Ringtail Basics. Quick Start Guide

Transcription

1 Ringtail Basics Quick Start Guide Ringtail 8 brings a new level of simplicity, ease of use, and efficiency to document review. The following pages walk through scenarios, based on common tasks, to show the Ringtail 8.6 features that make the interface easier to use and that add speed and accuracy to review tasks. Updated for Ringtail version

2 Ringtail Basics - Overview Client computer requirements Getting started Browse Workspace List View and Code Map Timeline Search Assignments Third-party password management

3 Client computer requirements Client computer requirements You can access Ringtail from any computer with Internet access. Here s what you need to get started:

4 Getting Started

5 Logging in and selecting a case Logging in and selecting a case Follow the Ringtail link and log in to Ringtail. Note: Your user name is not case-sensitive; your password is case-sensitive (and must adhere to the password parameters for your organization). Click I ve forgotten my password to reset it. Click Change password to change it. For more information about the third-party self-service password management feature, see Password and Account Management. On the Portal Home page, click the link for a case.

6 Navigating the interface Case Home page Navigating the interface After logging in to Ringtail and selecting a case on the Portal Home page, the Case Home page appears, as shown in the following figure. The features and functions that appear on this page depend on your role and permissions set. The following figure displays what a group member might see on the Case Home page. Note: The first time you log in, you will be prompted to accept the End User License Agreement (EULA) See the next slide for descriptions of the user interface elements.

7 Case Home page User interface elements This page includes some or all of the following items: Navigating the interface Navigation bar: This bar at the top includes the following items (from left to right): Ringtail logo: Click Ringtail to navigate to the Portal Home page from any page in the case. Case name : Click the case name to return to the Case Home page from any page in the case. Case Home menu: Use this menu to access different areas of Ringtail, for example, the Documents or Review Setup pages. The Case Home menu and Documents option always appear. The Transcripts option appears if transcripts are loaded in the case, and the remaining menu options appear if you have permission to access those pages. Quick search box: The quick search box always appears. Quick search menu: Although this menu is always available, the options that appear on it depend on permissions set. Group name and menu: Use the menu to change the group. User name and menu: Hover over the user name to view details. The menu lists options for setting search preferences and user settings, as well as access to bookmarks and logging out. Toolbar: This bar includes the following items: Breadcrumb and breadcrumb menu: Breadcrumbs allow you to track and navigate back to Ringtail pages. Click the arrow next to the Home button to open the breadcrumb menu, which displays the same list of Ringtail pages as the navigation menu. Browse: Click this button to access the Browse pane on the Documents page. Get Next Assignments: Click this button to access the next assignment. Search: Click this button to create a new search on the Search page. Lists: The following lists may appear on the left side of the Case Home page: My Assignments: This list displays the number of allowable active and suspended assignments that a user can have open at one time, as set by an administrator. For more information, see Working with assignments. Results History: This list displays the five most recent searches as well as results for mines, cubes, and reviews. Document History: This list displays the five most recently accessed documents. Feature sections: The features and functions that appear depend on your case permissions. Tip: To open the page in a new tab or window, right-click the section heading, for example, Review Setup. Information bar: The information bar at the bottom of every page provides the online help button, as well as copyright and version information.

8 Navigating the interface Documents page overview Navigating the interface You can work with documents on the Documents page, which provides quick access to browsing documents, creating simple and advanced searches, working with document tools, and working with the Map, List, View and Code, and Timeline panes. The main Documents page is available to all users. The features and their related options that appear depend on the permissions set. A. If you have not yet returned a results set, the first time you access the Documents page, Ringtail displays the Search page. B. If you have previously returned a results set, Ringtail displays the Documents page with the default workspace configuration, as shown in the following figure. For information about displaying different panes on the Documents page, see Customize the workspace. See the next slide for descriptions of the user interface elements.

