

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

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

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

Manage Documents > Ingestions: NIST list updated - June 2019

In the Default Settings window for Ingestions, users can choose to exclude files that appear in the Reference Data Set (RDS) provided by the National Software Reference Library (NSRL), which is maintained by the National Institute of Standards and Technology (NIST). This is commonly referred to as the “NIST list.”” Ingestions now uses the most recent version of this list, released in June 2019. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Manage Documents > Ingestions: Add advanced setting for email files

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

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

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

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

Manage Documents > Ingestions: Settings added to the Properties page

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

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

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

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

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

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

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

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

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

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

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

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

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

Portal Management > Reports: Enhancements to the Portal Summary Report

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

• Recent user activity list:
• The list now shows activity for the last 30 days. The list used to show activity for the last 7 days.
• For failed logins, the login date and time appear in red font.
• The Sessions column has been renamed to Cases and shows the number of cases that the user logged in to in the last 30 days. If the user did not log in to any cases, the value is zero (0).

Tip: Hover over a row in this column to display a tooltip that shows the case name and the last accessed date for all cases in the organization that the user accessed in the last 30 days. See the following figure for an example.

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

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

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

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

• The Cases bar chart (Total column)
• The Recent user activity table
• The Hosted data table and chart

Note: Below the chart in the Hosted data section, a message also indicates if the data for deleted cases is included or excluded.

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

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

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

• Enable telemetry logging: Select this check box to enable logging for the portal.
• Log detail level: Select an option to adjust the level of detail captured in the log: Error, Info, Debug, or Trace.
• Log file location: If you provide a location, the telemetry data is stored in physical files on the web servers.
• Max log files: Provide a value to indicate the number of archive (.archive.log) files to keep on the web servers.
• Store logs in database: Select this check box to store log data in the portal database. If selected, an RPF job pushes the data to S3 and cleans up the database table per the configuration setting indicated in the Telemetry archive configuration setting.

Note: If this option is selected, and the Telemetry archive configuration setting is not configured, then no log entries will be deleted from the database table.

• Telemetry archive configuration: The information in this setting controls the frequency of when the RPF job runs to upload log entries from the database table to S3 and clean up the portal database. This setting is a JSON string with the following fields:

{
  “Checkpoint”: “0”,
  “Key”: “AWS key”,
  “Secret”: “AWS secret key”,
  “Region”: “AWS region”,
  “Bucket”: “AWS S3 bucket name”,
  “CleanupMaxDays”: 30,
  “ScheduleId”: null,
  “IntervalInMinutes”: 60
}

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

Import API

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

Create an import job

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

Sample mutation:

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

Sample response:

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

Configurable options:

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

Add documents to an import job

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

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

For example, if the path is defined as follows:

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

then the file should be located at:

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

Sample mutation:

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

Sample response:

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

Configurable options:

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

Submit an import job

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

Sample mutation:

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

Sample response:

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

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

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

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

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

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

New download site for installers

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

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

NIST list updated - June 2019

In the Default Settings window for Ingestions, users can choose to exclude files that appear in the Reference Data Set (RDS) provided by the National Software Reference Library (NSRL), which is maintained by the National Institute of Standards and Technology (NIST). This is commonly referred to as the “NIST list.” Ingestions now uses the most recent version of this list, released in June 2019. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Introducing the Audio feature

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

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

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

Note: Your administrator must configure and enable this feature.

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

Note: Video files are not currently supported.

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

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

• A horizonal toolbar that includes the following elements:
• The duration of the audio file.
• The Transcribe audio button.

Note: If the audio file was already transcribed, this button is disabled.

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

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

  

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

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

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

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

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

  

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

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

  

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

  

• Find and correct: Click this button to open a pane where you can find and correct text.

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

  To close the dialog box, click the button again.

  

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

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

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

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

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

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

  

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

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

  

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

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

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

Transcribe audio files

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

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

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

Transcribe an individual audio file

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

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

Use the following procedure to transcribe an individual audio file.

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

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

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

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

Transcribe multiple audio files

Use the following procedure to transcribe multiple files.

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

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

   

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

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

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

Search for transcribed audio files by status using a system field

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

Quick Search box: Search for Universal IDs

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

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

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

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

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

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

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

Coding History pane: New audited features

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

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

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

Coding History pane: Entity connection changes for data models

The following information appears for connection changes to entity items.

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

The following information is available in the Coding History pane:

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

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

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

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

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

The following information is available in the Coding History pane:

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

The following icons appear in the Coding History pane:

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

Coding History pane: Warning message for audit history updates

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

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

Conditional Coding pane: Updates to the Conditional Coding feature

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

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

If your administrator has added fields to directly or indirectly connected entities, you can view the details in the Conditional Coding pane, which allows you, for example, to see all of the references at the document level.

List pane: Options menu always visible

In the List pane, the Options menu is now always visible.

Previously, as shown in the following figure, you had to hover over the column next to the check box before the Options menu appeared.

Related pane: Connect existing entity item IDs

You can now connect multiple entity items to an active entity item by entering a list of entity item IDs to connect.

Use the following procedure to connect multiple entity items to an active entity item.

1. In the List pane, select an entity item.
2. In the Related pane, on the toolbar, click the Connect existing entity item IDs button.
   

   

3. In the Connect existing entity item IDs dialog box, enter the entity item IDs.
   

   

   Note: Each line must contain a single existing entity item ID. You can paste a list of entity item IDs as long as each entity item ID starts on a new line.

4. Click OK.
   

   The items found for that entity item type are linked to the active item. The linked items appear in the Related pane for the entity item type.

   

Related pane: Add Person or Organization entity

You can now add Person or Organization entity items in two places.

Note: This example describes the procedure for a Person entity.

Option 1

1. Return results for a Person entity.
2. In the List pane, click the Add [name of entity] item button on the toolbar.
3. In the Add [name of entity] item dialog box, provide a name, and then click OK.
   

   

   The Person entity item is added.

Option 2

1. If a Document entity has a connection to a Person or Organization entity, do the following:
• In the Related pane, on the Related Entities tab, on the toolbar, select the arrow next to the Add [name of entity] item button.
• Then, select one of the options on the menu.
  

  

2. In the Add [name of entity] item dialog box, provide a name, and then click OK.
   

   

   The Person entity item is added.

   

Translate feature: Support for CJK target languages

In addition to English, French, German, and Spanish, you can now also translate documents into the following target languages:

• Chinese (Simplified)
• Chinese (Traditional)
• Japanese
• Korean

On the Search page, in addition to English, French, German, and Spanish, you can now also search the translated content of documents using the following search-only fields:

Note: Anyone who has access to the Translate feature, as set by an administrator, can run these searches.

• Translation Chinese (Simplified)
• Translation Chinese (Traditional)
• Translation Japanese
• Translation Korean

Note: These memo field options are included in the Translations grouping category on the Search page.

After you run a search, the application returns translated documents that include the content you searched for. The application runs the search against documents that were translated with any available translation service.

Note: The search hits are not highlighted in the translated document.

The following translations system fields are available if an administrator granted access to them.

• Translation Languages: For each document record, this field indicates which language the document was translated into. Current options include Chinese (Traditional), Chinese (Simplified), English, French, German, Japanese, Korean, and Spanish.

  For example, on the Search page, as shown in the following figure, you can search for all documents that were translated into Japanese.

  

View pane > Office Online viewer: Faster document loading

When moving from one document to the next in the List pane or using the Next Document button on the main toolbar, the application starts to load the next Office Online Viewer document, which allows reviewers to review more documents per hour.

View pane: Document viewing history

To see the viewing history for a document, in the View pane, on the Image viewer tab, click the Document view history button on the View pane toolbar.

In the Document view history dialog box, you can see which users viewed the document when. You can also download a report.

Portal UI extensions

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

If your administrator configured portal UI extensions for your environment and granted you access to those extensions, you will see the extensions under Portal Extensions on the Portal Home page.

Click the name of an extension to open it on the Portal Extensions page.

Tools > Export: Updated logic for adding an “i” suffix when exporting documents from search results

In previous releases, when users exported both images and native files from search results, if the application identified the same file as both the image and the native file for a document, the application would assign the image an “i” suffix. In this release, the application assigns an “i” suffix to an image file only if it is actually different from the native file. In other words, this happens if the image file contains footers or annotations that the native file does not. If annotations are applied but the native file is omitted from the export (based on settings), the application will not assign the “i” suffix to the image file.

In addition, if the option to embed text in a PDF is selected, the PDF is both the image and the native, and if no footers or annotations are applied, then the application will export only the searchable PDF (with no “i” suffix). In this instance, only one PDF is exported with an MDB load file. The same PDF exists in the image and native folder for non-MDB exports.

Note: This functionality is available only to administrators. It is also related only to the custom export type when exporting from search results.

Tools > Exports: Export redacted audio files

Natively redacted audio files can now be exported using the Export feature on the Tools menu on the Documents page.

The Annotations page in the Export dialog box is now enabled for base document exports if endorsable images or natives are selected for export. If you select to export natives and select a redaction or highlight to be applied that is associated with the audio file, the export job will generate the redacted audio file as part of the export job. The redacted portion of the audio file will be replaced by white noise.

Note: On the Warnings page of the export, the application identifies audio files exported with redactions with the following message: The redacted native file was retrieved from an external source. There is a link to the base documents with an audio file exported with a redaction.

If you select the Omit text file if document is annotated option on the Annotations page, the text files are excluded for redacted audio files just like the text files are excluded for redactions on image files. If you do not select that option, the unredacted text file is included if a content file exists and the option to include content files is selected.

Note: A text or content file that matches the redacted audio file is not available at this time.

If an audio file has a branded redaction applied to it (set as branded to the group that the user is logged in as), the audio and text file for that document will not be exported, regardless of settings. Those files are excluded for the following export types:

• Custom
• Native files only, no load file included

Security: Set security for the Audio feature

An administrator must set security for the Audio feature for groups as follows:

• To allow users to add the Audio pane to their workspace, set Document - Audio to Allow for a group.
• To allow users to correct an audio transcription, set Document - Correct audio transcription to Allow for a group.
• To allow users to transcribe audio files, set Processing - Transcribe audio to Allow for a group.

