11.5. Docsvault Ultimate Desktop & Online Document Management System. What's New

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1 What's New 11.5 Docsvault Ultimate Desktop & Online Document Management System v v v v v Desktop, Web, Mobile Client On Premises Solution Intelligent Data Capture Workflow & eforms Automation & Record Retention

2 What's New in Ultimate What's New in v11.5 New Features New Favorites Interface in Desktop Client A new Favorites Toolbar makes it super easy to get to your important folders and files. Favorites can also be easily accessed as a dropdown list if an entire toolbar is not desired A new Manage Favorites dialog allows you to add, remove, rename and order your favorite folders and files Favorite items can be renamed to anything you want without affecting the actual folder and file names Full Windows Screen Scaling: The desktop client now fully supports screen scaling to zoom up contents for better visibility Profile/Indexes: Numeric Index Field Masks: You can now apply a predefined validation mask for Numeric index fields (e.g. integer, float values, currencies, percentage, etc..) Search: New search option that allows you to search for an empty index value. For example: Doc. Status = is empty More options added to date dynamic variables such as next week, this week, and last week Office 2019 Support: Added support for the new MS Office 2019 suite Create PDF Versions: new right click menu Create PDF Version available for common file formats like Word, Excel, CSV, txt, Tiff, images, etc. New Information Panel in Web: A new right panel has been added to the web interface for a quick access to relevant file/folder information in addition to the items profile Public Share Links: New end user interface for share links Easy Document Previews: You can now double click a document in the file list to preview it in a new tab. You can also click on the name of an item in the new Information Panel. Works for all supported file formats (pdf, docx, doc, txt, xls, xlsx, csv, etc.) Workflow: Option to auto create PDF versions during workflow process Options to prompt and mandate workflow participants to enter comments before moving the workflow further Option to set frequency and intervals for overdue auto reminders Option to disable auto notification for specific workflow steps The auto digital signature feature during workflow transition now works for Word and Excel files too in addition to PDF files Workflow filter (above workflow task list) is now remembered between sessions Workflow participants & managers can manually send reminders for pending tasks on demand with a single click You can now move your entire workflow design elements together in all directions to make space for new elements or to make buried elements visible on the main canvas eforms Add-On: Form listing: Added Pagination for a quick listing of forms Form listing: Enhanced Sorting & Filtering in form listing Date Property: Option to auto populate current date in the Date field Date Property: You can now assign a predefined date format for a Date field Profile Index Property: Option to auto populate user type Profile Index field when the form is called from within Docsvault Report: Added Date & Numerical sorting in Reports Report Select Columns: You can now customize the width of a column in Reports Report Filter: Added a new option In last x days in the time filter drop down Submission: Added Pagination for a quick listing of submission entries with user defined entries per page Submission: Added Sorting of columns in submission listing Form Layout: You can change the size of your form by customizing its width and margin 2 Docsvault