9 Documents page User interface elements This page also includes some or all of the following items on the toolbar (from left to right): Navigating the interface Search results arrows: Use the arrows on the left to quickly browse through search results. Search description: Click the description of the search results to open the search. Document information: This information appears below the search results arrows and includes source and attachment information, document count, the number of currently selected documents, a button that allows you to copy the active Document ID to the clipboard, and the Document ID of the active document. To quickly unselect all documents, click the button for the number of currently selected documents. Click the Browse button to open the Browse pane, if it is not already open. Click the Search button to create a new advanced search. Workspaces buttons and menu: To change the current workspace configuration, click a different workspace button. To launch a menu that allows you to add a new workspace, modify an existing workspace, or select workspaces to display on the toolbar, click the arrow next to the Workspaces button. For information about displaying different panes on the Documents page, see Customize the workspace. To use documents tools, click the arrow next to the Tools button. Document arrows: Use the arrows on the right to quickly browse through documents in the results set.

10 Access the Documents page from the Case Home page Navigating the interface You can access the Documents page from the Case Home page in any of the following ways: To go to the Documents page, on the Case Home menu, shown in the following figure, click Documents, as shown in the figure on the left. This opens the Documents page to the last-opened results set. If no previous results exist, such as when opening Ringtail for the first time, then the Search page opens, as shown in the second figure on the right. To display the Documents page and browse for documents, on the toolbar, click Browse. To display a recent results set on the Documents page, under Results History or Document History, shown in the following two figures, click one of the links.

11 Browse

12 Working with the Browse feature Working with the Browse feature On the Case Home page, click Browse to access documents in a binder, issue, level, or saved search or to filter documents by search term families, concepts, or quick codes.

13 Working with the Browse feature Working with the Browse feature The Browse pane allows you to browse and filter documents by various criteria, and is divided into two main sections. In the top pane, you can filter documents by search term families, Concepts, and Quick Codes. For example, you may need to locate all documents for a specific concept and code them as responsive. You can also use the Find feature to search document content or coding. In the bottom pane, you can browse documents in binders, issues, levels, and saved searches. For example, you may need to locate documents that have been designated with a specific issue. The Browse pane also includes additional functions for managing a specific feature, adding and modifying descriptions, and downloading reports. Note: The Browse pane appears if it is included in the default or current workspace, and displays the Browse features available to you. New: You can collapse the Browse pane.

14 Working with the Browse feature Working with the Browse feature To browse for documents, on the Documents page, in the bottom pane of the Browse pane, click the link for a binder, issue, level, or saved search. The documents appear in the List and the first document in the list appears in the View and Code pane (in Document view) if your workspace is configured to display these panes.

15 Working with the Browse feature Working with the Browse pane After you run a search or return a set of documents, you can filter the documents in the List (or Map) using the features in the top pane of the Browse pane (search term families, concepts, quick codes). Using the Find feature, you can search for results (called hits in Ringtail) in a document's content or coding, or both. Find hits for search term families

16 Workspace

17 Customizing the workspace Customizing the workspace The workspace is the arrangement of panes on the Documents page. The workspace appears when you open the Documents page after you run a search or browse a document collection. The default workspace ( ) displays the Browse, List, and View and Code panes in three columns, as shown in the first figure. You can change this workspace or create a custom workspace for a specific coding or review workflow, for example, the second figure displays an alternate configuration (List and Timeline).

18 Customizing the workspace Customizing the workspace To change the current workspace configuration, click one of the three different Workspace button. Note: You can pin up to three workspace buttons to the toolbar. To launch a menu that allows you to add a new workspace or edit an existing workspace, click the arrow, as shown in figure on the left. You can configure a workspace to contain up to five panes, including List, Map, Browse, View and Code, and Timeline, as shown in the figure on the right. And you select from a number of configurations.

19 List

20 Working with the List pane (standard view) Overview Working with the List pane When you search for documents, the results typically appear in the List pane on the Documents page, as shown in the following figure. The List pane includes information about each document, along with coding and document details. New: The List now includes line numbers, which can be set under Search Preferences or on the Search page. Use the List pane to perform the following tasks: Select documents to view and code in the View and Code pane. Select documents for the Working list. Apply quick coding to documents. Modify how columns appear in the List pane. Work with threads. Work with base documents and renditions. Filter and search the documents in the List pane. Open documents as linked or standalone. Note: You can also collapse this pane.

