Ringtail 9.0.008

Scroll bars have arrows

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

Highlight a full page

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

Run text extraction when adding a population

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

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

Portal Management > Users report now includes user case restrictions

On the Portal Management > User Administration > Users page, when you download a report, you can now select the Users with case detail option to include details about user case restrictions in the report.

Portal administrators can see information only for their organization

In the Portal Management section, in the following locations, each portal administrator can see information for only their own organization:

  • User Administration
    • Users >Profile page
    • Users > Cases page
    • Deleted users page
    • Restrictions window > Select Cases page
    • Unassign cases dialog box
  • Cases and Servers > Cases page
  • Settings > Indexing: Clone Settings
  • Processing
    • Index Status page
    • Jobs page
    • Jobs > Add job window > Cases page
    • Scheduled Jobs page
    • Scheduled Jobs > Add scheduled job window > Cases page
  • Errors page
  • Reports
    • Usage Summary
    • Hosted Details
    • Users
  • Notifications
    • Administration page
    • Add notification window > Cases page
    • Add notification window > Recipients page

Portal administrators cannot access portal-wide settings

In the Portal Management > Settings section, portal administrators can view only the Indexing: Clone Settings page for their organizations and cannot access any of the following pages in the Settings section:

Note: The following settings reflect the portal default settings for new cases, and can be modified by system administrators.

  • Portal Disclaimer
  • Content: File Type Rank
  • Indexing: Options
  • Indexing: Noise Words
  • Indexing: Alpha Standard
  • Indexing: Alpha Extended
  • Indexing: Thesaurus
  • Indexing: Stemming Rules
  • Indexing: File Type Rules

File repositories for organizations

The following updates have been made to file repositories for organizations:

  • System administrators can assign specific file repositories to organizations.

  • Portal administrators can create cases using only one of their organization’s assigned file repositories. If a portal administrator belongs to a provider organization, they can also choose from file repositories assigned to one of the provider organization’s client organizations.

    This allows system administrators to control the allocated file shares by organization.

New portal option for "Organizations" security

A new portal option named EnableOrganizationsSecurity is available in the Settings section of Portal Management.

Selecting this option enables security for the Organizations feature in Ringtail, with the following effects:

  • Portal administrators who are members of a provider organization can access the Organizations feature.
  • Portal administrators can manage only the cases and users associated with their organization.
  • Users can be assigned to only the cases associated with one of their organizations.

Administrator can now select a client organization when adding a user

When adding users, provider organization administrators can now select a client organization. As shown in the following figure and indicated by the backslash between the name of the provider organization and the name of the client organization, Acme 1 is a client organization of the Acme provider organization.

Sort cases by organization when assigning users

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

Analysis: RPF Tasks page removed

The Analysis: RPF Tasks page is no longer in use and has been removed from the Portal Management > Settings page.

Ringtail 9.0.006

Updates to searching

The following updates to searching are available in this release.

Search preferences disabled by default

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

Identify when and by whom documents were submitted for OCR processing

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

New “not” operator if enabled by an administrator

Note: This feature is disabled by default.

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

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

Enable the "not" search operator for users

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

Updates to the Ingestions feature

The following updates have been made to the Ingestions feature.

Latest NIST list available

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

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

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

Updates to Manage Documents > Hashes and new case option

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

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

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

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

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

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

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

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

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

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

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

New processing job to gather case metrics

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

Ringtail 9.0.005

Quick code in Related pane

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

Apply a quick code to a document

New “is only” search operator

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

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

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

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

New user interface style for Update pages

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

The Update pages feature

Display highlight names in Image Viewer

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

Highlight names in the Image Viewer in the View pane

Case Setup – additional colors for highlight annotations

More colors are now available for creating highlight annotations.