3 Max Login Attempts: Introduced Login settings where you can set a maximum number of login attempts for users Automatically deactivate user s account when a specified maximum number of failed login attempts are exceeded Easily track failed login attempts highlighted in red in Connection Log External Users: You can change the account status of external users. Only users with Active status can log-in into the External User Portal. Advanced Import Add-On: Docsvault can now also support CSV with UTF-8 & UTF-16 encoding Formats for captured Numeric & Date fields can be specified while mapping with Docsvault index fields Digital Signature Add-On: The web signing interface has now been replicated in the desktop application as well to maintain consistency and modernize the desktop signing experience Date & Time stamps will automatically be added to the digital signature when you sign a document MS SQL Server: Docsvault will now use SQL 2014 Express Advanced Services edition by default Security: Additional security rights added for Shared and Collection Links Public Share Link Along with the system rights of Create Public Link, min of Export rights is required on a file to create Shared Link for it Document Request Link Along with the system rights of Create Public Link, min of New File rights is required on a folder to create Request Link for it Enhancements Workflow: Redesigned formats to make them more readable with important information moved to the subject line and top of the body You can now double-click to open profile panel in the bottom panel of a workflow Scan Module: You can now resize the left panel in the scan window Sort and Filter: You can now Sort and Filter the File List View, Workflow List and Search List in the web interface Retention: You can now create new retention records using the "New" menu in both Desktop & Web applications Quickly open a retention record in the web interface by double clicking on it Bug Fixes Fixed issue of prompting validation message when "SA" user password is blank while configuring Docsvault Server Fixed the issue of displaying group instead of a participant user in the bottom pane of a Workflow eforms add-on: o Fixed the issue of drag and drop behavior when inserting controls inside a panel control o Fixed the issue of incorrect listing behavior when updating a category Changes Digital Signature Add-on: Since the Digital Signature add-on interface in the desktop application now emulates the web signing interface, all previous signatures will be deleted during the upgrade. Please make a note of all such signatures and their settings before proceeding with the upgrade to easily recreate these signature post upgrade. Auto OCR version ownership: Ownership of OCRed files will now be assigned to the default Docsvault System user instead of the main Admin user The default search criteria match has been set to Exact Phrase match Deprecated certify & invisible signature in the desktop application Administration: Renamed "Connected Users" node to "User Connections" What's New in Ultimate 3

4 What's New in v11.0 Features: Workflow: New Redesigned & Simplified Workflow GUI speeds up shifting through tasks by making necessary information available upfront Prompt and mandate workflow users to fill out certain index fields before moving the workflow further The workflow interface now includes the ability to view and edit document s profile without additional clicks Export workflow documents and their profile metadata automatically to a predefined location during a workflow action New dialog for workflow comments makes it very easy to see comments from all previous users New Workflow Priority option to promote specific workflow instances on demand Option to allow users to change due date for next step of the workflow to expedite processing for specific instances of a workflow Option to append user comments during workflow to document notes of the main workflow document Add Dynamic Participants to any workflow step through the use of the new Users/Groups dynamic index field The automatic step actions now offer an additional workflow action through a new Else condition New Transition Action - Set Description Documents attached during the workflow are now visible along with the main workflow document in file listings Moving/Copying the main workflow document during any transition will also move all its attached documents along with it Attached documents will now always be related to the main document. The document relation checkbox option has been removed from the transition options dialog Retention Automation: Retention can be applied to documents automatically based on their profile and date index field in them Retention can also be based on the document s created date in the system instead of manually assigned base dates Auto assignment of records retention schedules on documents on import/creation based on the type of document profile assigned Auto change of record series and corresponding retention date when profile and base date index filed values are changed Ability to apply retention for multiple documents in one go Retention can now be applied to either entire folder sub contents or just the first level items Built in search query to list all records that are missing a base date assignment Version Control: Multiple Formats in Versions: You can now save versions of documents in different file formats. Example: A word document can now have a PDF version available to all users and reverted to word format for changes and updates when necessary. Create PDF Versions: new right click menu Create PDF Version available for common file formats like Word, Excel, CSV, txt, Tiff, images, etc. New option to convert supported file formats to PDF when checking in a document Import new version of a document in different format using the right click Import New Version option New Docsvault User Index: A new versatile users/groups index field that allows for creating lists of Docsvault users or groups that can be assigned to a document s profile. Example: Document Approvers, Sales Person, Managers, etc. This user index field can be used to assign a workflow to the right people automatically It can also be used in eforms for people to select appropriate Docsvault user or group for any particular task eforms Add-On: New Reports Module: - Create customized reports based on form submission entries - Select only desired fields and add manual as well as automatic filters - Make your reports publicly accessible using share links - Export report results in many different file formats including excel New Profile Index Control: Drop any Docsvault profile index field onto your eforms. Supports text, numerical, date, static lists as well as the new Users/Groups index fields. 4 Docsvault

