Virgo May 2020 Release

Overview

The Virgo May 2020 release is here!

This release includes a number of feature enhancements and bug fixes. The most significant enhancements are:

Citation Flags: Flags help you manage the citation review process by clearly showing which citations and citation to record series mappings need to be reviewed. This also provides a clear audit trail for those that have already been reviewed.
Comment Notifications: Stay up to date with your team by setting up daily, weekly, or monthly comment notifications.
Employee Portal Content Types: Enable content type drill-down from your existing retention schedule portal components or start with one of the new content type components.

These release notes are presented with common/platform-wide changes first, followed by changes related to specific tabs.

Dashboard

Progress Indicators: Dashboard components now have indicators to show when data is loading and a “no data” message if there is no data to load.
Comments Component: The Record Series Comments component has been replaced with the Comments component. The new component includes a reverse-chronological listing of comments across Record Series, Citations, Content Types, and Repositories. You may filter the Comments by date. Also, if you would like to receive an email notification with new comments, you may enable this notification under My Account.

Record Series

Manage Citations: The “Map Citations” button on the Mapped Citations table has been relabeled “Manage Citations”. You can now use the grid interface to partially or completely map or unmap citations.
Show Only Flagged: This is a new button on the Mapped Citations table which will filter the citation list for citations with a flag. See Citations for more information on the flag feature.
Flag Indicator: A flag indicator has been added to the header of record series detail pages. This is an indicator only and cannot be enabled or disabled directly. The flag will show up if at least one mapped citation is flagged. If there are no flags set on the mapped citations, the flag indicator will disappear. See Citations for more information on the flag feature. To view of list of flagged record series, use the “Record Series with Flagged Mappings” view in the grid.
Flag on Mapping Option: Virgo can automatically flag all new citation to record series mappings. To enable this feature, click on the Record Series tab and then the gear icon in the bottom-right. This opens the Records Schedule Options dialog where you can find the “Flag citation on mapping” option.

Citations

Citation Flags: Each citation has a flag icon in the header. Click the flag to enable or disable the flag. If you un-flag a citation and the citation has record series mappings that are also flagged, you will be prompted with a choice to clear those flags as well. To view a list of flagged citations, use the “Flagged Citations” view in the grid.
Automatic Flagging: As the Virgo research team updates the citation database, updates are categorized as New, Repealed, Important Change, and Minor Change. Citations that are New or have an Import Change will be flagged automatically. Citations that are Repealed and are mapped to a record series will be flagged automatically too. Minor changes are clerical in nature and are not flagged by the system.
Citation Link: A link icon appears next to some citations where the source of the citation is publicly available. Clicking on this icon will open the link in a new tab/window. Not all citations have links, or will have links, to the source material.
Subheading: We have added a Subheading field to the citations tab to provide additional context for some citations.

Content Types

Added the Entities field to Content Types to allow classification of content types by zero or more legal entities. This field will only show if Entities have been enabled for the retention schedule using the gear icon on the Record Series tab.

Reporting

An Excel reporting option has been added to the Current View report. This will produce the same data output as CSV but using the Excel binary format (xlsx).

Users

The Admin/Users screen has been updated to include regional settings. This allows an Administrator to set export preferences for their users.

Security Roles

The following security roles have been created to help with separation of duties in some organizations.

Records Manager Assistant: This role has permissions similar to Records Manager but without access to add or change records found under Setup. This also changes field options on other objects to require pre-defined values. For example, on record series, functions must be selected from the pre-defined values in setup instead of allowing new values to be created on the fly.
Legal Reviewer: This role has is similar to Collaborator, but adds permission to change the states and public notes fields on Citations.
User Manager: This role has permission to add and edit users, manage login policy, and configure identity providers for single sign on. This role does not have access to any of the normal business data in Virgo.
Portal User Plus: An Employee Portal service account role that has permission to view Repository information.

My Account

Comment Update Notification: Optionally subscribe to comment notification emails on a daily, weekly, or monthly cadence. An email will only be sent if comments have been added or changed during the time period.
Timezone: This is the timezone that will be used when generating notification emails so that the date and time in the email are correct for your timezone. In a future release, reports will also use this timezone for consistent date/time output. Please note that the Virgo user interface always displays date and time in the timezone of your device.

Employee Portal

Content Types are now available in the Employee Portal. There are multiple paths available:

Drill down from Record Series: Allow users to drill down from the Record Series detail view into Content Types. As an administrator or portal administrator, view a record series detail page, click Configure, and enable “Allow Content Type Drill Down”.
Content Type Grid: A new component that shows a grid of content types similar to what you already see in Virgo. As with the record series components, you can control the columns and rows available to the end user and setup multiple, independent views for different groups of users.
Content Type Search: A new component that provides a simple search of content type records. As with record series, you can control which of your fields are included in the search.
Content Type Detail: This is the detail page this is available from record series, the content type grid, and the content type search. Click Configure to select which fields to display, whether to allow drill down into record series detail, and whether or not to display repositories mapped to the content type. If you wish to allow your portal users to see repository information, you must change the security role on your service account from “Portal User” to “Portal User Plus”.

A demo page of all portal components is available for your Virgo instance. This page requires login and will display your Virgo content. Configuration settings should be unique to the demo page, so feel free to make changes. This assume that you have not previously created a component with a name/GUID of “demo”.

Employee Portal Demo Page: https://virgo.infogovsolutions.com/portal/static/demo.html

Bug Fixes

Resolved issue where users could not edit or delete their own comments.
Resolved issue where retention text and the related duration and units fields could be out of sync, especially when copying a record series that pre-dates the duration and units fields. This does not update any existing data but addresses the issues from the time of release going forward.
Resolved issue where highlighted citations on the mapping screen could continue to show, incorrectly, when opening a different record series.
Resolved issue where opening the detail page of a citation with a non-retention requirement could show that citation’s retention requirement instead.
Resolved issue where filtering a grid column on a numeric field did not work if one of the bounds was zero.
Resolved issue where using a search criteria in the employee portal would fail if the search contained a comma.