Highlight annotations

System fields renamed

The following system fields have been renamed:

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

File management – Estimated completion time for upload or download progress

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

An estimate of the completion time

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

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

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

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

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

    Option to upload and extract the files to an existing folder

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

    Option to upload and extract files to a new folder structure

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

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

    Option to upload and extract the files to an existing folder

Introducing the Portal Management Organizations feature

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

Ringtail Organizations

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

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

Organizations page

Add and delete organizations

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

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

Add and delete organizations

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

Manage organization properties, cases, and users

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

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

Organization available on other Ringtail pages

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

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

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

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

Organization case and user properties

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

Organization case and user properties

Designate an organization as a client of a provider organization

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

Designate an organization as a client of a provider organization

View linked organizations

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

View linked organizations

Ethical wall renamed to “Restricted user assignment”

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

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

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

On the User Administration > Users > Cases page

The Restricted user assignment icon

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

The Restricted user assignment icon

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

The Restricted user assignment icon

Schedule monthly jobs

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

Schedule monthly jobs

Ringtail 9.0.003

Enhancements to the Case Home page > Concept Cloud

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

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

Note: Your administrator must grant access to this feature.

The Concept Cloud on the Case Home page

New search operators and search improvements

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

  • Is not like
  • Does not begin with

    Search operators

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

  • Does not contain

    Search operators

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

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

    Search operators

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

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

Case Setup - new column on Issues page

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

Child issues documents column

These counts do not respect document security, so if your group does not have access to all documents in an issue, you may see fewer documents on the Documents page than indicated by the number in the link. If your group does not have read access to the issue, links do not appear.

Enable the Concept Cloud

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

Enable Concept Cloud

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

Enable Search > Concepts feature

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

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

Restrict user access to a case by day and time

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

Set access restrictions on the Restrictions page

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

Sort and filter the status column in Portal Management > Reports

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

Sort and filter the Status column

Symbol for ethical wall restrictions

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

In the Cases list on the Portal Home page

The Cases list on the Portal Home page

In the Assign cases window in the User Administration section

The Assign cases window in the User Administration section

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

The Cases page in the Cases and Servers section

Ringtail 9.0.002

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

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

Conditional coding keyboard shortcuts

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

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

Include proximity operators when searching for correspondence between two people

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

File Analysis Status field renamed to Concept Analysis Status

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

Enhancements to file upload behavior and error handling

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

Case restrictions by day and time

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

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

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

Restrictions page

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

Restrictions column

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

Case on Portal home page with access restricted

Ethical wall restrictions

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

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

Enable users

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

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

Ethical wall check box

Ethical wall case property

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

Ethical wall selection for cases

Ringtail 9.0.001

Reorder conditional coding macros

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

Refresh button in Browse pane

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

Changes to Ingestions

The following new or updated features are available in Ingestions.

Improved file copy error handling

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

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

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

The Resubmit unprocessed files dialog box

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

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

ContentSearchServiceUrl portal option must be configured to use new web service

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

The ContentSearchServiceUrl portal option

Ringtail 9.0.000

New Case Home page design

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

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

Case Home page design

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

Case Home page design for group leaders

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

My Assignments

My Assignments

Review Dashboard

Review Dashboard

Content

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

Content

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

Using the slider

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

Results on the Documents page

Code documents with conditional coding macros

A conditional coding macro allows you to code a document to a predefined set of values by clicking a single button. If your administrator creates coding macros, the available macros appear at the bottom of the Conditional Coding pane.

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

Reset your workspace to the group defaults

Hover over a macro button to see the fields and values that the macro will code. To code a document using a macro, click the macro button.

Macro button

Introducing the Related pane

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

Add a Related pane to your workspace

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

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

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

Enhancements to the Copy link feature

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

  • When you copy links for multiple selected documents, Ringtail copies the links to the clipboard in the order that they appear in the List.
  • If you select more than 50,000 documents, the Copy link option on the Options menu copies only the links for the first 50,000 selected documents, and the following tooltip appears: Copy link is only available for up to 50,000 selected documents.
  • Copy link

Sort documents in the Working list

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

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

In the List pane, when you display a column for a production field, you can set the column to show values only for a specific production rather than all productions. This allows you to sort base documents by the produced document label or other production field values for a specific production.

On the List pane menu, click Select Columns, and then add a production field as a column. In the list that appears, select the name of a production. Then specify a Sort number and Order, such as A to Z.

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

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

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

You can sort the base documents in a production by the following fields:

  • Production
  • Production - Locked
  • Production - Unlocked
  • Produced Document Label
  • Produced Document Serial Number
  • Produced Slip Sheet Text
  • Rendition Label

For the following fields, you can limit the values that are shown for base documents to the values for a specific production. Because these fields have a one-to-many relationship, these fields cannot be sorted.