5 Dropdown, Checkbox, Radio Button and Choice List controls now have display values (to show on forms) that are different from their actual values New Field Rule Action: In addition to show/hide fields, you can now even set values for fields based on selection/value of other fields Added new Square root operator for numeric formulas Added option to assign document profile to dynamically created folder as well in addition to the actual form document created New form expiry dates as well as 7 days availability on schedule with specific times for each day Submission ID, Custom ID and Submission Date can now be mapped to document s profile Choice List, Dropdown, Radio Button and Checkbox controls are now available as dynamic fields of and Notification templates Digital Signatures Add-On: Web Signatures: A completely new interface to digitally sign documents in the web application for all authorized users Adopt a signature from many available styles or draw/upload your own Authorized signers can now collect ad-hoc in person signatures from non Docsvault users using the Get Sign option Allows signing Word, Excel, Text, Tiff files and converts them to digitally signed PDFs Insert common text elements like date of signature, Name, Title, , Checkmarks, etc. with simple drag and drop. You may even write your own text on the document before signing it. New Analytics Tools Add-on: This new add-on consists of the following two tools: User Security Audit Module: Comprehensive user/group access report for the admins. - Evaluate effective permissions based on securities assigned to user, their group or through document ownership - Check user rights throughout the repository or specific area - Display permissions as folder hierarchy or as a flat list - Export data to Excel or save as PDF Dynamic Folder Usage Report: Embedded in the right click menu of any folder or cabinet and available to all users, this dynamic report displays the number of files and total size at each level of the folder structure. This report can be invoked from any level of hierarchy and is available in two different modes: - Files directly within the folder - All files within the folder and its subfolders Enhancements: All user selection dialogs will now display user s full name instead of just their login names Workflow can now be applied to documents under retention and conversely retention can be applied to documents under workflow Workflow Comments UI: added right click menu to copy comments text Workflow Listing in Web: Removed the workflow details grid and pagination for better listing speed and to make space for the new bottom panel Workflow Task List: Added new right click menu items for file/folder operations on the workflow document Security Change for Folder Moves: - If security is custom at source, it will remain custom at destination - If it is inherited from parent at source, new security of destination parent will be applied to all subitems, except for those items that have customized security - Above security rules will apply to security changes during document status changes as well, if applicable What's New in Ultimate 5

6 eforms: Assign workflow, Document status and Document profile to form attachments too eforms: Form document created on eform submissions will either be in Word/Excel or pdf format but not both eforms: Added an edit icon to rename field rules eforms: Now entire Panel can be used in the show hide field rules eforms: New Options item added to the forms hover menu in main forms listing eforms: Theme applied to the form will carry over to the post submission page as well Reinstated hierarchy of rights in security table At least one right needs to be selected to add a Group to a document s security Added default scanner option in scan job settings Reintroduced panel for on the fly scan parameter changes without having to select separate scan jobs Many new dynamic date search conditions in advance search and reports. Example, search within x days or last/current/next month, year, 3/6 months, etc. Streamlined profile fill-up by smartly moving focus to next field automatically Implemented a partial string search in various text based index fields Added keyboard shortcut (Ctrl + Shift + N) to create new folders Main Interface: Double Click profile panel to open up the edit profile in separate edit profile window. PDF Viewer: Next/Prev. document navigation added to bottom status bar Added right click menu and document Page Layout buttons Zoom mode added and it is remembered as user preference PDF viewer scroll mode remembered as user preference Search term highlighting in PDF viewer when opened from search results Audit Trail: When username is changed, old username is now preserved instead of displaying the new username in audit logs format enhanced for.msg and.eml files when exported as PDF from Document Preview New API Samples added and some old ones updated Default Site URL: Removed the Port # field from web, desktop and web server manager dialogs Added a new toggle button for profile panel in web application (settings for it in options is removed) Docsvault Navigation Dialog: Columns are resizable and path column is wider by default Bugs: Fixed issue with delete document button not working in import dialog Removed use of local xml file creation in temp folder on every file selection to hold profile values Fixed clearing of name after scanned files were imported Advanced Import: Removed restriction of space in column header names in csv file Fixed issue with adding more than 100 users in one security group Scan description is now cleared for each new scanned document Resolved issue with large number of capture rules in one capture job Resolved bug with workflow assignment from eforms when multiple attachments were involved Resolved issue with auto file naming and profile value updates in scan interface Fixed inserting blank numeric values from eforms into Excel templates without breaking formulas Many minor coding and enhancement bugs squashed! 6 Docsvault

