Additional Information

Concordance Database

Additional informationAdditional information

•Very large word documents with embedded images—Some very large documents that contain embedded images multi-byte character sets are not imported properly into Concordance 10.  The imported document may display without images in Concordance.  This is a limitation in how Microsoft Word is able to render multi-byte characters as Rich Text.  This conversion process to RTF creates a file of a larger size so files that are already quite large can cause Word to not display some images.  Concordance uses Word to import these documents.  This same behavior can be observed in Microsoft Word when these same documents are opened.

•Microsoft Word HTML table import—In rare cases, when importing a Microsoft Word document containing a table originating from HTML, converting v9 to v10 may result in some HTML table data not showing up after the conversion to v10.  Importing the same original Word document straight into v10 will not however fail to display the HTML table data.  

•Adobe® PDF text imported using dtSearch®—Due to some limitations that dtSearch has importing text stored in PDFs some symbols and characters from high ASCII and Unicode character sets, including the symbol for Copyright © and the symbol for Trade Mark  ™, are rendered in Concordance as different characters.

Some Adobe PDF files with Arabic text do not display the Arabic text in the proper right-to-left order in Concordance. These PDF files display the text in reverse order (left-to-right) because the files report the language incorrectly or are not in the standard format.

•Windows Vista recommendations—Using Windows Vista as the operating system on workstations that point back to a server installation of Concordance version 10 is supported. Vista workstations will also work with the standard Windows Vista UAC (User Account Control) enabled.

However, when installing Concordance version 10 on a server with client workstations attached, using Microsoft Windows Vista as the operating system on the server will not work properly because the Windows Program Files folder is a "protected" location in Windows Vista and this will prevent one Concordance user from seeing other users’ changes.

Use a configuration where the Concordance server installation resides on a Windows Server 2003 machine and the user workstations run Vista operating systems.

If the sample databases (i.e., Cowco and Calfco) will be used by more than one user on a Vista workstation, it is recommended that the sample databases are copied to a different location. If the databases are left under the Program Files folder, database changes made by one user will not be visible to other users.

•FYI™ Server and FYI Reviewer™—Concordance version 10 databases and Concordance Image version 5 imagebases are not compatible with Concordance FYI Server version 3.x or earlier and FYI Reviewer version 3.x or earlier. Concordance 10 databases and Concordance Image 5 imagebases are compatible with FYI Server and FYI Reviewer versions 4.x or later.
hmtoggle_plus1Comparing database versions

Concordance version 8 databases store tags in two separate files – the TAG file and the TRK file. Each file is named by using the name of the database followed by the .tag or .trk file extension.

In version 8 databases, the TAG file acts as a real-time index of the tags and holds one record for each tag on each record. Thus, if there are 10 documents in a database with 5 tags defined, and each of the 10 records is marked with 3 of the tags, there will be 30 records in the TAG file.

The TRK file acts as a log of every operation for tags. Every time a tag is added or removed from a document, a plus sign ("+" for add) or minus sign ("-" for remove) record is created. The number of records in the TRK file is not tied directly to the number of tags, but will always be at least as large as the number of tags. The TRK file also contains a log of user security changes using the same +/- convention.

Concordance version 9 databases store all tag information in just the TRK file and the formatting of the file was changed. The new TRK file has 3 sections, each storing tag information for a different purpose.  The TRK file is named using the name of the database followed by the .trk file extension.

•Index Section—Every record in this section begins with a hash mark ("#"). The index section stores tag data equivalent to tag data stored in the TAG file from version 8 databases. The only difference between the format of the records stored here and the format in the old version 8 TAG file is the hash mark at the start of each line. Using the example above, if 10 records have 3 tags each, there will be 30 records in the index section.

•Tag List—Each record in this section begins with a dollar sign ("$"). There is one record for each unique tag name in the database. Using the example above, if there are 5 tags defined, there will be 5 records in the tag list section.

•Tag History—Every record in this section begins with a plus sign ("+") or a minus sign ("-"). This section is identical to the old version 8 TRK file.

Version 9.5x TRK files use the following symbol entries to store tagging, security and replication information:

 

Symbol

Description

$

Represents a tag list item. This merely is a catalog of all tags.

#

Represents a tag as it exists in the database. Same as the original TAG entry.