  • Produced Document Left Footer
  • Produced Document Left Header
  • Produced Document Middle Footer
  • Produced Document Middle Header
  • Produced Document Placeholder
  • Produced Document Right Footer
  • Produced Document Right Header
  • Produced Page Serial Number
  • Produced Page Serial Number Per Doc
  • Produced Page Label

Determine whether documents are added to a specific binder

In the List pane, you can display specific binder information for a document set. This allows you to determine at a glance which of the documents in a document set are actually in the selected binder. You can also sort the documents based on whether the documents are in the selected binder.

On the List pane menu, click Select Columns, and then add the Binder - Shared or Binder - Private field as a column. In the list that appears, select the name of a binder. Optionally, specify a Sort number and Order, such as A to Z.

Determine whether documents are added to a specific binder

The binder name appears in the Binder column. If the Binder column is blank, it means that a document in the document set is not added to the selected binder, though the document may be added to other binders.

The binder name appears in the Binder column

Determine whether documents contain a specific annotation

In the List pane, you can display specific annotations information for a document set. This allows you to determine at a glance which of the documents in a document set include the selected highlight or redaction type. You can also sort the documents based on whether the documents contain the selected annotation type.

On the List pane menu, click Select Columns, and then add the Highlight or Redaction field as a column. In the list that appears, select the name of a binder. Optionally, specify a Sort number and Order, such as A to Z.

Determine whether documents contain a specific annotation

The annotation name appears in the Highlight or Redaction column. If the Highlight or Redaction column is blank, it means that a document in the document set does not include the selected annotation type, though it may include other annotation types.

The annotation name appears in the Highlight or Redaction column

Find similar documents based on a selection of text

You can now select text in a document and search for documents that contain similar text.

Select text in a document and search for documents that contain similar text

In the View pane, in Formatted content view or Unformatted content view, select text to search for. Right-click, and then click Find similar. The search returns documents containing text that matches more than 75% of the selected text.

Note: The search results include any source documents and attachments of the similar documents, regardless of your search preferences.

Create conditional coding macros

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

To create a macro, in the Conditional Coding pane, code a document with the values that you want the macro to contain. Then click the Save current document coding as a macro button.

The Save current document coding as a macro button

Some system fields renamed

The following system fields have been renamed as follows:

  • [FTI] Document Info > [RT] Document Info
  • [FTI] Types of Renditions Created > [RT] Types of Renditions Created
  • [FTI] Image Request > [TOF] Image Request
  • [FTI] Image Request ID > [TOF] Image Request ID
  • [FTI] Image Request ID (Parent) > [TOF] Image Request ID (Parent)
  • [FTI] MLT Detected Language > [MLT] Detected Language
  • [FTI] MLT Request > [MLT] Request

Imports and Ingestions - uploads process separately to allow users to exit case

When you upload files from within Imports or Ingestions, the session now opens and takes place in a separate browser window. While the upload is taking place, you can exit the case or refresh your browser.

For multiple uploads, the most recent upload appears at the top of the window. The number of items, the status, and a progress bar also appear while the uploads occur.

Multiple uploads

Case option for new word map

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

Case option for new word map

Case option for View pane configuration

The Case Option that allows users to add View panes to their workspace configuration is now named Enable view pane. This option is enabled by default for upgraded cases and new cases.

Note: Administrators should create new group default workspaces that include the View pane. Users can either modify their workspaces or reset to the group defaults.

Case option for View pane configuration

Indexing and enrichment job properties page displays correct options

On the Portal Home > Processing > Scheduled Jobs page, for scheduled Indexing and enrichment jobs, the Properties page now reflects the correct options. Previously used options were removed and the following new options appear:

  • Scan entire case to sync files with case document records
  • Gather case metrics

If enabled for the scheduled job, the options are selected.