21 Working with the List pane Inline editing Working with the List pane New: The following fields are available for inline editing in the List. Left-click on the field to edit the value. Note: The field must be set to writable by an administrator to be editable. Pick list fields Yes/No (Boolean) fields Number fields User-generated 1-to1 date fields

22 Working with the List pane Configuring columns Working with the List pane In the List pane, you can select, add, and delete columns, and sort the order of documents. You can add as many columns as you need, although some columns may be locked so that you cannot remove or change their position in the List pane.

23 Working with the List pane Threading Working with List pane The threading feature analyzes document content and organizes the documents into threads. In threaded view on the List pane, users perform document review using both standard and threading-specific elements. Threading-specific elements include the following: Pivot documents, which contain all unique content. A thread can have one or more pivots. Recipient and attachment changes within a thread Note: You can expand and collapse all buttons to view all threads or just pivot and root documents. In addition to these review elements, use threading to do the following: Shorten review time by coding only pivot documents. Increase review efficiency by removing duplicate documents in cases with a significant number of documents. View other thread information, such as the thread analysis status, thread ID, thread order ID, and the threaded document type.

24 Working with the List pane (threaded view) Process overview Working with the List pane To view threaded results in the list, an administrator must perform the following prerequisite steps: Grant access to threading features Ensure hashes are populated for attachments A user can then perform the following steps: Return a set of documents Submit documents for thread analysis (on the Tools menu), as shown in the figures on the right. After Ringtail has analyzed the documents and created threads, the user can then review the threaded documents. Note: The user must select the Threading option on the Search Preferences menu (on the user name menu or on the Search page).

25 Working with the List pane - threading columns and icons Working with the List pane The following table describes some of the threading-related elements that may be available in the List pane when in threaded view.

26 View and Code

27 Working with the View and Code pane Working with the View and Code pane When you select a document in the List pane, it appears in the View and Code pane. You can configure this pane to display documents as Content, Pages, or Native files. You can view documents in the document view, a separate window, or in both places at the same time (for an extended workspace with two monitors). You can switch from Document view to Coding view to code documents to selected fields, binders, issues, and other values. You can also use coding view to view the fields associated with a document and modify field values. You can switch between document and coding view in this pane. Document view Document view with hits Coding view Search for keywords in the Find box. Keywords (set by your administrator) are highlighted.

28 Working with Pages view Working with Pages view The Pages view is available in the View and Code pane and allows you to navigate, annotate, redact, and print images relevant to your case. You can annotate TIFF documents and PDF files. Ringtail saves highlights and annotations automatically when you navigate to another document. 1. Use the Pages menu to switch to Content or Native view. 2. To display the next or previous document in the list, click the Documents navigation arrows on the toolbar. 3. To redact documents using preset colors, click Highlight or Redact. 4. To hide or display all annotations, click Hide Annotations. 5. To create a note, click Note. 6. To select an object for further action, click Pointer / Select. 7. To move the page within the Pages view window, click Pan. Additional tools to Zoom In, Zoom Out, and Rotate appear below the Pan tool. 8. To display Pages view options, click Options. 9. Use the navigation controls to move through a document or click the down arrow to select a specific page.

29 Coding documents Coding documents To save field edits, press Tab or Enter. To delete field edits, click the field value, and press Delete. Multivalue fields display a plus sign and allow you to code multiple values. When coding pick list fields with many values, type a few letters to narrow the pick list options. To edit a field, click in any field with a blue triangle and change its value. To apply issue coding, on the All Values menu, select Issues, and then select one or more check boxes. To change the Quick Code value, click the blue dot. To apply values from the previously displayed document, use coding Hints. To search for documents with the same coding, click the magnifying glass.

30 Map

31 Working with the Map pane Working with the Map The Map is an alternate view of documents in an assignment or a search result set in which documents are clustered based on the similarity of concepts. You can navigate from document to document, view relationships between documents, search documents, and code documents while viewing the Map. Users can display up to 10,000 documents per page. New: You can collapse the Map pane. You can do the following with the Map: Review documents based on their concepts. Explore concepts that tend to appear together in selected documents. Find documents that share common concepts. Apply color codes to one or more documents directly in the Map. Find documents that have the same color code or the same family color code. Select multiple documents for a bulk action, such as coding or placing in a binder. Search the Map for keywords to locate clusters and documents with those terms. Preview a document in the Map in the document viewer as well as in stand-alone viewers. Discover new concepts in the documents.