D

Represents a deleted record

E

Represents a field that has been edited

+

Represents a tag that has been added

-

Represents a tag that has been deleted

R

Represents a record that needs reindexing but was locked

S

Represents a security change

 

A sample version 9.5x TRK file may look like the following:

 

Key

Data

#Confidential

3

#Confidential

4

#Reviewed

3

#Reviewed

4

#Reviewed

5

$Confidential

*

$Reviewed

*

+[QVNY5-3] 1213326612 PMIT        Confidential        jsmith        

*

+[QVNY5-3] 1213326612 PMIT        Reviewed        jsmith        

*

+[QVNY5-4] 1213326612 PMIT        Confidential        jsmith        

*

+[QVNY5-4] 1213326612 PMIT        Reviewed        jsmith        

*

+[QVNY5-5] 1213326612 PMIT        Reviewed        jsmith

*

…

…

 

Version 10 databases still store all tag information in the TRK file, but this file is now a relational SQLite database file. SQLite is an embedded relational database file structure, which brings more stability to the functions of the TRK file. Because SQLite is an embedded database, SQLite does not increase the required maintenance and administration of Concordance.  

This database file can be accessed using third-party utilities that are compatible with SQLite. This new file format allows the TRK file to be accessed by multiple users without the risk of corruption. For compatibility with older CPL (Concordance Programming Language) and processes, all information contained in the TRK file is accessible from the List File Management dialog (Tools > Manage List Files). The List File Management dialog can also be used to import and export the information in the TRK file into a format that is the same as previous versions of Concordance, including the viewing of # and + entries.

 
hmtoggle_plus1Database version compatibility

The following chart provides detailed compatibility information:

 

Application

Version

Full DB compatibility

Limited DB Compatibility*

Concordance

 

 

 

Concordance (Concordance EX)

7.x

7

-

Concordance

8.x

8

7

Concordance 2007

9.3 or previous

8

7

Concordance 2007

9.50 or greater

9

7 and 8

Concordance v10

10.x

10

Conversion to v10 required

FYI Server

 

 

 

FYI Server

3.0, 3.1, or 3.2

8

7

FYI Server

3.50

9

7 and 8

FYI Server

4.x

10

-

FYI Server

5.x

10

-

FYI Reviewer

 

 

 

FYI Reviewer

3.0 to 3.31

8

7

FYI Reviewer

3.50

9

7 and 8

FYI Reviewer

4.x

10

-

FYI Reviewer

5.x

10

-

Concordance Image

 

 

 

Opticon

3.x

8

7

Concordance Image

4.0 or 4.1

8

7

Concordance Image

4.50

9

7 and 8

Concordance Image

5.x

5

Conversion to v5 required

* Limited DB compatibility does not allow packing, indexing, re-indexing or modifying of the database fields so using fully compatible versions together is always a best practice.

 

Converting databases

hmtoggle_plus1Converting version 7.x, 8.x, and 9.x databases to version 10.x

Due to the major database structure changes required by the Unicode Standard, all databases need to be converted to version 10. Since there is no backwards compatibility to older database versions in Concordance version 10.x, opening a database version 7.x, 8.x, or 9.x database prompts the user to convert the database to version 10 (see instructions below). If the user chooses not to convert the database to version 10, the database will not open in Concordance version 10.

Note: Only database versions 7.x, 8.x, or 9.x can be converted to version 10.x.

A step has been built into the conversion process to version 10.x that checks the TRK file (or the TAG and TRK for version 8 databases) contents and detects and attempts to repair tag files.

At the end of the conversion process, Concordance generates the Conversion Report, which is a comma-delimited conversion log file. For more information about the report, see the Conversion Report topic in the Concordance Help system.

When opening a Concordance version 7.x, 8.x, or 9.x database in Concordance version 10.x, Concordance prompts the user to convert the database to the current version.

To convert a database to a version 10 database:

1.Before converting a database, make a backup of all the files in the database.

2.In Concordance 10, do one of the following:

•Click File > Open

•In the Databases pane, click Open database.

3.Select a version 7, 8, or 9 Concordance database.

A warning dialog is displayed notifying the user that the database must be converted to version 10 and that an Administrator password may be required if security has been applied to the database.

4.Click File > Administration > Convert Single Database.

5.In the Open dialog locate and select the database to convert and click the Open button.

6.Click Yes to convert the database.

7.If security has not been applied to the database, the database is converted to version 10 and a Conversion Report is created for the database in the database's directory.

8.If security has been applied to the database, type the database's administrator user name and password in the Administration dialog, and click OK. Clicking OK converts the database to version 10 and a Conversion Report is created for the database in the database's directory.