Case Setup: System fields for the Audio feature

The following system fields are available for the Audio feature.

• Audio Speech Duration: This number field indicates the length of speech transcribed in the audio file in minutes.
• Audio Transcription Status: This pick list field includes the following items: Submitted, Transcription error, and Transcription successful.
• [Meta] Multimedia Duration: This number field indicates the entire length of the audio file in minutes.

Case Setup > Data Models: Custom entity item ID

When you add an entity to a data model, you can now select the option to allows users to create a Custom entity item ID.

This allows users to add a custom entity item ID when adding entity items in the List or Related panes.

Case Setup > Data Models: Type pick list created for new data model entities

When you create a new entity in a data model on the Case Setup > Data Models > [Name of data model] page, a type pick list is created for the entity that you created.

On the Fields page for the entity that you created, you can view and modify pick list items.

Case Setup > Data Models: Add fields to directly or indirectly connected entities

You can now add fields for directly or indirectly connected entities on the Conditional Templates page for an entity.

Note: You can add fields only to an item with a singular connection to another item.

When you open the Conditional Templates page for an entity, a new menu that includes the connected data model entity types is now available. The default entity type for the template appears on this menu.

On the second menu, the list of fields is filtered to the fields for the selected entity type.

To add a field to an indirectly connected entity, select a field from the menu, and then click the Add field button.

The field is added and connected. Indirectly connected fields are read only.

Note: The read-only setting for indirectly connected fields cannot be changed.

Security: Set security for the Document view history feature in the View pane.

On the Security > Features page, an administrator must set the Document - Document view history feature to Allow for a group, so that users can use the Document view history feature in the View pane on the Image viewer tab.

Security: Set security for the translation search fields

On the Security > Features page, an administrator must set the Document - Translate feature to Allow for a group so that users can search using the following fields:

• Translation English
• Translation French
• Translation German
• Translation Spanish
• Translation Chinese (Simplified)
• Translation Chinese (Traditional)
• Translation Japanese
• Translation Korean

Manage Documents > Exports and File Repositories: New password protect option for downloaded zip files

You can now add a password to protect and encrypt your .zip file before you download it. If you add a password to the file, whomever opens the downloaded .zip file will need to enter the password you created in order to open the file(s). This option is now available in the Manage Documents section in both Exports and File Repositories.

On the Manage Documents > Exports page or the Manage Documents > File Repositories page, select the file or folder you want to download. On the toolbar, click Download files. The Download files dialog box appears.

Note: If you select the Archive repository on the File Repositories page, the password option is hidden from the Download files dialog box. Because the file archives are already in .zip files, the system does not recompress them into new .zip files.

Note: The Password protect the file check box is cleared by default. If you want to enter a password, you must select the check box first.

In the Download files dialog box, you can select the Password protect the file check box and enter a password. When you click OK, a download window appears.

After your .zip file is downloaded, you can view it from the download window from your File Explorer. When you open the file, the Password needed dialog box appears.

You must enter the password you created in the Password field in the Download files dialog box, and then click OK in this dialog box to open the encrypted file.

Manage Documents > Imaging - Manual

You can now add a password to protect and encrypt your .zip file before you download it from the Manage Documents > Imaging – Manual page. If you add a password to the file, whomever opens the downloaded .zip file will need to enter the password you created in order to open the file(s).

Note: The Password protect the file check box is cleared by default. If you want to enter a password, you must select the check box first.

Manage Documents > Imaging: Support added for EMF and EML files

Imaging now supports files with .emf and .eml file extensions.

In previous versions, the .eml file extension was included in the default setting for documents not to be imaged. New cases will no longer include the .eml file extension in this setting. However, in existing cases, users wishing to process .eml files must remove the .eml extension from the Extensions list on the Manage Documents > Imaging-automated > Settings > Common page.

Manage Documents > Ingestions: Split PST files to improve processing capacity and performance

When a .pst file is identified during file inventory, ingestions now splits that .pst into smaller files before processing. Splitting .pst files alleviates issues with large files sizes in non-AWS environments, and allows large .pst files to be distributed across more workers, which improves processing throughput.

This functionality is available only if you select the Enable Linux/Docker Ingestions case option. In a future release, the process to split .pst files will run regardless of this setting.

Ingestions reporting reflects the original file rather than the multiple split files. All split files are represented as a single original file with an aggregated document count. File path metadata reflects the path of the original file.

Note: In Ringtail 9.9.001, the Ingestions size threshold for splitting large containers case option will allow you to set a minimum size, in gigabytes, for splitting a .pst file. Only .pst files larger than the size indicated will be split. The default setting for this option is 8 gigabytes. If you set the option to 0, the application will not split .pst files.

Manage Documents > Ingestions: Group multi-segment FileSafe files

When FileSafe files are submitted for processing, the Ingestions feature groups any multi-segment FileSafe files into the same batch.

The following are example extension names of FileSafe files:

• .mfs01
• .mfs02
• .mfs99
• .mfs100
• .mfs101

Manage Documents > Ingestions: Redesigned Ingestions settings

The settings for Ingestions have been redesigned. More commonly used settings remain in the Default settings window. Advanced settings have been moved into the new Advanced settings window. To access the new window, click the Advanced settings button on the Ingestions page.

Note: In a new case, default settings must be selected before adding an Ingestions job. Advanced settings do not need to be selected.

The Default settings window is shown in the following figure.

Changes to the Default settings window include the following:

• Family deduplication was moved from the Filters page and added to the new Deduplication page.
• Suppressed files and Duplicate coding were moved from the Ingestion Details page and added to the new Deduplication page.
• Search term family options were moved to the Filters page.
• The Search page was removed.
• The Document ID page was removed.
• The Document ID prefix option was moved to the Ingestion Details page.
• The Chat Data page was moved from the Default settings window to the new Advanced settings window, as shown in the following figure.

Manage Documents > Ingestions: New Password Bank page in Advanced settings

The Password Bank page is now available in the Advanced settings window of the Ingestions feature. On this page, users can submit a list of known passwords for a case. The application attempts to decrypt any encrypted files using those passwords.

On the Manage Documents > Ingestions > Advanced settings > Password Bank page, select the Use the password bank to decrypt the files check box. Ingestions uses the passwords in the bank to attempt to decrypt any encrypted files with the following file types:

• Microsoft Office 2010+ (.docx, .xlsx, .pptx)
• Microsoft Office pre-2010 (.doc, .xls, .ppt)
• Adobe PDF documents (.pdf)
• Zip archives (.zip)
• 7Zip archives (.7z)
• Bitlocker

Note: Decryption adds approximately one minute of processing time for every 200 passwords attempted per encrypted file.

Under Upload, you can upload passwords in a plain text file in .txt format. The .txt file must contain one password per line.

Note: By default, if you upload a .txt file when existing passwords are already present, the application adds new, unique passwords to the bank. If you select the Overwrite all previous passwords option, the application overwrites all existing passwords.

To download a .txt file of the existing password bank, click Download password bank file. The file name for the .txt file is in the following format: “PasswordBank_{date/time}.txt.”

To determine if a password file has been uploaded for an Ingestions job, open the job’s properties page. In the Ingestion Details row, the value is Yes if passwords were applied for that job, and No if passwords were not applied.

Manage Documents > Ingestions: Add advanced setting for source encoding

The Encoding page is now available in the Advanced settings window of the Ingestions feature. On this page, users can select the source encoding for a case.

Ingestions automatically detects the encoding for many files. When the encoding is not known, Ingestions uses the encoding selected in this setting.

On the Encoding page, select the correct encoding type in the Source encoding list. The default type for new and existing cases is windows-1252. Cloned cases will retain the setting from the clone source.

Manage Documents > Ingestions: Customize fields imported from Nuix

Not all available ingestions fields are needed in all cases. When creating ingestions default settings, administrators can now unselect unnecessary fields on the Customize Fields page, which is available in the Advanced settings window of the Ingestions feature. Deselecting fields can save processing and import time and reduces the size of the database tables.

On the Customize Fields page, the selected fields are included in ingestions jobs. By default, most fields are selected. When cloning a case, these selections are also cloned.

Select or clear the check boxes as needed to add or remove fields. You can also hover over the field name to see a description of the purpose of the field.

• The following fields cannot be unselected:
• Custodian
• Document Date
• Document Type
• Evidence Job ID
• [Meta] File Extension - Loaded
• [Meta] Processing Exceptions
• [RT] DPM File ID
• [RT] Ingestion Exception Detail
• [RT] MD5 Hash

Manage Documents > Ingestions: Collect audio and video duration information

You can now collect information about the duration of ingested audio and video files, which allows you to predict the cost of audio and video transcription. The field that contains this information, [Meta] Multimedia Duration, is selected by default on the Ingestions > Advanced settings > Customize Fields page. Duration is captured in minutes.

Manage Documents > Ingestions: Collect image coordinate data

You can now collect coordinate data from ingested photos. The fields that contain this information, [Meta] Latitude and [Meta] Longitude, are selected by default on the Ingestions > Advanced settings > Customize Fields page. The [Meta] Latitude value is a latitudinal geographic coordinate expressed in decimal degrees. The [Meta] Longitude value is a longitudinal geographic coordinate expressed in decimal degrees. Coordinate data is typically found in image files generated by a camera.

Manage Documents > Ingestions: Collect extended file path information

You can now include the extended path to original files in ingestions jobs, including the folders that were mapped in the Ingestions settings. The field that contains this information, [Meta] Extended File Path, is available on the Ingestions > Advanced settings > Customize Fields page. It is unselected by default. This field is similar to [Meta] File Path. In most cases, only one of the file path fields is needed.

Manage Documents > Ingestions: Allow users to view RPF output XML while task is in progress

Administrators can now view XML task output while an Ingestions processing task is in progress. When an administrator opens a task on the portal Processing > Jobs page, the task output XML appears on the XML page under Task Output. This information is based on the job progress at the time.

This update makes it easier to troubleshoot tasks that appear to be “stalled.” This update is available for both Windows and Linux systems.

