29.3.0 Release Notes

Description

This minor release introduces some key enhancements across Documents, Training, Reports and Public API modules, as well as bug fixes across the app.

Key updates include:

• Ability to access standard reports for a member account under Settings -> Account -> Reports
  • REP-329    [Settings: Reports] As an Account Administrator, I want to be able to grant/revoke permissions for Reports Dashboard module
  • REP-334    [Settings: Reports] Create structure of the new "Reports" page
  • REP-370    [Settings: Reports] Ability to export standard/custom reports to CSV/Excel
  • REP-416    [Settings: Reports] Address the UI feedback for the Reports page
  • REP-460    [Settings: Reports] Capture in audit trail when a standard/custom report is downloaded
  • REP-471    [Settings: Reports] Enhance structure name of the report to include the file extension
  • REP-482    [Settings: Reports] Remove Reports toggle from Active Modules
  • REP-328    As a user, I need to have the old reports page moved under Audits Module dashboard
• Standard reports available for all clients
  • REP-336    [Settings: Reports] Create report "Administration & Settings: User Roles Detailed Report" - List of roles and all users assigned to those roles.
  • REP-339    [Settings: Reports] Create report "Administration & Settings: Group/Role Legacy Permission Analysis Report " - List of legacy permissions related to Training, Audits, QSheets, and Administration settings.
  • REP-340    [Settings: Reports] Create report "Administration & Settings: Custom Field Analysis Report (Legacy)" - List of legacy custom fields related to the Audits, Documents, QSheets, and Tests modules.
  • REP-341    [Settings: Reports] Create report "Administration & Settings: User Notification Settings Report" - Lists user notification settings per module, along with the corresponding account settings and an indication of which settings are applied.
  • REP-342    [Settings: Reports] Create report "Documents: Document Categories: General and PDF Export Option Settings Report" - A list of all document category settings configured under the General and PDF Export Options tabs.
  • REP-344    [Settings: Reports] Create report "Documents: Document Categories: Permission Settings Report" - List of all document category permission settings.
  • REP-410    [Settings: Reports] Create report "Documents: Document Training Challenge Question Count Report" - List of all documents and total number of training challenge questions for each.
  • REP-418    [Settings: Reports] Create report "Training: Training Course Syllabus Report" - All training course syllabus content including both documents and OJT events.
  • REP-343    [Settings: Reports] Create report "Documents: Document Categories: Workflow Settings Report" - List of all document category workflow configurations for each category version.
  • REP-417    [Settings: Reports] Create report "Documents: Document Training Challenge Question Details Report" - List of documents with training challenge questions including question text, choices, answers and pass/fail percentage.
  • REP-409    [Settings: Reports] Create report "Documents: Document Categories: Custom Field Settings Report" - A list of all document category custom fields for all category versions.
  • REP-420    [Settings: Reports] Create report "Training: Training Course Assignments Report" - All training course assignments including group/role and individual assignments and if user is course compliant.
  • REP-347    [Settings: Reports] Create report "Documents: Document Controlled Copy Report" - List of all controlled copies that have been issued to users.
  • REP-431    [Settings: Reports] Create report "Training: Training Events and Tests Pending Approval Signatures Report" - All training events and tests that are pending approval signatures.
  • REP-434    [Settings: Reports] Create report "Change Control, Issues, and Tasks: Open Change Control, Issues, and Tasks Report" - List of all open change controls, issues, and tasks with their immediate due date and assignee(s).
  • REP-432    [Settings: Reports] Create report "Administration & Settings: Account Single and Multiple Select Custom Field Options Report" - List of all account single and multiple select custom fields and their choices.
  • REP-473    [Settings: Reports] Create report "Change Controls: Change Control Project and Stage Completion Date Report" - List of all change control project and stage start dates, due dates, and completion dates.
  • REP-474    [Settings: Reports] Create report "Issues: Issue Project and Stage Completion Date Report" - List of all issue project and stage start dates, due dates, and completion dates.
• Public API new endpoints for auto provisioning users and roles in account
  • AUTH-1386    Public API: Endpoint to create a user
  • AUTH-1387    Public API: Endpoint to update user
  • AUTH-1388    Public API: Endpoint to get Roles
  • AUTH-1389    Public API: Endpoint to list users
  • AUTH-1390    Public API: Endpoints to assign/remove users to a role
  • AUTH-1391    Public API: Endpoints to assign/remove roles to a user
  • AUTH-1392    Public API: Endpoint to return the list of Sites
  • AUTH-1428    Public API: Update training records after removing or adding a user to a role via public endpoints
• Ability to launch and complete draft reviews on documents in a collaborative way, using Microsoft Office for the Web
  • DM-6194    [Document Draft Review] Update Launch Draft Review slider to include Annotations and Collaborative Editing options
  • DM-6208    [Document Draft Review] Allow users to launch a draft review based on Collaborative Editing option
  • DM-6210    [Document Draft Review] Allow participants in a Draft Review workflow to open/edit drafts in Collaborative Editing mode
  • DM-6213    [Document Draft Review] Allow participants in a Draft Review to mark as complete a Collaborative Editing Draft Review
  • DM-6223    [Document Draft Review] Handle exceptions generated by uploading not supported new revision or deleting all revisions while Draft Review is in progress
  • DM-6225    [Document Draft Review] Track draft reviews in Collaborative Editing mode on Review and Suggested Edits slider
  • DM-6230    [Document Draft Review] Update layout for the users selector on Launch Draft Review slider
  • DM-6604    [Document Draft Review] Collaborative Editing for Reviewers - Update UI/UX in alignment with the Microsoft Branding Kit for CSPP reverification
  • DM-6708    [Document Draft Review] Handle exceptions generated by removing reviewers while draft review workflow is in progress
• DM-6771 Enforce restriction on uploading a new revision/ deleting current revision from document's details page while document draft review is in progress
• DM-6772 Enforce restriction on uploading/ deleting/reverting revisions on Version History slider, while document draft review is in progress
• DM-6700 Document Category Name, Description, and Key can be edited when upversioning document category
• TRAIN-1180 [SCORM] Ability to preview SCORM file from Main/Training Dashboard after completing training
• ZENQ-6652 Add tooltip when hover over the Module under the Account Audit Trail table
• DM-5456 [Document: training] Add collapse/expand icon with functionality for Manage Assigned Trainees table
• MIG-471 [FlatFile for Data Migration] Update the document signatures to use the ZenQMS System User instead of Author
• INSIGHT - 515 [INSIGHTS] Training Completion Trend Widget - Drilldown behavior to only display completed on time or completed late records and counts based on portion of bar graph selected
• INSIGHT-512 [INSIGHTS] Audits Dashboard - Top Auditor Workload Widget to only include audits where one of the users is an auditor
• INSIGHT-557: Insights Exports - Ability to export dashboards, KPIs and visualizations to slide decks