9.To open the database, select File > Open and select the database.

The converted database now opens in version 10.

 

All databases in a selected folder and subfolders can be converted to version 10 using the Bulk Convert Databases to Current Version utility (File > Administration menu).  

Note:  During the bulk database conversion, the administrator is no longer prompted for the database username and password for each database. To prevent this feature from being used inadvertently, this menu option is disabled until it has been enabled on the workstation with the following registry key:

If using a 32-bit OS:

[HKEY_LOCAL_MACHINE\SOFTWARE\LexisNexis\Concordance 10\Settings] "EnableBulkConversion"=dword:00000001

If using a 64-bit OS:

[HKEY_LOCAL_MACHINE\SOFTWARE\Wow6432Node\LexisNexis\Concordance 10\Settings] "EnableBulkConversion"=dword:00000001

To convert multiple database to version 10 database:

1.Before converting a database, make a backup of all the files in the database.

2.In Concordance 10, click File > Administration > Bulk Convert Databases to Current Version.

3.In the Browse For Folder dialog select a directory of databases to convert.

4.A warning dialog is displayed notifying the user that all databases in that folder will be permanently converted to version 10.

5.Click Yes to convert all databases in the selected folder and subfolders.

After the databases are converted, a Conversion Report is created for the databases in the databases' directory.

 
hmtoggle_plus1Converting version 3.x and 4.x imagebases to version 5.x

To accommodate Unicode functionality, imagebases used with Concordance version 10 will need to be created in imagebase version 5 or converted to imagebase version 5.  

To convert an imagebase to a version 5 imagebase:

1.In Concordance Image, click Tools > Imagebase Management.

2.Locate and select the .dir file for the imagebase to convert.

3.Select the Imagebase tab on the Imagebase Management dialog, and verify the Version box for the current imagebase version.

4.Click the Convert to v5 button.

Note: For more information about Imagebase Management see the Concordance Image topic in the Concordance  Answer Center.

 

All imagebases in a selected folder and subfolders can be converted to version 5 using the BulkConvertImagebases_v10.00.cpl.  This can be found in the CPL folder in the Concordance installation directory (e.g., C:\Program Files\LexisNexis\Concordance 10\CPL).

 

Concordance Programming Language (CPL)

hmtoggle_plus1CPL scripts

Concordance version 10 is a major version release.  The following changes have been made to the CPLs in the v10 installation folder:

•All CPL programs are stored in the CPL folder (C:\Program Files\LexisNexis\Concordance 10\CPL). Starting with Concordance 10, all CPLs have the version number included as a part of the filename. For example: AppendTextToField_v10.00.cpl.

•Going forward, if a CPL is updated as part of a release, the version number will be updated to match the release number.

•CPL names now have a standard naming convention for clarity. All CPL names now use mixed case to improve readability, and no longer use odd abbreviations like using the number “2” in place of the word “to”.

•The description headers for each CPL installed with Concordance 10 have been updated to provide better information about using the CPL.  Open the CPL in a text editor like Microsoft Notepad to view the user instructions.

These changes improve the usability of the CPLs, help avoid confusion about which CPLs work with which version, and improve clarity when users contact Concordance support.

Note: The new CPL naming convention (_v10.cpl) does not affect whether CPLs created in prior Concordance versions are compatible with Concordance 10.  CPLs from prior versions of Concordance are still compatible with version 10.  

Note: CPTs (the compiled version of a CPL) from prior versions of Concordance will need to be re-compiled using Concordance version 10 before using the CPT with version 10.  Simply running a CPL creates a CPT version of that CPL in the same directory.

 

The CPL tagging functions from version 8 will behave the way they did before the database change to version 10.  However, some of the standard algorithms from v8 for manipulating and reading TAG and TRK files are not optimized for performance speed in v10.  

Note: These notes also apply to upgrading databases from version 8 to version 9.  

 

•The BTCount() function will no longer return the number of tags. That function only worked on the TAG file, which no longer exists in versions 9 and 10.

•When reading a tag name from the TRK file, the beginning # or $ should be removed.

•When reading the list of tags that are marked against records, iterate from the top of the file to the last record that begins with a #. There is no option to simply iterate to the end of the file.

•When reading the tag history, iterate through the file to the last record beginning with a $. Starting with the next record, read each record to the end of the file.

•To retrieve a list of tag names from the database, read each record beginning with a $. This provides the list of tags but not which records they are tagged against.