Manage Documents > Load File Templates: Export translations in load files

When you lock a production, if it includes any documents with associated application-generated translations, the translations will be associated with the rendition files. Only translations that exist at the time that the production is locked are associated with the rendition.

Note: Translations are not copied over to the rendition documents if redactions were applied on the document in the production.

At the time of export, you can now export translations for base or rendition documents in a load file. When setting up your load file templates, on the Manage Documents > Load File Templates > Default Field Formatting page, select the preferred translation service provider. You can export only one translated version of a document per language. If a translation exists from the preferred provider, that translation is exported. If a translation from the preferred provider does not exist but a translation from the second priority provider exists, the translation from the second priority provider will be exported.

To include translation text in your load file, you must select the language (or languages) when setting up the load file template. On the Manage Documents > Load File Templates > Columns page, select Add columns. Using the From field list or From variable builder option, select the languages to include.

When exported, the unformatted translation text populates the Translations column or columns in the load file.

Manage Documents > Productions: Produce redacted audio files

Natively redacted audio files can be produced with redactions.

If an audio file is included in a population to be produced natively and the file has an annotation associated with it that is selected to be applied in the production, then the production print process will generate the audio file with white noise in place of the audio portion that was redacted. The rendition file will have the same file extension as the base document of the audio file.

Note: On the Print step on the History page of the production, the application identifies audio files produced with redactions with the following message: The native files for 50 documents were retrieved from an external source. There is a link to the renditions with a redacted audio file.

If you select the Omit text file if document is redacted option, the text file is excluded for redacted audio files just like the text file is excluded for redactions on image files. If you do not select that option, the unredacted text file is included if a content file exists and the option to include a content file is selected for the production rule that the document is included in.

Note: A text or content file that matches the redacted audio file is not available at this time.

Login Service for Active Directory Federation Services

As of Ringtail 9.9.005, the Login Service version 2.2.5 is available for Active Directory Federation Services (ADFS) version 4.0 for Microsoft Windows Server 2016. For more information, see the following document: Configuring Active Directory Federation Services with Ringtail for Single Sign-On.

User Administration: Configure an identity provider: Add a saml_cert line

When configuring an identity provider in User Administration > Identity Provider Settings, if the Provider name is SAML, which stands for Security Assertion Markup Language, the configuration must include a line for saml_cert. An example line is below, where <signing cert> is the SAML signing certificate from the identity provider.

“saml_cert”: “<signing cert>”

An example of this in the application is shown in the following figure.

Note: Previously configured identity providers using SAML that do not have a saml_cert setting will no longer work after upgrading to this version of the Login Service.

Portal settings for the Audio feature

To enable the audio transcription service, on the Portal Management > Settings > Portal Options page, the Audio transcription service configuration field must include the information for the audio transcription service.

Note: This functionality is enabled through third-party API integration with IBM. For information about licensing and how to sign up for this service, see the following link: https://www.ibm.com/watson/services/speech-to-text/

Case option for the Audio feature

To enable the audio transcription service for a case, on the Portal Management > Cases and Servers > Cases > [Name of case] > Case Options page, select the Enable audio transcription check box.

Set User audit migration service URL to view Coding History page

To enable access to the Portal Management > Cases and Servers > Coding History page, you must provide a valid URL for the User audit migration service URL portal option on the Portal Management > Settings > Portal Options page, as shown in the following figure.

Reports: View the number of transcribed audio minutes

On the Portal Management > Reports > Usage page, you can view the number of transcribed audio minutes for a case.

Introducing the case decommission feature

Administrators can use the case decommission feature to remove a case and its associated files from a portal.

The following sections describe the updates that comprise the case decommission feature.

Decommission a case

The new Decommission button appears on the portal-level Cases and Servers > Cases page, on the More menu.

To decommission a case, select the check box next to the case name and select More > Decommission. The Decommission case window opens. The Summary page displays the case name, hosted size (if available), and the file repositories assigned to the case. The summary does not include external file repositories.

A message appears at the top of the page that informs you that if you decommission this case, the case and all associated files are permanently deleted with no backup. This includes all case databases, and all files from each of the listed file repositories.

To decommission the case, select the Delete this case and all associated files check box, and then click OK.

The application then initiates an RPF job with the following stages:

• A case metrics job runs as the first stage before the case is deleted.
• The case is taken offline, any scheduled or running jobs for the case are disabled, and users can no longer access the case.
• A separate browser window opens to show the progress of the delete operation. Closing the window does not affect the RPF job.

You can also monitor the progress of the RPF job stages in the Progress column on the portal-level Cases and Servers > Cases page.

Note: For failed jobs, you can select the case on the Cases page and click Resubmit.

When the deletion is complete, the case appears on the portal-level Cases and Servers > Deleted Cases page and no longer appears on the Cases page.

Deleted Cases page

To open the Deleted Cases page, on the Portal Home page, click Cases and Servers, and then click Deleted Cases.

The Deleted Cases page displays all cases that were deleted from the portal. The page also includes information about the user who deleted the case, the case deletion date, the case creation date, and the associated organization.

If organization security is enabled, the list of available cases for portal administrators depends on membership in a provider or a client organization. System administrators can view all deleted cases.

Reporting for decommissioned cases

The number of days to display deleted case information is determined by the Days to display deleted cases in portal reports portal option, shown in the following figure. The default number of days is 60.

Deleted cases appear on the Portal Management > Reports pages.

• On the Reports > Summary page, the application displays the deleted case information in the following ways:
• Deleted cases are included in the Total case count field, and not included in the Active case count field.
• Data for deleted cases is included in the Hosted data (GB) counts field.
• On the Reports > Usage > Hosted Details and Reports > Usage > Hosted Details pages:
• The Status column displays the Deleted case icon for the case. As shown in the following figure, the tooltip for the icon shows the date of the deletion.
  

  

• You can use the column filter to include or filter out deleted cases from the reports that appear on this page. Deleted cases are filtered out by default.
• If you download a report, the Status column in the downloaded report shows the date of the deletion. The data in the columns is up to date based on the case metrics job that was run prior to case deletion.

Delete button renamed to Disconnect case on Cases page

On the portal-level Cases and Servers > Cases page, the Delete button was renamed to Disconnect case and now appears next to the Connect to case button.

Add UI extensions to the Portal Home page

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

System administrators and portal administrators can add and enable user interface extensions (UI extensions) on the Portal Home page. System administrators can add extensions for any organization or user, and portal administrators can extensions for the organizations and users that they manage.

Previously, UI extensions were available only for the Case Home page and for Workspace panes.

Note: For general information about UI extensions, see the online help on ringtail.com. The current UI extensions topic includes information about how to add and enable UI extensions for the Case Home page and for Workspace panes. The process to add UI extensions to the Portal Home page is similar and will be added to the online help in a future release.

The high-level workflow is as follows:

• Add a portal UI extension (manually or using a manifest file).
• Enable a portal UI extension for organizations.
• Enable a portal UI extension for users.
• View the portal UI extension on the Portal Home page.

Use the following high-level procedure to add and enable a portal UI extension.

1. On the Portal Home page, under Portal Management, click UI Extensions.
2. On the UI Extensions page, click Add.
   

   

3. To add a portal UI extension manually, in the Add UI extension window, on the Settings page, use the Basic Settings editor. In the Location list, select Portal home page. Provide all required information, and then click Next. On the Review page, review the information, and then click Save.
   

   Note: The default location is Workspace pane.

   

4. To add a portal UI extension using a manifest file, do the following:
• On the Settings page, in the Basic Settings editor, in the Name box, provide a name for the UI extension.
• In the Location list, select Portal Home page.
• Under Settings editor, select Advanced.
  

  

• On the Settings page, in the Advanced Settings editor, do one of the following:
• To upload a manifest file, click Browse.
• Or, type the information in the box.
  

  

• Click Next.
• On the Review page, review the information, and then click Save.
  

  

  The next step is to enable the UI extension for organizations.

5. On the Portal Home page, under Portal Management, click UI Extensions, and then click the name of a UI extension. You may need to refresh the page.
   

   Note: Portal UI extensions have brown icons, as shown in the following figure.

   

6. On the Properties page, review or modify the properties.
   

   Note: On the Properties page, you can also change the Location of an existing UI extension.

   

7. On the Organizations page, enable the UI extension for one or more organizations.
   

   

8. On the Users page, enable the UI extension for one or more users.
   

   

9. The next time that a user refreshes the Portal Home page, the portal UI extension appears on the Portal Home page under Portal Extensions. Click the name of the extension to open it on the Portal Extensions page.
   

   

   
   

   

Ringtail Connect API: Request the number of audio minutes transcribed for a case

To request the number of audio minutes that have been transcribed for a case, use the new case statistic countOfTranscribedAudioMinutes.

{
  cases {
    name
    statistics {
      countOfTranscribedAudioMinutes
    }
  }
}

Ringtail Connect API: Request data about blocked changes to document files

The new field fileChangesBlockedBy in the cases{documents} object returns an enumerated value to indicate if changes to pages in a document are blocked by Annotations or locked Productions that have not been printed.

A case administrator must request the information. An empty value is returned if changes to the document are permitted.

{
  cases {
    documents (mainIds: [400, 401, 402]) {
      documentId
      fileChangesBlockedBy
    }
  }
}

Ringtail Connect API: New codeField mutation

The new codeField mutation allows you to apply the coding action (add, update, delete or save a field value) to a specified document in a case. You can use the mutation to code a text field, date field, number field, memo field, Boolean field, or pick list.

You must have access to the case and document, and write permission to the field, or an error is returned. An error is also returned if an invalid caseId, mainId, or fieldId is specified.

The following example updates the field 10406-8 with a value of 18772.

mutation {
  codeField(input: {caseId: 213, action: Save, mainIds: [1, 2, 3], fieldId: “10406-18”, value: “18772”}) {
    fieldId
    updatedCount
    totalCodedCount
    deletedCount
    notChangedCount
    changes {
      mainId
      result
      value
   }
 }

Ringtail Connect API: New fieldCodeUpdateSpecific and fieldCodeDeleteSpecific mutations

Use the new fieldCodeUpdateSpecific and fieldCodeDeleteSpecific mutations to update or delete coding values for specific fields.

