Ringtail 10.2 Quarterly Release Notes

Translate: New and updated source languages

The Translate feature now includes additional source language options, for example, Irish and Punjabi, when translating with Microsoft.

Some of the source language options for Google were renamed. For example, Portuguese was renamed to Portuguese (Portugal, Brazil).

These new or updated source language options are available in the Translate workspace pane and the Tools>Translate dialog box.

Coding History for fields updated by import jobs

The Coding History feature now captures audit records for field values that are updated by import jobs for existing document records.

The Coding History pane will include the following information:

  • The updated field value.
  • The user who created the import job as well as the date and time of the import job.
  • The previously coded value that was changed.
  • The user who applied the coding as well as the date and time of the previous coding.

Note: Your administrator must grant you read access to these fields so that they appear in the Coding History pane.

Analysis: Predictive Coding Templates link on Case Home page

A link to the Predictive Coding Templates page is now available under Analysis on the Case Home page.

Imports: Run indexing and enrichment using an import job

The Imports feature now allows you to request an indexing and enrichment job after an import job completes. On the Case Home>Manage Documents>Imports page, the Import Details page contains an option to Run indexing and enrichment, as shown in the following figure.

Import Details page

Selecting this option will run an indexing and enrichment job immediately after an import job completes. After adding a new import job, you can verify the selection of this option by clicking on the Import ID for that job and looking under the Import Details section of the Properties page, as shown in the following figure. The Run Indexing and Enrichment property indicates Yes if selected, or No if not selected.

Import Details Properties page

Imports: Delete data from S3 bucket after completing import jobs

If files in an import job are copied from S3, the application deletes the files that were in the S3 bucket once the import job has successfully completed.

Ingestions: Nuix Engine upgrade to version 8.4.3

The Ingestions feature in Nuix Discover for Windows and Linux now uses the Nuix Engine version 8.4.3.

This upgrade includes the following improvements:

  • Handling of OneNote files is improved. More content and attachments are extracted from OneNote data.
  • Support added for HEIC/HEIF file formats.
  • CAD drawing attachments are no longer treated as immaterial.
  • General improvements made to processing EnCase L01 files.
  • Differences in MD5 hash values between emails collected from Office 365 and emails from other sources due to sender address differences no longer occur.

Nuix Engine 8.4.3 requires an upgrade of the Nuix Management Server (NMS). To retrieve a copy of the NMS version 8.4 for installation, paste the following link into a browser: https://download.nuix.com/releases/server. Then, log in to the Nuix Customer Portal.

To access all Nuix Workstation 8.4 documentation, paste the following link into a browser: http://download.nuix.com/nuix_workstation_suite. Then, log in to the Nuix Customer Portal.

Ingestions: New system fields for ingestions

We have added the following three system fields to the Ingestions feature:

  • [Meta] Message Class: The message class MAPI property for email files. By default, this field is checked on the Customize Fields page in the Advanced Settings window for ingestions.
  • [Meta] PDF Properties: Extracted properties specific to PDF files. Most files will have multiple properties. Each value in this field has the name of the property followed by the value for that property. By default, this field is checked on the Customize Fields page in the Advanced Settings window for ingestions.
  • [Meta] Transport Message Headers: The message header for email files. By default, this field is unchecked on the Customize Fields page in the Advanced Settings window for ingestions.

Ingestions: Add error message information for corrupt documents

When the application encounters an ingestions error because of a corrupt document, information about that error appears in the [RT] Ingestion Detail field.

Load File Templates: Add new fields to the Variable builder for Load file templates

The following two new expressions are available as options for load file template field values: Attach Count and Attach Filenames. These options are available for both general and production load file templates.

  • The Attach Count expression returns the number of immediate attachments associated with a parent document. If there are no immediate attachments, no value is returned in the field.
  • The Attach Filenames expression lists the file names for immediate attachments associated with a parent document. The file name values are from the [Meta] File Name field. If there are no immediate attachments, no value is returned in the field.

Portal Management>User Administration: Download report with case details

When you click the Download report button to download a report of users on the Portal Management>User Administration>Users page, a new option named Users with case detail is now available in the Download dialog box, as shown in the following figure.

Download dialog box

After you click OK in the Download dialog box, a processing window appears, as shown in the following figure. Leave this window open until the report generation is complete.

Download processing window

Portal Management>Organizations: Set default file repositories

System administrators can now set default file repositories for an organization on the organization’s Properties page, as shown in the following figure.

Organization's Properties page

Note: The lists do not populate by default. The options in the lists include the file repositories that appear on the File Repositories page for an organization.

The options in this list include:

  • Image: Image or Index repositories
  • Index file: Image or Index repositories
  • File transfer: Image or Index repositories
  • Archive: Archive repositories
  • External: External repositories

The following three new columns now appear on the File Repositories page for an organization, as shown in the following figure.

File Repositories page
  • Default repository for:
    • If a file repository is the default repository, the values for indexes or images appear in this column.
    • Note: If a file repository is not linked to an organization, the default repository value does not appear on the Properties page for the organization.

  • Archive: If the file repository is the default file repository, a dot appears in the Archive column.
  • External: If the file repository is an external file repository, a dot appears in the External column.

Portal Management>Organizations: Set default servers

System administrators can now set default servers for an organization on the Properties page, as shown in the following figure.

Note: The lists do not populate by default. The options in these lists include the servers that appear on the Servers page for an organization.

Servers page
  • Database server: Database servers that you have permission to access.
  • Analysis server: Analysis servers that you have permission to access.

A new Default column appears on the Servers page for an organization, as shown in the following figure.

If a server is a default server, a dot appears in the Default column.

Note: If no servers are linked to the organization, this information does not appear on the Properties page for an organization.

Servers page showing new Default column

Portal Management>Processing>Supervisors: Logs page for RPF supervisors

A new Logs page is available in the navigation pane on the supervisor Properties page, as shown in the following figure.

To access this page, from the Portal Home page, go to Portal Management>Processing>Supervisors and select a supervisor in the list. The Logs page displays log information about the supervisor, which can help you identify error messages that may not otherwise appear in the interface.

You can also download a log for a supervisor. The log includes error and info messages.

To download a log to a .csv format, on the Logs page for a Supervisor, click the Download logs button.

Logs page

Connect API Explorer>Import API: Transfer files from S3 in createImportJob mutation

The createImportJob mutation now contains parameters to transfer files from S3.

  • Name: fileTransferLocation
  • Valid values: AmazonS3 or Windows
  • Required: No
  • Default: Windows

Note: The default is Windows. When selecting Windows, the files copy from the file repository designated for Images under the import/<case name> folder. When selecting AmazonS3, this mutation returns information needed to access the S3 bucket.

These Options parameters will allow you to request transfer of the following S3 return values within the fileTransferLocationInformation parameter:

  • accessKey
  • secretAccessKey
  • token
  • repositoryType
  • regionEndpoint
  • bucketName
  • rootPrefix
  • expiration

Note: When the fileTransferLocation is AmazonS3, the mutation copies the files from the Amazon S3 bucket and folder created for the job rather than from the import folder on the agent.

The following is an example of how to use these parameters.

Sample mutation:

mutation {
  createImportJob (
    caseId:26,
    options:
    {
      level:“Imports”,
      docsPerLevel:1000,
      updateGroupCoding:True,
      fileTransferLocation:AmazonS3
    }
  )
  {
    rdxJobId
    fileTransferLocationInfo
    {
        accessKey
        secretAccessKey
        token
        repositoryType
        regionEndpoint
        bucketName
        rootPrefix
        expiration
    }    
  }
}

Sample returned data:

{
  “data”: {
    “createImportJob”: {
      “rdxJobId”: 1040,
      “temporaryFileTransferLocationConnectInfo”: {
        “accessKey”: “AEK_AccessKeyId”,
        “secretAccessKey”: “AEK_SecretAccessKey”,
        “token”: “AEK_SessionToken”,
        “repositoryType”: “AmazonS3”,
        “regionEndpoint”: “AEK_Region”,
        “bucketName”: “AEK_Bucket”,
        “rootPrefix”: “AEK_JobPrefix”,
        “expiration”: “2019-11-27T07:04:29.601994Z”
      }
    }
  }
}

Connect API Explorer>Import API: Assign sequential document IDs in an import job

The createImportJob mutation now contains parameters for assigning sequential document ID values for documents in the job.

  • Name: documentIdFormat
  • Valid values: Sequential or Existing
  • Required: No
  • Default: Existing

Note: Use a value of Sequential to have the application reassign document ID values for the documents within this import. Assignment of document IDs uses the provided prefix beginning with the next available document ID number matching that prefix and incrementing by 1 for each document.

  • Name: documentIdPrefix
  • Type: String
  • Required: No

Note: This is static text that appears at the beginning of each document ID only when using Sequential for the documentIdFormat option. If you do not provide this option, the application will use the document ID prefix setting from the Ingestions default settings.

When the documentIdFormat option is Sequential, the job generates a new document ID for all documents within the job. The generated ID will consist of a prefix from documentIdPrefix and a number value padded to nine digits beginning with the next available number in the case with the same prefix.

Document source and attachment relationships generate using the references in parentId based on the provided document ID values. If using sequential renumbering, document source and attachment relationships will generate only based on the parentId references within this job. Documents will not attach to prior existing documents.

If the document contains only one page, the page label will match the document ID. For documents containing multiple pages, the page labels update as DocID-00001, DocID-00002, DocID-00003, consecutively to the last page.

For files that are in pages, the page file name will match the existing page label such as DocID-00001.tif, DocID-00002.tif, and so on. For files not in pages, the file is named after the document ID, like DocID.xls.

The following is an example of how to use these parameters.

Sample mutation:

mutation {
  createImportJob (
    caseId:26,
    options:
    {
      level:“Imports”,
      docsPerLevel:1000,
      updateGroupCoding:True,
      documentIdFormat:Sequential,
      documentIdPrefix:“Doc_”
    }
  )
  {
    rdxJobId
  }
}

Connect API Explorer: Query assignment data for report generation

The Connect API Explorer allows you to gather assignment data to generate reports that can show process workflows, phases, and user assignments.

The following lists the available fields for an assignment object query:

  • id
  • status: Object that extracts the following values:
    • Unassigned
    • Active
    • Suspended
    • Cleared
    • Deleted
    • Revoked
  • workflow: Object to extract the following field data:
    • description
    • id
    • name
    • phases
  • phases: Object to extract the following field data:
    • documentsPerAssignment
    • id
    • locked
    • name
    • parentId
    • parentPhaseName
    • quickCode
    • validationCriteriaName
  • lot: Object to extract the following field data:
    • id
    • name
  • name
  • user
  • assignedDate
  • clearedDate
  • createdDate
  • clear
  • total

Sample query:

query {
  cases (id: 5) {
    reviewSetup {
      workflows (id: 7) {
        phases (id: 10) {
          id
        }
      }
      assignments (id: 8) {
        id
      }
    }
  }
}

Connect API Explorer: Clone cases using caseClone mutation

The caseClone mutation allows you to quickly create new cases without having to use the Nuix Discover UI. The following describes the mutation acceptance criteria.

Required fields:

  • caseName
  • organizationId: Used to identify an organization’s default template used for cloning.

Optional fields:

  • sourceCaseId: Data based on a user’s organization. If the sourceCaseId is missing and there is a selected default template, the mutation uses the organization’s default template case. If the sourceCaseId is missing and there is no default template selected, the application returns the following message: A sourceCaseId must be included in this mutation when an organization does not have a default template case.
  • Description
  • scheduleMetricsJob = true (default): If true, schedule is set to Monthly on day 31 at 11:00 PM.

The following lists the non-configurable fields that inherit the organization’s default or have a hard-coded default:

  • active = true (default)
  • clearData = true (default)
  • databaseServerId
  • imageRepositoryId
  • indexRepositoryId
  • fileTransferRepositoryId
  • analysisServerId
  • archiveRepositoryId
  • externalRepositoryId

The following lists examples of some of the available result fields for use in the caseClone mutation:

  • processingStatus: Object that extracts the following case processing status:
    • Failure
    • Pending
    • Queued
    • Succeeded
    • SucceededWithWarnings
  • processingType: Object that extracts the following case processing type:
    • Clone
    • Connect
    • Create
    • Decommission
    • DeleteDecommissionCase
    • Edit
    • Recommission

Note: This mutation does not support the process of setting the case metrics schedule to (daily (time)), (Weekly (week day, time)), (monthly(day, time)).

Sample mutation query with defaults:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
  }) {
    case {
      id
    }
  }
}

Sample mutation query with options:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
    description: “This is my cloned case”,
    scheduleMetricsJob: true
  }) {
    case {
      id
    }
  }
}

Connect API Explorer: userUpdate mutation for administration tasks

The Connect API Explorer userUpdate mutation allows administrators to perform updates to multiple user accounts simultaneously. When building this mutation, you must include the userId field to identify the user accounts.

Optional fields:

  • firstName
  • lastName
  • email
  • companyId
  • identityProviderId
  • portalCategory
  • disabled
  • requirePasswordChange: Previously named forceReset
  • licenses
  • password
  • addToActiveDirectory
  • forceResetChallengeQuestions

Important: When passing a field value that is blank, the mutation will remove the field. For example, the mutation will remove the disabled field if you enter disabled: “”. When entering new values for either the firstName or lastName, the mutation updates the entire name.