Indexing and enrichment job properties page

Portal Management > Reports > Hosted Details - new columns for orphaned and missing data

The following two new columns are available on the Hosted Details page:

  • Orphan (GB): Displays the sum of the file size of files located in the Ringtail images folder, but not associated with a document in the case. If enabled, the data in this column contributes to the value shown in the Total size (GB) column.
  • Missing (GB): Displays the sum of the file size of files associated with documents in the case, but that are missing from the expected location in the Ringtail images folder. If enabled, the data in this column does not contribute to the value shown in the Total size (GB) column.

New Identity Provider Settings page in User Administration

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

Identity Provider Settings page

Ringtail 8.7.020

Updates to workspace layouts

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

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

New default workspace layouts

The Documents page now includes new default workspaces. The arrangement of panes in each workspace is based on common document review and coding tasks. The name of each workspace indicates the panes that are included in the workspace.

To reset the Documents page to the new Ringtail default workspaces, on the user name menu, point to User settings, and then click Reset to Ringtail default.

Additional workspace layout options

When you create or edit a workspace, you can select from additional layout options for the panes in the workspace.

Ringtail now supports Nuix 6.2 (end of support for Nuix 5)

As of this release, Ringtail supports Nuix version 6.2. Ringtail no longer supports Nuix version 5.0.

Exports - File size available in Download dialog box for one or more jobs

For existing export jobs, you can now select one or more jobs, click Download, and click the View uncompressed size link in the Download dialog box.

Ringtail calculates the estimated size of the files prior to compressing them into a .zip archive for download. Depending on the size, the estimate can appear in KB, MB, or GB.

Click OK to complete the download.

New data aging and availability indicators in Portal Management > Reports

The Usage Summary and Hosted Details pages in the Portal Management > Reports feature now include a new column with color-coded calendar icons that indicate the data aging and availability.

If you select the Total as of option, the calendar icons indicate the following:
  • Red calendar icon: No data is available for the case. You must run an Indexing and enrichment job with the Gather case metrics option selected.
  • Yellow calendar icon: Data is available, but it is more than 30 days older than the specified date.
  • Green calendar icon: Data is available and it is fewer than 30 days older than the specified date
If you select the Net difference between option, the calendar icons indicate the following:
  • Red calendar icon: No data is available for the case for the specified date range. You must run an Indexing and enrichment job with the Gather case metrics option selected.
  • Yellow calendar icon: Data is available for some dates for the specified date range, but data is missing for either the specified start date or end date or both.
  • Green calendar icon: Data is available for the specified start and end dates.
If you download a report, it includes a new column named Data availability.

Reports page now generally available

The Reports page in the Portal Management section is now generally available to administrators. The ManagementReportingUI option is no longer available on the Settings > Portal Options page in the Portal Management section.

Ringtail 8.7.019

Download Search Terms report

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

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

Ringtail 8.7.018

New user interface style

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

Document links now copied directly to the clipboard

When you click Copy link on the Options menu in the List pane, Ringtail now copies the link directly to your clipboard and a notification appears.

Changes to production field searches

  • The quick search menu now includes options for Produced Document Label and Produced Page Label.
  • When searching for any of the following production fields, if the Renditions search preference is disabled, Ringtail returns base documents whose corresponding renditions have values that match the search criteria.
    • Produced Document Left Footer
    • Produced Document Left Header
    • Produced Document Middle Footer
    • Produced Document Middle Header
    • Produced Document Placeholder
    • Produced Document Right Footer
    • Produced Document Right Header
    • Produced Slip Sheet Text
    • Produced Document Serial Number
    • Produced Page Serial Number
    • Produced Page Serial Number Per Doc
    • Production Print Status
    • Rendition Label

New concept analysis option in Indexing and enrichment

If enabled by your administrator, the Indexing and enrichment feature on the Tools menu now includes the following new option: Refresh concept analysis for selected documents that have already been analyzed.

Note: The Concept analysis option and Refresh concept analysis check box appear only if your administrator did not select the case option to concept analyze all documents in the case.

Upload multipart archive files using Imports or Ingestions

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

Support for multipart archive files for ingestions

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

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

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

Ringtail 8.7.017

All Values view now available for conditional coding templates

When coding a document using a conditional coding template, you can now view all items that have a coded value.

Note: Some items are under development and are currently available as read-only fields. These items will be available for editing soon.

