29.4.0 Release Notes

Description

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

Key updates include:

• Ability to Change Categories of a Document
  • DM-6209    Access to the Category Change Option and Rules for Enabling the Category Change
  • DM-6292    Selecting a New Document Category
  • DM-6392    Custom Fields and Settings Update After Category Change
  • DM-6393    Audit Trail Log After Category Change

  • DM-6936    Add "Learn More" Article Link to Change Document Category Modal
    
    Check out the more information about this functionality here: Reassigning a Document to a Different Category

     

• Ability to launch and complete draft reviews on documents in a sequential way, allowing users to download and review the document on their locals
  • DM-6845    Add ‘Download and Review Sequentially on Local Device’ option to Launch Draft Review slider and make it the default option
  • DM-6861    Sequential Draft Reviews need to appear in Reviewers Daily Summary Emails
  • DM-6862    Email notification sent to Reviewers assigned to a Sequential Draft Review
  • DM-6863    When a Sequential Draft Review is in progress, Collaborative Editing will not be allowed
  • DM-6896    Reviewers need the Sequential Draft Reviews assigned to them to appear on Main Dashboard under Signatures Needed
  • DM-6897    Draft Reviewers in the Sequential process need a page to view the PDF rendering of the document
  • DM-6898    Draft Reviewer needs to view the Revision History of the document they are performing a Sequential Draft Review on
  • DM-6912    Draft Reviewer to click "Submit Review" to complete their sequential draft review
  • DM-6913    Authors to check status of in process or complete sequential draft reviews on the Reviews/Suggested Edits slider
  • DM-6941    Authors need to be able to manage in process sequential draft reviews to add or remove users from the review
  • DM-7147    Improve sequential draft review page to prevent users from submitting review/uploading revisions if they are not next in line for performing the review
  • DM-6973    Draft Reviewer needs to download the current revision to their local drive for editing
  • DM-6974    Comments being enter by the Draft Reviewer on the Sequential Draft Review page will be autosaved

  • DM-6975    Draft Reviewer needs to upload a new revision and see the file name on the Sequential Draft Review page
    
    Check out the more information about this functionality here: Draft Reviews with Sequential Reviewers

     

• Link comment fields from Documents -> Make Selected Users Compliant Signature Slider to Account Audit Trail: Comment field and expose into Training Certificate
  • DM-7029    Insert the Comment input from Documents - Make Selected Users Compliant under the Account Audit Trail > Comment field
  • TRAIN-1431    Add a new field Comment in the training certificate

  • DM-7163    Add 'Comment' column to the Account Audit Trail exported CSV/Excel
    
    Check out the more information about this functionality here: Adding a Comment When Marking a User Compliant

     

• Public API enhancements & new endpoints
  • Add new "API Name" field on Custom fields to support better integration using the Public API endpoints
    • AUTH-1462    Update UI slider to show the new "API Name" field
    • AUTH-1463    Documents API changes to accept the new "API Name" field

    • AUTH-1464    Morpheus (Change Control/Issues) API changes to accept the new "API Name" field

       

• Endpoints for Searchability on Users Fields and Custom Fields Update
  • AUTH-1450    Public API: Expose more fields to "users/search" endpoint to enhance search capabilities
  • AUTH-1451    Public API: Allow updating Custom Fields values on "update user" endpoint (for all type of custom fields except single-selection and multiple-selection fields)

  • ZENQ-6659    Public-API: Endpoint to create Issue and Change Control

     

• Updates to the third-party libraries that help convert files to PDF and render them in the WebViewer. Below is a summary of the functional changes and bug fixes. 

  
  For a detailed overview of changes from 29.4.0 Release related to PDF export, check this article.
  For a detailed overview of changes from 29.4.0 Release related to WebViewer, check this article.

   