7 What's New in v10.7 New Features Shared Space Docsvault's new Shared Space feature is a convenient way to share documents with users and groups from other departments. At times, you may want to share specific files or folders with users who do not otherwise have access to them, or are located in a deep nested folder structure.you can control to what extent and for how long other users can access shared documents. Centralized Management of User Settings & Interface The storage and administration of user settings has been completely overhauled while still keeping the same end user interface for normal users. Administrators can now change user settings and interface for any user or group on demand from the convenience of their own logins. They can also setup default settings and interface for new users. This feature is very useful for organizations with large number of users. Auto import based on Profile Values The new Filing Template feature can automatically file documents in folders based on the index values that are applied to document at the time of scanning/importing. It also allows you to automatically name the file, add description and notes based on index values. New Scanning Interface Folder Scan: Allows scanning from simple folders instead of scanners. Helpful when scanning from remote scanners or from non- TWAIN compliant scanners. Enhanced Scan jobs with automatic post scan correction options New Profile and Location based scanning panels Unified scanning interface for both single and multiple document scanning New in Workflow New Transition Actions: - You can now auto rename a workflow document when it transitions from one step to another - Send dynamic s when a workflow transitions using predefined Templates. Templates can replace addresses and/or values in the body from the workflow document s profile. Consolidated s: Users can now choose to receive one consolidated for all workflow related alerts on a daily or weekly basis Workflow Designer: - The first step of the workflow is automatically highlighted in green color for easier identification - On the desktop client, easily navigate through the different parts of Step configuration using tabs instead of going through the configuration in wizard format Workflow initiators will now see all instances they initiated in their participated by me node for easy follow ups Manager/watcher node will not be visible to users who are not managing or watching any workflows Users can easily checkout the workflow document for editing from the workflow dialog Export workflow task lists using the standard export button on toolbar New in Web App Profile Panel: New user option to view the document profile in a right docked panel Users can now use a full screen button (F11 on keyboard) for instantly displaying word and excel files in full screen Option to open word and excel files in independent tabs using the Preview in new tab button in the preview panel External User Interface: Option to open PDF files in a separate tab for full view manipulations New Barcode Reader Add-on* The new Barcode Reader Add-on can read barcodes on documents when scanning through the new scanning interface for indexing and naming scanned documents. The smart barcode reader can read multiple barcodes and can even break down multi-valued barcodes with delimiters and map them with document profile indexes or use them for auto file naming. New in Web eforms Add-on* New Formula Table control for simple expense reports, orders and other tables with formulas. Can also be used as a simple table without formulas for entering data in a tabular format. You can now perform simple arithmetic calculations on any numeric fields Formulas can be set even on a Date field to add number of days What's New in Ultimate 7