Sample mutation:

mutation {
  userUpdate(input: [
    {userId: 200, firstName: “Fred”, lastName: “Doo”},
    {userId: 1, firstName: “Velma”},
    {userId: 1, lastName: “Doo”}
  ]) {
    users {
      id
      fullName
    }
  }
}

Connect API Explorer: New userAdd mutation

The new mutation userAdd allows the addition of new user accounts using the API. The following lists the accepted input data for this mutation:

  • firstName: Required data
  • lastName: Required data
  • username: Required data
  • password: Required data
  • email
  • licenses: Default is Yes
  • forceReset: Default is Yes
  • portalCategory: Required and follows the same rules as in the user interface (UI) of what the user passing in the mutation can assign.
  • organizationID: Follows the same rules as in the UI of what the user passing in the mutation can assign.
  • companyID
  • addtoActiveDirectory: Required and default is Yes.

The following is an example of how to use this mutation.

Sample Mutation:

mutation newuser {
  userAdd(input: {firstName: “new”, lastName: “user”, userName: “newuser”, password: “Qwerty12345”, email: “newuser@user.com”, forceReset: false, portalCategory: PortalAdministrator, licenses: 1, addToActiveDirectory: true}) {
    users {
      id
      organizations {
        name
        id
        accountNumber
      }
      identityProvider
      userName
      fullName
      companyName
    }
  }
}

Connect API Explorer: New userDelete mutation

The new mutation userDelete allows the deletion of user accounts using the API so that you can integrate your user management application with Nuix Discover. The following lists the accepted input data for this mutation:

  • If all users exist, executing the userDelete mutation with single or multiple userid values will delete all specified users.
  • If some users do not exist, executing the userDelete mutation with single or multiple userid values will delete the specified valid users. In return, the user id values as null.
  • If no users exist, executing the userDelete mutation with single or multiple userid values will return the user id values as null.

Fields:

  • userID: An integer that identifies the user in the portal.

The following is an example of how to use this mutation.

Sample Mutation:

mutation userDelete {
  userDelete(input: {userId: [231]}) {
    users {
      id
    }
  }
}

Connect API Explorer: Cross organization cloning using caseClone mutation

The mutation caseClone now allows the cloning of organizations without using the UI Extensions. The following is the acceptance criteria when using this process:

Required Fields:

  • caseName: Required data.
  • organizationId: Required data.
  • sourceCaseId: Optional data with defaults based on user’s organization.
    • When not included, the mutation will use the organization’s default case template.
    • When not included and there is no default case template, the mutation uses the portal default case template.
    • When not included and there is no default case template or a portal case template, the application returns the following message: A sourceCaseId must be included in this mutation when the portal and organization do not have a default template case.
  • description: Optional data.
  • scheduleMetricsJob = true (default): Optional data. If true, schedule is set to Monthly on day 31 at 11:00 PM.
    • The mutation does not support setting the case metrics schedule as (daily (time)), (Weekly (week day, time)), (monthly(day, time)).

The following are non-configurable fields and inherit the organization defaults or have a hard-coded default:

  • active = true (default)
  • clearData = true (default)
  • databaseServerId
  • imageRepositoryId
  • indexRepositoryId
  • fileTransferRepositoryId
  • analysisServerId
  • archiveRepositoryId
  • externalRepositoryId

The following is an example of how to use these defaults and options.

Sample mutation with defaults:

mutation clone {
  caseClone(input: {
    sourceCaseId: 1,
    caseName: “My new cloned case”
  }) {
    case {
      id
    }
  }
}

Sample mutation with options:

mutation clone {
  caseClone(input: {
    organizationId: 11,
    sourceCaseId: 12,
    caseName: “My new cloned case”,
    description: “This case is described”,
    scheduleMetricsJob: true
  }) {
    case {
      id
    }
  }
}

Sample mutation query with defaults:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
  }) {
    case {
      id
    }
  }
}

Sample mutation query with options:

mutation clone {
  caseClone (input: {
    organizationId: 1,
    sourceCaseId: 2,
    caseName: “My new clone”
    description: “This is my cloned case”,
    scheduleMetricsJob: true
  }) {
    case {
      id
    }
  }
}

Nuix Discover support lifecycle for Microsoft Windows Server and Microsoft SQL Server

The Nuix Discover support lifecycle for Microsoft products is communicated at the beginning of each year.

Note: For additional information about the Microsoft Lifecycle Policy, go to https://support.microsoft.com/en-us/lifecycle/search.

The general support policy for Microsoft Windows Server and Microsoft SQL Server for Nuix Discover quarterly on-premises releases is as follows:

  • Nuix Discover will support two versions of Microsoft Windows Server and Microsoft SQL Server for each release.
  • Within one year of a newly released version of Microsoft Windows Server or Microsoft SQL Server, those versions will be supported by Nuix Discover.
  • Once Microsoft ends mainstream support for a version of Microsoft Windows Server or Microsoft SQL Server, those versions will no longer be supported by Nuix Discover.
  • A 12-month notice of support retirement will be communicated with each quarterly on-premises release.

As of the Nuix Discover 10.2 quarterly release to on-premises clients, the following Microsoft products are supported:

  • Microsoft Windows Server Operating System
    • Microsoft Windows Server 2012 R2
    • Microsoft Windows Server 2016
    • Microsoft Windows Server 2019
  • Microsoft SQL Server
    • Microsoft SQL Server 2016 Standard SP2
    • Microsoft SQL Server 2017 Standard w/CU5 (14.0.3023.8 or higher)

End-of-support notice

Microsoft Windows Server 2012 R2 will no longer be supported as of the 10.6 quarterly on-premises release.

User audit migration service is integrated into Nuix Discover

As of the 10.2 quarterly release, the standalone user audit migration service is removed. The service is now integrated into the Nuix Discover code.

Note: Additional information will be provided in the 10.2 system documentation.

As part of the integration, the following portal setting was removed: User audit migration service URL.

The User audit log service URL setting is still available to system administrators. When this setting has a value, the Portal Management>Cases and Servers>Coding History page is visible.

Ringtail 10.1 Quarterly Release Notes

Audio: Resubmit multiple previously transcribed documents

You can now resubmit audio documents to generate new transcriptions using the Transcribe audio option on the Tools menu. Doing so can be useful if you selected the wrong language model when you transcribed audio documents, or if errors occurred during the transcription job.

Before you resubmit previously transcribed documents, note the following:

  • After you resubmit the audio documents, the application removes any corrections that were made in the previous transcriptions.
  • You cannot resubmit documents that have annotations. Delete the annotations first.

Use the following procedure to resubmit previously transcribed audio documents.

  1. On the Tools menu, select Transcribe audio.
  2. In the Transcribe audio dialog box, shown in the following figure, do the following:
  3. Transcribe audio page
    • Under Language model, select the language. 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
    • Under Optional inclusions, select the check boxes for the documents that you would like to resubmit.
  4. Click OK.

Tools > OCR processing: Languages listed in alphabetical order in the OCR processing dialog box

In the OCR processing dialog box, available languages for OCR processing now appear in alphabetical order.

Manage Documents > Exports: Updates to the MDB Classic export type

The following two updates have been made to the MDB Classic export type in the Export window:

  • Administrators can export a production or a set of rendition documents. In previous releases, administrators could export only binders or base documents with this export type.
    • When creating an export from the Manage Documents page, administrators can select the MDB Classic export type.
    • When selecting rendition documents from search results for export using the Tools > Export menu option, administrators can select the MDB Classic export type from the Export type list.
  • Administrators can choose to populate the pages table of an MDB export file, even if no files are selected for export.
    • If an administrator selects the option to export an MDB load file in the Export window but does not select any files to export, the pages table of the exported MDB file will be empty by default. However, administrators can now populate the pages table of the MDB file anyway. On the Load files page, in the Settings window (available when you click the Settings button, or gear), select the Populate the pages table of the MDB even if no files are selected for export check box.
    • Export (Renditions) page

Manage Documents > Exports: Enhancements and changes to the Exports feature

You now receive the same export results regardless of the way that you choose to submit the export job. You can submit export jobs on the Manage Documents > Exports page or by using the Tools > Export feature on the Documents page.

Only administrators can export documents from the Manage Documents > Exports page. In addition, the user interface used in the Tools > Export feature is now also used on the Manage Documents > Exports page and includes the same options for administrators.

Major enhancements and changes

  • When exporting on the Manage Documents > Exports page, you can now export more than one load file at a time.
  • For base documents, you can select options to convert image files to PDF or TIFF.
  • For any load file field references to files, for page or document load files, the application now populates load file fields based on the files exported along with load files. This process is different than how the Manage Documents > Exports feature worked previously for page load files. For example, in the legacy code, if you exported an MDB load file on its own, but no other files, the pages table would reflect main_pages for the documents in the export. In the updated code, if you export an MDB with no files, no updates occur to the pages table.

Other enhancements and changes

  • Exported files will exist in a folder named according to the Export name and ID under the export folder. However, as shown in the following figure, you can select a repository from the File repository list and, under Output folder path, you can also export to an existing folder instead. To select a file repository or an existing folder, on the Define export page, click the Settings (gear) button to open the Settings window, as shown in the following figure.
  • Export - Define export page
  • When exporting using the Manage Documents > Exports feature, on the Source page, you can choose to export a Binder of documents or a Production. Depending on whether you select Binder or Production on the Source page, the options on subsequent pages will differ. This process is similar to how the options change in the Exports > Tools window depending on whether you select base or rendition documents.
  • Note: This page is not enabled when using the Tools > Export feature on the Documents page because that export is based on documents selected in a search result.

    Export - Source page
  • A new Image settings page replaces the PDF settings page.
    • For image files, users can select the option to convert images to non-searchable PDFs or to convert PDFs to TIFF. These options were previously available for production exports from the Manage Documents > Exports page and are now options for base document exports as well. If the document set already consists of PDFs, you can select the following option from the Image format list: Embed OCR text in existing PDFs. Selecting this option will not create searchable PDFs from non-PDF files.
    • Note: The Embed OCR text in existing PDFs option is available only if the Enable PDF annotations option is set for the case.

      Export - Image settings page
  • The MDB Classic export type is now available to administrators on the Define export page, as shown in the following figure.
  • Export - Define export page
    • The MDB Classic export type makes file selection and MDB page table updates more consistent with expected results. This process is similar to using IEM in the past.
    • On the File types page, instead of selecting the options to export endorsable images, native, and content (.txt) files, you can now choose to export Imaged pages or Content files, as shown in the following figure. If you select Imaged pages, the application exports all of the files that you can see in the Image viewer in the View pane. If you select Content files, the application exports all of the files that you can see in the Native viewer in the View pane.
    • Export - Select file types to export, as needed page
    • Just like for the Custom export type, on the Annotations page in the Export window, users can choose to endorse footers and annotations.
    • The options for omitting other files when a file is annotated are slightly different than the omit file options for Custom export types. For the MDB Classic export type, the default options are as follows:
      • Omit other page files if document images are annotated: When this option is selected, only the annotated files are exported. The application will exclude any other page files from the export.
      • Omit content files if document is annotated: When this option is selected, the application excludes all content files from the export.
      • Export - Annotations page
    • For the MDB Classic export type, you can select only MDB load files for export with the files. By default, if exporting files, the pages table of the MDB will mirror the main_pages table in the application, that is, what appears in the Image viewer in the View pane.
    • A new option, shown in the following figure, is available for the MDB Classic export type. If needed, click the Settings (gear) button to select the following option:
      • Associate all exported files for a document in the pages table. If you select this option, all files exported will be represented in the pages table of the MDB, even if they did not exist in the main_pages table.
      • Export page - MDB selection

Export Feature Summary

  • The Export feature on the Manage Documents page is available only to administrators and is always available to administrators.
    • The export set is based on a selected Binder or Production.
    • No group security is enabled for the items listed for selection. All Binders, Productions, Fields, and Annotations are listed as options.
  • The Export feature, which is an option available on the Tools menu on the Documents page, is available only if the user’s group is set to Allow on the Security > Features page for the Processing – Exports feature. The following additional information applies:
    • The export set is based on selected documents in search results.
    • Group security is enabled for the items listed for selection. Users will see fields or annotations that are allowed only for the group they are logged in as.
    • Non-administrators have access to only one export type, which is Native files only, no load file included.

The following list provides an overview of the use cases, security, available file type options, and handling of base documents and renditions for the different export types (Custom, Native files only, no load file included, and MDB Classic), as well as an overview of the updates to the MDB pages table for the different export types.

