Ringtail On-Premise 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.

Introducing the new Browse pane

This release includes an updated 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.

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.
  

  

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.

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.

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.

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.

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.

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.

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.

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.

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.

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

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.

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.

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.

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.

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)
  

  

• Add footers
  

  

• Add redactions
  

  

• Include an MDB load file
  

  

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

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.

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.

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.

The following figure shows the File Repositories page.

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.

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

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-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.

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.

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.

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.

Assignments

The following new or updated features are available in this release.

Enhancements to the My Assignments page and All Assignments page

The My Assignments page and the All Assignments page include the following improvements:

• You can now add a Lot description column to the page.
• When you add columns, remove columns, or change the order of columns, Ringtail now saves your configuration for future logins.

Specify the size of assignments without assigning a user

When you create assignments in a workflow phase, you can now specify the number of documents per assignment without having to assign a user.

Performance improvements to loading Ringtail

The process for loading the Ringtail application has been optimized. After you log in or refresh a page, the page loads approximately 40% faster.

Search

The following new or updated feature is available in this release.

Use the “is any of” operator to select multiple values for a field on the Search page

The Search page now includes an is any of operator that you can use to select multiple values for fields that have existing values, for example, pick lists or productions. This operator is not available for objects that have a browsable tree structure, for example, issues, levels, or workflows.

After you make your selections, Ringtail automatically displays your search criteria using the or grouping operator.

Search for a range of document IDs with a search file

When you load a search file into Ringtail to search for documents based on Document ID, you can now search for a range of Document IDs. In the search file, provide the first Document ID and the last Document ID of the range, separated by a vertical bar (|). Each range of Document IDs should appear on a new line. For example, a search file with the value Enron_001|Enron_004 searches for Document IDs Enron_001, Enron_002, Enron_003, and Enron_004.

Batch print

The following new or updated feature is available in this release.

Batch print now available on the Tools menu

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

View pane

The following new or updated features are available in this release.

Review media files in Native view and the Office Online viewer

In the View pane, you can watch video files and listen to audio files in Native view or the Office Online viewer, using the same media player as the Image viewer.

Add multiple files to a document at the same time

When you update the pages in a document using the Add from file option in the Update pages dialog box in the View pane, you can add multiple files at once by pressing Ctrl and then clicking each file that you want to add.

Apply annotations to an entire document at once or to specific pages

In the Image viewer in the View pane, you can now add full-page highlights or redactions to an entire document at once. You can apply highlights and redactions to all of the pages in a document or to specific pages.

Highlights and redactions snap to the edges of a document

To add an annotation that goes until the edge of a document, you can now draw the annotation beyond the edge of the document. The annotation snaps to the edge of the document.

Related pane

The following new or updated features are available in this release.

View similar documents in the Related pane

You can now view and code documents that are similar to the active document by displaying the Similar section in the Related pane.

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

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

Collapse or expand a section in the Related pane

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

List pane

The following new or updated features are available in this release.

New user interface style for standalone workspaces

When you open a standalone workspace from the Options menu in the List pane, you can now choose between a workspace that contains a View pane and a workspace that contains a View pane and a Code pane.

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

Code pane and Conditional Coding pane

The following new or updated features are available in this release.

Last coded by tooltip in the Conditional Coding pane

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

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

Open pages with annotations from the Conditional Coding pane

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

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

Annotations are selected when you click an annotation page link

When you click the page number link next to a highlight or redaction in the Code pane or the Conditional Coding pane, the annotation is selected on the relevant page of the document in the View pane.

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

Transcripts

The following new feature is available in this release.

Download transcripts as PCF files

Group leaders can download transcripts as portable case format (PCF) files. The PCF file includes transcript issues (highlights) and notes. To enable this feature, on the Manage Files page, select one or more transcripts, and then click the Download as PCF button.

General usability enhancements

The following new or updated features are available in this release.

Improvements to the Documents page toolbar

The toolbar on the Documents page includes an improved interface.

Pane titles on the Documents page collapse when narrowed

When you narrow the width of a pane on the Documents page, the pane name collapses into a menu. In the View pane, the buttons to select a different view option also collapse into a menu.

Pin button always appears next to unpinned menu items

On menus on the Documents page and the Search page, a pin button now appears next to unpinned items regardless of whether you hover over the items.

Buttons appear without hovering

Many buttons that used to appear only when you hovered over a row now appear regardless of whether you hover over a row. An example is shown in the following figure.

Conditional Coding

The Conditional Coding pane includes the following improvements.