Key critical and major bug fixes include:

• DM-6665   Documents Full Table Export does not show all values selected for Custom Multi-Select fields
• DM-6838    When a user is compliant on Training, then the Document is upversioned with retraining required, the user's new training due date is not considering max between EffectiveDate OR AssignmentDate+GracePeriod
• DM-6920    Documents: Changing the effective_date_option to "days_from_approval" is not setting the "effective_date_target_date" value, causing training due dates to be incorrectly calculated
• DM-6949   [View/Edit Documents] Review Date displayed as Invalid Date for documents created via batch Upload
• DM-6952    Event "Authors and Workflow Participants given training credit per settings"  appears in the Audit Trail for documents with "Automatically create training records for Authors/workflow participants?" OFF
• DM-6966    Document Next Review Date Incorrectly Calculated based on Approval Date Instead of Effective Date
  1. Newly created versions: The following logic sets the Review Date for new versions upon becoming Effective
     1. Review Date = Effective Date (EffectiveAt) + Review Interval
     2. Minor Upversion:
        1. The review date (next_review_date) of the original document should remain unchanged.
        2. The review date (next_review_date) of the minor upversioned document should be the same as the original document's next_review_date, which was set prior to the upversion.
        3. Both the original and minor upversioned documents should have the same next_review_date, which is the review date from the original document prior to upversion.
     3. Major Upversion:
        1. The review date (next_review_date) of the original document should remain unchanged.
        2. The review date of the major upversioned document should be updated based on the review interval and the Effective date, reflecting the correct calculated next review date.
  2. When users selects “Item is Current”
     1. When the user is performing a review and selects “Item is Current”, the review is completed, but a new version is not created.
     2. Review Date is updated based on completion date of the review workflow + Review Interval
  3. Correction Applied on Existing Documents:
     Post deployment we will execute a correction script to update Review Date on all existing documents to follow the above logic. Please note that documents in Approved state will no longer display any Review Date.
• IM-1524   New Account/Stage CF values not updating in previously opened records
• MIG-444    Configuration import: Attempting to import Roles/Permissions is throwing errors for assignable permissions caused by the fact that permissions name were changed in the app and not updated in the template
• AUTH-1454   When Importing Multiple Users System Allows Creation of Users with Invalid Characters in their Emails
• CCM-1898   Some change controls will not open in Safari or Firefox.
• DM-6457   [Document View/Edit: Custom Fields] Link in Plain Text/ Instruction not working
• DM-6487   Dashboard -> Items Past-Due Incorrectly Include Documents Due Today
• DM-6564   Some Documents Not Opening in Safari and Firefox
• DM-6600   Hyperlink in the Document Category Instruction Field opening a blank page
• DM-6663   User is unable to remove the value inserted in a document custom field
• DM-6699   Users assigned to train though a Course or directly to document are not able to see the custom fields on the document
• DM-6807   Annotations on Suggested Edits are disappearing after the 5 minute token refresh
• DM-6837   Inability to remove a completed task from links/attachments of a document
• DM-6851   Batch Upload: Completed training status is displayed for authors when Automatically create TR is ON and have Retraining interval <> Never
• DM-6857   Error displayed when user tries to open a document from Documents Full Table or Dashboard saying that he doesn't have permissions, when he does
• DM-6904   [Document: Training slider] Role assigned directly to document gets incorrectly removed when attempting to delete the Course-assigned role
• IM-1534   Date complex filter being parsed as plain text field
• MIG-362    'Always Last' choice for Step Options is not included in the excel Configuration template when exporting account configuration
• PDF-881   PDF export: Rubik & Futura fonts are not correctly converted in the exported PDF
• TRAIN-1205   User retraining interval is not correctly enforced when a new version of a Document is Approved (document is upversioned)
• TRAIN-1241   [Documents: Training] Roles with 0 users get 500 code when added to the Manage Assigned Trainees tab
• TRAIN-1284    Application slowness when working with assigned trainees of group and OJT events
• ZENQ-6052   Test module: Incorrect training status icon in other languages than EN
• ZENQ-6668    Disabled users displayed Training: Training Records - Groups