  • Use cases for the different export types:
    • Custom: Select this option if you want all available file options.
    • Native files only, no load file included: Select this option if you only want to export native files for a set of documents and nothing else.
    • MDB Classic: Select this option if you are loading the export to another Nuix Discover case and want the file organization or views to be the same in the target case.
  • Security for the different export types:
    • Custom: Administrators only.
    • Native files only, no load file included: Available to administrators and to non-administrators who have access to the export feature.
    • MDB Classic: Administrators only.
  • Available file type options for the different export types:
    • Custom:
      • Endorsable image files: Any files in the Image viewer that are .tif, .tiff, .jpeg, .jpg, .bmp, .png, or .pdf (if PDF annotations are enabled in the case).
      • Native files: Highest-ranking non-txt file or file with an extension matching the field value (if specified).
      • Content files (.txt): Existing .txt file on fileshare or extracted text (for base documents).
    • Native files only, no load file included:
      • No selection available.
      • The application will export only one native file per document.
      • The native is the highest-ranking non-txt file or file with an extension matching the field value (if specified in case options).
    • MDB Classic:
      • Imaged pages: Any files in the Image viewer.
      • Content files: Any files in the Native viewer.
  • Options for base documents for the different export types:
    • Custom:
      • Image format: Select to embed OCR text in existing PDFs, convert images to PDF, or convert PDFs to TIFF.
      • Footers
      • Annotations
      • Load file: One MDB or any number of non-MDB load files.
    • Native files only, no load file included:
      • Exported file structure: As currently foldered in the case or Flattened.
    • MDB Classic:
      • Image format: Select to embed OCR text in existing PDFs.
      • Footers
      • Annotations
      • Load file: One MDB.
  • Options for rendition documents for the different export types:
    • Custom:
      • Image format: Select to embed text in existing PDFs, convert images to PDF, or convert PDFs to TIFF.
      • Load file: One MDB or any number of non-MDB load files.
    • Native files only, no load file included:
      • Exported file structure: As foldered in the case or Flattened.
    • MDB Classic:
      • Image format: Select to embed OCR text in existing PDFs.
      • Load file: One MDB.
  • MDB pages table updates for the different export types:
    • Custom:
      • At least one file per document will be associated with a document in the pages table as long as it was selected for export.
      • If endorsable images are exported, those will be associated with the document in the pages table.
      • If only a native file is exported for a document, it will be associated with the document in the pages table.
      • If only a content file is exported, the .txt file will be associated with the document in the pages table.
      • If you select the option to Update the pages table to mirror files in the image viewer, and if you select both endorsable images and natives for export, and both of those file types exist in the Image viewer for a document, then those files will all be associated with the document in the pages table.
      • If you do not select any files for export, the pages table will be empty.
    • Native files only, no load file included: Not applicable.
    • MDB Classic:
      • The pages table will mirror files available in the Image viewer if you select Imaged pages to be exported.
      • If you do not select Imaged pages to be exported, no files will be referenced in the pages table.
      • If you select Content files to be exported as well as the option to Associate all exported files for a document in the pages table, then the content files exported will be referenced in the pages table.

Additional basic information about how exports work

  • The application copies the exported files to the case default file transfer file repository and a unique subfolder under the export folder. Administrators can change the file repository and select an existing subfolder to copy the files to.
    • The application names the subfolder under the export folder based on the export name and the export ID. The application names the load files according to the export name only, and not the export ID.
  • Exported file structure:
    • When exporting files with an MDB load file, files are exported in the same file structure as they exist in the case.
    • When exporting files with a non-MDB load file, files are separated into images, native, and text folders. However, if exporting a production from the Manage Documents page, the application respects the export path details in the production settings. Note that any system load file templates reference the default folder names of image, native, and text files.

Manage Documents > Ingestions: NIST list updated - September 2019

Ingestions now uses an updated version of this list, released in September 2019. For more information, go to https://www.nist.gov/itl/ssd/software-quality-group/national-software-reference-library-nsrl.

Manage Documents > Ingestions: Show level settings in Add ingestion dialog box

In the Add ingestion dialog box, a read-only display of the default level settings for the case now appears under the Family deduplication setting.

For example, select the default settings for levels, as shown in the following figure.

Default settings - Levels page

These levels appear in the Add ingestion dialog box under the Levels heading, as shown in the following figure.

Add ingestion page

Portal Management > Processing > Jobs: Size of Elasticsearch index captured during Gather case metrics job

If a case uses an Elasticsearch index, the Gather case metrics job now captures the size of the Elasticsearch index. The Elasticsearch index is used to capture the coding audit history.

Portal Management > Processing > Jobs: Gather case metrics job captures total file size of base documents for non-document entity items

When you run a Gather case metrics job, in addition to capturing the file size of image, native, and content files associated with base documents, the application now also captures the total file size of the image, native, and content files associated with non-document entity items. This information appears in the Base documents (GB) column on the Portal Management > Reports > Hosted Details page.

Portal Management > Reports: Change the time zone

You can now change the time zone for the data that appears on the Portal Management > Reports > Usage and Hosted Details pages from local time to Coordinated Universal Time (UTC). Using UTC time allows the reports to display data consistently with reports that are generated through the API when querying for specific dates or date ranges. By default, the data appears in local time.

Use the following procedure to change the time zone from local time to UTC.

  1. On the Portal Management > Reports > Usage or Hosted Details page, on the toolbar, click the Time zone button.
  2. In the Time zone dialog box, shown in the following figure, select UTC time.
  3. Time zone dialog box
  4. Click OK.
  5. The data displayed is then based on UTC time.

Portal Management > Reports: Subtotal column added to Hosted Details report

The Portal Management > Reports > Hosted Details page now includes a Subtotal (GB) column.

Note: The label for the Total size (GB) changed to Total (GB).

In the Subtotal (GB) column, you can view a subtotal of the active data, which includes the data in the following columns:

  • Base documents (GB)
  • Production renditions (GB)
  • Databases (GB)
  • Content index (GB)
  • Predict (GB)
  • Orphan (GB)

Portal Management > Reports: Elasticsearch index size available in the Hosted Details report

If a case uses an Elasticsearch index, you can view the size of the Elasticsearch index for a case on the Reports > Hosted Details page. The name of the new column is Elasticsearch index (GB). The Elasticsearch index is used to capture the coding audit history.

Portal Management > Settings > Log Options: Download a telemetry log file

The Portal Management > Settings > Log Options page includes a new button on the toolbar named Download log that you can use to download a telemetry log file. The application downloads the telemetry log data to a .log text file.

To keep the file size manageable, you can configure the number of records to maintain in the JSON string in the Telemetry archive configuration setting on the Portal Management > Settings > Log Options page. For example, as shown in the following figure, NRecentRecordsToReturn is set to 10000.

Log Options page Telemetry archive configuration data

Connect API Explorer: Access and download API documentation

There are two new buttons available on the Connect API Explorer page, as shown in the following figure.

API documentation buttons

The Open docs button accesses additional API documentation that contains more in-depth guidance on creating and handling queries and mutations. When you click the Open docs button, the Connect API Documentation tab appears containing the API documentation, as shown in the following figure. On the left are active links that access individual topics. Click these links to scroll the page up or down to the selected topic.

Connect API Documentation sample page

Note: The top-right corner of the Connect API Documentation tab shows your specific URL location of the documentation and the current version of the document.

To download the documentation, click Download docs. Doing so downloads the documentation as a Hypertext Markup Language (HTML) page for viewing in any browser window.

Connect API Explorer: API token enhancements

Newly created API authorization tokens no longer require separate API keys and never expire. On the User Administration > API Access page, the API key label now shows the following message: The API key is not required for new authorization tokens.

The API authorization changes are backward compatible to accept existing authorization tokens, which will expire after three years.

To get a new key for an existing user, on the User Administration > API Access page, clear the Authorize this user to use the Connect API check box. Then select this option again to reactivate their authorization.

Connect API Explorer: New case statistic in the API {cases{statistics}} query

The Nuix Discover Connect API contains a new sizeOfElasticSearchIndex field that returns the total size of the Elasticsearch index for cases. The Elasticsearch index stores the audit history records for coding changes that are viewable within the Coding History pane.

The following example uses the new sizeOfElasticSearchIndex field in the cases {statistics} object.

{
  cases {
    name
    statistics {
      sizeOfElasticSearchIndex
    }
  }
}

The sizeOfElasticSearchIndex field is also part of the aggregateTotalHostedSize statistic that returns the sum of sizeofBaseDocumentsHostedDetails, sizeofRenditionsHostedDetails, aggregateDatabases, sizeOfElasticsearchIndex, dtIndexSize, sizeOfNonDocumentData, and sizeOfOrphanFiles.

Connect API Explorer: GraphQL and GraphQL Parser version upgrade

Connect API Explorer now contains the latest upgraded version of GraphQL (v2.4.0) and GraphQL Parser (v4.1.2). These upgrades require a few minor changes to your existing API queries and codes that are declaring Date variables.

In any existing API queries, the Date variable needs to change from Date to DateTime. The following figure is an example of an existing query declaring a Date variable before the upgrade.

Connect API Explorer Date variable example

This next figure shows the needed change for the upgraded version of GraphQL.

Connect API Explorer DateTime variable example

Support for Microsoft Windows Server 2019

As of this release, Nuix Discover supports Microsoft Windows Server 2019.

Changes to the installation process

Recent enhancements to the installation process introduced the following changes.

Web installer requires IIS to be enabled in advance

For new server installations, the web installer now requires Internet Information Services (IIS) to be enabled on the server in advance. This installation was formerly handled by the installer.

The command that needs to be run in advance is Install-WindowsFeature Web-Server. For additional information, see https://docs.microsoft.com/en-us/powershell/module/servermanager/install-windowsfeature?view=winserver2012r2-ps.

Note: This requirement also exists for the coordinator server.

Two new web server prerequisites

The following two new web server prerequisites are required. These prerequisites are installed automatically by the web installer.

  • Application Request Routing 3.0
  • URL Rewrite Module 2.1

Installers no longer include the Microsoft .NET Framework 4.8

The following installers no longer include the Microsoft .NET Framework 4.8 prerequisite.

Note: If the Microsoft Framework .NET 4.8+ is not installed before running these installers, the installation does not complete successfully. Before running any of the following installers, you must install the Microsoft Framework .NET 4.8+, which you can download from https://dotnet.microsoft.com/download/dotnet-framework/net48.

  • Web
  • SQL Component
  • RPF Coordinator
  • RPF Supervisor
  • Hit Highlight
  • Content Search
  • Portal API

Upcoming changes to Transport Layer Security version for Google Chrome

In Chrome 81, which will be released in March 2020, Google will block connections to sites using Transport Layer Security (TLS) 1.0 and 1.1. The recommendation from Google is to enable TLS 1.2. For additional information, go to the following URL: https://blog.chromium.org/2019/10/chrome-ui-for-deprecating-legacy-tls.html

Ringtail 10.0 Quarterly 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.

Nuix Discover logo

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.
  • Navigation Bar Nuix Discover logo
  • The What’s new in Ringtail section on the Portal Home page is now named What’s new.
  • Portal Home page 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.
  • Case Home page What's new
  • On the user name menu, under User settings, the Reset to Ringtail default menu option is now named Reset to case default.
  • User settings Reset to case default
  • The Ringtail Connect API Explorer is now named Connect API Explorer.
  • Portal Management Connect API Exporler option

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.

Transcribe audio dialog box

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.

Transcribe audio Language model selection

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.

Transcribe audio dialog box Successful transcription message

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.

View pane Document view history selection

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.

Document view history Downloaded column

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.

Security Administration page

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.

Delete selected items dialog box

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.

Modify field value dialog box

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

A new system field named Audio Language Model is available on the Case Setup > System Fields page.

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.

Audio Language Model Items page

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.

Variable Builder Quick Picks tab

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.

Cases and Servers page Discount case button

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.

      Recent user activity Sessions column

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.

Settings dialog box to Include or Exclude

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.

    Reports Summary page

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.

Settings Log Options page
  • 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.

Account Settings API Access page

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.

Ringtail 9.9 Quarterly Release Notes

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.

Audio pane
  • 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.
    • Audio button: 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.

      Highlight Blue button

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

    • Play button Play: Click this button to play the audio file.
    • Pause button Pause: Click this button to pause the audio file.
    • Annotations List button 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.

      Convert Annotations button

      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.

      Conditional Coding pane
    • Find and Redact button 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 Redact pane
    • Find and Correct button 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.

      Find and Correct pane
    • Correct Transcription button 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 button 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.

      Pinned Redaction Type indicator
    • Highlight button 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.

      Pinned Highlight Type indicator
    • Hide Annotations button Hide annotations: Click this button to hide all annotations. Click the button again so show all annotations.
    • Transparent Annotation button Transparent annotation: Click this button to make annotations transparent. Click this button again to revert back to non-transparent annotations.
    • Pointer and Select button 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 button 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.

No Text Content to Show message

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.

    Transcribe Audio dialog box
  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.

Audio Transcription Status field

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.

Quick Search menu

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.

Quick Search box

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.

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.

Coding History pane

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

Coding History pane

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 Add indicator: Appears in the Action column when an item is added.
  • Update Update indicator: Appears in the Action column when an item is updated.
  • Deleted Deleted indicator: Appears in the Action column when an item is deleted.
  • Convert Convert indicator: Appears in the Action column when an annotation is converted.
  • Mass code Mass Code indicator: 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.

Coding History Update warning message

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 filter

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.

Conditional Coding pane Document Coding information

List pane: Options menu always visible

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

List pane Options menu

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

List pane Options icon

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

    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 Connect existing entity item IDs results

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.
    Add Person item dialog box

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

    The Person entity item is added.

    Related pane indicating Person entity item 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
Translate Language selections

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.

    Search page Japanese translation selection

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.

View pane Document view history button

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

Document view history dialog box

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.

