Version 9.11.20 - M2: Document Control and Policy Management

This post details changes specific to Module 2, Document Control and Policy Management.

Review and approval workflows. Improvement. Concurrent review and approval is now supported. Should one user bring the ticket to a step that restricts document modification during the document approval process, the second user will have the document edition buttons grayed out if he/she decides to also act on the ticket. This prevents any problems that could occur when two people work in parallel.

Review and approval via Email. New. It is now possible for a user to review and approve a document via email without login in the software full version. This is an optional feature, should you want to enable it, please contact your sales representative.

((APPROVALS BY EMAIL VIDEO))

Reading requests. Improvement. Reading request are no longer set at a folder level, they are now set a role level.

Reading requests. Improvement. Roles to which reading assignment are sent out can now be changed without having to create a new version or update a document.

Reading requests. Improvement. The link between reading and modify permissions has been removed: A user with modify permissions on a document will no longer receive all reading requests, unless defined as such.

Reading requests. Improvement. A user must have at least view permissions to be able to receive reading requests.

Reading requests. Improvement. Manual reading requests are now independent of the automatic reading request, which can therefore be sent to any users that have reading rights.

Reading requests. Improvement. In the user profile, it is possible to see all documents a user receives reading request for. (Reading Assignation button).

View / Modification permissions. Improvement. A new permissions tab has been added to the document definition screen, listing users who has viewing or modification rights on document.

((PERMISSIONS VIDEO))

Binders. New. The concept of “Binders” has been added as another way to help in document classification, search, and batch printing.

((BINDERS DOCUMENT))

Document Edit Screen. Bug fix. It is no longer possible to modify or create a new version of a document which has a pre-defined inactivation date.

Document Edit Screen. Improvement. Display of long document names no longer fall on the second line, which increased the thickness of the Command Bar. The document name is now shown with three dots at the end when its name is too long.

Document Edit Screen. Bug fix. The late date format, which was displayed in the CA format in the US database has been fixed - the date is now correctly displayed in the US format for all US databases.

Document Edit Screen. New. The company section that was found in the “General” tab and that let a document be linked to only one company address has been moved to a new “Address” tab and now lets a document be linked to several company addresses and projects. Useful for multisite companies who share common documents.

Document History. Improvement. The document activation/inactivation actions were added to the document’s approval history, as well as all the alerts that were sent for a document.

Document change notice. Improvement. Notices are now defined by documents via a new tab in the document definition screen. They can be sent to all users who have view permission on the folder in which the document is found. Notices can also be assigned individually.

Document change notice. Improvement. The end user's notice inbox changed its look and feel and has been significantly improved. It is now fully responsive (the screen adjusts itself to the different screen sizes: PC, tablets, and mobiles).

((DOCUMENT NOTICES VIDEO))

Appendices. Removed. The concept of appendices to a document has been removed and replaces by the linking feature.

Document quick Search. New. A company/address filter has been added.

Document advanced Search. New. It is now possible to filter documents by their publication and effective date as well as their late date.

Document advanced Search. New. It is now possible to search documents with their permission to be printed or not.

Document advanced Search. Improvement. It is now possible to search documents according to their document owner and document type, even if they are inactive.

Document advanced Search. Improvement. The choice “no owner” has been added to the search by owner field.

Document advanced Search. Improvement. Documents linked to inactive folders now show-up.

Document advanced Search. New. It is now possible to search documents by their numerical ID.

Supervisor options. Improvement. Previously supervisors were able to sign off on every reading request assigned to the members of a role he/she supervises, even if the reading request was granted from another role. This is now changed: A supervisor will no longer be able to sign off reading requests assigned to one of his employees by another role.

Supervisor options. Improvement. An information bubble was added next to the “Readings” section title of the supervisor / Instructor’s box to explain the section’s icons meanings.

Supervisor options. Improvement. Clicking on the pie chart in the supervisor’s box in the home page brings the supervisor to the M2 Dashboard with all users listed.

((SUPERVISION VIDEO))

Downloaded by. New. Documents which are downloaded by users can now be stamped with the download date and user name. This information appears in the document’s pdf footer.

Document approval history report. Improvement. Folder and sub-folder information have been added.

PDF conversion. Improvement. The “Generate a PDF – Controlled Version” button now saves the document edit screen to avoid PDF options to be lost or the “print” password to be forgotten.

PDF conversion. Bug fix. Multiple document conversion issues have been fixed including documents with images cutting half the image off. This has been fixed. The PDF’s layout is now the same as the original doc layout.