8 Enhancements For the Administrators: Administrators can now manage the following additional settings from the client side Administration menu: - Default Site URL: Allows setting up default site URL for the Docsvault web client access used in shared links, workflow links, etc. - Setup/Alerts: Setup outbound SMTP credentials for outgoing s from Docsvault Advanced Batch Folder Creation: Admins now have an option to map profile index values with data in csv files while creating new folders using Batch Folder feature. The batch folder creation can also be combined with Folder Templates to create entire folder structures in one go. Useful for repetitive and consistent folder structures like vendors, customers, employees, etc. The Users/Groups lists now display the total count at the bottom of the respective dialog. The list can also be exported out using the export button. Firewall Exception: Docsvault configuration process will now add firewall exceptions for all network types (domain, private and personal) Easy Undo Checkouts while Checking In A new button on the checkin dialog allows users to undo a checkout right from the checkin dialog abandoning the checkin while also freeing up the checkout lock User Interface: New option for users and admins to disable any root node in the left tree panel to simplify the interface. Works in both the desktop as well as web app. Central Checkouts and Checkins: The Edit in Docsvault option for PDF files now checks out files centrally so users can continue to edit the checked out PDF on other desktop clients. Administrators & users with undo checkout rights can now check-in centrally checked out documents by others from within their own logins Added new option "Edit in Docsvault" in the file open prompt PDF Viewer/Editor Features such as Zoom in, Zoom out, Rotate and print added in PDF Options > Reorder and Delete Pages dialog PDF Viewer with Thumbnails view: New Docsvault PDF Viewer with several tools that makes reading, navigating and using PDF documents much easier Recent Documents: Users can easily jump to the original location of a file/folder using the 'Open File Location' menu item Docsvault Navigation Dialog: User can now see document paths in search results within the Docsvault navigation dialog Audit Trail: Logging few more actions performed on mobile app in Audit Trail log Fixed: Fixed the issue of incorrect search result with special character Fixed the issue of incorrect order of sorted files when you import files via Import button Fixed issue with entering index value not working using enter key on the keyboard Fixed the issue of index column not displaying in the center list view with wrong value in date format Fixed the padding issue of Entry ID in eform Fixed the issue on storing zero bytes of file version while checking-in the document edited using 'Edit in Docsvault' feature Fixed the issue of xml file not updating on resetting personalized settings of users Fixed the issue of jumpy behavior of workflow filter in manager/watcher node Fixed the issue of workflow link received in an notification redirecting to incorrect node in 'My Workflow' section of a user in web client Fixed the issue of reordering and delete pages in PDF Editor Fixed the issue of navigating the 'Options' menu in Designer mode of Web eforms Changes 8 Docsvault

9 Option to predefine index values in a folder template has been removed Web Scan feature: The ability to scan through Internet Explorer browser has been removed as ActiveX framework is not supported or safe to use anymore Removed the profile mismatch dialog when moving documents between folders with mismatching available profiles. Documents will take their profile with them irrespective of the available profile settings at destination folder. * Optional add-ons not included as standard feature in Small Business and Enterprise editions. What's New in Ultimate 9