Ingestions and Imports - Password for encrypted archive files

In the Upload files dialog box for both ingestions and imports, you can now select a check box named The file is password protected. By default, the check box is cleared, as shown in the following example for ingestions.

If selected, a text box opens for you to type the password, as shown in the following example for imports. When the upload completes, the password is used to extract the archive.

Continuous Active Learning and Predictive Coding - New time interval options

When configuring training for a population in Predictive Coding, you can now select the time interval. Options include hourly, every four or 12 hours, or daily.

Ringtail 8.7.016

Private binders now available for conditional coding templates

When coding a document using a conditional coding template, you can now add the document to private binders.

Main Date and Document Created Date fields renamed

To clarify the meaning of each field, the Document Created Date field was renamed to Date Added to Case and the Main Date field was renamed to Document Date.

Conditional coding templates - Private binders

You can now add private binders as editable items on a conditional coding template.

Case Setup - New column on Fields and System Fields pages

A new column named Documents appears on the Fields and System Fields pages in the Case Setup section.

This column shows the number of documents that are coded to the corresponding field or system field. The number includes distinct documents only, and not documents coded to multiple values in the field multiple times. The number also ignores document security, so the number is the same regardless of group.

Clicking a number performs a search for ‹selected field› has a value, and then opens the results on the Documents page.

Ingestions - Upload files for ingestions start automatically

The Upload files dialog box for ingestions now includes a check box named Start ingestion with default settings when upload completes. If selected, once the file upload is complete and the uploaded data is reassembled and unzipped, an ingestion job starts. The job has the same name as the uploaded file and uses the default settings.

You can access the Upload files dialog box by clicking the Upload button on the Ingestions page or from the Add ingestion dialog box on the Ingestions page. By default, the new check box is cleared.

Settings - ContentSearchServiceUrl is now a portal option

The ContentSearchServiceUrl setting has moved from the Case Options page to the Portal Options page for use by all cases attached to your portal. To access the setting from the Portal Home page, click Settings.

Ringtail 8.7.015

Introducing support for Bloomberg chat

If your administrator ingested Bloomberg chat files into Ringtail, you can now review those documents in the View and Code pane. If a chat file includes attachments, Ringtail ingests the attachments as documents and reattaches the documents to the corresponding chat document.

Note: Ringtail currently supports Bloomberg Instant and Bloomberg Persistent chat files.

Search for chat documents

You can search for chat documents as follows:

- By document type on the Search page (Document Type is Bloomberg Instant or Document Type is Bloomberg Persistent)

- By Level in the Browse pane

View chat documents

In the View and Code pane, Ringtail provides the following two types of chat views, called “lite” and “full” chat:

Lite chat: This chat view, shown in the following figure, is available in Content (Formatted) view. The lite chat view appears in color, is streamlined for review, and includes a subset of the chat information.

Both views include a summary table that includes the following information:
  • Organization names
  • Participant names

    Note: Ringtail groups participants who do not have an identifiable organization into a “Participants” section in the header.

  • The number of messages (MSG), attachments (ATC), and invitations (INV)

Full chat: This chat view, shown in the following figure, is available in Pages view. The full chat view appears in black and white, is appropriate for production, and includes all of the information in the chat file, including, for example, any disclaimer text, or when participants entered or exited the chat.

Note: If you select Native view in the View and Code window, you can toggle between the lite (.htm) and full (.html) views of the chat document.

Chat coding

Coding information for the chat document is available in Coding view.

Note: Ringtail assigns the Custodian value when you configure the ingestions folder structure.

Shared binders now available for conditional coding templates

When coding a document using a conditional coding template, you can now add the document to shared binders.

Email threading - Failed documents now 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.

Ingestions feature now supports Bloomberg chat files

You can now import Bloomberg chat files into Ringtail using the Ingestions feature.

Note: Ringtail currently supports Bloomberg Instant and Bloomberg Persistent chat files.

Upon ingestion, Ringtail converts the chat files into documents.

If a chat file includes attachments, Ringtail ingests the attachments as documents and reattaches the documents to the corresponding chat document.

New system fields are now available in Ringtail to support chat files. You must grant permission to these fields to make them searchable.

