Change in the integration with Microsoft 365

The integration between the Document module and Microsoft 365 will now use SharePoint instead of OneDrive.

With this change, files are stored in a corporate repository, which ensures governance, compliance, and continuity, even in cases of user changes.

The features remain unaltered and have their reliability and use experience preserved. It is also important to highlight that no files linked to the previous integration will be lost.

In order for the integration to keep working, the procedures described below must be carried out:

Required actions

For customers that already use the OneDrive integration with the Document module, the configuration will have to be adjusted before the system has its version updated. Otherwise, it will not be possible to keep using OneDrive to edit files.

The steps that must be taken are:

1. Create a site in SharePoint – place where the files will be hosted during editing and viewing.
2. Create or edit the API for integration with Microsoft 365 – via Microsoft Entra ID.
3. Link the API to the SharePoint site using Graph Explorer.
4. Update the data in the system by accessing the Configuration > General parameters (DC035) menu.

Task center

The Task center is an evolution of the old My tasks menu, now with a more modern and efficient proposal. 

Previously, the user needed to access different screens in order to execute activities such as revisions, revalidations, etc. 

With the new Center, all tasks are gathered in a single optimized environment, which allows for a more fluid and centralized navigation. 

This redesign brings about greater convenience to the day-to-day routine, as it allows for viewing, filtering, and executing tasks of different types in a single place. 

Find out more about the new features: 

SoftExpert Sign

SoftExpert Document now has its own digital signing tool called SoftExpert Sign!

This solution has been developed in partnership with BRy to increase the security, performance, and autonomy of document signing in SoftExpert Suite.

With the new signing tool, digital and electronic signature operations are executed natively, without depending on external resources, which guarantees greater stability and better integration among the system's modules.

This implementation represents an important step in the platform's evolution.

Adobe Acrobat Sign

Now, the system can also be integrated with Adobe Acrobat Sign to provide more signature options and alternatives with flexibility, security, and compliance in document validation processes.

Variables: a new way of using metadata

The new variables of SoftExpert Document have arrived to expand automation possibilities and make document templates even more dynamic.

Unlike docvariables, which only allow for direct metadata input, the new variables make it possible to create automatic structures inside the files, such as pivot tables, which generate rows intelligently, according to the number of records available (for example, the participants of a revision or related documents).

It is possible to combine variables from different contexts, such as data referring to documents, workflows, trainings, and logged users, making the metadata much more complete and flexible.

During PDF conversion, the system automatically fills out all the recognized variables, ensuring standardization and agility.

This evolution expands the use of the traditional docvariables and make the resource available within the Electronic file tab of the documents, offering a more intuitive automation experience for any process involving documents.

Menu centralization

In version 3.0, the system keeps moving forward when it comes to standardizing data management. 

The following menus have been removed from SoftExpert Document and are now centralized in SoftExpert Administration:

• Digital signature (DC060)
• Template (DC039)
• Attribute (DC029)
• Checklist (DC031)
• Complex file container (DC041)
• Team (DC030)
• Reason (DC050)

This centralization makes for a simpler and more efficient user experience, allowing data maintenance to be carried out in a single place.

With the migration of the Digital signature (DC060) menu in special, the digital signature feature has been made available for attachment-type requirements in SoftExpert Workflow, also allowing for signing files that do not belong to SoftExpert Document.

SoftExpert Editor in the Document module

SoftExpert Document now has the same editor available in SoftExpert Drive, but with exclusive features focused on document management.

With the newly designed SoftExpert Editor, it is possible to create and edit files directly from the Document module, without the need to use external tools, such as Word. Everything is done within the module, with automatic saving and full integration with the system.

In addition to the traditional formatting and simultaneous collaboration features, the editor in SoftExpert Document introduces important additions:

• Insertion of metadata and variables configured in the category and displayed automatically inside the file.
• Reusable content blocks, which allow for building standardized texts from an internal library.
• Download in .docx format to ensure compatibility with other editors.
• Automatic conversion to PDF and direct integration with SoftExpert Drive.