For fieldCodeUpdateSpecific, you must specify a coded value to replace and the new value to replace it with, as shown in the following example. For a one-to-many field, only the specified value is replaced. Other values coded to the document are left as they were.

Like the codeField mutation, you must have access to the case and document, write permission to the field, and valid values for caseId, mainId, or fieldId.

mutation {
  fieldCodeUpdateSpecific(input: {caseId: 49, mainIds: [6], fieldId: “10007-18”, newValue: “29”, existingValue: “32”}) {
    fieldId
    insertedCount
    updatedCount
    totalCodedCount
    deletedCount
    notChangedCount
    changes {
      mainId
      result
      value
    }
  }
}

For fieldCodeDeleteSpecific, you must specify the value to delete. The following example deletes the value updated in the fieldCodeUpdateSpecific example.

mutation {
  fieldCodeDeleteSpecific(input: {caseId: 10, mainIds: [6], fieldId: “100007-18”, existingValue: “32”}) {
    fieldId
    insertedCount
    updatedCount
    totalCodedCount
    deletedCount
    notChangedCount
    changes {
      mainId
      result
      value
    }
  }
}

Ringtail Connect API: History of changes user enabled or disabled for portal-level UI extension

Use the affectedUser field to query results for a user who was enabled or disabled for a portal-level UI extension.

{
  extensions(id: 7) {
    id
    name
    url
    audit(startDate: “2018-05-01”, endDate: “2019-05-29”) {
      case {
        name
      }
      organization {
        name
      }
      affectedUser {
        fullName
      }
      isEnabled
      date
      user {
        fullName
      }
    }
  }
}

Ringtail Connect API: Updates for case decommission

Use the caseDecommissionStatus field to request the decommission status for a case.

• All returns the decommissioned status for all cases.
• Deleted is returned for decommissioned cases that are deleted.
• Archived is returned for decommissioned cases that are archived.
• Live is returned for active or inactive cases that are not decommissioned.

The following sample query returns the name and decommission status of all cases in the portal.

{
  cases {
    name
    caseDecommissionStatus
  }
}

After a case is decommissioned, you can use the cases query to get data about deleted cases such as the case creation date, decommission date, status, and user, as shown in the following example.

query cases_filtered {
  cases(decommissionStatus:Deleted) {
    name
    active
    caseCreatedDate
    caseDecommissionStatus
    caseDecommissionedBy
 caseDecommissionedDate
  }
}

Audio feature requires on-premises clients to have third-party IBM account and license

The audio feature is enabled through third-party API integration and requires on-premises clients to have an account and license with IBM. with these third-party providers. For information about licensing and how to sign up for this service, see the following: https://www.ibm.com/watson/services/speech-to-text/

Ingestions: Update Windows-based Ingestions to Nuix 7.6.8

Ingestions now uses Nuix 7.6.8 when running on Windows. Ingestions will run on Windows when the check box for the Enable Linux/Docker Ingestions case option is cleared.

Updated version number for installers

The version number of the Ringtail installers now includes a fourth segment, which makes it easier to differentiate newer installers from older ones. The fourth segment, previously a hash value, now starts numbering at 0 and increments by one for new service packs within the same weekly release.

For example, for the installer Ringtail9-DatabaseUtlity_9.9.4.0, the installer name for the first service pack for that weekly release is Ringtail9-DatabaseUtlity_9.9.4.1. For versioned installers such as the Ringtail web installer, the four-segment number is in parentheses. For example, Ringtail9-Web_v9.9.004 (9.9.4.0).

After running installers, the fourth segment of the version number is also visible in the Windows Programs and Features, or Apps & features lists.

Introducing the Translation feature

You can use the Translation feature to submit documents for machine language translation using a Google or Microsoft service. You can select from many source languages, and you can currently translate into the following target languages: English, French, German, and Spanish.

You can translate documents one at a time or submit multiple documents for translation.

Note: Your administrator must configure and enable the translation service and feature.

Translate an individual document

Use the following procedure to translate an individual document.

1. Add the Translate pane to your workspace.

Note: If you see the following message, it means that you do not have any translated content for the selected service and target language: No translated content to show. Translate document first.

2. Select a document to translate.
3. In the Translate pane, shown in the following figure, do the following:



• Select a translation service from the first menu, for example, Google or Microsoft.
• Leave the Auto-detect language option selected or select a source language in the second menu.

Note: The source language options vary depending on the translation service you select. If you know the source language that you want to translate from, select a language. If the Auto-detect language option is selected and the document contains multiple languages, the primary language in the document is translated, and the secondary language is not translated.

• Select a target language from the third menu, for example, English, French, German, or Spanish.
4. Click the Translate button on the toolbar in the Translate pane.

Note: You cannot submit rendition documents for translation and the Translate button is disabled. If the Translate button is not enabled, you can view translated documents, but you cannot submit documents for translation.

The document is submitted for translation.

5. Once the document is translated, it appears in the Translate pane.

Tip: To view the translated content and the original content side by side, add a View pane to your workspace.

Translate multiple documents

Use the following procedure to translate multiple documents.

Note: To access the Translate option on the Tools menu, your administrator must grant you access to private binders using the Coding – Private binders feature on the Security > Features page.

1. Select documents to translate.
2. On the Tools menu, select Translate.

Note: You cannot submit rendition documents for translation and the Translate option on the Tools menu is disabled.

3. In the Translate dialog box, do the following:



• Select a translation service, for example, Google or Microsoft.
• Leave the Auto-detect language option selected or select a source language from the first menu.

Note: The source language options vary depending on the translation service you select. If all the documents that you want to translate have the same source language, select a language. If the documents that you want to translate include multiple source languages, it’s best to leave the Auto-detect language option selected. If a document contains multiple languages, the primary language in the document is translated, and the secondary language is not translated.

• Select a target language, for example, English, French, German, or Spanish.
• Click OK.

Ringtail displays a message indicating that your documents have been submitted for translation.

4. Once the documents are translated, you can view the translated content in the Translate pane. To do this, after selecting a document in the List pane, select a target language in the Translate pane as shown in the following figure.

Translation content searches

On the Search page, you can search the translated content of documents using the following search-only fields:

• Translation English
• Translation French
• Translation German
• Translation Spanish

Note: These memo field options are included in the Translations grouping category on the Search page.

For example, you can search for the word Registerkarte in documents that were translated into German, as shown in the following figure.

Note: Anyone who has access to the Search page can run these searches.

After you run a search, Ringtail returns translated documents that include the content you searched for. Ringtail runs the search against documents that were translated with any available translation service.

Note: The search hits are not highlighted in the translated document.

Translation system fields

The following translations fields are available if an administrator granted access to them.

• Translation Languages: For each document record, this field indicates which language the document was translated into. Current options include English, French, German, and Spanish.

For example, on the Search page, you can search for all documents that were translated into Spanish, as shown in the following figure.



• Translations Requests: Indicates the number of times a document has been translated.
• Translation Status: Allows groups to search for the status of translated documents, as follows:
• Has branded redaction: Indicates if a document has a branded redaction.

Note: Documents that have branded redactions are not translated.

• No content: Indicates that no content was available to be translated.
• Translated: Indicates that the translation was successful.
• Translation error: Indicates that an error was encountered.

Related pane: Enhancements to the Related entities tab

The following enhancements are available on the Related entities tab in the Related pane.

Related pane: Introducing the Related Entities Mapper

The Related Entities Mapper, shown in the following figure, is available in the Related pane on the Documents page. It provides a visualization of related entities and entity items, as well as the connections between the entities and entity items.

Note: To use this feature, your administrator must grant you access to data models.

Depending on the configuration of the Related Entities Mapper, different elements may appear in the visualization, as described in the following table.

• The root entity item
• The active root entity item
• The active entity item
• An entity item with a direct relationship to the active entity item
• An entity item with an indirect relationship to the active entity item
• An entity cluster
• A one-to-many connection
• A many-to-one connection
• A many-to-many connection

Use the following procedure to start working with the Related Entity Mapper feature.

1. Search for an entity item.
2. In the List pane, select an entity item.
3. In the Related pane, on the toolbar, click the Related Entities Mapper button, shown in the following figure.

A visualization appears that shows the items connected to the selected entity item.

Tip: Use your mouse to rearrange the visualization.

The root entity item appears as a seven-sided polygon. The entity items that are connected to the root entity item appear in entity clusters. If an entity cluster includes more than 400 items, the total number of entity items appears instead of the individual entity items. For example, the Document entity cluster in the previous figure contains 1149 items.

You can perform a variety of tasks in the Related Entities Mapper, some of which are described in these release notes.

View detailed information about an entity item

Use the following procedure to view detailed information about an entity item.

• Hover over an entity item, for example, Evidence, as shown in the following figure.

Make an entity item the active entity item

Use the following procedure to make an entity item the active entity item.

• Click on an entity item. A triangle appears in the circle, which indicates that the entity item is now the active entity item. For example, in the following figure, a Custodian entity item is selected in the Custodian entity cluster.

Change the pivot item

Use the following procedure to change the pivot item in the Related Entities Mapper.

1. In the Related pane, on the Related Entities Mapper tab, select an entity item, for example, in the Prime Minister entity cluster, and then click the Make pivot button on the toolbar.

The selected item becomes the active entity item.

The Related pane reloads with the entity items that are related to the pivot item.

The Related pane reloads with the entity items that are related to the pivot item.

If there are more than two items in the breadcrumb trail, they appear on a menu between the root item and the current pivot, as shown in the following figure.

Load the entity items in an entity cluster

Use the following procedure to load the entity items in an entity cluster.

1. Right-click an entity cluster, and then select Load these items.



After you select the Load these items option, the following things happen:

• The Related pane refreshes and the Related documents tab appears.
• The entity items, in this case for the Document entity, appear in the List pane.



2. To view the related entities, click the Related entities button on the toolbar.



3. To view the Related Entities Mapper visualization, click the Related Entities Mapper button on the toolbar.

Add a new entity item

Use the following procedure to add a new entity item.

• Right-click on a root entity item, select Add new, and then select the name of an entity. In the following figure, Evidence is selected.



A new entity item is added to the Evidence entity cluster.