10 What's New in v10.3 New Features Document Request Docsvault's new Document Request feature allows you to easily collect documents from non-docsvault external users. You can now let anyone upload files to your Docsvault repository using a simple web based drag and drop interface by sending them a web link via , instant message or by an embedded drop zone directly on your own website. When requesting files, you can set file request deadline, file types, size limit and number of files allowed to be uploaded. You can be notified about new files uploaded instantly by alert s and easily keep track of files received using detailed logs and reports. Non Docsvault users receiving the request link simply click on it to open up a simple upload interface in their web browsers. The upload interface automatically adapts to desktop, mobile phone and tablet interface giving your recipients the optimal upload experience with your logo and branding. Web eforms Add-on * Create a highly flexible form layout with multiple columns using the new Panel control New Field Rules allow you to dynamically Hide/Show specific fields based on value selected in another field on your form Add style & colors to your forms using pre-designed themes or create your own theme to match your branding Added new File Upload control that allows your users to upload multiple files in a single control using simple drag and drop interface Docsvault names attachments uploaded with forms in a systemic manner to easily associate them with the form document You now have an option to append uploaded images as pages in PDF and Word documents When you sign an eform, on submission the signature is saved as an image and can be inserted in PDF and Word document Security: Introduced a more flexible method of applying 'Default Security' rights to users/groups. Instead of following a strict hierarchical order of privileges, you can now assign higher rights but still remove certain lower rights as required in some situations. Cabinet/Folder Ownership: Changed implied security behavior so that even individual owners of a documents cannot remove users/groups with the "Change Security/Change Owner" rights on any file or folder. This change now makes it possible to assign ownership of cabinet or major folders to users who cannot be removed from security table of any files/folders created under it. User Listing by Group Report: A new built in admin report added where to get list of users in specified group Enhancements Profile/Indexes: You can now create & edit Profile/Indexes right from the web client application. This option is available under the new 'Administration' menu that was introduced in v10. Share Links: You can now easily create a new share link directly from the Share Links node A new 'Copy Link' button introduced for copying the shared link to clipboard without opening the share form All the options of share links such as resend, copy, edit, expire link and reports are now also available on the context menu of the selected link If recipients select the option to remember the login details, their name will appear on the right corner of shared link page Outbound s: The s send via Docsvault system will now display SMTP address in 'From' field of the message (as configured for outbound setting in Docsvault) on behalf of the actual user . The is to achieve higher rate of SMTP Server compatibility and help them separate legitimate from spam and phishing campaigns. Sort List Views: Locate data in several list views faster by sorting desired column in alphabetical order (ascending or descending). Improved the speed for retrieving logs. PDF Options: Changed the reorder/delete interface and added new controls such as zoom in, zoom out, rotate and print AD Users: Added OU filters to narrow down the scope of search for active directory users allowing quicker retrieval in large scale active directories 10 Docsvault

11 Checkout Folder Cleanup: Empty folders will be deleted automatically after the checkin process Changed the behavior of 'Save' button in PDF Editor. Now you can save the changes and continue working on the document Fixed Fixed renaming folders in Folder Template Fixed issue with searching files and folder in open-vault (Import) dialog box when saving from outside Docsvault Client (via 'PDF Printer' and 'Send to Docsvault') Fixed issue with inheriting index values from parent folder in mobile app Fixed the issue of editing multiple index values from mobile app Fixed Section values not being remembered during move operation Fixed import in local filling area if there was an s in folder/file name Fixed loss of icons in explorer navigation in some situations Fixed the visibility of deleted users in connected user list * Optional add-ons not included as standard feature in Small Business and Enterprise editions. What's New in Ultimate 11

12 What's New in v10.0 New Features Web eforms The old eform add-on has been replaced with a brand new Web based eform module. This add-on provides the tools to easily drag & drop readymade fields to create forms in just a few clicks, without writing a single line of code. Online forms can be embedded in your own website, intranet or shared with simple web links. Editing Word/Excel Documents New built-in word processor, and spreadsheet editor allows you to create, edit and save office documents directly in Docsvault. This feature is available in the Desktop as well as the Web Client. Graphical Workflow Designer A Graphical Workflow Designer has been introduced so you can build your workflow visually making it much easier and faster. Workflows can also be managed from both Desktop and Web Client applications now. New Public Share Link Interface Completely new Public Share feature allows for quick and easy document sharing using public URLs right from your Docsvault application. Complete share management using password-protection, expiration dates and even download prevention if needed along with comprehensive share log and download reports to track shared items. The recipient interface automatically adapts to desktop, mobile phone and tablet interface automatically giving your recipients the optimal share experience with your logo and branding. New PDF Editor Completely New Docsvault PDF Editor with many new features & enhancements: - A full-fledged PDF editor with extensive support for annotations, redactions and editing tools - Add watermarks, bates numbering and e-signature - Add comments with advanced features such as flattening, summarizing, importing, and exporting comments - Support for creating and filling PDF Forms Note: All custom stamps created by users in the previous versions will be lost. Dynamic Stamps capability in the PDF editor has been deprecated. New Web PDF Viewer We have added a new PDF viewer for our web client that allows for full view of any PDF without the need for downloading it first with support for view manipulations like zoom, full screen, thumbnail view, rotations, as well as print, text selections and download. New Mobile App Features Support for multiple file uploads You can now edit a document s profile from mobile apps Change Document Status and Flags Template Create multiple draft s using the new Template feature for one click creation of repetitive s. Templates support dynamic fields and can automatically populate key values from a document s profile. Docsvault also logs all s sent using Templates for future reference by users and admins. Shared and Private Address Book Docsvault now allows you to automatically collect and manage contact information used for outbound communications. It will now autocomplete names and addresses when sending messages via Docsvault Quick , Templates and Public Share Links. Tasks Calendar The new Tasks Calendar under My Workspace area allows users to view their active and overdue workflow, document and personal tasks. Client Side Admin Options 12 Docsvault

