<< Click to Display Table of Contents >> Navigation:  What's New in Enterprise > Whats New in v18

New Features
 

 

Faster Search & Easier Navigation
 

Significantly Faster Text Searches
Text searches yield significantly faster results due to changes in underlying text indexing methods. Docsvault will now search for whole words by default and will allow users to supply wildcard * at the end of any word to find more forms of that word.
 

Profile Search Enhancements

•Date Range Search: Added support for searching documents within a specific date range using the ‘between’ operator.  
 

Search Results in Multiple Tabs
Users can run and view multiple searches in separate tabs, making it easier to retain search results from different search queries.

•Refine Search opens the search dialog relevant to the current search tab

 
Refresh Search Results
Search results can now be refreshed using F5 or the Refresh button in the toolbar eliminating the need to open up refine search dialog and execute the search again.
 
Stop Searches
You can now easily stop a search at any time to immediately terminate a search executed in error or when the search is taking very long to execute.

 
Find Panel for File Lists

•Users can enable a Find Panel above file lists from Tools > Options > General > Display to quickly filter files by text

•Admins can configure this default behavior for users through Server Manager user settings.

Find Panel in Recent Lists  

•Find Panel filtering is also available in Recent – Created, Modified, and Accessed tabs.

 
Preview Load Limit for Large Files
Admins and users can configure a maximum file size limit for preview loading. By default, Docsvault will not show previews for files larger than 50 MB.
 

Email & Collaboration
 

Saved Email Indicator
Emails that have been saved in Docsvault from Microsoft Outlook by the user are now marked with a green checkmark, making it easy to identify which emails have already been stored in Docsvault.
 
Attach PDF Copy Directly to Email
Send a PDF copy of a document (e.g., Word file) directly as an email attachment without generating a separate PDF.
 
Email Icon in Preview Window
A new email icon in the Document Preview window allows users to attach documents directly to their default email application.

Default Email Application Setting
Users can configure the default email client (Outlook or other email applications) to be used by Docsvault.

Send Share & Request Links via Default Email Client
Share Link and Document Request dialogs now allow opening a pre-filled new email window in your default email application.

Email Duplication Detection
Docsvault now detects duplicate emails when dragging emails into Floating Drop Folder, helping prevent duplicate storage.  
 
Email Templates with Default Email App
Email templates are now supported when sending emails using the default email client (Outlook or other applications). A pre-filled email compose window opens in the selected application with mapped index values.

Email Save Options in Outlook: Choose whether emails should be kept, deleted, or user prompted for action after saving to Docsvault.

New PDF Tools & Updated Editor

Multiple new PDF Functionalists available from the PDF Options menu with a simple right click.

PDF Comparison Tool  
Compare PDF documents to quickly identify differences and maintain document accuracy.

•Compare different versions of a PDF to track changes

•Compare two PDF documents side-by-side

 
Convert PDF to Office Formats
Convert PDF documents directly to Word, Excel, or PowerPoint from PDF Options.
 

Password-Protected PDFs
Create password-protected PDFs with options to:

•Save the file outside Docsvault

•Attach the protected PDF directly to an email

•No need to edit or change the actual document in Docsvault
 

Add Watermarks to PDFs
Apply watermarks to PDF documents with the option to share the watermarked file directly via email.
 

Optimize PDF File Size
Reduce PDF file size using the PDF optimization option under PDF Options.

 
Updated PDF Editor:
A new updated version of the PDF editor debuts in this version with numerous added functionalists and polished interface. Added several new icons to the tool bar for quicker access to frequently used Docsvault features.
 

New Options When Saving to Docsvault
 

Create New Versions
Users can create a new version of an existing document directly during the Save to Docsvault process from the new options menu (three dot menu) in the Import Dialog.

Split PDFs During Import
PDF files can now be split directly in the Import dialog, allowing users to profile different documents clubbed in the single PDF file immediately without additional splitting steps post import.

Copy Metadata From Existing Document
The Import Dialog now has an option to allow users to copy metadata from an existing file within Docsvault instead of manually entering metadata for the new document.

Duplicate File Handling  
When a document with duplicate name is saved to a folder, users now have the option to ‘Keep Both’ documents in addition to previous ‘Overwrite’ and ‘New Version’ options. This removes the need to add unique identifiers in filenames to prevent duplicate name scenario.  