Connect an entity item to an existing entity item

Use the following procedure to connect an entity item to an existing entity item.

1. Right-click over a root entity item, select Connect existing, and then select the name of an entity. In the following figure, Evidence is selected from the menu.



2. In the Connect existing [name of entity] item dialog box, search for an entity item, select one or more entity items, and then click Save.



The connection is established, and the Related Entities Mapper visualization is updated.

Connect an entity item to another entity item in the same entity

Administrators can create data models with entities that are connected to each other. In the Related pane on the Documents page, users can then connect an entity item to another entity item in the same entity.

Use the following procedure to connect an entity item to another entity item.

1. In the Related pane, on the Related entities tab, click the Connect existing [name of entity] item button on the toolbar. In the following figure, the name of the entity is Evidence.

Note: The name of the tooltip for this button depends on the name of the entity item.



2. In the Connect existing [name of entity] item dialog box, search for and select an entity item to connect to.

Note: In this case, the name of the entity is Evidence. The name of this dialog box depends on the name of the entity item.



3. Click Save.

The entity item is connected to the currently active entity item. The newly created item is also active in the View and Code panes.

Change the relationship for one or many related items

Use the following procedure to change the relationship of entity items.

1. In the Related pane, on the Related entities tab for an entity, click the Update connections button.



2. In the Update connections window, on the Connected Items page, select an item, and then click Next.



3. On the Replace Media page, search for an entity item, select the item, and then click Save.

Note: The name of this page depends on the name of the entity item.



The connections are updated.

Change the pivot item

You can change the pivot item on the Related entities tab in the Related pane. This allows you to see items related to the pivot item.

Use the following procedure to change the pivot item.

1. In the Related pane, click the Related entities button.

The Make pivot button appears on the toolbar, as shown in the following figure.

Note: If the active item is the pivot item, the Make pivot button is disabled. If the active item is not the pivot item, the Make pivot button is enabled.

2. Select an item, and then click the Make pivot button.

The active item becomes the pivot item.



The Related pane reloads with the entity items that are related to the pivot item.

A breadcrumb trail appears for the pivot item. If you select an item in the breadcrumb trail, it becomes the active document and the pivot.



If there are more than two items in the breadcrumb trail, they appear on a menu between the root item and the current pivot, as shown in the following figure.

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.

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.

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

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

Tools > Document count: Show values for file size counts to two decimal places

In the Document Count dialog box, the Total File size and Source files counts are now listed to two decimal places. In previous versions, these values were listed as whole integers.

CAL: New reporting features for Continuous Active Learning (CAL)

A new reporting feature has been added to the Analysis >Populations and Samples > Predictive Coding page. The report is only available if you select a sample that is associated with a population.

Each time that CAL runs on a population, Ringtail stores specific data points for all samples and confidence levels. You can view a report of these data points on the Predictive Coding page at any time.

Click Report on the Predictive Coding page to view a visualization of positive coding rates per CAL run, as shown in the following figure. All results are based on the sample and confidence level selected on the page.

• The purple line represents the positive rate of the sample selected at each run.
• The red line represents the overall precision of the population at each run.
• The green line represents the precision per CAL run. This representation is based on the number of changes in coding of coded positive documents since the last run, divided by the total number of changes in the coding of coded docs.

To download a report in .csv format with the data from each CAL run, click Download report at the top right of the visualization page. The .csv file includes all of the data depicted in the graph as well as recall rates for each CAL run and worst-case recall rates (if the sample selected is not 100% coded).

Deletions: Updates to document deletion process

When you create a document deletion job, Ringtail now identifies any documents to be deleted that are part of a Population. These documents will be excluded from the document deletion job.

Documents may be excluded from the deletion process because they are included in a Locked Production or a Population. To identify these documents, on the Manage Documents > Deletions > Properties page, click the number links for Locked in a production or Included in a population. The documents appear in a search result list.

Enable the Translation features for groups in a case

A case administrator must enable the following settings so that groups can use the translation features in a case.

Note: First, the translation service must be configured for the portal and for cases. For more information see Translation Services: Configure the translation service for a portal and cases.

Security > Features: Settings for translations

On the Security > Features page, a case administrator must set the following options to make the Translate features available to groups in the case.

• To allow groups to add the Translate pane to their workspace, on the Security > Features page, set the Document - Translate feature to Allow for a group.
• To make the Translate button available to groups in the Translate pane, on the Security > Features page, set the Processing - Translate feature to Allow for a group.
• To make the Translate option on the Tools menu available to groups, on the Security > Features page, set the Processing - Translate feature and the Coding - Private binders features to Allow for a group.

Case Setup: Translation fields

To allow groups to use the following fields, a case administrator must grant access to these fields on the Case Setup > System Fields page, as shown in the following figure.

• Translation Languages: For each document record, this field indicates which language the document was translated into. Current options include English, French, German, and Spanish. For example, on the Search page, you can search for all documents that were translated into Spanish, as shown in the following figure.



• Translations Requests: Indicates the number of times a document has been translated.
• Translation Status: Indicates information about the status of a document, as follows:
• Has branded redaction: Indicates if a document has a branded redaction.

Note: Documents that have branded redactions are not translated.

• No content: Indicates that no content was available to be translated.
• Translated: Indicates that the translation was successful.
• Translation error: Indicates that an error was encountered.

Security > Features: Allow groups to access the coding history audit feature

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

Case Setup > Data Models: Connect an entity to itself

You can now connect an entity to itself, which allows you to traverse the relationships between entities in the Related Entities Mapper in the Related pane on the Documents page.

Use the following procedure to connect an entity to itself.

1. On the Case Setup > Data Models > Entities > Connections page, click the Add button.
2. In the Add connection dialog box, in the Connection type list, select One-to-many or Many-to-one.
3. In the Target entity list, select the same entity as the Source entity.

Note: You cannot use the many-to-many connection option when connecting an entity to itself. If you select many-to-many, the Source entity is not available in the Target entity list.

The following default values are applied to the Connection label and Reverse connection fields:

• For a one-to-many connection, the Connection label field defaults to Child [name of entity], and the Reverse connection label defaults to Parent [name of entity].
• For a many-to-one connection, the Connection label field defaults to Parent [name of entity], and the Reverse connection label defaults to Child [name of entity].



4. Click Save in the Add connection dialog box.

Two new rows appear on the Connections page, as shown in the following figure.



Note: After you add a self-connection for an entity, the entity’s group template for the Related pane includes a section for the same entity.

Manage Documents > Exports: Update MDB load file logic and Export dialog box interface

When exporting documents and files from search results into an MDB load file, Ringtail always inserts at least one file per exported document into the pages table of the MDB, as long as a file was exported for each document. Previously, only files identified as endorsable image files existed in the pages table when documents were exported.

If multiple file types are associated with a document in the main_pages table (available in the image viewer), you now have the option to update the pages table in the MDB file to mirror the files that appear in the image viewer for base documents. For example, to preserve both file types in the main_pages table when exporting documents that include both image and native files, in the Tools > Export window, click the Settings cog and select the Update the pages table to mirror files in the image viewer check box.

This option ensures that any files/all file types in the image viewer that are associated with exported documents are recorded in the pages table of the MDB file, provided that those files/file types are also exported.

Manage Documents > File Repositories: View files count link renamed

On the File Repositories page, in the Download files dialog box, the View files count link is now named View size.

Manage Documents > Ingestions: Improved unsuppressed document information on ingestions Properties pages

On the Properties page for each ingestion, the following information is now available for unsuppressed documents:

• Unsuppressed documents: Click the number to view the search results for all documents in the job. The search results are equivalent to what you would expect to see if you searched using the Evidence Job ID field.
• Unsuppressed document ingestions exceptions: Click the number to view the search results for exceptions in the job. The search results are equivalent to what you would expect to see if you searched using the Evidence Job ID field AND [Meta] Processing Exceptions / has a value. Separate links to search results for the Evidence Job ID and the specific [Meta] Processing Exceptions list items appear underneath this heading.

Manage Documents > Productions: Add links to document counts on Manage Documents > Productions and Production rules pages

To help you easily access documents added to productions and documents that specific production rules are applied to, document count links now appear on the Manage Documents > Productions and Production Rules pages. Click on a document count link on one of these pages to view documents as a search result. In unlocked productions, base documents are returned in the search results. In locked productions, rendition documents are returned in the search results.

Manage Documents > Productions: Improved visibility of PDF annotations setting

Administrators can now determine if PDF annotations have been enabled for a production in the following ways:

• A PDF annotations column and icon have been added to the list on the Manage Documents > Productions page.
• A PDF annotations icon appears next to the production name at the top of the production detail pages.
• A PDF annotations column has been added to the report that appears when you click the Download report button on the Manage Documents > Productions page.

When cloning a production, the new production reflects the case setting for PDF annotations at the time of cloning, not from when the original production was created. If the setting is different between the original production and the production to be cloned, a message appears in the Clone production dialog box.

Portal Management > Processing: Changes to case metrics gathering for hosted data

When you run a Gather case metrics job on the Portal Management > Processing > Jobs page, Ringtail scans the File Transfer and Archive repositories that are configured for a case.

On the Jobs page, in the Add job window, the tooltip for the Indexing and enrichment Update case metrics option is updated. The tooltip now mentions that file transfer and archive repositories are only accounted for when running a Gather case metrics job, which scans the entire file system.

Portal Management > Processing: Changes to case metrics gathering for ingestions

When you run a Gather case metrics job on the Portal Management > Processing > Jobs page, Ringtail captures the total expanded items size for all ingestions jobs that succeeded or succeeded with warnings.

Portal Management > Reports: View the count of translated documents

A new column named Translation documents has been added to the Portal Management > Reports > Usage page. The information in this column shows the total count of translation requests for each case. You can use this information for billing metrics.