13 Many of the administration items have now been made accessible from the client side as well so that administrators do not have to login to the server side for frequently used admin tasks. Admins can now manage users, profiles and indexes, design workflow, etc. right from the client side. Workflows can now be edited by users with special system level rights and do not need to be members of the administrators group. Auto Document Relations Docsvault can now automatically relate documents based on index values. For example - setting relation between invoices based on a common PO number or relating all documents of the same project. Document Profile Mass Update A new option to update profile and/or index values for entire folder structures. The option allows for update of both profile & index values or only specific index values irrespective of a document s current profile. Folder Templates A new General tab in Folder template allows you to select custom folder icon, add description and apply folder template restriction at any sub-level Creating new folders using any Folder Templates will automatically inherit required index values when auto creating sub-items Folder Templates Restriction at any level You can now maintain consistency of your folder structure by specifying a predefined folder structure to be used under any cabinet or folder. This will mandate the use of a predefined folder template when creating new folders under a specified cabinet or folder. Failure Log: This new admin log contains information about s sent through Docsvault that failed for some reason. The log even shows the error encountered. New User Group Everyone : Introduced new 'Everyone' user group. All regular users(excludes Read Only) of Docsvault become members of Everyone group by default. The Everyone group is useful for applying permissions and controlling access to resources that should be accessible by all users of Docsvault. Import New Version: This new option allows users to import new versions of documents from outside Docsvault with a simple right click menu Checked Out Files Alert: Added an option to alert users about checked out documents when exiting or logging out of Docsvault Enhancements - Added option to reinstall Docsvault PDF printer from Tools > Options > Others in the Desktop Client application - Added support for new MS Office 2016 suite - You can now add folder notes while creating a new folder - The 5 folder sharing restriction for external users has been removed. Now unlimited folders can be shared with external users in the External User portal. - Search result in Web Client has a new 'Open File Location' context menu item - You can now quickly open the parent folder of the file/folder associated with a task by selecting the 'Open Location' option in the attachment s context menu - Advanced Profiles Add-on: While creating a System DSN for the external ODBC data source, validation of mandatory values for server name, username and password have been removed - Users can now set their own time to show popup alerts before they disappear What's New in Ultimate 13

14 - Unique value feature now available for numeric and date data type to avoid duplicate index values - The source security of files & folders is maintained when you move documents from one location to another. This is a change in behavior from earlier versions where the moved items were assigned the destination location security. - Redesigned the activation form and removed additional fields to make the activation process faster - Docsvault user's full name is also available as an option in dynamic index fields. - Renamed default system rights Edit Workflow to Create Workflow Fixed Fixed the issue of description and filename getting lost on changing the profile while importing the document from the scan dialog Fixed the issue of nodes being visible when services are stopped in Docsvault Server dialog Fixed the issue of OCR service getting stuck under certain scenario Fixed the issue of 'Apply to all user' option not working while applying system rights to all users in the Edit Group dialog Fixed the issue of bottom panel flickering in the workflow section 14 Docsvault

15 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. What's New in Ultimate 15

16 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 Alerts on Document Events Users now have an option to send alerts to other people in addition to themselves. This option is a good way for administrators and managers to setup 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 Feature in Web Client Quickly documents from the web client without having to download files first Use the Quick feature to 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 16 Docsvault