Portal Home page Portal Extensions

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

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.
  • Processing - Transcribe Audio feature

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.

Add entity to data model dialog box

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

Add Entity item dialog box

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.

Fields page Created entity

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.

Coding fields page Add field selection

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

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

Add field connection indicator

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.

Download files dialog box

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.

Password needed dialog box

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).

Download dialog box Password protection

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.

Ingestions page available buttons

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.

Default settings Folder Structure page

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.
  • Advanced settings Chat Data page

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.

Advanced settings Encoding page

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.

Load Files Templates Default Field Formatting page

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.

Add columns from field list dialog box

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.

Identity Provider Settings Properties page

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/

Settings Portal Options page

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.

Cases Case Options page

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.

Cases Case Options page indicating service URL

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.

Reports Usage page

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.

Decommission case Summary window

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.
  • RPF job processing progress window

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.

Cases and Servers Deleted Cases page

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.

Decommissioned Cases Portal Options page

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.
      Reports Usage Hosted Details page
    • 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.

Cases and Servers Cases page Disconnect 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.
    UI Extensions page Add button
  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.

    Add UI extension Settings page
  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.
      Add UI extension Settings editor Advancted option
    • 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.
        Add UI extension Settings editor Options
    • Click Next.
    • On the Review page, review the information, and then click Save.
      Add UI extension Review page

      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.

    UI Extensions Brown icon indicator
  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.

    UI Extensions Properties page showing Location
  7. On the Organizations page, enable the UI extension for one or more organizations.
    UI Extensions Organizations page
  8. On the Users page, enable the UI extension for one or more users.
    UI Extensions Users page
  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.
    Portal Home page Portal Extensions options

    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.

Ringtail 9.8 Quarterly Release Notes

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.
  2. 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.

  3. Select a document to translate.
  4. In the Translate pane, shown in the following figure, do the following:
  5. Translate pane
    • 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.
  6. Click the Translate button on the toolbar in the Translate pane.
  7. 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.

  8. 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.

Side-by-side view of the Translated Content and Workspace panes

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

  4. In the Translate dialog box, do the following:
  5. Translate dialog
    • 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.

  6. 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.
  7. Selecting target language for translation

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.

Translated Text Search

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.

    Translated Document Search
  • 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.

Related Entities Mapper

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

  • Root Entity Element The root entity item
  • Active Root Entity Element The active root entity item
  • Active Entity Element The active entity item
  • Entity with Direct Relationship to Active Entity Element An entity item with a direct relationship to the active entity item
  • Entity with Indirect Relationship to Active Entity Element - An entity item with an indirect relationship to the active entity item
  • Entity Cluster Element An entity cluster
  • One-to-Many Connection Element A one-to-many connection
  • Many-to-One Connection Element A many-to-one connection
  • Many-to-many Connection Element 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.

Visualization of Connected Entity

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.
  • Detailed Information of Entity using Hover Over

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.
  • Active Entity Selection

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.
  2. Changing Pivot Item

The selected item becomes the active entity item.

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

Entity Items showing Related to 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.

Multiple Related Items in Breadcrumb Trail

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.
  2. Loading Entity Items

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

    • The Related pane refreshes and the Related documents tab Related Documents Tab appears.
    • The entity items, in this case for the Document entity, appear in the List pane.
    • Document Entity Items showing in List Pane
  3. To view the related entities, click the Related entities button Related Entities Button on the toolbar.
  4. Related Entities View
  5. To view the Related Entities Mapper visualization, click the Related Entities Mapper button 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.
  • Selecting Evidence

    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. Selecting Evidence
  3. 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.
  4. Connect Existing Evidence Item

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

    Related Entities Tab - Connect Exisitng
  3. In the Connect existing [name of entity] item dialog box, search for and select an entity item to connect to.
  4. 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.

    Connect Existing Evidence Item Dialog
  5. Click Save.
  6. 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. Related Entities Tab - Update Connections
  3. In the Update connections window, on the Connected Items page, select an item, and then click Next.
  4. Update Connections Dialog - Connected Items
  5. On the Replace Media page, search for an entity item, select the item, and then click Save.
  6. Note: The name of this page depends on the name of the entity item.

    Update Connections Dialog - Replace Media

    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.
  2. 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.

  3. Select an item, and then click the Make pivot button.
  4. The active item becomes the pivot item.

    Making Active Item 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.

    Pivot Item Breadcrumb Trail

    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.

    Breadcrumb Trail Indicator

View and audit the coding history of documents

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

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

Coding History Values

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

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

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

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

Coding History Sorting

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.

Document Count Dialog

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.
  • Positive Coding Rates Per CAL Run

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.

Case Setup - System Fields
  • 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.
  • Translation Languages
  • 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.
  4. 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].
    • Add Connection Dialog
  5. Click Save in the Add connection dialog box.
  6. Two new rows appear on the Connections page, as shown in the following figure.

    Case Setup - Connections

    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.

Export MDB File showing All Associated Files with Exported Documents

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.

Download Files Dialog

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.

Clone Production Dialog

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.

Reports page showing Translation Documents Column

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

Portal Management > Settings > Translation Services: Configure the translation service for a portal and cases

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}

Settings - Translation Services showing JSON String

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.

Settings - Portal Options

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.

Settings - Coding History

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.

Ringtail 9.7 Quarterly Release Notes

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.

The Single coding and Mass coding buttons.

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.

Conditional Coding pane with an arrow pointing to the Mass code field button.

The Mass code field dialog box appears.

Mass code field dialog box with options for the Add action.

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.
Mass code field dialog box with options for the Find and replace action.

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.

Conditional Coding pane showing the Active Quick Code template when coding an individual document.

Active Quick Code: Mass code documents.

Conditional Coding pane showing the Active Quick Code template when mass coding documents, with an arrow pointing to the Mass code field button.

Binders: Code an individual document.

Conditional Coding pane showing the Binders template when coding an individual document.

Binders: Mass code documents.

Conditional Coding pane showing the Binders template when mass coding documents.

Issues: Code an individual document.

Conditional Coding pane showing the Issues template when coding an individual document.

Issues: Mass code documents.

Conditional Coding pane showing the Issues template when mass coding 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.

Conditional Coding pane showing a template that is currently in view, with an arrow pointing to the Mass code field button.

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.

Conditional Coding pane showing the Issues template with the buttons to add (checkmark) and remove (X) coding from issues.

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 pane showing the Issues template with an arrow pointing to the Manage button.

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.

Conditional Coding pane showing the Production - Unlocked field.

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.

The Define export page in the Export window.

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.

The Output page in the Export window.

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:

The Options menu in the Sources and attachments section on the Related pane.

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.
Selecting files in the Add attachments dialog box.

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.
Selecting a document to use to replace an attachment in the Replace dialog box.

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.

The Connect existing Collection item button in the Related pane. The Connect existing Collection item dialog box.

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 window showing the Multiple tiff or jpg pages check box.

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.

Imaging window showing the PDF file type check box.
  • 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.

The Tools › OCR › OCR processing window.

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 › Conditional Templates page with an arrow pointing to the Read-only check box for the Production - Unlocked field.

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.

    The default Short phase name, short lot name, and ID option on the Assignment name menu.

  • 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.
The entire assignment name displayed 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.

Phases page in the Review Setup area.

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.

Granting 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 neededSettings 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 Settings page of the Select file types to export, as needed page in the Export window.
  • 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 ExportsWarnings 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.

The Existing Documents page in the Import window.

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 Imports page.
  • 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. Imports page Clone button.
  • 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.

Imports: Statistics area on properties page captures job count information

A new area named Statistics on the Manage Documents › Imports >Properties page includes the following statistics about an import job.

  • New documents: Number of new documents created and total page count.
  • Updated documents: Number of documents updated.
  • Fields in load file: Number of fields in the load file mapped to Ringtail fields.
  • Fields mapped: Number of mapped fields in the load file.
  • Images in load file: Number of records in the LFP or OPT image load file.
  • Native files: Number of documents with a value in the field mapped to the Native path on the Map Files page.
  • Text files: Number of documents with a value in the field mapped to Full text on the Map Files page.

These fields appear in the spreadsheet when you download a report.

Imports: Group messages on Errors page

Errors that appear on the Imports >Errors page are now organized by categories that reflect error types.

Imports: Option to copy all folders for MDB load file imports

A new option has been added to the Imports › Source files page that allows users to copy all folders under a specific directory when importing load files. On the Source files page, users can select the Copy all folders under the selected folder option, and then select a folder from the list that appears on the page.

Note: This option applies only to .mdb load file imports.

Ingestions: NIST list updated - September 2018

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 September 2018. You can view the list at the following link: https://www.nist.gov/itl/ssd/software-quality-group/nsrl-download/current-rds-hash-sets.

Ingestions: Populate [Meta] File Extension - Loaded field when value is missing

During the ingestions process, some items, such as calendar appointments, are not assigned a value for the loaded file extension. If no value exists in the [Meta] File Extension - Loaded field for a file, Ringtail populates the field with the file extension of the file that was loaded into Ringtail.

Ingestions: Separate file count and size information on the Ingestions page

On the Ingestions page, you can now view separate columns for the number of files and the file size of files that were processed in the job. These two columns are Files and Size.

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.

Use the Archive check box to designate a file repository as an archive.

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

Archive column for File Repositories table.

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.

Properties page for an archive file repository.

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.

Archive files to an archive file repository.

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.

Ringtail processing session in a separate browser window.

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
Columns in the Archive table.

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.

Use the Restore files dialog box to restore files from an archive file repository.

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.

Delete dialog box for an archive file repository.

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 DocumentsFile 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.

Report button for the Archive file repository.

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.

File download from the archive repository.
  • 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: Download and upload enhancements

On the Manage Documents › File Repositories page, the following enhancements are available for uploads to and downloads from file repositories.

  • For uploads from the File Repositories page, and also from the Imports and Ingestions pages, the .7z file type is now supported.
  • The Download dialog box has a new check box named Compress files for download. If the Use Aspera for faster data transfer check box is cleared, the Compress files for download check box is selected by default. Downloads begin sooner when compression is disabled. Download dialog box with new Compress files for download check box.
  • The Upload dialog box contains a new check box named Extract files after upload. Select this option to extract the contents of the archive to the destination folder. If this option is not selected, Ringtail does not require you to select an archive file type when uploading a file. Upload dialog box with Extract files after upload check box.

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.

Expanded Size column for File Repositories table.

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.

File Repositories page showing access to external file repositories assigned to the 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.

Selecting an external file repository as a destination.

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 ToolsArchive files. The Archive files dialog box appears.

Archive files dialog box.

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.

Processing window showing the progress and status of the archive operation.

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

File Repositories page showing the new archive.

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.

Open search dialog box showing an arrow pointing to a saved search.

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.

Quality Control page showing an arrow pointing to a result for a saved search in the Result column.

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

Productions: Add missing content warning to History page when productions containing redactions are locked

If you select the Omit text file if document is redacted option on the Production Rules page for a production, when you attempt to lock that production, Ringtail generates a warning message on the production History page if one or more .txt files is missing for redacted documents in the production.

User Administration: Password self-service now based on authentication method

The method for changing and resetting passwords can now be based on the authentication method defined by users’ identity provider settings. For example, Active Directory might identify the password self-service method by setting the forgot_password_url and change_password_url settings in the JSON in the Identity Provider Settings Configuration text field.

  • For users with Ringtail authentication, if the users’ associated Identity Provider Settings Configuration text field contains the forgot_password_url and change_password_url links in the JSON, users are sent to those URLs. If no links are present, users are presented with the existing Ringtail built-in self-service password flow.

    Note: The URL of change password link and URL of forgotten password link settings that appear on the Portal Management › Settings › Help Options page are never used with Ringtail authentication.

  • For users with Active Directory (AD) authentication, if the users’ associated Identity Provider Settings Configuration text field contains the forgot_password_url and change_password_url links in the JSON, users are sent to those URLs. If no links are present, but values exist in the Settings › Help Options URL of change password link and URL of forgotten password link settings, users are sent to those links. If no links are present in either setting, users are presented with the existing Ringtail built-in self-service password flow.
  • For sites using RingtailSTS, when Enable users to access password self service is selected on the User Administration › Active Directory Settings page and values exist on the Settings › Help Options page for the URL of change password link and URL of forgotten password link options, users are sent to those links. If no links are present in either setting, users are presented with the existing Ringtail built-in self-service password flow. When Enable users to access password self service is not selected, users have no access to password management.
  • Users authenticating with other identity providers are directed to those identity providers for password management.

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.

Clone options window used to clone case options.

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.

Clone options window used to select target cases.

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.

Designating a file repository as an archive when adding a case.

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.

Archive column on the Cases page.

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.

Select an archive file repository 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.

Add an external file repository to a case.

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 Properties page for the external file repository type.

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.

Case Properties page showing the external file repositories to assign to 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
File Repositories page in the Add case window showing the external file repositories to assign to a case.

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.

Organization Dashboard Summary Report showing information about cases, users, hosted data, recent jobs, and recent user activity.

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.

Settings: Help Options page changes

On the Portal Settings › Help Options page, the Password management section is renamed Login configuration and password management.

Ringtail Connect API: Request data about files associated with a document

You can request data about the files that are associated with a document using the cases {document {files}} object.