Portal Management > Reports: Additional changes to columns and report data

The following changes have been made to the Portal Management > Reports page:

• On the Portal Management > Reports > Usage page, the Ingestion size (GB) column is now named Ingestion loaded size (GB).
• On the Portal Management > Reports > Usage page, a new column named Ingestion expanded size (GB) is available.
• On the Portal Management > Reports > Hosted Details page, a new column named Archive data (GB) is available. The information in this column reflects the total size of the Archive repository for all cases.
• On the Portal Management > Reports > Hosted Details page, the Other data (GB) column is now named File transfer data (GB).
• This column no longer includes the information for archived data.
• This column now includes the total size of the File Transfer repositories for a case.
• This column still includes the data that was previously reported under the Other data (GB) column name, which is the total size of files under the following folders for the Image repository for a case:
• Cases
• dtOptions
• dtThesaurus
• BatchPrint
• Export
• Ingest
• Ingest_temp
• Import
• Suppressed
• Upload

This section describes the steps required to configure translation services for a portal and cases.

Translation Services: Portal settings

To add configuration information for Google or Microsoft machine language translation for the portal, a system administrator must provide a configuration on the Portal Management > Settings > Translation Services page.

Note: Although the United Language Group option appears on this page, this service is not yet available.

A configuration consists of the URL, Key, and timeout in a JSON string. You can currently add a configuration for Google and Microsoft.

For example, for Google, the JSON string looks similar to the following:

{“ConcurrentCalls”:10, “DelayBetweenBatchesInMs”:0, “CharacterLimits”:10000, “Key”:“******”, “Url”:“https://translation.googleapis.com/language/translate/v2”, “TimeoutInSeconds”:10}

Translation Services: Case options

A portal administrator must set one or both of the following machine language translation options for individual cases on the Portal Administration > Cases and Servers > Case Options page.

• Translate with Google
• Translate with Microsoft

Tip: You can clone these case options for your organization.

Portal Management > Settings: User audit service options

User audit logging for coding documents, also known as coding history, is available for supported Ringtail environments. To enable coding history for cases that existed before the audit logging service was deployed to the portal, system administrators must run a migration process to migrate coding entries from SQL to Elasticsearch for each case.

Note: Before running the migration service for cases that do not have an Elasticsearch index, users see the following message in the Coding History pane on the Documents page: Audit history is not configured for this case.

In addition to configuring the User audit log service URL portal option on the Portal Management > Settings > Portal Options page, to use the migration service, you must configure the new User audit migration service URL portal option. The User audit migration service URL option is configured using the same URL as the User audit log service URL but should use a port number of 10005 instead of 10003, as shown in the following figure.

On the Portal Management > Cases and Servers page, you can manage the user audit log migration for cases by clicking the Coding History option in the navigation pane. The Case name column on this page contains the names of all cases in the portal, and an Elasticsearch index name appears if an Elasticsearch index exists for the case.

The Action column contains a value relative to the status of the migration. Cases for which an Elasticsearch index is not yet created for the case, or cases that existed before the coding history feature was introduced in the portal contain a Migrate link. Click this link to start the migration for the case.

After clicking the Migrate link, the text Migration started appears while the Elasticsearch index is being created, and before the migration starts. When an Elasticsearch index is created for the case and the migration begins, the text in the Action column changes to a link named Rerun migration.

You must refresh the page to see the value in the Migration status column change. If you refresh the page after ten minutes and the status is not progressing, it is likely that the migration job has stopped. Click the Rerun migration link. We do not recommend clicking Rerun migration unless you see a lack of migration progress, as this might result in duplicate entries.

The amount of time to complete migration is relative to the amount of document coding in the case.

Complete appears in the Action column when the migration status is complete. New cases added after coding history is deployed appear on this page with an Elasticsearch index name and Complete in the Action column.

Ringtail Connect API: Expose new case metrics folders

You can use the following fields in the cases {statistics} object to gather information about the size of folders in the file transfer and archive repositories.

• sizeOfArchiveFolderData is the total size of all archive files for a case in the Archive file repository.
• For file transfer repositories, the new fields are named sizeOfFileTransferData_<foldername>, where oldername is the name of the folder on the file transfer repository. The physical size of all case files in that folder is returned.

Ringtail Connect API: Translation documents case metric

To return the number of document translation requests, use the new countOfTranslationDocRequests field in the cases {statistics} object, as shown in the following example.

{
  cases {
    name
    statistics {
      countOfTranslationDocRequests
    }
  }
}

Ringtail Connect API: Query for entity items in data models

You can now use an entity ID to query for information about entity items within a Ringtail data model, for example, the item name and item ID.

{
  cases(name: “Clean_Enron”) {
    dataModels {
      entities(id: 4) {
        items(id: 18650) {
          id
          itemId
          name
        }
      }
    }
  }
}

Versioned RPF Coordinator Deployments

Ringtail versioned Ringtail Processing Framework (RPF) deployment allows side-by-side installation of consecutive versions of the Ringtail RPF components (coordinator and workers) on the coordinator server. This process provides the following benefits:

• Allows you to perform zero-downtime upgrades without the need for load balancers.
• Allows you to validate upgraded versions before you change to a new version. The process manages version information in IIS. An older version can reside on the server if a rollback is needed in the future.
• A new publish script allows you to switch to any installed version.

For instructions, see the Ringtail Versioned RPF Deployment Installation Guide.

Enhanced page loading

The Case Home and Portal Home pages now load significantly faster. The load time for all pages in Ringtail has undergone general improvement.

Conditional Coding: Pane toolbar restyled

The toolbar in the Conditional Coding pane has been updated to match the style of other panes. The Single coding and Mass coding buttons are now available side-by-side.

Conditional Coding: Add, remove, update or find and replace mass code fields

The mass code field functionality in the Conditional Coding pane includes advanced features that you can use to add, remove, update, find, and replace mass code fields for multiple documents at the same time.

To use these features, select one or more documents, and then, on the toolbar in the Conditional Coding pane, click the Mass code field button.

The Mass code field dialog box appears.

Then, perform one of the following actions.

To add a mass code field, use the following procedure.

1. In the Mass code field dialog box, select a field name.
2. Under Action, select Add.
3. Under New value, add a new value.
4. Click OK.

To remove a mass code field, use the following procedure.

1. In the Mass code field dialog box, select a field name.
2. Under Action, select Remove.
3. Click OK.

To update a mass code field, use the following procedure.

1. In the Mass code field dialog box, select a field name.
2. Under Action, select Update.
3. Under New value, provide a new value.
4. Click OK.

To find and replace a mass code field, use the following procedure.

1. In the Mass code field dialog box, select a field name.
2. Under Action, select Find and replace.
3. Under Current value, select either Has a value or A specific value, and then provide a value.
4. Under New value, provide a value to replace the current value with.
5. Click OK.

Conditional Coding: New templates available (Active Quick Code, Binders, Issues)

You can now select from the following new templates in the Conditional Coding pane when coding individual documents or coding all documents that you selected.

Active Quick Code: Code an individual document.

Active Quick Code: Mass code documents.

Binders: Code an individual document.

Binders: Mass code documents.

Issues: Code an individual document.

Issues: Mass code documents.

Conditional Coding › Mass coding: Apply mass coding templates

Use the following procedure to apply mass coding to documents using the template currently in view in the Conditional Coding pane.

1. Select one of your templates.
2. In the Conditional Coding pane, on the toolbar, click the Mass coding button.
3. Select one or more documents, for example, in the List.
4. Click a Mass code field button.

Important: Applying mass coding templates will override the current values. This action cannot be undone.

Note: When you mass code documents, the changes sync across other panes.

Conditional Coding › Mass coding: Add and delete items in the Issues and Binders templates

You can now add and delete issues (in the Issues template) and binders (in the Binders template) in the Conditional Coding pane. In either the Issues or the Binders templates, select a checkmark to add an issue or binder to a document. Select the X to remove an issue or binder from a document.

Note: When you mass code documents, the changes sync across other panes.

Conditional Coding: Link from Issues and Binders templates to Case Setup › Issues and Binders

When you open an active Issues or Binders template in the Conditional Coding pane, if you have administrative rights to access the Issues and Binders pages in the Case Setup section, you can click the Manage button in the Conditional Coding pane to access the Issues or Binders page in the Case Setup section.

Note: You might have to pin this button from the menu to the toolbar.

Conditional Coding: Production - Unlocked field editable

If enabled by your administrator, you can now edit the Production - Unlocked field in a template in the Conditional Coding pane. If this field is included in your template, you can also edit it on the Mass coding tab.

Export files from search results

Group leaders and members can now export base or rendition documents from search results. In previous versions, this functionality was only available to administrators.

Note: Your administrator must enable the Export feature on the Security › Features page. Also, your administrator must grant Write permissions for the Manage Documents – Exports field on the Security › Administration page.

To enable the Export option, select at least one document in the search results in the List pane. Then, select Export on the Tools menu. In the Export dialog box, on the Define export page, you can enter a name and description of the export job. In the Export type list, you can only select the Native files only, no load file included option.

When this option is selected, Ringtail exports a native file for all documents selected for export. If there is a value in the Production default native field case option, Ringtail uses that value to identify the extension of the native file for each document. If no field is set for the case or if a field exists but has no value for a document, then Ringtail will select the highest-ranking content file that is not a .txt file.

After you complete the Define export page and click Next, the Output page appears. On this page, you can select how the files should be organized into folders in the export. You can choose to retain the current Ringtail leveling structure or to flatten the folder structure with a maximum number of files per folder.

If you select the As currently foldered in Ringtail option, the exported file structure is the same as in Ringtail, but is stored under the Native root folder. If you select the Flattened – max files per folder option, the files are stored in the Native root folder, with subfolders numbered 0001, 0002, 0003, etc. Files are sorted by name. Ringtail renames duplicate file names using the docid.ext convention.

After exporting files, you can download them from the Manage Documents › Exports page. Leaders and Members can see only the exports that they submitted. They cannot run any additional exports from the Exports page.

Related pane: Management of sources and attachments

In the Related pane, in the Sources and attachments section, you can now add, remove, and replace attachments.

Note: Your administrator must grant access to this feature.

In the Related pane, in the Sources and attachments section, click the arrow on the Options menu next to a document, and then select one of the following options, as shown in the following figure:

• Add attachments
• Replace attachment
• Remove attachment

Add attachments

Use the following procedure to add one or more attachments to a document.

1. On the Options menu, select Add attachments.
2. In the Add attachments dialog box, search for documents.
3. Select documents to add.
4. Click Save.