Speed and scalability enhancements for Ingestions

The Ingestions feature now provides enhanced processing speed and scalability for most data sets.

New default setting option for Ingestions - Indexing and enrichment

In the Default settings window, on the Ingestions Details page, you can now select the Run indexing and enrichment check box. If you select this check box, immediately after the Ingestions job completes, a separate Indexing and enrichment job will run. This job performs document enrichment in addition to indexing.

If you selected the Run indexing and enrichment check box in the Default settings window, after the ingestion is complete, you will see Indexing and enrichment as the indexing type under Ingestion Details on the Properties page.

Ingestions processing log retained for successful jobs

The Ingestions processing log is now retained for successful ingestions jobs. Previously, the log was retained only if jobs returned errors.

Imports and Ingestions - New upload files feature

The new file upload feature allows you to select data locally and import or ingest it into a Ringtail case without using a separate service or third-party tools to stage the data to the correct location.

Data must be in an archive file in a .zip, .rar, .tar, or tar.gz format. The maximum size of the archive is one gigabyte (GB).

Upload files for Imports

A new Upload button appears on the Imports page.

After you click Upload and select the file to upload in the Upload files window, Ringtail extracts the files from the archive and deletes the archive.

During extraction, if the name of a file or folder already exists at the destination, Ringtail adds a numerical suffix to the name and does not overwrite any existing data.

The names of uploaded folders now appear in the Folder name list on the Load File page of the Import window. When needed, you can add them to an import job.

You can also use the Add more files button in the Import window to upload files for an import job.

Upload files for Ingestions

A new Upload button appears on the Ingestions page.

After clicking Upload, you have two options:

- If the archive does not contain a folder structure that corresponds to the Ingestion’s default settings, select Specify values for Ingestion folder structure and enter the file path to create for the files in the uploaded archive. The input fields correspond to the folder structure settings in the Default settings window.

- If you want to use the folder structure present in the archive, select Apply the folder structure used in the archive file for Ingestion.

The names of uploaded folders now appear in the Folders list in the Add ingestion window. When needed, you can add them to an Ingestions job.

You can also use the Add more files option in the Add ingestion window to upload files.

Conditional coding templates - Shared binders

You can now add shared binders as editable items on a conditional coding template.

Productions - New Produced Page Label attribute

When you select the Produced Page Label field in the Columns window on the List pane, a new attribute option called Range is now available.

When you select the Range attribute, the values shown in the results list for the document are the first and last produced page label value per document, separated by a dash, followed by a colon and the production name, as shown in the following examples.

Case options - Retired options

The following case options are no longer in use and are no longer available on the Case options page:

  • DA:LastCountRefreshTime
  • DA:LanguageAnalysisLicenses
  • DAEnableLanguageAnalysis

Ringtail 8.7.014

Organization and people values now available for cube dimensions

If configured by a cubes administrator, you can now navigate into the Organizations dimension to see all organization values present in the cube.

Similarly, if configured by a cubes administrator, you can see the people values present in the cube.

Cubes administration - Organization values now available to select for cube dimensions

When configuring Organizations as a cube dimension, there is a new option in the dimension properties under Detail called Show organization value.

Cubes administration - People values now available to select for cube dimensions

When configuring People as a cube dimension, there is a new option in the dimension properties under Detail called Show people value.

Cubes administration - Pick list system fields added as data types

The following system fields are now available to use for cube dimensions as data types:

  • Document Indexing Status
  • File Analysis Status
  • File Indexing Status

For each of these additional data types, you can select to display all status items or a specific status item.

Default maximum file size to index value increased for new cases

For new cases, the default value for the MaxFileSizeToIndex option on the Case Options page is now 104,857,600 bytes (100 MB). For existing cases, the existing value does not change upon upgrade.

Fields populated by system processes no longer writeable

The “write” setting no longer appears on the Objects page in the Security section for fields populated by system processes. Upon upgrade, if any of these fields were previously set to be writeable for any groups, they will be set to not writeable.

Note: Although the "write" setting is still available on the System Fields page in the Case Setup section, it is disabled. Even if a Case Administrator makes a field writeable, Ringtail reverts the setting to not writeable.