Add search term families to conditional coding templates

You can now add search term family fields to conditional coding templates. In the Conditional Coding pane, the names of the search term families and a list of any responsive terms appear. The fields are read-only.

Manage conditional coding templates on the Documents page

Administrators and group leaders with permissions can now edit conditional coding templates using an option on the Documents page. Click Manage on the Conditional Coding menu to edit the active conditional coding template, and then click the back button in your web browser to return to the Documents page.

Conditions between read-only items and required items

Conditional coding templates can now include conditions between read-only items and required items. This means the following:

• When a condition links a read-only item to a required item, and the read-only item is coded with a value that meets the condition, reviewers must code the required item before the template is considered complete.
  For example, say that a reviewer codes a document as non-responsive, but the document belongs to a family with another document that is coded responsive. Because of the higher-ranking family code, the reviewer must code the remaining template values for the non-responsive document. You can add the Responsiveness [Family] field as a read-only item, and then add conditions that link the read-only field to other items on the template. The template is considered complete after a reviewer codes all of the required values on the template.
• When a condition links an item to a required, read-only item, the read-only item must have a value before the template is considered complete.
  For example, say that reviewers must redact a document if they code the document as privileged. You can add a condition that links the Privilege field to the read-only Redaction item, and make the Redaction item required. Because the Redaction item in the Conditional Coding pane synchronizes with the redactions that are added in the View pane, the conditional coding template is considered complete after a reviewer redacts a privileged document in the View pane.

Conditions between optional items and required items

When a conditional coding template includes a condition that links an optional item to a required item, the conditional coding logic now respects the conditions on the optional item. This means the following:

• When a reviewer codes an optional item with a value that meets a condition, the reviewer must code any required linked items before the template is considered complete.
• When a reviewer codes an optional item with a value that does not meet a condition, and does not code the required linked item, the template is considered complete.

For example, say that a conditional coding template includes an optional Yes/No field called Significant. If a reviewer codes the field as Yes, they must add an explanation of why they consider the document significant. To accomplish this, you can add a condition that links the optional Significant field to a required Significant Reason memo field.

Case Setup

The following new or updated features are available in this release.

Add search term families to conditional coding templates

You can now add search term family fields to conditional coding templates. In the Conditional Coding pane, the names of the search term families and a list of any responsive terms appear. The fields are read-only.

New system fields for Imaging (not yet in use)

The following new system fields have been added to the Case Setup > System Fields page:

Note: These fields are for the new imaging feature, which will be available in a future release.

• Imaging Status
• Imaging ID
• Imaging Format
• Imaging Exceptions

Usability enhancements to changing the display order of items

To change the order of certain items, such as pick lists (including quick code lists), correspondence types, phase priorities, and file type rankings, you can now type a value in a Display Order or Rank column. You can also drag the handle next to an item to change its position. The arrows in each row have been retired.

Manage Documents

The following new or updated features are available in this release.

New feature: Work with file transfer repositories

When you import, export, ingest, upload, or download files using the features in Ringtail, those files are then located in the import, export, ingest, or upload folders in the File Transfer repository.

For example, when you upload a file, you select from the File Transfer repositories that you configured for your case, as shown in the following figure.

Exports

The following new or updated features are available in this release.

Updated output path on Properties page

For Export jobs, the full output folder is no longer listed on the Properties page. Instead, the file repository name is listed, along with the subfolders created by the Export job.

Aspera Fast and Secure Protocol (FASP) integration for exports

You can now use Aspera Fast and Secure Protocol (FASP) as a faster option with the download function for Ringtail exports. The integration is similar to the Aspera option for Ringtail imports and ingestions:

• A system administrator must enable the integration on the Portal Management > Settings > Aspera Connect Server page.
• You must install the Aspera plug-in on each client computer performing downloads.

Once enabled, on the Manage Documents > Exports page, case administrators can select the exports, click Download, and select Use Aspera for faster data transfer. Ringtail calculates the estimated size of the files prior to compressing them into a .zip archive for download. Click View uncompressed size to view the estimate. Depending on the size, the estimate can appear in KB, MB, or GB.

If the option to use Aspera is selected, but the plug-in is not installed, a message appears with instructions and a link to the Aspera download page.

