Updated: 10-OCT-2024
Description
We are pleased to bring you the All New Documents Module!
With this update we have a new look and feel to the Documents Module, as well as added some new functionality to improve your ability to manage your Documents. In addition, we have added the ability for account administrators to configure and lock the email notification settings for all users in their account. Across the application there are also some other minor UI updates, improvements and bug fixes.. Please view the traceability matrix for more details. The highlights of new features in the All New Documents Module are:
- Cleaner and more consistent look and feel
- Category specific permissions, workflows and custom fields
- The Document file and metadata on one page
- New version structure: Major and Minor
- Annotate the Document on the screen including suggested edits, periodic reviews, and draft reviews
- State specific watermarks that will be visible on the screen and in PDF export
- Visible and exportable Account Audit Trail
- Add supporting files as attachments
Schedule
Due to the impact on users of this release and the time it will take to perform this update, we will apply the updates to sandbox and production separately. Both will occur over the weekend, to provide as little interruption to normal operations as possible.
Sandbox
Date: 22-NOV-2024 (Friday)
Time: 8am EDT
Downtime: 2-3 hours
Production
Date: 30-NOV-2024 (Saturday)
Time: 8am EDT
Downtime: 2-3 hours
Impact
This release has a major impact on all users using the Documents Module, from administration and configuration management, to viewing documents, and completing training on a document. We have developed some resources to help you understand the details of the changes that have been made and to help assess the impact to your organization.
Additional Resources
Access to a test environment
You can now log into test2.zenqms.com and try out the All New Documents Module ahead of 26-OCT. This environment is refreshed every Friday with your latest production data.
Webinars
We hosted a webinar series in the spring of 2024, please visit here for the recordings of these webinars. We will be re-running this webinar series leading up to October 26th, click here to sign up.
Knowledge Base
We have an All New Documents Module Overview series of articles covering topics such as: Transitioning to the All New Documents Module, New Features, Permission Mapping, Metadata Mapping, and more.
We also have a New Document Categories Overview series of articles which do a deep dive into configuring your new document categories.
UAT Template
An updated copy of the UAT template will be available in your Auditor Share Account.
Documentation
This release is being managed through change control 301-77. You can download a copy of the first stages of the system release record, including the requirements and testing traceability matrix for release notes here 29.0.0 System Release Record 301-77 Release Notes. An entire release record will be available for review after the release is completed, in the auditor share account.
As noted above, we expect 2-3 hours of downtime per environment.
Version Details
ZenQMS comprises a microservice architecture that breaks up large functions into smaller services. This reduces risk in the development and release process. This flagship release version is composed of the releases of the individual services components. It is entirely possible for a component service to not change versions in a release cycle even if other components do. Here is the summary for this release.
ZenQMS Release 29.0.0 contains the following “FixVersions”. We use FixVersion as an internal versioning scheme for our modules/services and maintain them in Jira.
AUTH 5.12, CCM 6.0, DM 3.0, IM 7.0, INSIGHT 2.0, PDF 9.0, TM 6.0, TRAIN 3.0, ZENQ 26.0
Updated Modules
This release is mainly focused on the Documents module however, this module is inherently connected to other areas of the application. Many of the changes/updates in the other affected modules are UI or bug related. Please see the full release notes for more detail.
- Account Backup
- Administration
- Change Control
- Daily Summary emails
- Documents
- Import/Export Data service
- Insights
- Issues
- Login/Authorization
- PDF generation service
- Reports
- Settings
- Tasks
- Training
Unchanged Modules
- Audits
- ZenSign
Important Notes
- This announcement plus the banner announcement in the application to ALL users is our formal announcement for the release.
- Deployment (as always) is handled by the ZenQMS team.
For questions please email help@zenqms.com.
Scope Added 10-OCT
Since the original publication of the release notes, we have added the following items to the traceability matrix:
- DM-5766: Document Category: PDF Export options - allow users to have better control of which rows are included in PDF Header (Metadata, Custom fields, Printed by & Time stamp)
- DM-5823: Custom field changes should apply to all category versions and all documents
- DM-5836: Integrate the "Can set a Training Item as Compliant / Non-Compliant for any user" with Manage Assigned Trainees -> Actions options
- DM-5837: Integrate the "Can See Training Records for Whole Company" with Manage Assigned
Trainees table - DM-5845: Documents: Keyword search should return results based on changes made in
Collaborative Editing - DM-5846: Document PDF Export: Header on exported PDFs should follow new category settings that allow users to hide the row with Document ID & Name
- DM-5847: Document PDF Export: Header on ZenQMS Data Page should have default settings in case header is turned off at the document level
- DM-5853: Documents must be limited to just one Draft Review workflow at a time
- DM-5870: Default Settings and Default Training Settings are editable for Active Categories
- INSIGHT-434: Insights Documents Dashboard: Documents Details table mapped to Created Date
- ZENQ-6577: Deprecate "Documents: Folders" page
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