17 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 /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 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 What's New in Ultimate 17

18 Notification dialogs in system tray remain open until users close them manually What's New in v New Features Docsvault Mobile App Docsvault Mobile is a free mobile app for ios and Android devices that enable you to securely access documents stored on your Docsvault Server from anywhere. Navigate your entire repository, search, create new folders, upload new documents captured using your camera, add to favorite, edit notes and description, view profile/indexes, etc. on the GO! Profiles A new naming template allows you to automatically name the file being imported and add description or notes based on index values entered by users. Indexes Dynamic Index Values: o You can now setup index fields to fill up dynamically based on current date/time or current username o New auto increment/decrement for numeric index values (ex. for auto increment of revision #) o New inherited index values (or sticky values) that flow from parent folder to its sub-items o You can even lock an index to prevent further editing once it has been assigned during the import process. User Defined Validations: o Index Field Validation Masks: You can now apply a predefined validation mask or create your own validation rule for index values (ex. social security #, phone # etc.) o A new unique index feature to avoid duplicate index values. New Top Level Profile: You can now view the profile of top level folder under any cabinet (1st level folders) in right information panel in addition to the sub-items own profile values. Workflows: Set the current user s name as index value when transitioning a workflow User can now be allowed to change the participants for the next step of the workflow instead of the predefined participants list If more than one users are viewing the same workflow step dialog, the user is notified about it already being open by other users You can now take ownership of a workflow step thereby claiming the workflow task and relieving other participants of that step You can now attach supporting documents from your computer too in addition to attaching them from Docsvault repository during the workflow process New workflow tasks filter: Show All/Show Only selected workflow process filter added If a user is also a participant for the next step then the workflow dialog will now show a "Next" button to jump to the next step instead of having to save and close the workflow dialog. Audit Trail and workflow history will now log the actual user name of the user even when a workflow is triggered automatically (without the user explicitly initiating a workflow) New Workflow Documents List: A convenient dialog to show all docs attached during the workflow process with a sign right click menu Document Previews Document Previews are now available inside the Docsvault Web application too. No need to download a file first to view it. The Desktop Clients can now preview DICOM medial images too 18 Docsvault

19 Enhancement/Changes Digital Signatures: New drag and drop annotations added for First name, last name, initials, full name, date, , company name, free text. You can add document notes, set/change folder section, initiate new workflow, and set/change flag while checking in a document. You can also notify the file owner, and/or other Docsvault users about the changes made while checking in a file. Importing files/folders: You can now flag, enter document notes, and initiate workflow on documents while importing. You can now disconnect user sessions connected through web from Connected Users node in Docsvault Web Manager. Any members of the administrators group can now edit the profile of the default admin user (Docsvault Administrator). Configuration of Task Alerts in Docsvault client moved from Alerts to Tasks in the user options dialog Web Client > Options > General: Show Document Preview option added Saving files using the explorer integration (windows save as dialog) does not keep the file checked out by default The audit log now logs activities performed by external users from the web portal Fixed Fixed the issue of conflict between Salesforce and Docsvault Add-in plugins in MS Outlook Fixed a sorting issue in the left folder tree list in some cases Fixed issue with importing files larger 300 MB size from desktop client Sorting list and tree view jumped sometimes when trying to drag and drop in them. Fixed issue with remembering bottom panel hide settings in desktop client Fixed issue with deleting source file after successful import in some cases Fixed web max upload size settings issue Fixed issue with auto digital signatures in workflow when processing workflows from the web client Fixed issue with section description containing a comma character (,) not updating properly from file Properties Dialog Fixed issue with WF participant list greater than 1000 chars in length leading to some errors Fixed issue with last Doc. Note being persistent even after relogin in the desktop client Fixed issue with changing digital signature certificate on server side What's New in Ultimate 19