Ringtail 8.7.012

Introducing the Conditional Coding pane

The new conditional coding feature allows you to quickly determine which fields you should code, depending on the values that you provide for related fields. To access this feature, add the Conditional Coding pane to your workspace.

Note: Your administrator must enable this feature for your case.

As you code each field in a conditional coding template, the colors of the remaining fields change to indicate which fields you still need to code. Fields that you have already coded appear in green, fields that your case administrator does not expect you to code appear in gray, and fields that must still be coded appear in white.

If you select a value that is unexpected based on the other values that you have coded, a warning message appears.

When you finish coding all of the fields, you can click Next directly in the Conditional Coding pane to navigate to the next document.

Note: The Next button appears when the conditional coding template contains at least one required field, and all required fields are coded.

Warnings about hidden content in the View pane

The View pane now displays a warning when a document contains hidden content, such as tracked changes, speaker notes in a presentation, or hidden columns in a spreadsheet. When you hover over the warning icon, a list of the hidden content appears.

Improved features for adding annotations

The following new features are available for redacting and highlighting documents.

Select all redactions

You can select all of the redactions on a document page. Click the Select all redactions button on the annotations toolbar.

Redact a full page

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

Filter the available highlights

You can quickly find a highlight by filtering the available highlights. Click the arrow below the Highlight button, and then type the name of the highlight.

Wider highlight and redaction dialog boxes

The highlight and redaction dialog boxes are now wider to display long highlight or redaction names. To increase the width of the highlight and redaction dialog boxes, increase the width of the View pane.

Additional keyboard shortcuts and mouse gestures

The following new keyboard shortcuts and mouse gestures are available for reviewing documents in the Image viewer in the View pane. To make the keyboard shortcuts and mouse gestures active, click a document in the Image viewer.

  • View the next page: Scroll down past the end of a page. Or, press Ctrl + Up Arrow.
  • View the previous page: Scroll up past the top of a page. Or, press Ctrl + Down Arrow.
  • Select all redactions on a page: Press Ctrl + A.
  • Navigate from redaction to redaction: Select a redaction, and then press Spacebar.

You can access a list of keyboard shortcuts from the user name menu.

Search – New field

When enabled by an administrator, a new field called “Concepts” is available on the Search page. Use this field to search for documents by their concepts.

All Ringtail Legal features migrated to Ringtail

The remaining Ringtail Legal administrative features have been migrated to Ringtail and the Launch Ringtail Legal button is no longer available on the Portal Home page. You can now perform all administrative tasks in Ringtail.

Conditional coding templates

To make it easier for reviewers to know what data to code, administrators can create conditional coding templates.

In a conditional coding template, the value that is coded to one item determines which additional items should be coded. The relationship between the value that is coded in one item and the additional items that should be coded is called a condition.

For example, say that you have coding fields for privilege status and privilege type. If a reviewer codes the privilege status field with a value of privileged, you want the reviewer to also code the privilege type, such as attorney-client. To implement this in Ringtail, you create a condition based on the value that is coded for the privilege field.

Create conditional coding templates

You create conditional coding templates on the Case Setup page. Add to the template the items that you want reviewers to code. Then, create conditions to determine the relationships between items.

Note: Some items are under development and are not currently available for editing. You cannot change the read-only status of these items. These items will be available soon.

Tip: To help visualize the conditions in a conditional coding template, we recommend that you draw a flowchart of the coding workflow that you want reviewers to follow. On the flowchart, list the items that you want reviewers to code and the possible values for each item. For each possible value, determine which additional fields you want reviewers to code. Then, in Ringtail, create a condition for each branch of the flow chart.

You can configure the following options for the items on a conditional coding template:

  • Required: Reviewers must code the item. After reviewers code all required items for a document, they see the Next button in the Conditional Coding pane, which allows them to navigate to the next document.
  • Expanded: If the item is a pick list, by default, reviewers must expand the list to select a value. To display all possible values on the coding template, select this option. One-to-many pick lists appear as check boxes, and one-to-one pick lists appear as a list of options.

    Note: If a list has many possible values, the conditional coding template may take a long time to load when reviewers move from document to document.