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

General export uses trumping rules from productions to identify native files

The general export feature is updated in how it identifies the native file to be exported. It now uses the following logic to identify the native file:

1. If a field is listed in the production_default_native_field case option setting for that case, and a document has a value in that field that matches an extension for a file associated with that document, Ringtail will return the file with that extension as the native file.
2. If a field is not listed in the production_default_native_field case option setting for that case OR a field IS listed in the production_default_native_field case option setting for that case, but there is no value in that field or the value in the field does not match any file extension value associated with that document, Ringtail will return the highest ranking content file for that document that is NOT a .txt file as the native file.
3. If the only available content file associated with a document is a .txt file, the .txt file is returned as the native file.

Ingestions

The following new or updated features are available in this release.

NIST list updated

In the Default Settings for Ingestions, users can choose to exclude files that appear in the Reference Data Set (RDS) provided by the National Software Reference Library (NSRL), which is maintained by the National Institute of Standards and Technology (NIST). This Reference Data Set is commonly referred to as the NIST list. Ingestions now uses the most recent version of this list, released in June 2017. You can view the list at the following link: https://www.nsrl.nist.gov/Downloads.htm.

New default sort order for Ingestions job list

On the Manage Documents > Ingestions page, the list of jobs is now sorted by Job ID, in descending order. The page was previously sorted by job name.

Handling of duplicate document suppression

When running an ingestions job, Ringtail now only suppresses a document as a duplicate if the document has an unsuppressed duplicate document.

New default settings option to identify duplicates for Ingestions

For Ingestions, the following new option is available on the Filters page in the Default settings window: Only use the top parent documents to identify duplicates.

If you select this option, Ringtail will consider only the top parent document in each family when identifying duplicates for suppression. This means that families with different numbers of attachments, and families with attachments with different hash values could still be identified as duplicates.

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

Ingestions and Imports – Aspera for uploads

The following new or updated features are available in this release.

Aspera Fast and Secure Protocol (FASP) integration for imports and ingestions

Aspera FASP integration is an alternative Ringtail file management upload option. Case administrators can select data from a local source and upload it to the appropriate ingest or import path for the case. Use Aspera as a faster option for uploading and staging the data to the correct location.

A system administrator can enable the integration on the Portal Management > Settings > Aspera Connect Server page.

Uploading data using FASP requires installing the Aspera plug-in on each client computer that will perform uploads.

After enabling the integration, case administrators can select Use Aspera for faster data transfer whenever accessing the upload functionality for imports and ingestions.

If the option to use Aspera is selected, but the plug-in is not installed, a message appears with instructions and a link to the Aspera download page.

Productions

The following new or updated features are available in this release. Some of these features are available to end users.

New production fields available

The following new or updated features are available in this release.

Production fields available for renditions and in All Values template in Code pane

The following three new fields are now available on rendition documents and in the All Values template in the Code pane: Production Label Begin, Production Label End, and Production Label Range.

Productions: Create distinct begin and end Production label fields

Users can add the following three new fields to a template in the View pane or the Code pane for additional production information about base documents: Production Label Begin, Production Label End, and Production Label Range. These fields display the begin, end, and range values of the production labels, and also associate those values with a specific production. The fields are available in the View pane or the Code pane, and in report field options.

For example, if the range of a document in a production named Production ABC is ABC-0001 - ABC-0003, the value displayed in the Produced Label Range field is ABC-0001 - ABC-0003:Production ABC.

New date format for production images or when creating load file templates

• The following three new date formats are available when using the variable builder to apply footers or redaction labels on production images, or when creating load file template fields:
  • dd/mm/yyyy
  • yyyy/mm/dd
  • yyyymmdd
• When exporting production image files as non-searchable PDFs (on the Manage Documents > Exports page), any file conflicts will now get a suffix of .i instead of _1.

Updated handling of PDF OCR errors in Production print

When a user produces PDFs and elects to embed text, Ringtail now returns an error message in the Print results on the History page, identifying any documents for which OCR failed on at least one page. Previously, no error message was returned.

No longer necessary to run indexing and enrichment after production and before export

When an administrator runs optical character recognition (OCR) on rendition documents after a production is locked or printed, they can now immediately export the text files generated from the OCR process without waiting to index the new files. Ringtail will automatically index the new text files the next time that an Indexing and enrichment job runs.

Production redaction color update

A new color option, Inherit, has been added for applying redactions in a production. The following redaction color options are available:

• Black (default)
• White
• Inherit

The Inherit option applies redactions in the color in which they were coded to the base document.

There are no changes to highlights, which can be applied only as black or white redactions.

Note: In previous Ringtail releases, when selecting a redaction to be applied, the default color was black. However, unless the user specifically selected the color black, Inherit was the option that was used. When viewing productions that were locked before the 9.1.008 release of Ringtail, any redaction settings that defaulted to the color black actually applied the Inherit color option.