Replace an attachment

Use the following procedure to replace an attachment. For example, you might want to replace an encrypted document with a non-encrypted document.

1. On the Options menu, select Replace.
2. In the Replace dialog box, search for documents.
3. Select a document.

   Note: Documents that are already part of a source/attachment relationship are grayed out and you cannot select them.

4. Click Save.

Remove an attachment

Use the following procedure to remove an attachment from a document.

• On the Options menu, select Remove attachment.

The attachment is removed.

Related pane: New dialog box when connecting an existing entity item

When you click the button in the Related pane to connect an existing entity item, the Connect existing [Name of entity] item dialog box appears. In this case, the entity item is named Collection.

Imaging: Convert multiple single page TIFF or JPG files to PDF

If your output format is PDF, you can now include multi-page .tiff or .jpg files in imaging jobs.

Note: To be imaged successfully, all of the pages in multi-page .tiff and .jpg files must have .tif, .tiff, .jpg, or .jpeg file extensions.

To include multi-page .tiff or .jpg files in imaging jobs, in the Imaging window, on the Exclusions page, select the Multiple tiff or jpg pages check box. The check box is cleared by default.

Imaging: Option to include PDF files when PDF Annotations is enabled

When submitting documents for Imaging, if the Enable PDF annotations case option is enabled, you are now alerted to PDF files that are submitted. To image PDF files, in the Imaging window, on the Exclusions page, select the PDF file type check box. The check box is cleared by default.

• If the Enable PDF annotations case option is enabled for the case, the link next to the PDF file type option reflects the number of documents that have the .pdf file extension in the main_pages table.

  Note: As with other optional inclusions, this number does not include any documents that are represented by the Documents that must be excluded counts.

• If the Enable PDF annotations case option is not enabled for the case, this row does not end with a link and PDF files are submitted unless they are excluded for another reason.

OCR processing: New option for embedding text in PDF files

In the Tools › OCR › OCR processing window, you can now select the Embed text in PDF files (process will not update original file) option to embed text in a PDF file, rather than create a separate text file. The option is not selected by default.

When this option is selected, Ringtail creates a new PDF file that includes embedded OCR text. The original PDF is not altered, but Ringtail changes the file extension to .orig.pdf. The original file remains in the same place in the fileshare, but is not accessible in the Ringtail viewer. Users can access the file using the File Repositories feature.

If Ringtail considers the PDF to be a content file, the file is automatically flagged for indexing and enrichment the next time that job is run. If the PDF is not considered a content file, Ringtail identifies it as one and updates the information in the index the next time that job runs.

When a PDF file is updated successfully after OCR processing is complete, Ringtail updates the Document OCR status field with Completed – Embedded text in the PDF. If Ringtail can make a portion of the PDF searchable, then the status is Completed with warnings – Embedded text in the PDF.

If a PDF file is not updated successfully after OCR processing is complete, the original PDF file remains associated with the document and an error message appears in the OCR status field.

Case Setup › Conditional Templates: Make the Production - Unlocked field editable

On the Case Setup › Conditional Templates page, you can now make the Production - Unlocked field editable for users in the Conditional Coding pane. The field is set to read-only by default. To make the field editable, clear the Read-only checkbox.

Case Setup › System Fields: Group Coding: New All Evidence IDs system field

A new system field called All Evidence IDs has been created. The settings for this field mirror those for the All Custodians field. If a field with the name "All Evidence IDs" already exists in a case, the existing field is renamed All Evidence IDs – Legacy.

Review Setup: Enhancements to assignments

The following enhancements have been made to assignments.

• A new default assignment name has been added. After upgrading to 9.7.008, when a user creates a new phase or opens an existing phase, the default value on the Assignment name menu is now Short phase name, short lot name, and ID. When a user changes the assignment name, the next time that documents are added to the phase, the assignment name uses the new setting.

  

• When assignment names are created, if they contain multiple fields, they are separated by dashes. For example, Phase name - Lot name – 123.
• You can now hover over an assignment to see the entire assignment name on the All Assignments page.

Review Setup: Updated icons to indicate phase hierarchies

On the Review Setup › Workflows › workflow name › Phases page, the icons that indicate the hierarchy of phases and subphases are updated.

Security: Grant access to source/attachment management in the Related pane

To allow groups to manage sources and attachments in the Related pane, you must grant access to the Source/Attachments field on the Security › Objects › Document Fields page.

Security › Exports: Grant users access to exporting from search results

On the Security › Administration page, you can grant group leaders and members access to the Exports feature. In the Manage Documents - Exports row, select Leaders, Members, or both.

To enable the Exports option in the Tools menu, on the Security › Features page, set the Processing - Exports option to Allow for all applicable user groups.

Exports: Updated extracted text functionality when exporting from search results

When exporting documents from a search results set, you can now access extracted text to use as content files for exported base documents. Administrators can only select content files for export when running a custom export type.

In the Export window, on the Select file types to export, as needed › Settings page, the following two options appear under Content files (.txt) › Source preference. Ringtail uses the selected option to determine which content to use as the .txt file for the document.

• The Extracted text option is selected by default. If this option is selected, Ringtail looks for extracted text stored for the document. If the extracted text exists, Ringtail exports that text in a .txt file for the document. If extracted text doesn’t exist, Ringtail uses the .txt file on the fileshare. If no .txt file exists on the fileshare, then no content file is exported for the document.
• If you select the Existing .txt file option, Ringtail uses an existing .txt file for the content file. If no .txt file exists, then Ringtail uses extracted text (if it exists). If no extracted text exists, then no content file is exported for the document.

After the export is complete, to see which documents were exported with content files based on extracted text or an existing text file, go to the Exports › Warnings page of the export job.

Imaging: Additional spreadsheet file types excluded from imaging

For imaging jobs, the list of “Spreadsheet file type” optional inclusions now includes the following file extensions: .numbers and .123.

Imports: File extension field added for imported native files

In a load file, if no field is mapped to the [Meta] File Extension - Loaded Ringtail field, Ringtail populates the [Meta] File Extension - Loaded field with the file extension of the native files that are loaded using Imports.

Imports: Change to option for updating parties when importing existing documents

When you import flat files that contain documents that already exist in Ringtail, the options for importing parties data have changed.

In previous versions, if you chose to update parties for existing documents, that selection applied to all People fields, even if they were not mapped. In this release, this feature is updated to include only fields that are mapped.

In the Import window, on the Existing Documents page, under Parties data, the options for updating and appending parties data are now named Update all mapped parties and Append all mapped parties, respectively.

When updating existing documents for flat file imports, if one of these two options is selected, only mapped fields are updated, rather than all People fields.

The Parties data heading also includes a tooltip that reads: “For a Ringtail load file import, all people fields are considered to be mapped.”

Imports: Improvements to the Imports page

The Manage Documents › Imports page includes the following improvements:

• The Job ID column is now named RPF Job ID.
• A new column named Import ID contains the Import ID.
• A new column named Documents contains the number of documents affected by the import (added or updated). This number should match the number of documents that are coded to the Import ID for the job. Click the number to run a search for the Import ID. All document counts are representative of documents that existed at the time of the load only.

  Note: The word Search appears in this column for Import jobs that were created in previous versions. If you click the link, Ringtail runs a search for the job ID.

  
• The Duplicate button, used for copying or cloning import jobs, was difficult for some users to locate. The Imports page now includes a Clone button next to other feature buttons. The button is available only when one job is selected using the check box in the leftmost column. The Clone button performs the same operation that the Duplicate button did in previous releases.
• In the Import window, on the Field Map page, the icon color for Ignore is now different than the icon color for Import to. This helps users visually differentiate the mappings.

File Repositories: New archive file repository designation

A file repository can now be optionally designated as an archive by Ringtail system administrators. Use an archive repository for storage that is accessed infrequently and that does not require high performance, for example, uploaded data that has been imported or ingested into Ringtail.

To designate a file repository as an archive when adding the file repository from the Portal Management › Cases and Servers › File Repositories page, click Add on the toolbar. In the Add file repository dialog box, select the Archive check box, and then click Save.

When you select Archive, the check boxes for Images and Indexes under Default repository for are disabled. A file repository that is designated as an archive cannot be set as a default repository for images or indexes.

When a file repository is designated as an archive, a dot appears in the new Archive column on the File Repositories page.

The portal File Repositories Properties page also has a new Archive check box. If you have already designated a file repository as an archive, the check box is selected but disabled. You cannot change the designation on this page.

If no default repository is selected, you can designate the file repository as an archive by selecting Archive. As mentioned previously, a file repository that is designated as an archive cannot be set as a default repository for images or indexes.

File Repositories: Archive files to the new archive file repository

Case administrators can select the folders and files from the Manage Documents › File Repositories page and archive the files to a designated archive file repository. Using this option can decrease the cost for file storage for files that do not need to be readily accessed.

To archive files, an archive repository must be assigned to the case on the Properties page for a case, as described previously. The Archive button on the File Repositories page is not available if no archive file repository is designated for the case.

To archive folders and files, select the appropriate Repository and Folder on the File Repositories page, select the folders and files to archive, and then click Archive. The Archive dialog box displays the number of selected items, and, under the Destination file label, the name of the .zip file that Ringtail creates on the Archive file repository. The .zip file name contains the current date and time. You can add an optional comment to describe the contents of the archive.

When you click OK, the processing session opens and takes place in a separate browser window. The number of items, the status, a progress bar, and an estimate of the completion time also appear while the archive is in progress. The estimate refreshes as the upload progresses.

 

All selected folders, subfolders, and files are zipped and moved to the archive repository designated for the case. The .zip file maintains the folder structure so that folders and files can be restored to their original locations if necessary.

To view the archive files in the Archive file repository, on the File Repositories page, select Archive in the Repository list. The columns on this page differ slightly from the columns on the main page for the other file repositories, and include the following columns and information:

• The Name of the archive
• The Type of archive
• The total Size of all the files in the archive
• The count of all Files and Folders in the archive
• The date the items were Archived
• The user whom the items were Archived by
• The original location that the items were Archived from
• The Comment entered for the archive, if any

File Repositories: Restore archive file repositories

After items are archived, you can use the Restore feature to restore folders and files to their original locations from the archive file repository.