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

You can include the following arguments on the files object:

  • id
  • isContent
  • isPage
  • fileExtension

Ringtail Connect API: Request data about binders in a case

You can request data about the binders in a case using the cases {binders} object.

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

You can include the following arguments on the binders object:

  • id
  • name
  • type
  • scroll

Ringtail Connect API: Updates to the documentLoads object

This release includes the following updates to the cases {documentLoads} object:

  • The cases {documentLoads {jobType}} field is now named type.
  • To return the job ID for ingestions and import jobs, you can query the cases {documentLoads { id}} field.
  • To return the Ringtail Processing Framework (RPF) job ID for a job, you can query the cases {documentLoads { rpfJobId}} field.
  • You can filter the cases {documentLoads} object by id, type, and status.
  • The cases {documentLoads} object now returns the following types of ingestions jobs:
    • Ingestions jobs with the status “Completed with Exceptions.”
    • Ingestions jobs in which no documents were added to Ringtail because all of the documents in the job were suppressed as duplicates.

Ringtail Connect API: Updates to the pages object

This release includes the following updates to the cases {documents {pages}} object:

  • The cases {documents {pages {pageNum}}} field is now named pageFileNumber.
  • The cases {documents {pages {numPages}}} field is now named pageCount.

Ringtail Connect API: List document records from search results

You can request data about documents in a search result set using the documents field. The documents field returns a list of records of type document. By default, 200 records are returned per request, with a maximum limit of 1,000 records per request.

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

Ringtail Connect API: New fields in cases[productions] object for description, creator, and date

Cases{productions} has the following three new fields. These fields enhance the reports you can generate for productions in your cases.

  • description[string] returns the information in the Description column from the Ringtail Productions page.
  • creator[user] returns the information in the Creator column from the Ringtail Productions page.
  • date[date] returns the information in the Creation/Locked date column from the Ringtail Productions page. You can filter the date using the dateComparison operator.

The following example shows a query for a production using the new fields.

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

Ringtail Connect API: Add entity items

You can add new entity items for data models using the entityItemAdd mutation. The mutation creates a new entity item of the specified type entityTypeID.

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

Ringtail 9.6 Quarterly Release Notes

Login page recommendation

As a best practice, and to ensure a seamless login experience, we recommend that you replace any bookmarks you may have created with the original URL that you received from your administrator. Alternatively, after you log in to Ringtail, you can bookmark the URL for the portal home page, but avoid bookmarking the URL for the login page.

Browse pane: Access assignments in the Browse pane

You can now access your assignments in the Browse pane. The features in the Assignments section in the Browse pane work similarly to the features on the My Assignments page on the Case Home page.

Assignments section in the Browse pane, showing two assignments and the Options menu with the following options: Resume, Suspend, Revoke, Clear completed.

Note: If you do not see the Assignments section in the Browse pane, click Options on the menu in the Browse pane to open the Browse settings dialog box, and then add the Assignments section to the Browse pane.

You can perform the following tasks in the Assignments section in the Browse pane:

  • To filter your assignments by status (Active, Suspended, Cleared), click the filter button in the first column.
  • To get your next assignments, click the Get next assignments button on the toolbar.
  • To get your remaining assignments, click the Get link in the Remaining column.
  • To access the documents in your assignment, in the Name column, click the link for an assignment. To view details about an assignment, hover over an assignment name.
  • To resume, suspend, revoke, or clear completed assignments, click the Options menu next to an assignment, and then select an option.
  • To manage your assignments on the My Assignments page, click the Manage button on the toolbar in the Assignments section in the Browse pane.
  • To maximize the Assignments section in the Browse pane and hide all other sections, click the Maximize button on the toolbar.

Compare pane: Introducing the Compare pane

You can view the differences between the text of two documents using the Compare pane.

To compare documents, add a Compare pane to your workspace.

Tip: To locate documents that are good candidates for comparison, add a Related pane to your workspace. In the Related pane, in the Similar section, you can see a list of documents that share the same concepts.

In the Compare pane, the active document always appears in the right pane.

The Compare pane with the the active document in the right pane.

To compare documents, you anchor one of the documents that you want to compare. Then, you navigate through the other documents that you want to compare with the anchored document.

To anchor a document, select the document, and then click the Set active document as anchor button on the Compare pane toolbar. The document is anchored in the left pane.

The Set active document as anchor button.

Then, select a similar document in the Related pane or the List pane. In the Compare pane, the anchored document in the left pane remains unchanged. The document that you selected, which is now the active document, appears in the right pane. The differences between the two documents are marked in red.

Differences between two documents in the Compare pane marked with red underlines and strikethroughs.

To navigate between sections in the two documents, click the navigation buttons on the Compare pane toolbar.

The Compare pane is available for documents without branded redactions. The maximum file size is 3 MB.

Note: Your administrator must enable the Compare feature on the Security > Features page.

List pane: Edit core document fields directly in the List pane

You can now edit the values for the following fields directly in the List pane:

  • Document Date
  • Document Description
  • Document Title
  • Document Type
  • Estimated Date

Double-click a field to edit its value.

Note: Your administrator must grant Write permissions for these fields on the Security > Objects > Document Fields page.

List pane: Thumbnail images in document List view

If thumbnail image generation is enabled for your case, you can view thumbnail images of documents, if they are available, in the List pane. To view thumbnails, add a column in the List pane for Thumbnail.

The process of selecting the Thumbnail option in order to view a column with thumbnail images.

If the thumbnail image is not available, No Thumbnail Available appears in the column. You will not be able to view thumbnails for documents if branded redactions appear on the image.

A thumbnail image in the List pane.

View pane: Updates to the Image viewer toolbar

The Image viewer toolbar in the View pane includes a new user interface style. The appearance and display order of some buttons has changed. The page navigation tools also appear at the top of the pane.

Image viewer in the View pane showing the Image viewer toolbar.

The Batch Print button and the Options button are now located on the View menu. You can pin these buttons to the View pane toolbar.

Batch Print button and Options button on the View menu.

You can now pin frequently used redaction types and highlight colors to the Image viewer toolbar. To pin a highlight or redaction to the Image viewer toolbar, click the pin button next to an annotation type.

Pin button next to a redaction type.

To switch from the default toolbar to the toolbar with pinned annotations, click the pin button at the top of the toolbar.

Pinned toolbar button.

The new toolbar appears on the Documents page and the Production Pages page.

View pane: Updated interface for the Convert annotations tool

In the View pane, in the Image viewer toolbar, the Convert annotations tool now opens as a dialog box.

Convert page annotations dialog box.

Introducing the manual imaging feature

The Ringtail team is pleased to introduce the manual imaging feature. This feature allows you to prepare and export documents for manual imaging. Your administrator downloads the documents, creates image files of the documents using a third-party tool, and then uploads the image files into Ringtail.

Submit a manual imaging job

To select the documents that you want to submit for manual imaging, select the check box next to at least one document in the search results in the List pane. Then, select Tools > Imaging. In the Imaging window, select the Prepare for manual imaging check box.

Imaging window with the Prepare for manual imaging option selected.

Just like in the automated imaging process, the manual imaging functionality allows you to select options for properties and exclusions. On the Properties page, you can select one of three image types for the imaging output: TIFF, JPEG, or PDF.

On the Exclusions page, the documents that you selected for manual imaging are sorted by the number of documents that will be submitted and the number of documents that will be excluded. Documents may be excluded for a number of reasons, for example, because they are encrypted or because they have already been imaged.

Documents to be excluded are further sorted into two groups: Optional inclusions and Documents that must be excluded. To override the exclusions and submit the specified documents for manual imaging, under Optional inclusions, select the check box next to one or more of the options. For more information about the Optional inclusions and Documents that must be excluded sections, see the Create image files of documents with Imaging topic in the Ringtail 9.4 Online Help.

Imaging window, Exclusions page.

Note: Only administrators can download documents that have been submitted for manual imaging. For more information about downloading and uploading documents for manual imaging, see Manual imaging for administrators.

The following fields are populated during manual imaging processing:

  • Imaging Format: The format of the images that are uploaded after manual imaging. The options are TIFF, JPG, or PDF.
  • Imaging ID: The ID of the download job containing a document that has been submitted for manual imaging but for which the images have not yet been uploaded. If images have been successfully uploaded for the document, this is the ID of the upload job.
  • Imaging Status: The current status of manual imaging for the document. If a document has been submitted for manual imaging and the images have not been uploaded, the status is Processing - Manual. If images have been successfully uploaded for the document, the status is Completed - Manual.
  • Imaging Warnings: Ringtail does not generate warnings for documents that are manually imaged.

Mobile device data: Review text messages

You can review text message threads as documents in Ringtail. You can review threads generated using iMessage, SMS, and WhatsApp. In addition to messages, you can also view the names or phone numbers of participants, attachments, images, videos, dates and times of the thread, and the number of messages in the thread, as well as other metadata.

An example of a text message thread document is shown in the following figure.

Text message thread document in Native view.

To search for chat documents, create a search that includes the Document Type field with a value of iMessage, SMS, or WhatsApp.

You can review text message documents in the View pane in Formatted content, Unformatted content, Native, Office Online viewer, or Image viewer formats. Depending on the format you select, images and videos in the text thread are displayed along with the accompanying text. Images, videos, and other attachments to text messages are also created as separate Ringtail documents attached to the message thread document.

Text message thread document containing an attachment and a video.

A summary table appears at the top of the text thread. This table contains the participants in the thread and displays the number of attachments and messages they sent in the thread.

The summary table in a text message thread document.

In the summary table in Formatted content view, you can click a person’s name or phone number to display highlights for all content that was sent by an individual. Click in the MSG column to view only messages sent by a specific person or click in the ATC column to view only attachments.

Note: You can display highlights for multiple people or organizations at the same time.

Highlights displayed for a participant in a text message thread.

To add annotations, such as highlights or redactions, to a text message thread document, you can create an image file of the document, and then annotate the image file.

Introducing the Extract text feature

You can now extract text from native files using the Extract text option on the Tools menu.

Note: Text extraction is available only for search results of base documents.

To access text extraction, select at least one document in the search results in the List pane, and then select Tools > Extract text. The Extract text dialog box indicates the number of documents selected for text extraction. It also indicates the number of documents that are not eligible for text extraction.

The Extract text dialog box.

To view a list of the ineligible documents, click the blue link. Documents are not eligible for text extraction if they meet the following criteria:

  • They have no content files.

    Tip: To identify content or native file types associated with documents, search for the documents using the Native file extension field or display the Native file extension column in the search results.

  • The only content files associated with these documents are excluded by the Excluded file extensions for text extraction case option. The default file extensions excluded by this option are .tif, .tiff, .jpg, .jpeg, .bmp, .png, .gif, .psd, .psp, and .dwg. Administrators can change these default values.

    The case option for excluded file extensions for text extraction.

    Note: Ringtail also skips text extraction for documents that have a status of Submitted or In progress. A message appears that contains the number of those documents. Click the link in the message view a list of the documents.

You also have the option to specify a field for Ringtail to use to identify which files to extract text from. Select a field in the Field to identify file for text extension list. The default field is the value in the Production default native field case setting. If no field is selected, or a field is selected but does not contain a value, Ringtail extracts text from the highest ranked content file.

To avoid extracting text from documents that already have content files, select either or both of the options under Skip text extraction for documents if, as follows:

  • Text has already been extracted from the document successfully: Select this check box to avoid extracting text from documents that have already had text extracted successfully, regardless of which file extension was used to extract text from it previously. Click the blue number to view a list of affected documents. To re-run text extraction, clear the check box.
  • A separate .txt file already exists for the document: If this check box remains selected, the document is not submitted for text extraction if a .txt file is already associated with the document. Click the blue number to view a list of affected documents. To run text extraction even if a .txt file exists, clear the check box.

Documents page: Switch workspace configurations in a standalone workspace

On the Documents page, when you open a document in a standalone workspace, you can now use the workspace buttons on the toolbar to select which workspace to display.

Workspace buttons in the standalone workspace window.

Predictive coding: Automatically rebuild assignments based on CAL score

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

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

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

Assignments page in the CAL Configure training window

Predictive coding: Updated text extraction process for predictive coding populations

In predictive coding, the process that Ringtail performs to extract text from the documents in a population is updated. The new text extraction process for predictive coding is similar to the text extraction process for productions.

If a population has a scheduled training job, when the next training job runs, Ringtail extracts text from the documents in the population using the updated process. Ringtail extracts text even if text was previously extracted using the old text extraction process. Because of this, the training job may take a while to complete.

Note: If you intend to produce documents that you extracted text from using predictive coding, you may have to perform text extraction on those documents again if the original extraction was done using an older version of Ringtail.

Imports: Improved field mapping in import setup

The Field Map page in the Imports window has been updated. In addition to standard one-to-one field mapping, you can now map one import field to multiple Ringtail fields, or many import fields to one field in Ringtail.

The Field Map page in the Import window.

Ringtail automatically attempts to map import fields to Ringtail fields. To change the mapping of an import field, on the Field Map page, click in the Action column for an import field, and then select one of the following options:

  • New: Creates a new field in the case database on import.
  • Ignore: Excludes the field from the import.
  • Import to: Ringtail automatically shows you which case fields are valid for that import field based on field type and one-to-one or one-to-many relationships. For example, you can only map text fields to text fields, or Boolean fields to Boolean fields. One-to-many import fields can only map to one-to-many case fields.