Analysis

The following new or updated features are available in this release.

Next scheduled CAL training job runs after previous job is complete

If a training job for a population is running when the next training job is scheduled to begin, the new job will not run until the next training interval after the previous job is complete.

Default training frequency for CAL

The default training frequency for CAL is now set to 12 hours.

Link from Populations and Samples page to the Predictive Coding page

On the Analysis > Populations and Samples page, you can click the CAL button, as shown in the following figure, to access the Predictive Coding page for a population. An orange icon indicates that CAL is configured for a population, and a grey icon indicates that CAL is configured for a population, but disabled. If CAL is not configured for a population, no icon appears.

General usability enhancements (Security)

On the Security pages for individual objects, the following pages include a new user interface style that makes it easier to select a security setting:

• Case Setup
• Manage Documents
• Analysis
• Review Setup

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

The following Security pages include a new user interface style that makes it easier to select a security setting:

• Security Overrides
• Features
• Levels
• Objects

On these pages, the Display groups button is now named Select groups. A filter icon no longer appears to indicate that not all groups are displayed on the page.

On the Security > Levels page, a Set explicitly column now indicates whether a level has a different security setting from its parent level. To set a level’s security to be the same as its parent, clear the Set explicitly check box.

On the Security > Levels page and the Security > Security Overrides page, when you need to sync security, a warning message and a link to sync security now appears. The Sync security button has been removed.

Enhancements to Portal Management

The following new or updated features are available in this release.

Updates to the Portal Home page

The following enhancements were made to the Portal Home page:

• You can now pin cases to the top of the Cases list for quick access.
• This page now includes a new column named Your last access. This column displays the last time you accessed the case since the introduction of this feature. This information is not populated retroactively.

File Transfer Repository

A new repository type named File Transfer is now available in Ringtail. Using a File Transfer repository allows Ringtail to locate the import, ingest, export, and upload folders for a case in a different file path than the case images.

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

The properties page for a case includes a new File transfer option. You can add more than one File transfer repository to your case. The Cases page includes a new File transfer column under File repositories.

New processing job to gather case metrics

You can now add or schedule a Gather case metrics job on the Processing page in Portal Management. This job type allows you to provide aggregate data about each case in the portal without having to index case data.

Case status indicator

All of the pages in the Portal Management > Reports feature now include a new column named Case status. If a case is inactive, an icon appears in this column. If a case is active, no icon appears. Click the Filter button to display active or inactive cases.

Hover over the Inactive icon to see when the case was last active.

Case finalization option for organizations

On the Properties page for an organization, system administrators can select the Use case finalization check box to run the case finalization script after creating, cloning, or connecting to a case. The option is available only if case finalization is enabled and configured on the Portal Management > Settings > Case Finalization page.

Note: For all new organizations created in a portal where case finalization is enabled on the Portal Management > Settings > Case Finalization page, the Use case finalization option is selected by default on the Properties page.

The check box is also available in the Add an organization dialog box. If the organization is a client and its provider has case finalization enabled, the option is selected by default, and can be cleared for any individual organization.

Account numbers and case numbers as prefixes for case names

On the Organizations > Properties page for provider organizations only, when organizations security is enabled, system administrators can select the following new option: Name cases automatically using the account number. The Account number field must include a valid value. The case numbers start with C001, or the next sequential number, if this scheme is already in use.

Ringtail automatically names new cases created in this provider organization or its client organizations with a prefix of the account number, followed by the sequential case number, followed by the new case name. For example, the name of the first case added for the organization in the previous figure might be BK1020897C001_NewCase.

Assign servers to or unassign servers from an organization

Administrators can now control the allocated servers by organization, and can assign servers to and unassign servers from multiple organizations. You can view servers in the Servers column on the Organizations page.

When organizations security is enabled for a portal, portal administrators can create cases using only one of their organization’s assigned servers. If a portal administrator belongs to a provider organization, the administrator can choose from servers assigned to any one of the provider organization’s client organizations.

To assign and unassign servers, on the Organizations page, click an organization name, and then on the Servers page, click Assign server or Unassign server. A server can be assigned to more than one organization.

Notifications schedule changes

When adding a notification on the Schedule page of Notifications > Administration > Add notification or Security > Group > Add notification, the fields have changed as follows:

• The start time now defaults to 12:00 A.M. on the current day. Use the default selection to activate the notification immediately upon saving.
• Now is no longer an option in the Start time list.
• You can no longer type in the date and time fields. Instead, you can select values from the menus.