32 Working with the Map Map elements The Map pane contains the following elements: Working with the Map pane Concept cluster: A group of documents in a spiral arrangement in a circle. The circle may appear solid when you first open the Map, indicating that all the documents in the cluster have the same color code (you can configure the Map to always display document dots). The color of the cluster ring varies with the selected theme and can appear white, black, or red. Cluster label (infotip): The label that appears when you hover over a cluster. The label represents the concept shared by clusters displayed on the spine. When spines intersect, multiple concepts display at the top of infotip. The label displays the top concept, the next highest six concepts, the number of documents in the cluster, the percent of documents coded, and the top document titles in the cluster. You can also configure the Map to position the label in the corner of the pane as well. Concept compass: The ring that surrounds concept clusters. Clusters can appear inside or outside the ring depending on the cluster configurations. Map menu: The menu associated with the Map pane that lists options for using and configuring the Map. All of the options on the menu can be pinned to the Map toolbar for easy access. Paging window: A small window on the left side of the Map that appears when more than 10,000 documents (the Ringtail default) are associated with the Map. The page size default is 2,500. The paging window appears depending on the page size setting and the number of documents in the Map pane. Use this window to move through documents in the case. You can configure the number of documents to view per page on the Options menu. Set-aside clusters: Square containers, or bins, in the lower right for storing coded documents. The bin color indicates the coding color. Use the Quick Codes section in the Browse pane to move documents between the Map and the Set-Aside clusters. Spine: A line that connects clusters that have one or more significant concepts in common. Along a spine, documents in adjacent clusters are more similar to each other than to documents in clusters farther away. Spine label: The concept that clusters in a spine have in common. The spine label appears around the concept compass. Spine labels can provide a quick overview of the key concepts in an area of the Map. Triangle: Indicates the active document. Zoom slider: The vertical control on the right side of the Map that enables you to zoom in and out of clusters.

33 Working with the Map pane Working with the Map Customize the Map Although the default display in the Map is sufficient for most review work, you may want to modify what you see in the Map. Options for configuring the Map appear on the Options menu, shown in the following figure, which is accessed through the Map menu. Spines: Shows or hides the spines that join concept clusters. Compass: Shows or hides the compass ring. Labels: Shows or hides the concept labels that appear around the compass ring. Pointers: Shows or hides the lines that connect related concept clusters to the concept labels. Show tooltip: Displays the cluster label that provides information about the documents in the cluster. Pin tooltip: Displays the cluster label in the nearest corner of the Map so that it does not cover up the Map. Set-aside on family code: Automatically places all the documents in a document family in the set-aside cluster that matches the documents' family code (the highest-ranking color code for the family). When this option is not selected, each document is placed in the set-aside cluster that matches its individual color code. Solid for uniform coding: The concept cluster circle is filled in with a solid color if all the documents in the cluster have the same color code. If documents within the cluster have different color codes, the cluster shows individual colored dots. At lower display percentages, the cluster displays as a pie chart which represents mixed coding in a cluster. Working list: Displays the Working list view in the List pane. Page size: Sets the number of documents to display on each page. The default is 2,500, although you can display up to 10,000 documents per page. Theme: Click Theme to display the list of available themes on the Tools menu. The same themes are also available for the Timeline feature.

34 Timeline

35 New: Working with the Timeline Working with the Timeline pane The Documents page now includes a Timeline pane that allows you to review the distribution of documents over time and how they intersect with other information, such as concepts, quick codes, content searches (find), and search term families. Access to the Timeline feature is set by an administrator. The time field used to configure the Timeline is set at the case, group, and user level. The Timeline is added using the Workspaces feature and can be used with result sets up to 50,000 documents. You can select documents by date range or by time interval. You can do the following with the Timeline: Select documents in a time range, a specific time interval, or a selection of specific time intervals. Change the date field used within the Timeline. Select a theme for Map and Timeline. Expand and collapse the Timeline. As a reviewer, select a different Timeline date field to use during a review.