Note: The Match and Previous options are no longer available in the Action column. If Ringtail suggests a field mapping based on previous mapping or a matching field name, the Import to action is selected. An icon indicates how Ringtail maps the fields. Mapping may be suggested because of a match or previous mapping.

The label of the Value column has been changed to Delimiter.

Imports: Mapping one-to-many fields

You can now map a single import field to more than one case field. For example, you may want to use the value in the Main Date import field to populate the Document Date and [Meta] Date Sent fields in Ringtail. In the Main Date row, in the Case field column, you select Document Date (if it has not already been selected by Ringtail). Then, at the end of the Main Date row, click the Duplicate button.

Mapping a one-to-many field on the Field Map page in the Import window.

Another row appears for Main Date. In the Case field column of that row, select [Meta] Date Sent.

Selecting a case field on the Field Map page in the Import window.

Imports: Mapping many-to-one fields

You can now map more than one import field to a single case field. For example, you may want to use the values in the Date Modified and Date Sent import fields to populate the Document Date field in Ringtail. On the Field Map page, for both the Date Modified and Date Sent import fields, you select Document Date in the Case field column.

Mapping many-to-one fields on the Field Map page in the Import window.

Then, click Next. The Field Trumping Order page appears. On this page, you can determine the order in which the import fields will populate the Ringtail case field. Case fields affected by many-to-one mapping for the import job appear in the Case field pane on the left, if the case field is a one-to-one field.

Note: If the case field is a one-to-many field, values from all mapped import fields will be added to the case field.

Click the name of a case field to view and reorder the import fields mapped to it in the pane on the right.

The Field Trumping Order page.

The order in which the import fields are used to populate the case field appears in the Rank column. To change that order, you can click on the handle of an import field row and drag it up or down.

Changing the order in which the import fields are used to populate the case field.

Imports: Add field name to errors with parties table

If you encounter an error related to parties data when importing documents, Ringtail now displays the parties data field that generated the error on the Imports >Properties > Error page.

Imports: Import Inventory jobs given highest priority

To allow users to move through the import setup process more efficiently, the priority has been set to Immediate for Import Inventory jobs. This change ensures that inventory jobs that are part of the import process run as quickly as possible.

Imports: Only require levels selection when needed

This change applies to importing flat files. On the Import > Existing Documents page, if the value for Import action is Update existing documents only and the Levels check box is not selected, the Levels page is disabled. A message appears at the top of the Import window that reads “Due to the selections made for updating existing documents, levels do not need to be selected.”

Ringtail ignores previous Levels settings if import settings are updated to clear the Levels check box under the Update existing documents option.

Imports: When choosing an update option, only allow Document ID from load file

This change applies to importing flat files. On the Import > Existing Documents page, if the value for Import action is Import new documents and update existing documents or Update existing documents only, the Document ID page allows the user to select only the Existing Document ID option. The option is selected by default and the Document ID settings are disabled. A message appears at the top of the Import window that reads “When updating existing documents, your load file must contain the existing document ID.”

Imports: Add comma as multivalue delimiter option

On the Import > Delimiter page, we have added a comma to the available options for multivalue delimiter.

Imports: Page counts calculated for files without page counts prior to import

During the import process, Ringtail now calculates the page count for any files that did not have a page count before they were imported. In previous versions, this calculation was only performed when files were indexed after import.

Imports and Ingestions: Upload and download enhancements

For uploads from the Imports and Ingestions pages, the .7z file type is now supported.

Exports: Allow duplicate export names

When exporting documents from the Manage Documents page, you can now give the same name to multiple export jobs. In previous releases, the export name had to be unique. To enable this feature, in the Add export dialog box, select the Allow duplicate export name check box.

Add export window showing the Allow duplicate export name check box.

Exports: Improve efficiency using batching

All export jobs are now split into multiple batches. This update improves efficiency and speed because it allows batches to be spread out among multiple workers.

Note: All files from a single document are processed in a batch together.

The default export batch size is 100. You can adjust the batch size on the Portal Management > Cases and Servers > Case Name > Case Options page, in the Export job batch size box.

Properties page for a case showing the Export job batch size option.

File Repositories: Add a folder

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

Add folder for File Repositories

File Repositories: Rename a folder or file

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

Rename a file or folder in File Repositories.

File Repositories: Move a folder or file

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

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

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

File Repositories Move dialog box

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

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

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

Move dialog box showing the Add folder button

File Repositories: Compress folders and files

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

File Repositories Compress dialog box

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

Processing window displaying file compression and extraction

File Repositories: Extract folders and files

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

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

File Repositories Extract dialog box

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

Processing window displaying file compression and extraction

File Repositories: Upload and download files

You can now upload and download files using the File Repositories Upload and Download buttons.

For uploads, data must be in an archive file in a .zip, .rar, .tar, or tar.gz format. You can upload multipart archive files if they are in a .zip or .rar format.

To upload files, navigate to the destination folder on the File Repositories page, and then click Upload. In the Upload dialog box, under File source, click Browse to select the archive file.

The process of uploading files to a file repository.

If a password is needed to unzip the contents of the file, select the The file is password protected check box. In the Password box, type the password. When the upload is finished, the password is used to extract the archive.

Select Replace, Rename, or Skip to specify what Ringtail should do to a file if another file in that folder has the same file name. During extraction, if you selected Rename and the name of a file or folder already exists in the destination, Ringtail adds a numerical suffix to the name and does not overwrite any existing data.

Note: If Aspera fast file transfer integration is enabled, optionally select Use Aspera for faster data transfer. This option only appears when integration with Aspera is configured and enabled.

After you click OK, the processing session opens and takes place in a separate browser window.

Note: Like the upload feature in other parts of Ringtail, you must keep the processing window open until the upload completes. Otherwise, you will terminate any uploads and downloads in progress.

If an upload fails before completion, click the new Resume button in the processing window to continue uploading the archive files.

Note: Use the Resume button for all Ringtail uploads, including uploads for ingestions and imports.

To download files and folders from a file repository, use the check boxes to select the files and folders on the File Repositories page and click Download. Ringtail displays a total count of the selected items. When you click OK, the data is downloaded as a .zip file to the Downloads directory of the local hard drive.

Caution: Remember to keep the processing window open.

The process of downloading files from a file repository.

File Repositories: User interface enhancements

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

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

Manual imaging for administrators

The manual imaging feature allows you to download documents from Ringtail, create image files of the documents using a third-party tool, and then upload the image files back into Ringtail. Administrators can enable and define settings for manual imaging. Administrators can also submit manual imaging jobs, download documents, create image files of those documents in a third-party tool, and upload the resulting image files.

Enable the manual imaging feature

To allow groups to access the manual imaging feature, on the Security > Features page, set the following options to Allow:

  • Processing - Imaging - Automated
  • Processing - Imaging - Manual
The Security - Features page, showing the Processing - Imaging - Automated and Processing - Imaging - Manual options.

Define the file export destination for manual imaging

To define the location that Ringtail downloads files to be manually imaged, on the Manage Documents > Imaging - Automated page, click Settings. In the Settings window, on the Common page, in the File export destination list at the bottom of the page, select the location of your file transfer repository. Ringtail downloads documents to this location for manual imaging.

The Imaging Settings window, Common page, with Primary selected in the File export destination list.

Download files for manual imaging

When you initiate a manual imaging job, Ringtail exports the files that were submitted. A message appears in a status window when the documents are ready for download.

Status window with a message stating that imaged documents are ready for download.

You can locate the exported .zip file in the file export destination location that is specified in the Settings window.

You can also download the exported .zip file on the Manage Documents > Imaging - Manual page,. Select the check box next to the manual imaging job, and then click Download files. Click OK in the Download dialog box. A message appears in a status window when the .zip file is available.

When all documents in a download job have been successfully imaged and the images are uploaded into Ringtail, the status of the download job is updated to Completed - Manual.

Upload manually imaged documents

After you create image files of documents using a third-party tool, you can upload the manually imaged files back into Ringtail.

Adhere to the following rules to ensure that Ringtail can correctly identify and upload the files:

  • Imaged files must have one of the following file extensions: .pdf, .tif, .tiff, .jpg, or .jpeg.
  • Imaged files must be named with the Doc ID followed by a 5-digit page number. The page numbers of documents that have multiple pages must be sequential and cannot skip numbers.
    Windows Explorer window with the FTI-N-0000000001-00001.pdf file visible.
  • Imaged files must be included in a .zip file prior to upload.

Note: You do not have to upload image files for all of the documents that were exported in a download job in a single upload. Upload jobs can contain images for any number of documents from one or more download jobs.

To upload files, on the Manage Documents > Imaging - Manual page, click Upload. To browse to a .zip file locally and select a specific file location, select File source.

Manual imaging Upload window with the File source option selected.

To browse to a .zip file already in a file transfer repository, select File repository. Then, select the location where the files are stored using the Repository and Folder lists.

Manual imaging Upload window with the File repository option selected.

When you upload a .zip file, Ringtail extracts image files from the .zip file and ensures that there are no gaps or other errors in the file names. Ringtail updates any documents that meet the validation criteria. Any validation failures are reported on the Errors page for the upload job. To view the Errors page, click a link for an upload job on the Manage Documents > Imaging - Manual page.

Imaging: Automatically retry imaging files with network errors

When a file cannot be imaged and generates the “Unexpected network error” status message, Ringtail automatically attempts to image the file again one time.

Ingestions, Imports, Hashes: Move initial migration of All Custodians out of post processing

During case upgrade, we have removed the requirement to migrate to the new All Custodians process. When restoring and upgrading a decommissioned case, you can now code the Exclude from Duplicate Coding field before populating All Custodians. The All Custodians migration will run as part of the first Hashes, Ingestions, or Imports job after the upgrade.

Ingestions: Retry Job button unavailable when job encounters a validation error

The Retry Job button is now unavailable for an ingestions job if that job fails due to a validation error encountered during the cleanup step of the Import Files and Metadata process. Data for these jobs should be submitted as new jobs.

Ingestions: Unsuppress documents in an ingestions job

You can now unsuppress all suppressed documents from an ingestions job using the Unsuppress documents button on the Properties page for the job. This button is available only when the ingestions job is complete. If no documents were suppressed in an ingestions job, the button is unavailable.

The Unsuppress documents button.

When you click the Unsuppress documents button, a message appears with the number of documents that will be unsuppressed in the job.

The Unsuppress documents window displaying the number of documents that will be unsuppressed in the job.

Note: If the Retain suppressed files option was not selected for the job, the files for these documents are not available in Ringtail.

Ingestions: Automatically initiate a separate cleanup job

An ingestions job now automatically initiates a separate job to clean up temporary data from the ingestion. This process allows the ingestions job to finish more quickly. Additionally, the cleanup job checks for temporary ingestions data in prior jobs that are older than 90 days. After temporary data is cleaned up for a job, the Retry Job button is no longer available on the Properties page for an ingestion.

Ingestions: Configure settings for text message thread documents

You can configure settings for breaking text message threads into documents on the Chat Data page in the Default settings window for an ingestion.

The Chat Data page in the Default Settings window for ingestions.

Text message threads are broken into separate documents based on the following settings:

  • Minimum messages per thread: Threads containing fewer messages than the number specified in the Minimum messages per thread box are not broken into separate documents.
  • Maximum messages per thread: Threads containing more messages than the number specified in the Maximum messages per thread box are broken into separate documents. The thread breaks at the largest idle period between messages that is closest to the maximum message limit. The thread breaks on exactly the maximum message limit if there is not a 15-minute idle period.
  • Idle time (hours): Threads in which the difference in sent times between two messages is equal to or greater than the number specified in the Idle time (hours) box are broken into separate documents.

Ingestions: Indexing optional if job does not include a search term family

When configuring default settings for an ingestions job, the Run indexing during ingestions jobs option is now available on the Ingestion Details page of the Default settings window.

Note: This option is selected by default for all existing and new cases.

The Default settings window for ingestions, showing the Ingestion Details page with an arrow pointing to the following option: Run indexing during ingestions jobs.

If this option is selected, new documents are indexed during an ingestions job, but the documents are not enriched. If this option is not selected, documents are indexed only if you select a search term family on the Search page in the Defaults settings window.

Productions: Optimize production unlock process

To reduce the time required for the production Unlock process, we have updated the rendition deletion step of the process.

Security: Enable the Compare pane

To allow groups to access the Compare pane, on the Security > Features page, set the Document - Compare viewer option to Allow.

Text extraction

Before users can perform text extraction, an administrator must enable this feature for groups.

On the Security > Features page, set the Processing - Extract text option to Allow.

If text extraction is successful, extracted text is stored in the database. It cannot be viewed in the Ringtail interface.

During text extraction, Ringtail populates two one-to-one pick fields: Text Extraction Status and Text Extraction File Extension.