These features make SoftExpert Document even more complete, as they allow for creating, editing, and managing content without leaving the system, with productivity, standardization, and full control over information guaranteed.

Content blocks launched

As shown in the video about the new editor of SoftExpert Document, two new menus have been added: Content block type (DC065) and Content block (DC066).

These menus allow the user to create and manage reusable content blocks, such as contractual clauses, standardized phrases, or institutional texts.

They work as a centralized repository meant for inserting these blocks directly in the documents created or edited in the native editor with just one click.

The new Content block (DC066) menu already has the AI chat feature integrated. Therefore, just write what you want with simple phrases, and the system takes care of filling out new records.

See how this feature works:

• Type what you want in a text field, as if it was a conversation. 
• Choose among the suggestions the system will present. 
• The system will add the record automatically from the chosen example.

Separation of the general parameters

In order to better organize the configurations, the general parameters of the Archive, Capture, and Protocol modules have been separated from SoftExpert Document and are now available directly in their respective components.

Along with this split, the General parameters (DC035) menu of SoftExpert Document has received some improvements. Check out the changes:

New features for digital and electronic signatures

The signature display screen has been redesigned for a more intuitive view.

The most relevant pieces of information are shown highlighted now, including envelope details, signature status, and signatories' data.

This screen is displayed whenever the View signature data option is accessed.

This version also brings improvements to the integrations with signature providers, enabling greater flexibility and convenience when sending documents through the system.

Check out the main additions:

ClickSign

• Sending of multiple files in the same envelope: the integration is now compatible with ClickSign's 3.0 API, so it is possible to send several files for signature in a single envelope.
• "Subject" field: now, it is possible to add a subject when sending documents for signature.
• Signature refusal: when configuring a signature flow, it is possible to define whether the signatory will have the option of refusing to sign.

DocuSign

• Receiving a copy: a new option for selecting addressees that do not need to sign, but that should receive a copy of the signed document for tracking purposes.

BRy

• "Signature date" column: the "Signature date" column has been added to the BRy signature envelope history screen.
• "Cancel envelope" and "Resend e-mail" buttons: the "Cancel envelope" and "Resend e-mail" buttons have been added to the history screen.

OneSpan

• Template configuration: now, it is possible to configure templates with OneSpan for signature placement and the definition of the message that will be sent.

PDF conversion with Microsoft 365

To reduce issues with files losing formatting when converted to PDF, especially in documents that use metadata, now it is possible to convert them directly through the integration with Microsoft 365.

This feature is optional and recommended for users that face formatting difficulties with the default conversion resource.

Using this new option is really simple: just go to the Configuration > General parameters > Integration > Microsoft 365 section and enable the Convert files to PDF using Microsoft 365 option.

File display, download, and search

Now, in addition to complex documents, the system also displays in the container structure the simple and multiple documents that are associated, allowing all linked electronic files to be viewed.

Moreover, when downloading the container, the system now includes all files contained in the structure, ensuring that no items are left behind during the download.

This improvement increases traceability and facilitates the management of documents composing complex structures.

There is also a new search field in the list of electronic files to make it easier to find files by document type:

• For complex documents: it is possible to search by structure ID #, structure name, or electronic file name.
• For simple or multiple documents: the search can be performed by the name of the electronic file.

AI machine translation for new formats

Now, in addition to .pdf files, it is also possible to use machine translation via artificial intelligence for the .docx, .pptx, and .xlsx formats.

When the translation of a file in these formats is requested, the translation window will display the machine translation section, allowing the user to select the desired language.

After the translation, a new file will be generated in the same format as the original.

Translated files can also be edited as usual through the application configured by the user, such as Microsoft OneDrive, for example.

Additionally, if the document category is configured for automatic PDF conversion, the system will ensure that the translated files are converted as well.

New parameters in the category

Two new parameters have been added to the document categories, expanding possibilities for configuring and controlling the generation of electronic files.

1. Use the document title as the name of the files generated from the template

Available in Category > Electronic file > Template.

• With this option checked, the files created from the templates will have the same title as the document.
• With this option unchecked, the files will keep the template's original name, a default behavior in previous versions.

