What's New in Ultimate > Whats New in v15

New Features

New Archive & Delete Policies

•Define multiple Archive or Delete Policies to automatically move documents to the archive or delete (soft and hard) for different types of documents in your Docsvault repository.

•Policies can be triggered based on created or modified date as well as a specific date metadata field associated with documents.

•Apply policies to multiple documents simultaneously as part of a scheduled job (triggered by default at 3:00 a.m. system time).

•One-click manual archiving and unarchiving via the right-click context menu.

•Exclude selected documents from being archived or deleted automatically by flagging them with Archive Policy Hold status.

•Search for archived documents separately.

New Profile and Index Features

•Relate index fields with each other easily to filter out the possible values for one index field based on the value of another.

•Add and update values of a static index field type in real-time directly from the profile control. Only allowed for authorized users.

•Updates to static list values will automatically update values for existing documents throughout the repository in real-time.

•Folder and file names that use automatic naming or filing rules based on index values will also be updated if the corresponding static index value changes.

•Hardened consistency in naming by preventing manual renaming of items that are named automatically by their metadata.

•Prevented renaming folders or editing their metadata if the folder structure is created automatically based on profile rule.

New Search Methods

•Quickly list files based on its metadata using the new Profile Search feature which can be accessed directly from the main toolbar.

•Search only in archive using a new checkbox option in all search forms.

•Easily access the “Advanced Search” options with a click of a button from the main toolbar.

New Microsoft Office Integration Features

•Optional ability to override the save button in Office apps. When users click the save button, a Docsvault import dialog will appear instead of the default office save dialog.

•Users can save to Docsvault or to the local drive depending on application settings.

•Admins can control if users can save outside of Docsvault or not using a global setting in the Docsvault Server Manager.

New Outlook Integration Features

•Docsvault Outlook Add-in can now prompt users to save emails when they send out new emails.

•This option can be disabled if desired or specific ignore lists can be generated to avoid save prompts sent to certain email address and/or entire domains.

•Administrators can build a system wide ignore lists as well.

New Federal Information Processing Standards (FIPS) compliance
Updated to latest encryption algorithms that are also FIPS compliant, allowing the server and client application to function in elevated security environments.

New PDF Viewer and Printer

•New PDF viewer in the web interface that supports modern PDFs.

•New Docsvault PDF Printer for optimum performance and to create overall smaller PDF sizes. This also includes improved PDF generation support for MS Excel files.

New Data Export Jobs

•Configure export jobs to copy files from specific Docsvault Cabinet/Folder,

•Manage schedule and frequency from the Task Scheduler.

•Option to control versioning at the export location.

•Option to specify file created/modified date cutoff.

New Audit Settings defaults

•New cabinets will have the “Track Movement” audit template applied by default. It includes necessary audit events to track file movements and deletions.

•Existing cabinets will be updated to these new audit events if no other audit settings already exist.

•Audit settings on any cabinet/item can be changed anytime by authorized users if desired.

•‘Permanent Delete’ events will be logged regardless of audit settings.

New Admin Reports

•New report to display number of new files added to the repository by cabinet. Choose from predefined time ranges or specify custom date ranges

•New report to display number of new files added by user in specified time range. Report is further broken down by profiles for fine grained insight into different types of documents imported by each user.

•New report to display number of files by profiles (document types) throughout the repository.

New Repository Size Display

Displays total repository size in GBs at the following locations

•Left bottom corner of the Desktop Client if you are signed in as a user of the administrators group.

•Repository > Settings node in the Docsvault Server Manager.

New Password Complexity Requirements

In an effort to enhance the application authentication security even further, user passwords now require a minimum of 10 characters, including at least 1 letter, 1 special character, and 1 number.

Changes and Enhancements:

Document Versioning and Copy Enhancements

•When copying files to a new location and creating a new version in the process, version notes, document notes, and profiles will carry over from the original file.

•A warning message now appears during file overwrites to prevent unintentional loss of the current file version.

Workflow Enhancements

•For workflows initiated on folders, documents attached during workflow transition will now be placed inside the workflow folder instead of its peer level.

•A workflow transition action to “Copy file” will now carry over its profile, versions notes and documents notes to the target file even when creating a new version automatically.