Please view the traceability matrix for more details on the full list of enhancements and bug fixes included in the release.

Schedule

Sandbox

Date: 27-APR-2025

Time:  12:00 UTC / 8:00 EDT 

Downtime: The total maintenance window is estimated to last 1 hour, with approximately 25 minutes of downtime expected during this period. The exact start time of the downtime may vary.

Production

Date: 27-APR-2025

Time:  13:30 UTC / 9:30 EDT 

Downtime: The total maintenance window is estimated to last 1 hour, with approximately 25 minutes of downtime expected during this period. The exact start time of the downtime may vary.

Impact

This release impacts users in the Documents Module, Change Control Module, Insights Module, Issues Module, Tasks Module, Training Module, Public API Module, Reports Module.

Documentation

This release is being managed through change control 301-96. 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 29.3.0 System Release Record 301-96 Release Notes. An entire release record will be available for review after the release is completed, in the auditor share account.

We expect up to 25 minutes of downtime per each environment (Sandbox and Production).

Version Details

ZenQMS comprises a microservice architecture that breaks up large functions into smaller services. This reduces risk in the development and release process. As such this flagship release version is actually 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 29.3.0 contains the following “FixVersions”. We use FixVersion as an internal versioning scheme for our modules/services and maintain them in Jira.

"AUTH 5.15", "CCM 6.1", "DM 3.12", "IM 7.6", "INSIGHT 2.4", "MIG 4.8", "PDF 9.6", "REP 4.1", "TRAIN 3.7", "ZENQ 26.8"

Updated Modules

• Administration
• Audit Trail
• Change Control
• Documents
• Import/Export Data service
• Insights
• Issues
• PDF generation service
• Public API
• Reports
• Tasks
• Training

Unchanged Modules

• Account Backup
• Audits
• Daily Summary emails
• Login/Authorization
• Notifications emails
• ZenSign

Important Notes

• This announcement plus the banner announcement in the application to ALL users is our formal announcement for the release.
• You will be able to log into test2.zenqms.com and try out the changes from 29.3.0 release ahead of 27-APR-2025. This environment was refreshed on 07-APR-2025 with your latest production data and will be available for you to login starting 16-APR-2025.
• To minimize disruption, we scheduled the 29.3.0 release deployment for a weekend. While we consistently aim for zero or minimal downtime, it was unavoidable in this instance and we expect up to 25 minutes of downtime during deployment. This release introduces primarily new features and improvements that should not significantly impact your daily operations. You can immediately access the new functionality for testing at test2.zenqms.com. We encourage you to prioritize testing the Document Draft Review changes, as they may have the most direct impact on your current workflows. Features such as the new Reports page in Settings and the new Public API endpoints can be explored at your convenience. We will be logging an internal deviation to document this exception to our minor release requirements.
• An updated copy of the UAT template will be available in your Auditor Share Account.
• Deployment (as always) is handled by the ZenQMS team.