  • Neither field is populated for ineligible documents.
  • If documents are skipped because the option to skip documents with .txt files is selected under Skip text extraction for documents if, the Text Extraction Status field is updated to Skipped, unless it already contains a value. No updates are made to the Text Extraction File Extension field.
  • If documents already have populated fields but are resubmitted, Ringtail removes the existing values and repopulates the fields based on the new job results.
  • The following status values can appear in the Text Extraction Status field:
    • Submitted: Appears for all documents when they are submitted for text extraction using the Extract text option on the Tools menu.
    • In Progress: Appears for documents once they have been divided into batches and the text extraction job is in progress.
    • Error File Not Found: Appears if text extraction fails because the selected document cannot be found. This occurs when the database indicates that a file exists, but it is missing from the file share.
    • Error File Corrupt: Appears when Ringtail encounters an error while performing text extraction on a document because the file is corrupt.
    • Error File Empty: Appears when Ringtail encounters an error while performing text extraction on a document because the file is empty.
    • Error File Encrypted: Appears when Ringtail encounters an error while performing text extraction on a document because the file is encrypted.
    • Error Generic: Appears when Ringtail encounters a generic error not accounted for in a separate status value.
    • Error No Content: Appears when dtSearch can extract text from the file, but the text extracted is all white space. This type of error occurs when Ringtail encounters non-searchable PDFs. Text extraction may technically be successful according to dtSearch, but the only text values extracted are the page breaks in the file.
    • Not Supported: Appears when documents that have a legitimate file for text extraction are submitted for text extraction, but the file selected for text extraction appears on the list of unsupported file extensions in the Excluded extensions for text extraction case setting.
    • Error Multimedia File: Appears when Ringtail encounters one of the following multimedia file types: au, snd, wav, mp3, aif, aiff, aifc, wma, oga, mpeg, mpg, mpe, avi, asx, amn, movie, mp4, webm, ogv, m4v, mov, ogg, divx, mkv.
    • Success: Appears when text extraction is successful and returns non-whitespace text values.
    • Skipped: Appears when Ringtail skips documents before submission to the extract job because the documents already have a .txt file.
  • The Text Extraction File Extension field contains the file extension that Ringtail identified for text extraction. This extension is assigned regardless of whether Ringtail is successful at extracting the text. For example, you could have the following field value combinations:
    • Text Extraction Status: Success; Text Extraction File Extension: docx
    • Text Extraction Status: Error File Encrypted; Text Extraction File Extension: xlsx
    • Text Extraction Status: Error No Content; Text Extraction File Extension: pdf
    • Text Extraction Status: Skipped; Text Extraction File Extension: [no value]

User Administration: Identity provider settings

Ringtail system administrators can now add, edit, and delete identity provider (IDP) configurations, and assign the configurations to organizations on the Identity Provider Settings page.

Note: Ringtail supports specific identity provider and two-factor provider options. Additional providers may be added in the future.

When you upgrade to 9.6.000, Ringtail checks the portal web configuration and can determine if Ringtail authentication or Windows Active Directory authentication are in use. Ringtail creates the corresponding IDP, if it doesn’t already exist, and assigns it as the portal default IDP. The default is indicated on the Identity Provider Settings page by the presence of a dot in the Default column. Ringtail then assigns existing users in the portal to the default identity provider.

Note: The login methods for existing Ringtail users do not change.

On the Identity Provider Settings page, system administrators can add a new IDP configuration by clicking Add.

Create Identity Provider dialog box.

In the Create Identity Provider dialog box:

  • Type a new Configuration name, and then select the Provider name and an optional Two-factor provider name.
  • Use the optional Configuration field to store configuration information that may be required by the identity provider, such as license keys. The value in this field should be in JSON format.
  • If you select Set as default identity provider, Ringtail replaces the current default with this new configuration. Only one IDP configuration can be the default for a portal.
  • Click Save to add the IDP configuration.

To edit the default or other IDP configurations, on the Identity Provider Settings page, click the Configuration name to access the Properties page.

On the Organizations page, to enable an organization to access this IDP configuration, select Allow. Select Deny to disable access to this IDP configuration for an organization.

An example of how to assign an organization to an IDP.

To delete an IDP configuration from the Identity Provider Settings page, select one or more IDP configurations and click Delete.

Deleting an IDP.

User Administration: Identity providers in User administration

When portal administrators add or import users using Ringtail User Administration, they can choose from the identity provider options configured and made available to them by the system administrator.

User Administration: Identity provider options in the Add user window

To access the updated Add user window, go to Portal Home > User Administration > Users, and then click Add. The Add user dialog box is now a window with two pages.

Add user window with new Identity provider selection list.

On the Account page:

  • Available IDP configurations appear in the mandatory Identity provider list.
  • If organization security is enabled, the available values depend on what you select in the Organization list. The list contains only IDPs that are assigned to the organization.
  • If organization security is enabled but no organization is selected, or no IDPs are assigned to the organization, the list contains the portal default IDP.
  • If there is no IDP assigned to the selected organization and there is no portal default IDP, the list is empty.
  • If an IDP other than Ringtail or Active Directory is selected, the Password field is disabled.
  • If an IDP with two-factor authentication (2FA) is selected, there must be a value in the Email field.

Depending on the selections on the Account page, the following options may appear on the Settings page:

  • The License this user check box always appears and is selected by default.
  • The Manage restricted user assignment check box appears if Category was set to Portal Administrator on the Account page, and is not selected by default.
  • The Add user to Active Directory check box appears only when Identity provider is set to Active Directory on the Account page, and is selected by default.
  • The User must change password at next login check box only appears if Identity provider is set to Ringtail or Active Directory on the Account page, and is selected by default.

User Administration: Identity provider column on the Users page

The User Administration > Users page has a new Identity Provider column.

User Administration page with new Identity Provider column.

User Administration: Identity provider options in the Import users window

To access the Import users window, go to Portal Home > User Administration > Users, and then click Import. Configured IDPs are available in the Identity provider list on the Import Source page in the Import users window. You can select an IDP as described previously for the Add user > Account page.

Import users window showing the new Identity provider list.

Cases and Servers: New case option to generate thumbnail images

A case option has been added that allows you to determine if Ringtail generates thumbnail images for documents in the List pane. To access the case options for each case for which you want to generate thumbnails, go to Portal Home > Cases and Servers > Cases, and then select a case. On the Case Options page, type True in the Thumbnail images in list view box, and then click Save.

Thumbnail images are generated during the indexing and enrichment job for the case. After enabling this option, the next indexing and enrichment job may run longer than normal as thumbnails are generated for all existing documents.

Thumbnail images in list view case option.

Cases and Servers: New Non-billable check box for cases

A new Non-billable check box, available only to system administrators, now appears on the Properties page for cases. Use the check box to change the billable status of a case so that the status can be determined when querying the cases {billingStatus} field using the Ringtail Connect API. The check box is cleared by default.

Portal administrators can view but not edit the Non-billable check box.

Use the non-billable check box to change the billable status of a case.

Portal Options: Remove portal-level excluded file extensions setting for extracting text

In this release, files types excluded from text extraction are determined using only the Excluded file extensions for text extraction case option.

The case option for excluded file extensions for text extraction.

Excluded files are no longer determined by the Excluded extensions for text extraction portal setting, and the setting has been removed from the Portal Options page.

Processing: Updates to the Add scheduled job window

On the Portal Management > Processing > Scheduled jobs > Add scheduled job > Job Type page, you no longer see the All search term families check box. Search term family jobs should either run automatically upon index update completion, or manually as initiated by a user.

In the Job type list, when you select Search term family, the following text appears: “Run all search term families in the case. To run only some search term families, set them to run automatically after indexing and schedule an indexing and enrichment job.”

The text on the Schedule page also displays additional text, as shown in the following figure.

Changes to the Add scheduled job window.

Processing: RPF worker case limits

The worker case limit is the maximum number of RPF workers that will run for a single case for the worker type. This limit mitigates the impact of large job submissions from a single case on jobs from other cases. Changing the worker case limit can help with job priority, performance, and resource management.

Administrators can set the worker limit for workers in an organization on the new Portal Management > Processing > Workers page. The total number of available workers appears in parentheses next to the Workers link in the navigation pane. The Name of the workers and the Default current limit for each worker appears on the page.

The Processing > Workers page.

To change the case worker limit for one or more workers, select the check box next to a worker name and click Edit. In the Edit case worker dialog box, type a value in the Case worker limit box and click Save.

The Edit case worker dialog box.

When you click the name of a worker on the Workers page, the Organizations page opens. On this page, you can set the limit for the maximum number of workers that can run across an organization for that worker type. If you set a case limit on the Workers page, the case limit still applies to cases in the organization. If the organization worker limit is 0, then there is no limit for that organization for the selected worker.

The Organizations page for Processing > Workers.

To change the organization worker limit for one or more organizations, select the check box next to an organization name and click Edit. In the Edit organization limits dialog box, type a value in the Organization worker limit box and click Save.

The Edit organizations limits page for Processing > Workers.

You can also change the additional number of workers that Ringtail can add for a burst. A burst increases the processing workers available for a designated time.

To change the burst limit for one or more organizations, on the Organizations page, select the check box next to an organization name and click Add burst. In the Burst workers dialog box, type the number of Burst workers to add, the name of the Requestor for tracking purposes, and the start and end dates that the worker can be added to the limit for the burst.

If there are multiple bursts for the same organization during the same time period, Ringtail uses the highest designated burst value.

The Burst workers dialog box.

After you click Save, the number of burst workers becomes a link on the worker’s Organizations page. Click the link to open the Bursts page, which displays a summary of the burst details.

The Bursts page with information about scheduled bursts.

Portal Options: Enable ingestions based on Nuix licensing server portal option

If the Nuix ingestion licensing server portal option has the valid IP address of the ingestion server, then ingestions is enabled for all cases on the portal.

Nuix ingestion licensing server portal option.

Ringtail Connect API: Request data about annotations

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

query {
  cases {
    documents(mainIds: [101, 102, 103]) {
      pages {
        annotations {
          annotationType {
            id
            type
            color
            label
            name
          }
          color
          id
          pageNumber
          x1
          x2
          y1
          y2
        }
      }
    }
  }
}

You can request data about the annotations that are available in a case using the cases {annotationTypes} field.

query {
  cases {
    annotationTypes {
      id
      type
      color
      label
      name
    }
  }
}

Ringtail Connect API: Request data about ingested file size

You can request data about ingested file size and other ingestion metrics using new fields in the cases {documentLoads} field.

query {
  cases {
    documentLoads {
      unprocessedFiles
      processedFiles
      sourceFileCount
      sourceFileSize
      expandedItemCount
      expandedItemSize
      exceptionItemCount
      exceptionItemSize
      suppressedDateCount
      suppressedDateSize
      suppressedNISTCount
      suppressedNISTSize
      suppressedDupCount
      suppressedDupSize
      suppressedSTFCount
      suppressedSTFSize
    }
  }
}

Ringtail Connect API: Request production information about documents

You can request data about the productions for a document, or a set of documents, using the cases {documents {documentProductions}} field.

query {
  cases(name: "Clean_Enron") {
    documents(mainIds: [100, 101, 102]) {
      productionDetails(scroll:{start: 0, limit: 20}) {
        production {
          name
          status
          docCount
          pageCount
          beginBates
          endBates
        }
        producedDocumentLabel
        minimumProducedPageLabel
        maximumProducedPageLabel
        printStatus
      }
    }
  }
}

Ringtail Connect API: Request the billable status of cases

You can request data about whether a case is billable using the cases {billingStatus} field. You can also filter to cases with a specific billing status using the cases(billingStatus: ENUM) { } argument.

query {
  cases(billingStatus: Billable){
    name
    billingStatus
  }
}

Ringtail Connect API: Modify data using mutations

You can now modify data in a portal using the Ringtail Connect API. An operation that modifies data is called a mutation.

To perform a mutation, you must specify the following information:

  • Mutation name: The type of modification you want to perform.
  • Input fields: The data that you want to send to the server. You pass the input fields as an argument to the mutation name. In the reference documentation, an exclamation mark (!) indicates that a field is required in an argument.
  • Payload fields: The data that you want to return from the server. You pass the payload fields in the body of the mutation name.

Mutations have the following structure:

mutation {
  mutationName(inputArgumentKey: {MutationNameInputFields!}) {
  MutationNamePayloadFields
}

If a mutation returns an object type as part of the payload, you can ask for nested fields of that object. This can be useful if you want to determine information about an object after you update the object.

Sometimes, mutations require you to pass information that you cannot figure out without running a query. For example, to add an annotation to a document, you must provide the page ID as an argument in the mutation. You can run a query first to determine the required information, and then perform a mutation using the data that was returned in the query.

Ringtail Connect API: Add an annotation to a page in a document

You can add an annotation to a page in a document using the addAnnotation mutation.

mutation {
  addAnnotation(annotationInputTypes: {
    caseId: 1,
    mainId: 101,
    pageId: 1859664,
    pageNumber: 1,
    ringtailTypeId: 30,
    annotationListId: 2,
    x1: 120,
    x2: 499,
    y1: 960,
    y2: 1322
    color: BLACK
  }) {
    totalCount
    results {
      mainId
      returnCode
      errorMessage
    }
  }
}

Where:

  • The ringtailTypeId is 30 for highlights or 31 for redactions.
  • The annotationListId is the ID of the annotation type in the case, which can be obtained by querying {cases{annotationTypes{id name}}} and using the portion of the id field result before the hyphen. For example, if {cases{annotationTypes{id name}}} returns { "id ": "10463-30 ", "name ": "Attorney-Client "} for the highlight you want to add, specify 10463 as the annotationListId in the mutation.

