New Features in the All New Documents Module

 

With the All New Documents Module, we are pleased to bring new features that will benefit all users by making the module easier to use and easier to configure. Whether you are a user trying to read a document and complete their training, or an administrator trying to keep a watchful eye on your permission and access, we have features here that will improve your experience with the documents module!

 

Completing Training on a Document

Trainees will now be able to view the document and any meta data and Training Challenge Questions (if any are configured) side by side on the same screen.

 

 

Documents Dashboard

We are removing the State of Documents graphic from the Documents Dashboard and expanding the Documents Pipeline to expand out to 12 months. This will allow Authors to view draft documents that have the Target Approval Due Date upcoming or past due, and any Periodic Reviews that are upcoming or past due.

 

Full Table

The Full Table will receive an UI update to have a new look and feel.

 

 

Features Removed from the Full Table

• Add New File capabilities have been removed from the full table. All Document creations will occur from the Create Document page, which can be accessed by clicking the + icon at the top of any page.

• Batch Upload capabilities have been removed from the full table, All Batch Uploads will occur from the Create Document page, which can be accessed by clicking the + icon at the top of any page.

• Manage Categories capabilities have been removed from the full table. You can manage your document categories by going to the Settings → Document Categories page.

• Edit & View capabilities are being combined into one and you can edit/view a document by clicking the hyperlinked Key ID or Name fields in the table.

• Download icon is removed from the table, in order to download a document you will need to open it first by clicking the hyperlinked Key ID or Name.

 

New Functionality on the Full Table

• Shared Table Views are now fully controlled on the full table. Creating, sharing, and switching between filter views are all performed on the full table. This will remove this functionality from the Reports Dashboard.

• New columns: Active Workflows, Workflow Pending Signatures, Target Approval Due Date.

• Account Custom Fields will now appear as columns you can add to the table without having to filter on a category. Category Custom Fields (those that exist only in a specific category) are available to add as a column to the table, AFTER filtering on the specific category they exist in.

 

 

Viewing or Editing a Document

The experience of viewing the PDF rendering of a document and editing the metadata of a document are being combined into one page where you can do both side by side.

 

On the left hand side of the screen, the file you uploaded will be rendered as a PDF (if the file type is supported) including all of your PDF settings: header, watermark, etc. With this you can enter full screen, zoom, or flip to specific pages to make your reading experience as easy and simple as possible.

 

On the right hand side of the page is where you will find all the metadata associated with that document: Name, Category, Effective Date, etc. As well as icons on the right to drill into further details like Workflows and Training options.

 

There is an UI refresh to provide a new clean look for ease of use and navigation. Most of the functionality is the same as document is today, with a few additions.

 

New Functionality on the View/Edit Document Experience

• Draft Reviews are now performed by the review performing a markup on a PDF rendering of the file itself, inside of Zen. These reviews can also now be performed in parallel.

• Periodic Reviews are receiving the same upgrade, Authors who are reviewing the document can complete a markup on the PDF rendering of the file.

• Any user who can view the document, can now Suggest Edits by completing a markup on the PDF rendering of the file. This allows any viewer of the document to point out mistakes or out of date information in the document and send it to the Author.

Settings

 

The Active Modules page now allows you to turn the Documents module on/off in your account.

 

The Account Custom Fields now allows the custom fields configured here to appear in the Document Categories. All your previously defined document custom fields will appear here automatically with the All New Documents Module.

The Account Roles/Permissions now allows administrators to grant access to the Document Categories page by role. You can continue to manage your Roles here that will appear across the All New Documents Module.

The API Settings will now allow you to configure an API to include document categories. The same 4 endpoints that are available now with APIs will be available here: export latest version of document to PDF, export a specific version of document to PDF, download the source file for the latest version of the document, or download the source file for a specific version of the document.

The Audit Trail will now contain all the transactions that occur in the All New Documents Module. The audit trail transactions that currently appear in the Comments section will appear in the Chat Log section of a document, but new transactions will not appear there.

The Document Categories will list all of your document categories in 1 table for easy access. All your categories will be visible here automatically with the All New Documents Module. You can now also create new categories here. Category management will be removed from the Full Table.

 

 

Categories

Category management has received some significant changes, consolidating permissions, workflows, PDF options, and custom fields in one place that can be managed by category and are version controlled.

 

Workflows

We are adding additional workflows that you can configure in your categories to expand on the traditional approval workflow. We are creating a second approval workflow to allow for an Approval - Major Revisions (this is your traditional approval workflow), and an Approval - Minor Revision workflow. There will be a Periodic Review workflow to allow other reviewers on a review other than Authors. Lastly, a separate Retire workflow.

 

Your existing workflows will automatically be brought over as Approval - Major Revision and all the other workflows will be set to “Same as Approval Workflow”. For your existing, and your new categories, you can configure this workflows to all be the same or all have different workflow steps.

 

 

Permissions

 

Almost all of these permissions are new, or are some derivative of existing permissions.

 

 

PDF Export Options

We have added a lot more options for administrators to configure the PDF Export settings inside each category. New functionality includes:

 

• Ability to shrink the file to accommodate the inserted header
• Add more information to the ZenQMS Data Page
• Customize what is included in the ZenQMS generated header
• Customize the watermark text for each document status

 

 

Custom Fields

Three categories of custom fields will now be allowed in a document category:

 

• Custom Fields - these custom fields could appear across all modules and categories. These should be company wide fields like “Department”, “Site”, “Employee ID”, “Supplier Name”, etc.
• Category Custom Fields - these custom fields exist and appear only in the category they’re created in. These are generally more specific than Account Custom Fields
• Plain text/instructions - these custom fields exist and appear only in the category they’re created in. They are used to provide the reader more context, and don’t require input from the reader.