New Keyboard Shortcuts
Alt + F: Opens Favorite & Recent Profiles Window in Import Dialog
Alt + S: Selects Current Favorite/Recent entry highlighted and closes the Favorite & Recent Profile Window
Alt + C: Closes the Favorite & Recent Profile window
 

New Share Options
 

Simplified Link Sharing
Create and share links directly now from the right-click menu on documents or folders. Links can be quickly emailed, copied or their settings edited when needed.

•Public Share Links (External links)

•Document Request Links (Upload links)

•Docsvault Desktop Links (Internal links)

Consolidated Links

Share and Request links are consolidated now starting with v18. Previously, Docsvault would create new links every time a Public Link menu was used. Docsvault will now use the same link per user unless user creates a new one specifically from under their ‘My Workspace’.

New In Add-ons
 
AI Capture – DocAI Introduced

Docsvault introduces DocAI (AI Capture) for intelligent document processing and automated metadata extraction from PDF files.

•Automated Metadata Extraction: Automatically extracts key metadata from PDFs while importing.

•Define Document Types: Configure document types (such as invoices, contracts, or forms) so the system can recognize and process them appropriately.

•Simple Capture Instructions: Specify in plain language what information should be extracted (e.g., invoice number, client name, date, amount).

•AI-Powered Data Extraction: The system reads PDF documents and extracts the required metadata based on the defined document type and capture instructions.

•Review & Validate: Extracted values can be reviewed and adjusted before saving to ensure accuracy.

•Auto Filing & File Naming: Extracted data can be used to populate index fields, automatically file documents, and generate file names.

This feature helps reduce manual indexing effort and improves the speed and accuracy of document classification and filing.
 

Advanced Import Add-on

•The Advanced Import add-on now supports mapping for version notes, allowing version comments to be included when importing document versions.

•Document notes now are automatically appended when new versions are created during Advanced Import.

•Import logs now include clearer status messages:

oImport_Failed_For - Indicates files that could not be imported for any reason.

oNew_Version_Of - Indicates files where a new version was created during import.

 

Enhancements
 

File Management & Document Handling
 

Easier File Copying in Strict Structured Environments  
Documents can now be duplicated within strict folder structures without exporting and re-importing them.

Improved Document Stamping
Stamping now respects existing footers, placing the stamp after the footer and matching the footer text size.

Drag & Drop File Import from Search Results  
Files can now be dragged into Search Results, automatically opening the Import dialog with Auto Filing profile selected.

Drag-and-Drop PDF Merge
PDF files can be merged or appended by dragging one PDF onto another in search results or recent lists

Import & File Naming

Import Dialog Improvements

•Consistent Profile panel size when preview is toggled

•Find Panels to quickly locate recent profiles or template filenames

Search & Indexing

•Search term is now highlighted in the full screen preview as well when documents are viewed in pop out full screen from the right preview window from search results.

•Search term highlighting now also extends to the PDF Editor in cases when PDF files are opened for editing (checked out) from the search results.

•Profile Search: Added an X button to easily clear the current value for any index field  

•Append Index Values to Multiple Documents: When editing index values for multiple files from the "Properties" dialog, users can now append or add index values instead of overwriting existing values.

Open Folder in New Tab from Search Results  
When search results include folders, you can now open the folder location in a new tab using Folder Context Menu > Open in New Tab.

UI & Navigation Improvements  

Favorite Profiles & Name Template Ordering  

•Favorite profiles sorted by most recently used

•Name templates grouped into Templates and Recent
 

Checkout File Indicator
Checked out files are now more obvious due to the following filename text coloring in addition to the lock icon.

•Dark Green for documents checked out by you

•Dark Red for documents checked out by others
 

Global Column Width Preference
Column width changes now apply globally for each user, rather than per folder.
 
Automatic Active View Refresh
Docsvault now refreshes more selectively by only refreshing the active tab by tracking the idle time after its last listing. Refreshes now also prevent activating Docsvault main window when working in other Docsvault windows or other applications. Configure this setting from Tools > Options > General.

OpenVault  (Navigation) Default View
OpenVault now defaults to the Recent files view instead of the last accessed folder.

•File selection mode – displays Recent files

•Folder selection mode - shows last saved location
 

Updated Recent List Behavior
Recent list now displays both recently created & recently accessed files.

