Document - 2.2.2
Document View, File, and Revision menu unification
Learn about the innovation in document management for this version: the View, File, and Revision menus are now combined in a latest-generation, unified interface. With a renewed visual identity designed to provide clarity and simplicity, finding the necessary features has never been easier.
Integrated features
With menu unification, all view, file, and revision features for documents are available in a single location. This results in faster access and eliminates the need to browse between separate menus.
Simplified access
To access the unified menu, go to the DC010 menu. The new interface has been developed to guide users in a clear and intuitive way through the resources. Explore the new available options and customize your preferences to optimize your productivity.
Flexibility in the transition
We understand the changes can require an adaptation period. Thus, if the user prefers, it is still possible to temporarily switch to old menus while adapting completely to the unification. This option is available to ensure a smooth and comfortable transition for all users.
Automatic translation of electronic files
We now provide the possibility of configuring a translation API to automatically translate electronic files. To enable this feature, simply hire a translation API service and perform the configuration in the system.
This new feature is particularly useful to simplify international collaboration and improve accessibility for teams distributed across the world. When viewing a PDF file, if the category is configured to allow machine translation, the user can view the file in another language directly on the viewing screen.
To use this feature, it is necessary to acquire SoftExpert Copilot. Moreover, it will only be available for clients who use the SoftExpert Cloud platform.
In this version, for text translation, the Google v2, Google v3, and SE Suite APIs can be used. For file translation, only the Google v3 API can be used.
New history section
Documents from SoftExpert Document now have a broader, more accessible history, which can be accessed directly from the document data screen. This improvement eliminates the need to search for information from different sources.
All operations recorded in the SoftExpert Document audit system will be transferred to the document history. However, when the document ID # changes, some information may not be fully migrated.
New comment section
In this version, comments have gained a dedicated section, which facilitates user interaction. It is now possible to add new comments and reply to existing topics. Moreover, there are options to like and resolve comments, which aim to increase user engagement.
Another new feature of the dedicated section is the ability to tag other users in comments by using a @ next to the desired name. Mentioned users will receive notifications in their Notification center.
Existing comments, which were previously made in the publication acknowledgment or through the Add text comment button, will now be automatically migrated to this new section.
Publication acknowledgement only for new documents
From this version onwards, it will be possible to specify in the document category that the publication acknowledgment is sent to existing records or only to new documents and revisions.
This means that, when adding a new user to a department or a team that is configured to receive publication acknowledgment, or when adding users, teams, or departments directly to the electronic distribution of the category or document, the user can opt for sending the acknowledgment task only to new documents or revisions.
Revision participants considered as trained
Previously, there was a configuration that automatically considered revision participants as trained and, at the same time, allowed only users trained in the document to act as instructors of the trainings associated with it.
In this version, this configuration has been divided into two distinct parts. Now, one configuration covers considering participants as trained, while the other refers exclusively to the permission of trained users to act as instructors.
This division provides greater flexibility to SoftExpert Training users when conducting trainings related to the documents.
Form editing through document data
There is a new option for users responsible for drafting the document to edit the form. In addition to using the form edit button in the revision task, they can edit it directly in the document data screen in the form section. This addition provides greater flexibility to users and simplifies the revision process.
Document validity in the watermark
In version 2.2.2, it is possible to incorporate the validity date of the document into the watermark, which allows it to be displayed in printed documents. This feature provides greater security and visibility for users who handle printed copies of the document.
Removal of the Hits field
After a survey, it was attested that most users do not use the "Hits" field. Aiming to improve the information transparency in document data, and considering that the new document history provides a more effective approach for users, the "Hits" field has been removed from the system.
Acknowledgment confirmation at the end of the PDF viewing page
The option to confirm a publication acknowledgment will be displayed when the user views an electronic file in the HTML5 PDF viewer and reaches the last page of the pending document. This simplifies the execution of the task and ends the need to close the file and click on another button in the tasks to release it.
Controlled directory validations
With the objective of avoiding information loss in electronic files, especially when copying the production base for tests, in which frequent controlled directory adjustments are necessary for the correct mapping, a mechanism has been introduced to ensure the exclusivity of a controlled directory for each environment. This means that a folder configured for the production environment cannot be shared with the test environment and vice versa. This requirement has been implemented for clients in the SoftExpert Cloud infrastructure who have a controlled directory configured with FileManager.
- For all customers who use the external controlled directory with FileManager in the SoftExpert Cloud infrastructure, after updating the system, it will be necessary to access the record of each controlled directory and save the configurations, ensuring that the system will correctly recognize the environment associated with each controlled directory.
- Clients that use controlled directories with an external server (FileManager): Attention! FileManager must be updated alongside the system, as it received a security update. To do so, download the installer in the SoftExpert Distribution Center (Install tab in the Downloads section).
Signature and authentication via WhatsApp with ClickSign integration
From this version onwards, when sending documents for signature by using the ClickSign integration, there will be an option to choose between sending it via e-mail or WhatsApp. If the WhatsApp option is selected, a field for the phone number will be displayed next to the name field, while the e-mail option will maintain the field to enter the e-mail address of the recipient. Moreover, it is now possible to configure the authentication via WhatsApp. This feature has been developed to meet the needs of several customers who use this integration.
Authentication via Digital certificate in ClickSign signature
When sending documents for signature through ClickSign integration, it will now be possible to configure the authentication via Digital certificate. To use this authentication method, it is necessary to fill out the SSN field, as the digital certificate is linked to a specific SSN.
From the next version onwards, the SoftExpert Document Android application will be discontinued and replaced by the new SoftExpert Document application.
We recommend that clients who use the old SoftExpert Document application consider migrating to the new application during this version.
Click here to access the new application.
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