  • Read-only: Reviewers can view the value, but cannot edit the value. For example, you can display reference information to reviewers. You can set read-only status on a field on a conditional coding template regardless of the general properties of the field.

When you set a default workspace for a group, you can set the default conditional coding template.

Tip: To view a new conditional coding template on the Documents page, refresh the web browser window.

Configure the conditional coding feature

On the Case Options page, administrators can select the Enable Conditional Coding check box to enable the conditional coding feature.

To allow groups to access the Conditional Coding pane on the Documents page, on the Security > Features page, set the Coding – Conditional Coding option to Allow.

To allow group leaders to manage the conditional coding templates that are available to their group, on the Case Home > Security > Administration page, set the following options:

  • Case Setup – Conditional Templates – Properties: Controls whether group leaders can edit the fields on conditional coding templates, add or remove conditions, and change the names of conditional coding templates.
  • Case Setup – Conditional Templates – Security: Controls whether group leaders can set the security for conditional coding templates.

You can also configure security for individual conditional coding templates on the Security page for each template. By default, conditional coding templates are available to users in the group in which they are created.

Updated security settings for accessing documents

In the Security section, on the Features page, the following updates are available for controlling access to documents:

  • Document - Content: This setting makes the Document Content field available on the Search page and on the Quick Search menu. This setting also makes the Formatted content and Unformatted content options available to reviewers on the View pane
  • Document - Native viewer: This setting makes the Native file option available to reviewers on the View pane. This setting was previously called Document - Native File.

Ingestions - Detailed job properties

You can now view detailed properties of an Ingestions job after it has processed. The properties appear for all job statuses, regardless of if jobs complete successfully. For example, the following figure shows properties of an Ingestions job with an error status.

Ingestions - Processed files report

A new report is available on the Report page of Ingestions jobs. The report lists details of each processed file in an Ingestion, including a link to the documents in the case that were generated from each file. To access the report, click the Files processed tab. You can also download a spreadsheet (.csv file) of the report by clicking the Download Report button.

Concepts search field enablement

You must enable the new Concepts search field so user groups can see it on the Search page. You can enable the field for a group on the Features page in the Security section, as shown in the following figure.

User administration – Download user list

You can now download a spreadsheet (.csv file) of the user information that appears on the Users page.

Ringtail 8.7.011

Leading “not” operator in content searches

Users can now use the “not” operator at the beginning of search terms or phrases to exclude certain words or phrases in a content search for documents. For example, you can run the following searches:

  • not banana
  • apple or not banana

You can perform this search in the quick search box, on the Search page, and in the Browse pane. Administrators and group leaders with permissions can also use this operator when creating search terms on the Search Term Families page.

Ingestions – Progress details

When resubmitting an Ingestions job, you can now see progress details from each submission of the job. Previously, you could see only the progress details for the latest submission.

Search Term Families – Search terms file formatting

You can now upload a spreadsheet (.xls or .xlsx file) containing search terms in one column. Previously, you could upload only spreadsheets that contained two columns.

Display users by case

On the Users page in the User Administration section, you can now filter the list of users by case, as shown in the following figure. In the All cases list, type or select a case name to display the users in a case.

A system administrator must select the ManagementReportingUI check box on the Portal Options page to enable the All cases list.

Filtered column data display

On the Users and Deleted users pages in the User Administration section, Ringtail now includes specific data in the message bar when you apply a column filter. For example, as shown in the following figures, filtering the Licenses column displays specific information about the filter results at the beginning of the message bar.

Message without a filtered column

Message with a filter applied to the Licenses column

Jobs – New stage for indexing and enrichment jobs

The indexing and enrichment job type now includes a stage called “page count.” When an indexing and enrichment job runs, this stage calculates page counts and updates the database accordingly for any content file find documents and any documents with a null or 0 (zero) page count. There is no longer a page count job type, and you cannot create a new page count job, but existing scheduled page count jobs will still run.

Note: The page count stage does not currently run in existing scheduled indexing and enrichment jobs, but will soon. For now, to include the stage, create a new scheduled indexing and enrichment job.

Portal Management – Migrate portal data

When portal data is available for migration, the Migrate Portal Data button now appears for system administrators on the Portal Home page. The button disappears after the migration completes.