What's New in Ultimate > What's New in v9

New eForms Add-on:

Docsvault introduces a new eForms solution that provides an efficient way to collect simple form data inside your document management system.

•Create your own simple forms using various field types like text box, drop down lists, radio button selection, tables, check lists, date, etc.

•Use dynamic fields like current user and current date that fill up automatically when form is loaded

•Create dynamic Word, Excel and PDF documents based on captured data. Excellent for creating repetitive documents like contracts, leases, leave applications, or simple data sheets.

•Supports attaching documents to forms

•Keep documents in original template format or convert them to PDF files on the fly

•Captured data can be used to index the document created, assign it dynamic file name and automatically select its filing location

•Keep an accurate log of all captured form data along with date and time stamps, usernames, corresponding documents created, etc.

•Query captured data with filters like form type, users and dates. Print out reports or export out captured information in Excel format for further data manipulation

•Trigger automatic workflows on form submissions

•Save forms partially in draft mode and submit them later

•Maintain versions of forms and quickly roll back to an earlier version of a form if needed

•Set security by customizing who can access what forms

•Set alerts to notify appropriate users in the system about new form submissions

New Custom Document IDs:

•Allows you to create unique document IDs per cabinet

•Document ID is created based on custom strings of variables, text and numbers. This unique Document ID will follow the item throughout its entire life cycle

•You can even apply new custom IDs to exiting documents when creating/editing Custom ID templates

•If customized for any cabinet, Document IDs replace the System ID in file lists automatically. However Docsvault assigned System IDs are still created for documents.

•Document IDs are fully searchable in the Docsvault search interface

New “Document Status” Feature replaces the old Flag system

•You can now customize different “Document Status” (Draft, Published, Finalized, etc.) with corresponding flags, security and ownership changes

•Change in Document Status can automatically trigger a corresponding change in ownership, security and flag of a document

•Option to retain versions of documents in any particular document status

•Create separate “Shared Links” for any previous versions too in addition to the latest version of the document

•Only Owners, Admins and users with overwrite rights can change document status without creating new version to prevent unauthorized change in Document Status

•If allowed, normal users can still create new versions of documents until its finalized

Client Side Repository Reports:

•Administrators can now access various repository reports right in their Desktop and Web client login

•Easy graphical reports with bar graphs and pie charts

•Tabular reports provide accurate count and document list based on extension, cabinet, profile, ownership, OCR status, and more

•Report data can be printed out or exported out in multiple formats like, Excel, CSV, PDF, etc.

New Custom Reports:

•Now any user can create their own reports with an easy three step wizard

•Group reports into categories for easy accessibility

•Users can choose to keep their reports private or accessible to everyone in the system

•Export reports into various formats like PDF, Excel, CSV, etc.

New Workflow Reports:

•New workflow reports accessible from the workflow toolbar

•Users can now check their task performance, daily performance, etc. with predefined reports

•Workflow managers can monitor user performance, overall workflow performance, etc. with intuitive reports

•Reports can be exported out in various formats for further manipulation

Custom Email Alerts on Document Events

•Users now have an option to send email alerts to other people in addition to themselves. This option is a good way for administrators and managers to setup email alerts on any files or folders in Docsvault for a group of people.

New Batch Folder Creation

•Administrators can create new folders in batch using data from simple CSV file

•When cabinets are set to use any particular folder template, the batch folder creation will create entire folder templates as necessary

Duplicate Files Finder

•A new feature to easily find duplicate files in your repository by name or by size

•You can restrict the scope of your search to any particular cabinet or folder

•Results can be filtered further or exported out for further manipulation in other applications

Request for Check-In feature

A one click option to create a notification task requesting check-in of a currently checked out document

New Workflow Features

•Workflow task action dialog is now set in the bottom panel for quick action on workflows

•Workflow documents are now visible in the built in Document Preview panel

•Replaced the dynamic users 'Initiator User' and “Previous Step Participant” with actual user name at time of transition

•Signing a document in Docsvault can now trigger automatic workflow transitions

•Administrator members or Managers of a workflow can change participants and due date of current step

•Folders can be attached as supporting docs during a workflow transition

New Workflow Features

•Workflow task action dialog is now set in the bottom panel for quick action on workflows

•Workflow documents are now visible in the built in Document Preview panel

•Replaced the dynamic users 'Initiator User' and “Previous Step Participant” with actual user name at time of transition

•Signing a document in Docsvault can now trigger automatic workflow transitions

•Administrator members or Managers of a workflow can change participants and due date of current step

•Folders can be attached as supporting docs during a workflow transition

New Document Profiling Features

•Index value AutoComplete feature is now optional and can be set from the Options dialog

•Delete erroneous or unnecessary previous index values from the value suggestions dropdown list with a simple click

•When index value is set to inherit from parent folder, values will be inherited even if a different profile is assigned to the parent folder

•File Name Templates based on index values now work for naming folders as well

•Numeric index field values do not use comma separator anymore

New Quick Email Feature in Web Client

•Quickly email documents from the web client without having to download files first

•Use the Quick Email feature to email documents from previous versions or previous document status

Document Versions

•You can now directly export individual document version from its Version History.

•A new server side option to enable automatic appending of version numbers to documents being exported manually by users from the Desktop and Web clients

Mobile New Features

•Access your Docsvault Workflow tasks on your mobile device. Receive workflow notifications, take ownership, delegate or perform required actions on tasks while on the move.

•Upload files from other apps to your Docsvault repository using the 'Open In' feature

•Convert image files to PDF while uploading them to Docsvault (allows OCR of captured documents)

•iOS users can now email/share Docsvault documents using the standard share button

Enhancements

Document Preview Enhancement

•You can now search content in Excel files while viewing them in Document Preview

• New Download button in Web Document Preview for easy download of files

PDF Redaction and Image Correction

•You can now save or email your edits directly from the Image Correction window making redaction of documents very simply without having to create a new version

•New 'Flip' control added: This tool helps you flip image vertically creating mirror image

•Changed menu name from 'Image Correction' to “Image Correct and Redact” under PDF options menu

Shared Link Enhancement

•You can now create “Shared Links” for any version of a document in addition to the most current version

• The Shared Link web interface will now remember viewer width setting in browser cookies

Advanced Profile Add-on: Live document Index values from third party database

•Secondary or dependent indexes fill up in real time based on value of master/primary index saved in Docsvault

Profile Search Enhancements

•Dynamic date variables for Date type index fields. Ex: Today, Tomorrow, Next Month, Last Year, etc.

Custom Index Field Validation Masks
Revamped the interface for applying masks to index fields for data validations

Backup Enhancements

•You now have an option to split the backup file into multiple files leading to faster backups using multiple threads as well as producing smaller manageable files that can be moved across the network or uploaded to the cloud easily.

•Docsvault now performs DBCC checks to ensure the integrity of the current database before actually taking backups. A warning message is displayed if the DBCC integrity check fails.

Web Application Background Customizations

•Web customization now additionally allow you to change background color and images in Web (main login and Shared Link) interfaces for even better personalization control

Document Tasks:

•Added Check In and Digital Sign options in right click menu for attached documents

Changes

• The name “Document ID” has been changed to “System ID”. “Document ID” in Docsvault will now refer to Custom IDs specified by you. Other than the name change, System IDs still function the same as before.

•Once signed, a document’s Digital Signature status will not change even after It has been edited

•Notification dialogs in system tray remain open until users close them manually