This parameter allows for automatically standardizing the names of the files created from templates for easier identification and organization.

2. Block electronic file generation through the form

Available in Category > Electronic file > Form.

• With this option checked, the system will not generate an electronic file based on the form.
• With this option unchecked, the system will automatically generate the electronic file, maintaining the same behavior as before.

This parameter ensures greater control over the automatic generation of files from forms, allowing the behavior to be adjusted according to the needs of each category.

Edit files before printing

The Allow users with printing permission to edit the electronic file parameter has been added and is available in Category > Electronic file > General.

Applicable exclusively to the DocView and ExcelView viewers, this resource allows the user to fill in fields inside the files before printing, without this generating a new document revision.

This improvement provides greater flexibility when using editable forms and documents, without compromising version control.

History of access via public link

Now, the history of visualization and download of electronic files accessed via public links is available in the system.

In addition to being recorded in the history of the document itself, this information can also be viewed in the System auditing (DC027) menu.

Change recording in the audit trail

Now, it is possible to track all changes made to the distribution list of document data in the Audit trail (CM002) menu.

As of version 2.2.3, 2.2.4, and 3.0.0, the trail records events related to electronic distribution and to other configurations linked to access control.

The following events can be viewed:

Access control addition, change, and deletion:

• In the category
• In the document
• In the execution of the Applicability evaluation task
• In the Document X user matrix (DC006) menu
• In the Capture (CAP006) menu

Configuration changes:

• Inherit distribution list from the category (in both the category and document)
• Allow adding the distribution list to the document
• Block inheritance change in the document
• Execute applicability evaluation

With this improvement, the changes made to the distribution lists are recorded with greater transparency and traceability, strengthening audit control in the system.

New signature metadata

There is a new metadata option for displaying revision participants' signatures when exporting metadata:

Type: Revision data → Item: Drafter / Reviewer / Approver / Releaser → Format: Signature.

When it is selected, it is possible to define the size of the signature shown in the document.

More file sorting options

The list of electronic files has been enhanced to provide greater flexibility when sorting information.

Previously, it was possible to sort only by the Electronic file column in documents of the simple or complex type.

Now, it is also possible to sort by the Size, User, and Updated on columns, making it easier to analyze and locate files according to different criteria.

Rename files in any revision step

The restriction for changing the names of electronic files has been removed.

Previously, the option of renaming files was available only for released documents parameterized with PDF conversion.

Now, the system allows for changing the name of the electronic files in any revision step, regardless of whether PDF conversion is configured.

This improvement makes for a more flexible file management and simplifies name adjustments during the revision process.

Import via DIINTERFACE or web service

An adjustment has been made to allow for creating documents when there is a mask and default value configured in attributes, during an import via DIINTERFACE or web service.

Previously, when the user tried to create a document throug import (.xls ou .xlsx), DIINTERFACE, or web service, if the category had an ID # and title define with a mask of attributes configured with default values, the system would not complete the creation, since it could generate the mask correctly.

With this adjustment, documents are now created normally, with the masks applied automatically.

New parameter in the REST API

The fgvaliditytype parameter has been added to the Edit document REST API, and the NMFIELD10 column has been added to the DCDCOEDIT import template, so that it is also possible to edit the validity of a document.

Thumbnail storage optimized

To improve performance and reduce database space consumption, we have changed how thumbnails are stored.

Now, they are saved in the same directory as the original file. This way, we promote a more efficient use of the space and a cost reduction for Cloud environment storage.

It is important to highlight that no features have been changed.

Revision addition via DIINTERFACE optimized

The date validation in imports via DIINTERFACE has been adjusted to accept valid dates only.

Previously, if there were any typing errors, a randon date would be imported. Now, the system validates whether the date is in the YYYY-MM-DD pattern.

This new feature is also applicable to the insertion of dates with attributes.

See the latest improvements made to this module:

• SoftExpert Suite 2.2.4
• SoftExpert Suite 2.2.3
• SoftExpert Suite 2.2.2
• SoftExpert Suite 2.2.1
• SoftExpert Suite 2.2.0
• SoftExpert Suite 2.1.9