36 Search

37 Setting search preferences Setting search preferences You can set preferences for searches, including whether to include threaded documents, attachments with source documents, or renditions in your searches. New: You can also opt to include Line numbers in your search results in the List. Once saved, Ringtail applies your preferences to your next search and to subsequent searches. Preferences available to you depend on the permissions set by your administrator. The Search preferences menu option is available on the User name menu on the navigation bar of any page in the case. Note: The options you set here sync with the search preference options at the bottom of the Search page.

38 Running a simple search Running a simple search Use the quick search box, which is available on the navigation bar of all pages in the case, to perform simple searches. Simply start typing in the quick search box to start your search. In the results list you can filter by certain search parameters as well as manage results for such options as binders (if permission is enabled). The quick search menu, available by clicking the button on the right side of the search box, lists the types of searches you can perform (as set by your administrator).

39 Working with the Search page Working with the Search page Access the Search page by clicking the Search button on the Case Home or Documents page. Select from a wide range of fields, operators, and values. To set search preferences, select the check boxes at the bottom of the page. To run the search, click Search. Use the Search menu to create a new search, or copy, open, save, or delete a search. You can pin these options to the Search toolbar. To open an existing search, click the search results name on the toolbar. To create a new search, click the Search button on the toolbar.

40 Working with the Search page Working with the Search page Build your search using the buttons in the Search pane. Add new clause Add additional criteria (Coded by) Remove additional criteria Delete clause Create group Gray bracket: Group of search queries. Green bracket: Group of search queries joined by an or clause. Red bracket: Group of search queries joined by an and clause. Tip: Click the Keyboard Shortcuts button on the toolbar or Search menu to open the keyboard shortcuts window and build your search without using a mouse. Remove from or delete group View selection (for example, mines and cubes) Search

41 Assignments 2015 FTI Consulting Technology LLC

42 Working with Assignments You can access your assignments from the Case Home page in a number of different ways: Working with Assignments Click the My Assignments link (A) or the Assignments link under Review Setup (D) to access all of your assignments on the My Assignments page in the Review Setup section. Click the assignment name (B) to access all documents in the assignment on the Documents page (in the List or Map pane, depending on your workspace configuration) Click the Get link (C) to access the remaining documents in an assignment that require document review. Click the Get Next Assignments button (E) on the toolbar to access your next assignments. Case Home page My Assignments page page Assigned documents in the List

43 Password Management 2015 FTI Consulting Technology LLC

44 Password Management Reset your password Change your password Password Management 1. Click I ve forgotten my password. 2. Enter your user name and click Continue. 3. Choose one of the following verification options: Verification code Security question Note: Depending on the configuration of your account, you may see only one of the verification options. 4. Enter the characters from the CAPTCHA code and click Continue. 5. Verify your account. If you chose verification code, check your and enter the verification code on the ADSS site. If you chose security question, type the answer to the question. 6. Enter the characters of the CAPTCHA code and click Continue. 7. Enter the new password, ensuring it matches the Domain Password Policy Requirements displayed on the page. 8. Confirm the password, ensuring it matches the New Password field. 9. Enter the characters of the CAPTCHA code and click Reset Password. Provided you have an attached to your user name, you will receive a message confirming your password reset. You can now use your new password. Unlock your account 1. Click Change Password. 2. Click Unlock Account. 3. Enter your user name and click Continue. 4. Choose your verification option: Verification code Security question 5. Enter the characters of the CAPTCHA code and click Continue. 6. Verify your account. If you chose verification code, check your and enter the verification code on the ADSS site. If you chose security question, type the answer to the question. 7. Enter the characters of the CAPTCHA code and click Continue. 8. Enter the characters of the CAPTCHA code and click Unlock Account. 1. Click Change Password. 2. Enter your user name and password. 3. Enter the characters of the CAPTCHA code and click Login. 4. In the Old Password field, enter your current password. 5. In the New Password field, enter you new password. Note: The passwords must be identical. Make sure that your password matches the Domain Password Policy Requirements displayed on the page. 6. Click OK. A confirmation message confirming your password change will appear on the screen. You can now use your new password.