 
System & Configuration

Updated Default Checkout & Temporary Locations
Default locations updated to improve reliability:

•Checkout: %MyDocuments%\Docsvault Checkout Folder

•Temporary: %Temp%

 
Expanded Temporary File Handling
Improved temp file handling for:

•PDF Viewer – Save to Docsvault

•PDF Editor – Save to Docsvault

•Document Preview – Save to Docsvault

•Opening files via double-click
 

Microsoft 365 Connectivity Refresh
Added “Update App” link for Microsoft 365 (OAuth2) mail server configuration in Server Manager > Alerts > Email Setup. This allows administrators to quickly refresh the app configuration when instructed by the Docsvaut Support Team.
 

User-Level Default Settings
Default settings for some options have been updated, and new options have been introduced to define default behaviors:

•Import Settings: Option to retain the original system-created and modified dates when importing items is now enabled by default.

•Recent Profiles: Automatically remembers the specified number of top index fields used in the Most Recently Used (MRU) profiles list. Default value is set to 2

•Recent Profiles / Filenames: Configures how many MRU “Favorite Profiles” or “Recent Filenames” should be remembered for the user. Default value is set to 25.

ID-Based Document Stamping

Automatic Document Stamping now supports extracting ID values from index fields like client and matter using the .ID suffix. This allows documents to display only the ID portion of an index value instead of the full text.

Additional stamping variables have also been added:

•Date Created (With Time)

•Date Modified (Last Saved – With Time)

The version tag is now reinstated for .doc files
 

PDF Printer:
A new PDF printer driver has been introduced to support better printing compatibility for Excel documents and to create more optimized file sizes.
 

Register Docsvault Link Protocol with MS Office
Removed security warning messages in Microsoft Office when opening Docsvault internal links from within Office applications. Additionally provided a manual option to configure this behavior from Tools > Options > Others > Docsvault Desktop Link options.
 

Behavior Changes

Important Search Behavior Changes

•Docsvault will now search for whole words by default instead of partial words in the Filename, Description, Document Notes and Version Notes fields. Users may add an * at the end of the word to match different endings for the specified word. Any leading * will be ignored. This change helps in increasing the search speed dramatically.

•Text search for index values will search for Exact Match only and will not search for partial or in-between words unless user supplies * at the end of the search term in which case all index values starting with the search term will be retrieved. Any leading * will be ignored.

Checkout Dialog During Shutdown
Docsvault will no longer display the check-in reminder dialog during Windows OS shutdowns allowing proper shutdown. When other users are logged into the same machine and have their Docsvault client open.

Task Manager Cleanup
Completed, Filed and Overdue tasks beyond 30, 30 and 400 days respectively are automatically removed from Task Manager.

Saved Search Visibility for Administrators  
Now, administrators will only see public and their own saved searches.

Favorite Profile Recency Update  
Favorite profiles now update their created date when reused, ensuring that the most recently used profiles appear at the top of the list.
 
Preserve Original File Dates on Import
Docsvault will now use the files original created and modified dates when importing new documents by default.

Left panel sizes are now remembered as per each users own preferences

Version Owner and Modified Date Display in Version History
Now the actual user name is displayed in Version Owner  instead of “Docsvault System” when auto versions are created based on user actions or by the OCR process. The modified date now remains the same on automatic visioning actions.
 

Fixes

PDF & Document Handling

•Fixed: PDF Append Restrictions
Resolved issues where PDF files could not be appended under certain checkout conditions:

oA PDF could not be appended if the destination file was checked out.

oA checked-out PDF could not be appended to another checked-out PDF.

Email Templates

•Resolved an issue where placeholders in Docsvault Email Templates were not replaced with the corresponding values during email generation.

Search & Navigation

•Fixed Profile Search “Any” value not displaying during refine search

Import & Workflow Fixes

•Fixed file navigation using Ctrl+Up/Down during multi-file import in strict structures

Signature Request

•Fixed issue to allow signature request alert recipient configuration via web without additional authentication

Reports Showing ID Instead of Value
Fixed an issue in the “Files List by Assigned Profile” report where dynamic index fields (Users/Groups) displayed IDs instead of the actual values.

Quick Search Exception with Single Quote
Resolved an issue where using a single quote (') in Quick Search caused an exception.  

Auto Naming and Dynamic Folder Creation in Web Upload
Resolved an issue where auto file naming and dynamic folder creation based on date index values did not function correctly when uploading files through the web interface.  

UI Fixes

•Fixed extra space before colon in audit trail remarks

•Fixed missing scrollbar in Index tab for multiple file selection
 

Deprecations

 
Thumbnail View Removed  
The document Thumbnail view has been deprecated and removed in response to issues and delays affecting the import process.