To restore archives, select one or more items from the archive file repository page, and then click Restore. The Restore files dialog box displays the number of files in all folders that will be restored to their original locations, and the Destination file path for each restoration. Select Replace, Rename, or Skip to specify what Ringtail should do if another file in that destination has the same file name.

When you click Save, the processing session takes place in a separate browser window. The number of items, the status, a progress bar, and an estimate of the completion time also appear while the archive is in progress. The estimate refreshes as the upload progresses.

File Repositories: Delete archive file repositories

To delete archive file repositories, select one or more items from the archive file repository page, and then click Delete. In the Delete dialog box, you are advised that all items are permanently deleted. Click View files count to see the total number of files in all folders that will be deleted.

Note: Original document records related to the archived files are not deleted.

Click OK to delete the archive.

File Repositories: Archive file repository inventory report

Administrators can download a report of the files contained in zip archives that are stored on the Archive file repository. To enable the Report button, go to the Manage Documents › File Repositories page, select the Archive repository, and then select one or more .zip files. Then, click Report and then click OK. A separate browser window opens to show the progress of the operation.

Ringtail downloads a separate CSV file for each zip containing the archive inventory. Each CSV file has the same name as the archive.

File Repositories: Download archive files

On the File Repositories page, administrators can use the Download files button to download .zip files from the Archive file repository.

To download files, at the top of the File Repositories page, select Archive in the Repositories list. Then, select the check boxes for the zip files you want to download and click Download files.

The Download files dialog box appears and displays the following options and information.

• Optionally, you can select Use Aspera for faster data transfer. This option only appears when integration with Aspera is configured and enabled.
• The file compression option is unavailable. To calculate the total number of files and file size in the download, click View files count.
• A total count of the selected items.

  When you click OK, a processing window opens, and the files are downloaded individually to the Downloads directory of the local hard drive.

  Caution: Keep the processing window open until Ringtail downloads all the zip files.

File Repositories page: Other changes

On the Manage Documents › File Repositories page, in the Size column, counts for the number of files and folders are included along with the total size.

File Repositories: Use external file repositories

On the Manage Documents › File Repositories page, you can select external file repositories that were added on the portal File Repositories page and connected to a case.

The folders and files from the selected external repository are displayed, and you can select the files as the source for the following file actions: Move, Copy, Rename, Compress, Extract, and Delete. For Move, Copy, Compress, and Extract actions, you can select any file repository (except for the archive repositories) as the destination.

You can select external file repositories as destinations for the Move, Copy, Compress, and Extract file actions using files and folders on other file repositories. When you select an external repository as the destination, a message reminds you that the destination is an external repository.

File Repositories: Archive files from the Documents page

Case administrators can archive files directly from the list of documents on the Documents page using a new option on the Tools menu named Archive files. The option appears on the Tools menu when an archive repository is assigned to the case, and one or more documents or renditions are selected in the List pane.

After selecting the documents or renditions that you want to archive, click Tools › Archive files. The Archive files dialog box appears.

The dialog box provides a warning that the files can no longer be viewed once archived, though the database records remain intact. The number of documents to archive and the location where Ringtail will store the archived files appears. If any items have already been archived, the number of these items appears as well. The items are added to a zip file that is named using the current date and time.

You can add a comment, which appears on the Files Repositories page for the Archive repository if the operation is successful.

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

When complete, the new archive appears on the Manage Documents › Files Repositories page for the Archive repository.

When files are archived using the Archive files option on the Tools menu, the View pane is disabled for users who attempt to view documents with archived files, and the following message appears: Files for this document are archived and are no longer viewable.

When files are restored, the View pane is enabled again for the restored files.

Productions: Custom quality control rules

Productions administrators can now add custom Quality Control (QC) rules using previously created saved searches. This new functionality is available on the Quality Control page for a production.

To add a QC rule from a saved search, on the Quality Control page, click the Add QC rule from saved search button that appears at the top of list. In the Open search dialog box, select a saved search, and then click OK.

You can add more than one saved search QC rule. Saved search QC rules are applied only to those documents that are coded to the production, and not to all documents in the case. When the Quality Control step is complete, the number of documents that resulted from searching documents coded to the production appears in the Result column on the Quality Control page. To access the documents, in the Result column, click the text of the completion message.

You can run each saved search QC rule individually, or along with any other available QC rules.

Cases and Servers: Option to clone case options

The new Clone options button for case options enables administrators to select case option settings in one case and clone (copy) them to the same case options in other cases. You can use this feature to change an option or options for all cases in your organization.

To use clone options, navigate to Portal Management › Cases and Servers › Cases and click the name of the case that you want to clone case options from. On the Case Options page for the case, click the Clone options button to open the Clone options window.

On the Select Options page, select the options whose values you want to clone. You must select at least one option before you click Next.

On the Target Cases page, select the cases to apply the case option values to. The cases that appear depend on your user role and organization security, when in effect.

After selecting at least one case, click Finish. The values for the selected case options from the source case are copied to the case options in the selected target cases. You are notified of the operation’s success, or if errors occur.

File Repositories: Use archive file repositories with cases

When you designate a file repository as an archive, you can then select the file repository in the Archive list when you add, clone, or connect to a case. For example, the Cases › Add case › File Repositories page has a new Archive list to select an archive file repository for the case, as shown in the following figure.

An archive file repository is not available on the Images, Index, or File transfer lists when you add, clone, or connect to a case.

On the Portal Management › Cases and Servers › Cases page, a new column named Archive displays the name of the archive file repository if one is selected for the case.

On the Properties page for a case, you can also select the archive file repository from the Archive list. Like the other case features that use archive file repositories, selecting an archive file repository is optional. You cannot select an archive file repository as the Image, Index file, or File transfer file repository on the Properties page for a case.

File Repositories: External file repository type added

When adding a file repository on the Portal Management › Cases and Servers › File Repositories page, you can choose between an Internal or External file repository type. The external repository type enables you to add an external repository, such as cloud storage, that can be accessed from the case administration File Repositories page.

After adding an external file repository, you can transfer files between your external repository and Ringtail repositories. For example, you can copy files from your Amazon S3 storage to the ingest staging folder on a Ringtail file transfer repository, and then add the files to an ingestions job.

Currently, Amazon S3 is available as an external repository type.

On the portal File Repositories page, a dot in the External column indicates an external repository.

To add an external file repository, in the Add File Repositories dialog box, select External and select the type, Amazon S3.

The following options appear in the dialog box:

• Name: Type a name for the external file repository.
• AWS region: Select from the list of available regions.
• S3 bucket: Type a name for the S3 bucket.
• Root prefix: Optionally, type the name of a specific area within the S3 Bucket to limit access to that area.
• Access key: Type the access key from Amazon Web Services.
• Secret key: Type the secret access key from Amazon Web Services.
• Verify button: Click Verify to test the connection to the specified S3 bucket using the access key and secret key values.

If the verification is successful, click Save to create the external file repository. If unsuccessful, check the information and fix any spelling errors before you click Verify again. A small error can cause the connection to fail.

The Properties page for external file repositories displays the information that was added. You can edit the repository name, access key, and secret key on this page. If you change either key value, you must click Verify to verify the connection again.

File Repositories: Add external file repositories to cases

Administrators have the option to select external file repositories for cases. You can select external file repositories from the case Properties page for existing cases, as shown in the following figure, or when adding a new case, connecting to a case, or cloning a case.

You select external file repositories using the External list, which appears in the following places:

• On the case Properties page
• On the File Repositories page of the Add case, Clone case, and Connect to case windows

On each page, you can select multiple configured external file repositories. You cannot select an external file repository as the Image, Index file, File transfer file repository, or Archive file repository for a case.

Portal administrators see only the external file repositories that are assigned to organizations that have access to the case.

Reports: Introducing the Organization Dashboard Summary Report

The Organization Dashboard Summary Report provides a graphical representation of information about your use of Ringtail. This report summarizes the information provided on the other Reports pages.

To access this page, go to Portal Management › Reports › Summary. The Summary page is the default page.

View the following information for all organizations or select a specific organization from the menu.

• Cases: The total number of cases and the number of active cases in the organization.
• Hosted data: Pie chart showing the breakdown of the total hosted data size for all cases in the selected organization. This section includes a legend with percentages and counts (in GB) for the following data: documents, databases, content indexes, predict, other data, and orphan data.
• Recent jobs: A vertical bar chart showing the jobs that ran in the last 7 days. The colors of the bars indicate the job status. Hover over a bar to view the status of the job as well as the number of jobs.
• Users: Displays the total number of users in the organization and the roles of those users. The number does not include deleted, disabled, or unlicensed users. Click the links to view the users.
• Recent user activity: Shows the user activity for the past seven days and provides the following information: Name, user name, login date, and an indication of whether the user has a currently active session.

The Summary page is always available to system administrators. If organization security is enabled for the portal, the page is available to portal administrators as follows:

• If the user is a portal administrator member of a provider organization, information about the user's organization and any client organizations is available on this page.
• If the user is a portal administrator member of a non-provider organization, only information about the user's organization is available on this page.

Note: In the Organization menu, the None option is always available for system administrators. It is available to portal administrators only if organization security is disabled for the portal.

query {
  cases {
    documents(mainIds: [101, 102, 103]) {
      files {
        id
        fileName
        fileExtension
        isContent
        contentFileRank
        isPage
        pageCount
        pageFileNumber
        sizeInBytes
      }
    }
  }
}

query {
  cases {
    binders {
      id
      name
      count
      documents {
        id
      }
      type
      securityOverride
      owner {
        fullName
      }
      creator {
        fullName
      }
      createdDate
      lastUpdated
    }
  }
}

query {
  cases {
    searchResults(id:123){
      id
      documents(scroll: {start: 0, limit: 30}) {
        documentId
        title
      }
    }
  }
}

query {
  cases {
    productions (date:{value:”2018/01/01”,comparison:GreaterThan}){
       name
       description
       date
       creator {
         userName
      }
    }
  }
}

mutation {
  entityItemAdd(caseId: 6077, entityTypeID: 5) { 
      id
      itemId
      } 
}