    Note: This value may not be valid for annotation types created in earlier versions of Ringtail.

  • The x1, x2, y1, and y2 fields indicate the position of the annotation in pixels, as follows:
    • The top left corner of the page is at the coordinates (0, 0).
    • Use the coordinates (x1, y1) to indicate the top left corner of the annotation.
    • Use the coordinates (x2, y2) to indicate the bottom right corner of the annotation.
    • Provide all coordinates in positive integers.

Ringtail Connect API: Delete an annotation from a page in a document

You can delete an annotation from a page in a document using the deleteAnnotation mutation.

mutation {
  deleteAnnotation(caseId: 4028, input: {
    annotationId: 57225,
    mainId: 106,
    pageId: 92831
  }) {
    successCount
    errorCount
    erroredItems {
      annotationId
      error
    }
    totalCount
  }
}

Ringtail Connect API: Code documents with a value for a pick list

You can code documents with a value for a pick list using the codeField mutation.

mutation {
  codeField (input: {
    action: Insert,
    caseId: 34,
    fieldId: "10016-19",
    mainIds: 1827516,
    value: "519"
  }) {
    caseId
    codedValue
    fieldId
    insertedCount
    updatedCount
    deletedCount
    notChangedCount
    totalCodedCount
    changes {
      mainId
      result
      value
    }
  }
}

Ringtail Connect API: Edit the value for custom case statistics

You can edit the value for a custom case statistic using the updateCaseStatistics mutation. Custom case statistics are an optional component of the settings for a UI extension.

mutation {
  updateCaseStatistics(input: {
    caseId: 1,
    id: 10005,
    value: 7,
    date: "2018/08/07"
  }) {
    caseId
    id
    value
  }
}

Note the following:

  • The id is the ID of the custom case statistic to update. The IDs for custom case statistics start at 10001.
  • The value is the amount that you want to add to the current value of the custom case statistic. For example, if the current value is 10 and you specify a value of 7 in the mutation, Ringtail updates the value to 17.
  • The date field is optional. If you do not specify a value, the value defaults to the current date and time, in UTC.

You can request data about the custom statistics in a case by querying the cases {statistics {customStatistics}} field. To return the most up-to-date values in a case, before you perform the query, you must run a case metrics job or an indexing and enrichment job with the “gather case metrics” option selected.

query {
  cases(id: 1) {
    statistics {
      customStatistics {
        name
        id
        value
        extension {
          id
        }
      }
    }
  }
}

UI Extensions: Install UI extensions using a manifest file

When you install a UI extension in Ringtail, you can define the settings for the extension by uploading a JSON manifest file.

Optionally, you can include definitions for custom fields and case statistics that are available to the extension. For example, you can use custom statistics to track client billing data.

Add UI extension dialog box showing an example manifest file.

For information about how to structure a manifest file, contact info@ringtail.com.

UI Extensions: Download a file associated with a document

UI extensions can now download a file associated with a document using the /download endpoint in the Ringtail Connect API.

Note the following:

  • A user can download a file though a UI extension even if the security for the Document - Download option on the Case Home > Security > Features page is set to Deny for the user’s group.
  • A user cannot download a file associated with a document if the user does not have access to the document, or if the document contains branded redactions.
  • This endpoint allows users to download files only through a UI extension. Users cannot download files by calling the endpoint directly.

HTTP method: POST

Resource URL: http://yourdomain/Ringtail-Svc-Portal/api/download

HTTP Headers:

Header Required? Notes
Authorization: bearer yourAPIToken Required For APIToken, provide the user’s UI extension session token.

Parameters:

  • caseId: (required) Case ID. Identifies the case in the portal.
  • (required) To uniquely identify the file to download, specify one of the following sets of parameters:
    • To download a file based on the file ID:
      • fileId: File ID. Identifies the file in the case.
    • To download a content file based on the content file type ranking:
      • mainId: Document Main ID. Identifies the document in the case.
      • contentFileRank: Rank of the content file displayed in the View pane. The highest ranked content file has a contentFileRank of 1.
    • To download a page file based on the page file number:
      • mainId: Document Main ID. Identifies the document in the case.
      • pageFileNumber: Sequential order of the file among the document's page files.

For example:

  • To download a file based on the file ID:
    http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=6078&fileId=29384
  • To download a content file based on the content file type ranking:
    http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=3024&mainId=39456&contentFileRank=1
  • To download a page file based on the page file number:
    http://yourdomain/Ringtail-Svc-Portal/api/download?caseId=201&mainId=99810&pageFileNumber=2

Ringtail 9.5 Quarterly Release Notes

Introducing the social network analytics feature

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

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

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

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

Domain Network pane

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

Domain Network pane.

Communication Network pane

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

Communication Network pane.

Concept Cloud pane

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

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

Concept Cloud pane.

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

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

Social network visualizations

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

The visualization pane.

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

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

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

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

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

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

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

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

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

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

Introducing the Ringtail data models feature

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

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

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

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

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

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

Add data records for an entity: create entity items

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

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

Search page showing a list of entities to search within.

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

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

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

Conditional Coding pane displaying coded fields for an entity item.

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

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

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

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

Delete entity items

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

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

Delete entity items option on the Tools menu.

Case Home page: Links to recently added documents

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

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

List pane

Column templates in the List pane

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

Column templates list in the List pane.

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

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

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

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

Updated Ringtail default columns

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

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

View pane: Additional options to find and redact text

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

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

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

Search options in the Find to redact box.

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

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

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

Code as previous button on the conditional coding macro toolbar.

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

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

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

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

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

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

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

Breadcrumb trail on the Related pane toolbar.

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

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

Documents page: Improvements to standalone workspaces

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

General usability improvements for end users

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

Help and support resources

New help button and context-aware search results

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

Help window.

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

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

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

Updated glossary terms

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

New order in the online help table of contents

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

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

Data models: Create and administer data models

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

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

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

Data Models page in the Case Setup section.

You add a set of entities to the data model.

Entities page for a data model.

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

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

Fields for an entity.

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

Coding template for an entity.

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

Column template for an entity.

You also define the connections between related entities.

Connections between multiple entities.

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

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

Column templates: Configure column templates for the List pane

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

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

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

Fields page for a column template.

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

Security page for a column template.

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

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

People and organizations: Changes to domain extraction

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

Search term families: Support added for regular expressions

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

Exports

Multiple options for redaction labels when exporting from search results

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

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

Apply annotations page in the Export window.

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

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

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

Updates to highlight settings when exporting documents from search results

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

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

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

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

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

Multiple load file options when exporting from search results

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

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

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

Include load file page in the Export window.

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

Export rendition documents from search results

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

Select one or more rendition documents to enable this tool.

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

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

Option to export PDF files in TIFF format when exporting productions

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

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

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

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

File repositories

Copy folders and files from file repositories

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

Copy window in the File Repositories area.

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

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

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

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

Rename a folder or file from file repositories

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

Delete folders and files from file repositories

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

Imaging

Options added for resizing images

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

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

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

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

Ingestions

NIST list updated

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

Option added to include batch count as last level

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

Preview available for the next available Document ID

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

Text files created if no native file is available

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

New folder structures created by default

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

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

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

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

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

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

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

Updated error message when processing fails due to drive space

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

Load file templates

Redesigned interface and functionality

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

New columns added to the Load File Templates page

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

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

New pages added to Load File Templates for each template

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

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

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

The Properties page for a load file template.

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

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

The Default Field Formatting page for a load file template.

Additional information about default field formatting:

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

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

The Columns page for a load file template.

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

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

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

The Annotations page for a load file template.

Add columns to a load file template

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

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

Spreadsheet (.csv) load file template type

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

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

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

Clone and delete load file templates

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

Security

Enable the social network analytics feature

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

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

Enable the data models feature

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

Set security for column templates

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

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

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

Set security for UI extensions

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

Predictive coding: Configure the start time for CAL training

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

Review Setup: Unsuspend button now named Resume

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

Introducing the UI extensions feature for administrators

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

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

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

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

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

Create UI extension dialog box

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

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

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

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

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

Portal Home page: New order for Portal Management links

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

Portal Management links on the Portal Home page.

User Administration

Changes to the Identity Provider Settings page

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

Identity Provider Settings page with provider configurations.

Identity provider field for user Profile page

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

Identity provider field for user profiles.

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

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

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

Settings

Help Options page

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

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

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

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

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

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

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

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

Portal disclaimer visibility option changes

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

Installation: Versioned web installers

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

Introducing the UI extensions feature for developers

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

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

Code samples and example UI extension

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

The code sample demonstrates how to do the following tasks:

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

Verify Ringtail authenticity by using an authentication secret for UI extensions

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

You can add an authentication secret in the following ways:

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

Authorization process for UI extensions

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

Ringtail Connect API

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

Request data about search result sets

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

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

Request data about fields in a search results set

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

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

Request data about pages in documents

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

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

Updates to the “field” field

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

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

Updates to portal management reporting statistics

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

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

Request data about UI extensions

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

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

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

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

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

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

Ringtail 9.4 Quarterly Release Notes

View pane: Find and redact

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

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

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

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

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

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

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

Ringtail displays the tracked changes in the document.

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

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

List pane: Content Relevance Score for results

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

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

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

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

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

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

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

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

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

Imaging: Create image files of documents

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

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

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

Convert documents to images

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

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

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

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

Reverse previously imaged documents

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

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

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

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

Imaging: Introducing the imaging feature

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

Enable the imaging feature

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

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

Enable imaging system fields

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

The following imaging system fields are available:

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

Define imaging settings

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

Administrators can define the following settings for imaging jobs:

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

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

  • Whether to display annotations that appear on PDF documents.

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

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

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

View imaging job properties

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

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

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

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

Security: Allow groups to edit Browse pane settings

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

Security: Enable the Content Relevance Score field for groups

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

Search Term Families: Test search term variants

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

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

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

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

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

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

Imports: Duplicate coding option added to Import Details

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

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

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

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

Ingestions: Document numbering by prefix

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

Ingestions: Reporting on metadata discrepancies during Ingestions jobs

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

Ingestions: Duplicate coding option added to Ingestions settings

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

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

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

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

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

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

Productions: Production print functionality updated

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

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

Productions: New quality control check for missing page information

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

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

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

Review Setup: Phases column appears on All Assignments page

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

Analysis: Review conflicts for a population

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

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

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

Analysis: Security for CAL score field

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

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

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

  • Enable PDF annotations option for the portal:

  • Enable PDF annotations option for the case:

Case Options: New options created for imaging small jobs

The following options for imaging are added to Case Options:

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

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

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

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

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

Introducing the Ringtail Connect API

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

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

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

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

Ringtail 9.3 Quarterly Release Notes

Introducing the new Browse pane

This release includes an updated Browse pane.

Browse pane

Browse and filter in all sections

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

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

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

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

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

Collapse, expand, and maximize sections

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

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

Customize the sections in the Browse pane

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

Options button

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

Browse settings window

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

New default Browse sections

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

  • Organizations
  • People
  • Document Types

Search criteria preview

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

Open search dialog box displaying the search query preview

Quick search behavior for "All Metadata and Coding"

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

Load search file order

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

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

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

Create conditional coding macros

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

Conditional Coding pane

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

Code documents with conditional coding macros

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

Conditional Coding pane showing macros

Undo coding in the Conditional Coding pane

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

Undo button next to a field in the Conditional Coding pane

Issues now available in the Conditional Coding pane

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

Add issues button in the Conditional Coding pane

Enhancements to coding performance

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

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

Download a report of the fields in the List pane

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

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

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

Report available on the Tools menu

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

Collapse the Documents page toolbar

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

Collapse button on the Documents page navigation bar

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

Collapsed toolbar on the Documents page

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

Click the Expand button to restore the full toolbar.

Improved look for the Documents page toolbar

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

Documents page toolbar

Add issues to conditional coding templates

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

Enable conditional coding macros

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

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

Improved interface for adding items to conditional coding templates

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

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

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

Export documents from the Documents page

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

Tools menu showing the Export option

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

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

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

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

Enhancements to the Cubes feature

The Analysis > Cubes feature includes the following enhancements.

Download button replaces Copy to Clipboard for Cubes

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

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

Column width automatically adjusts to fit data

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

Date Added to Case is now a cube dimension

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

New Data Added to Case data type for cube dimensions

File Repositories: New feature under Manage Documents

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

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

Case Home page showing the File Repositories link under Manage Documents

The following figure shows the File Repositories page.

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

The following information appears on the File Repositories page:

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

Performance improvements to the Hashes job

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

Information added to Imports Properties page

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

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

Introducing IP Address Rules

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

IP Address Rules page in the Settings section under Portal Management

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

The rule sets work as follows:

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

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

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

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

Properties page for a case showing the IP address rule option

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

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

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

Organizations-specific indexing and content file settings

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

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

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

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

Indexing settings that are available for individual organizations

Index configuration settings now stored in the Ringtail database

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

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

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

Automatic case naming is now configurable independently for client organizations

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

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

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

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

Column renamed in Portal Management > User Administration > Users

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

New look for Case and Portal Options pages

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

Case Options page with new names and tooltips

New case option for HTTP compression

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