 

 

Security

hmtoggle_plus1Concordance 10 security improvements

To support the new encryption standard and the Unicode™ Standard, it was necessary to make the following changes in Concordance 10:

•Password Encryption—Administrator and user passwords are now encrypted with the SHA-1 standard in the .dcb and .sec files.

•Administrator User Name—With this release, administrator names cannot be changed anymore. In prior versions of Concordance, it was possible to change an administrator’s user name by first setting the user name and password to blank (no characters or spaces), and then defining a new administrator user name and password when re-entering the Security module.  The administrator and user passwords can still be changed using the “/” method. For more information about changing passwords, see the Changing the Password top in the Concordance Answer Center.

•Importing Security—Exported security .csv files created before Concordance 10 cannot be imported into Concordance 10 databases. Security .csv files are created when the Export button is clicked in the Security dialog (File > Administration > Security > Field rights tab).

•Case Sensitive—Passwords set in v10 are case sensitive.  If the database was created as a result of converting from v8 or v9, the password will not be case sensitive unless the user or administrator changes it within v10.

•Menu Security—When a menu item is restricted in a menu, the menu item function will no longer be available in other parts of the interface. This includes the Navigation pane, right-click menus, toolbars, and keyboard shortcuts.

•Consolidated Administration Functions—The most common administration functions are now conveniently located together under File > Administration menu, including the Pack and Zap functions.

 

Note: As an extra safeguard, the Zap and Pack menu items now require the administrator password for access.

 

 

Security for Concatenated Databases: Security is now normalized across a concatenated set. The new security methodology is described in Concordance Help topic under the “Security Guidelines” section.

Setting up security for concatenated databases includes the following guidelines:

▪Security settings need to be set up in each database. Setting security in a concatenated database set only affects the primary (first) database.

▪The user name and password must be the same for all databases in the concatenated set when security is enabled.

▪When the user name and password in the primary database does not exist in a secondary database, and security is enabled, the concatenated database will not open. The user will receive a message that they do not have access rights to the specific database.

▪When a secondary database has security enabled and the primary database does not have security enabled, the user is prompted for the user name and password when using the secondary database. The user name and password entered becomes the user name and password for the concatenated database set.

Security Logging and the Security log tab is a new feature in Concordance version 10.

Security logging generates an audit trail of all changes to the security settings of a Concordance database. The log includes changes to user logins and permissions, importing or exporting security settings, and the start and end of security sessions.

Security logging is database-centered. Each Concordance database has its own security log, so only the actions affecting the security for the specific database are recorded in the database's security log.

Security logging occurs for a database when:

▪An administrator in Concordance opens the Security dialog box and makes changes to the security settings in the dialog.

▪An administrator in the Concordance FYI Server Administration Console opens the Management tab and adds or deletes a user from a database, or changes the password for a user belonging to a database.

For more information about security logging and the new Security log tab, see the Security Log topic in the Concordance Answer Center.

 

Concordance COM Server

hmtoggle_plus1New registered COM Server naming convention

The Concordance COM server naming convention has been changed. Because Concordance 10 may be installed on the same computer as Concordance version 9, the COM server naming methodology has changed to allow for greater flexibility for our partners. There are now three different registered COM Server names.

•ConcordanceServer—This is the name of the COM server for the latest version (currently version 10). This is the naming convention that has always been used for the latest version of Concordance.

•ConcordanceServer.9—This is the name of the COM server for Concordance version 9.x.  Allows partners to specify version 9, if desired.

•ConcordanceServer.10—This is the name of the COM server for Concordance version 10.x. Allows partners to specify version 10, if desired.

 

Note: The major difference between Concordance version 9.x and version 10.x is support for the Unicode Standard.  The correct version of Concordance Server  must be used based on the version of the database.

 

 

Equivio®

hmtoggle_plus1Integration with Concordance

Integration with Equivio has been added to Concordance. Equivio is an optional companion product for Concordance e-mail databases. In Concordance, Equivio highlights the textual differences between two e-mail documents. Equivio helps identify and skip redundant text during document reviews in Concordance.

For more information about the Equivio integration in Concordance, see the Equivo topic in the Concordance Answer Center.

 

 

Need additional help? Email the CloudNine™ Concordance Technical Support team at: concordancesupport@cloudnine.com, or contact a support representative at 713-462-6464 Ext. 14. The Technical Support team is available between the hours of 9:00 a.m. to 7:00 p.m. Eastern Time, Monday - Friday.

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