Toolbar Enhancements

•Added a “New Folder” option to the file list toolbar in the center panel for easier folder creation.

•Added Profile Search and Advanced Search buttons in the main toolbar.

Profile & Index Enhancements

•Profile and index lists now include Profile ID and Index ID columns for easier identification.

Import dialog and flow changes

•The Preview panel is now optional in the Import dialog box. Toggle it on or off using the Preview button.

•Import dialog will not display the left file panel in case a single document is being saved or imported.

•The application will remember the last used profile when importing files, potentially reducing a step in the saving flow.

•When importing multiple files, the “Apply to All Imports” button has been moved from the bottom of the form to the right of the Profile selection dropdown for easier access and visibility.

File Overwrite Loss Protection

When a user chooses to overwrite the current version of a file in a file duplication scenario or a check-in operation, a copy of the version being overwritten will be moved to recycle bin to prevent accidental loss of the version being overwritten. Users can restore that file version anytime from their recycle bin or administrators can restore it for them.

Advanced Import Change

Advanced import jobs will now skip creating a folder instead of creating a “No Value” folder when corresponding index value is blank.

Read Only Right Change

Users with Read Only right on any document will be able to email and export individual document.

Recycle Bin Permissions

•The “Empty Recycle Bin” permission for user groups will now be disabled by default when creating a new user.

Bulk Index Updates Warnings

•A warning message will appear when making profile changes in bulk to multiple items without selecting an option, preventing metadata loss.

•Additional warnings when users select the option to overwrite metadata of items in bulk.

Version History Enhancement

•A "Version Owner" column has been added to the version history dialog.

Desktop Interface Improvements

•Improved mechanism to prevent opening of multiple instances of the Desktop client when user clicks the desktop icon in quick succession.

•The interface of the ‘Share With’ window has been improved for better usability.

Document Notes Security Update

•Users now need “New version/checkout” rights to add document notes, enhancing security.

Auto-Naming Rules Lock

•Folder and file name fields are now locked when auto-naming rules are set on a profile.

•Manual renaming of items with auto-naming is not allowed.

Static Index Creation

•New Static type indexes can now be created even if no predefined value is specified for that index.

Recycle Bin

•Enhanced the Recycle Bin listing by changing the default sorting to show the most recently deleted items at the top.

•Added the option to allow filtering of the Recycle Bin list by specified deleted dates

•Added an option to search by text within the Recycle Bin dialog.

Web Page Security

Reinforced access security when opening critical forms inside the web application using a direct URL to the form.

File Export

File export from context menu in the desktop client will now create a folder at the exported location, if necessary, when choosing previously exported locations from the menu.

Bug Fixes:

•File Renaming Audit Log
Fixed an issue where file renaming from the ‘Properties’ form was not being recorded in the audit log.

•Special Characters in File Names
Improved validation when renaming files that contain special characters.

•F2 Shortcut Behavior
Resolved an issue where using the F2 shortcut to rename a file would open the PDF instead.

•Window Resizing Prompts
Improved the behavior of window resizing prompts when moving folders within the desktop client.

•Folder Icon in Workflow Tasks
Corrected an issue where an improper folder icon was displayed in the workflow tasks list.

•Attachment Names in Quick Email (Modern Theme)
Fixed a display issue where attachment names were not properly shown in Quick Email under the Modern theme.

•Rubber Band OCR Option
Re-enabled the "Rubber Band OCR" option in the Filing area, which had been mistakenly hidden.

•Document Notes Deletion Rights
Corrected the behavior of rights to delete previous document notes in Docsvault Web Client. Only users with the “Overwrite/Delete” permission can delete previous document notes.

•MS Office Plugin Settings
Resolved an issue where checkbox selections for MS Office plugins were not being remembered in the Options Form.

•Document Versioning Rights
Rectified an issue where users with “Create New Version” rights were able to overwrite documents in Docsvault Web.

•Server Password in Web Config
Fixed incorrect information being saved for the DVSBSA password in the web config file when clicking 'Change Server' in the web manager.

•"Continue Edit" Menu
Removed the incorrectly displayed “Continue Edit” option from the folder's context menu in the Docsvault Web Client's tree view.