• PDF-943    PDF conversion: Rich Text fields should be flattened during conversion of files to PDF:
  • This ensures that their contents are rendered as static/read-only in the final PDF.
  • The full content remains visible, preventing issues with hidden or clipped text.
  • For a detailed overview of Supported Form Fields, check this article.
  • PDF-938    PDF conversion: Dynamic Table of Contents fields should not have their content updated during conversion (just page numbers should be updated)
    • This change aims to make the final PDF match the original Word document's Table of Contents, addressing client complaints about discrepancies.
    • Before this update: When converting documents to PDF, the Table of Contents was intentionally updated with specific code. This was similar to opening the Word file, right-clicking on the Table of Contents, and selecting Update Field - Update Entire Table. This sometimes led to a mismatch between what you saw in the PDF (the updated Table of Contents) and what you saw in the original document (where the Table of Contents had not been updated).
    • After this update: if a user modifies a header in the original document but does not click Update Table of Contents before saving and uploading it as a revision in the ZenQMS app, we expect:
      • The Table of Contents will not update with the new Header value.
      • The Table of Contents will reflect the correct page number(s).
    • For a detailed overview of the behavior of Dynamic TOC and other dynamic references during PDF conversion of DOC/DOCX files, please check this article.
  • PDF-838    PDF conversion: Table Header from original file not replicating correctly on all pages after conversion in ZenQMS
    • Corrected the behavior of Table Header Rows from MS Word documents. Previously, table headers marked as "Repeat as header row at the top of each page" in Word documents did not consistently carry over during PDF conversion. This resulted in missing headers on subsequent pages in the exported PDF.
    • As of 29.4.0 Release, this issue has been resolved: headers now correctly repeat across all pages, mirroring the behavior of the original Word file.
  • PDF-919    PDF conversion: Fields of type "plain text" are not always detected when converting to PDF, causing some of them to remain static/non-editable in the PDF exported from ZenQMS
    • The detection logic for Plain Text fields has been enhanced, particularly for fields containing numerical values.
      • Previously, these fields were not always recognized correctly and could be excluded from the editable output.
      • With this release, Plain Text fields, including those with numbers, are preserved as editable in the exported PDF
  • PDF-737    PDF Conversion: Exception thrown when trying to convert docx file that contains Macro Buttons fields
    • Macro Buttons are interactive elements inserted into Word documents to trigger VBA macros when clicked. When converting .doc/.docx documents to PDF using Aspose.Words and Aspose.PDF.Drawing:
      • MacroButton fields lose all interactivity during PDF export.
      • The DisplayText inside a MacroButton field is treated as static document content.
      • If MacroButton fields are not removed, their DisplayText - even if normally invisible or system-related (e.g., HTMLDirect) - may appear unexpectedly in the final PDF, resulting in unwanted visual artifacts.
    • To prevent this, we explicitly remove all Macro Button fields before conversion.
    • For a detailed overview of Macro Buttons behavior, please check this article.
  • PDF-667    PDF conversion: Files with Form Fields are throwing an exception when converted to PDF
  • PDF-880    Content from tables is shifting during PDF conversion process
  • PDF-872    Heavy PPTX file with  cannot be viewed/exported as PDF
  • PDF-844    Font size becoming larger in the app when rendering document in WebViewer
  • PDF-832    PDF conversion: table headings appear only on the first page and do not repeat as expected in multi-page tables
  • PDF-819    PDF Conversion process removes table header and formatting
  • PDF-817    PDF: Inconsistent text appearance in PDF conversion specific to Word document with flow charts
  • PDF-790    PDF Conversion: The image inside the PDF is not rendering properly when converted
  • PDF-784    PDF conversion: Files with fonts from Futura family are not converted correctly to PDF
  • PDF-740    PDF conversion: Specific Client file with digital signatures not rendering in WebViewer - some information is missing
  • PDF-652    Documents revision comparison failing with specific Word files
  • PDF-168    PDF: Watermark containing hindi and chinese chars has issues when rendered
  • DM-6964 WebViewer: Documents with annotations in the original file cannot be viewed in Review mode (draft review/periodic review)
  • DM-7153 Document in Review Mode: click on View all Annotations link causes the document to not be rendered anymore
  • DM-7149 WebViewer: Remove Compare Pages option from Review Mode because it is causing current revision document to temporarily disappear from the WebViewer
  • DM-7104 WebViewer: User can select and copy text from the document in Review mode
  • DM-7129 Document in Review mode: when trying to edit a comment, it disappears from the text box
  • DM-7025 WebViewer: When performing Draft Review/Periodic Review sometimes the editing toolbar is missing from the viewer, preventing users from leaving comments and progressing in their workflow
  • DM-6759 Document Annotations view: Investigate and fix the comment status box positioning issue
• AUTH-1460    [API Settings] Remove the Permission Column from API Tokens Table
• AUTH-1461    [API Settings UI] Fix Font Size and Spacing in API Settings Slider
• DM-6179    [Documents & Archive Full Tables] Add category selector dropdown to table header to allow filtering by a specific category and add custom field columns to the table. Expose "Category Name" as a default column in the table
• DM-6918    [Document View/Edit] Add Yellow Banner with Hyperlink to New Document Version to improve navigation
• ZENQ-6669    [Main Dashboard] Rename "Items Past Due" section on Main Dashboard to be "Items Past Due (non-Training)" to enhance clarity
• INSIGHT-560    Insights Exports - Ability to export KPIs and visualizations as Raw (CSV) Data files
• INSIGHT-563    Recurring and one-time audits to also show months with zero audits
• INSIGHT-564    Insights: Tasks - Omit “draft” tasks in “Past Due Tasks by Month” widget
• TRAIN-881    SCORM User Experience: Add "Reset attempts" button (Check out the more information about this functionality here: Resetting SCORM Training Attempts for Users)
• DM-6187    Update of the Documents training tab to use the collapsed-expand sections
• MIG-496    [Configuration Migration] Rework the Account Custom Fields to be unique columns and have enhanced column naming
• ZENQ-6714    Pre-release support for New Main Dashboard

Key critical and major bug fixes include:

• DM-6960    Effective Date 'Based on Days from Approval' should trigger effectiveness at midnight on the intended Effective Date, not based on the hour it was approved
• DM-7003    Document names containing line breaks "/n" result in error when rendering/opening the document
• DM-7189    Documents: Review and Correct Spanish Translation for Signatures Slider Header when Approving Document minor Version
• MIG-498    [Configuration/Migration] Importing a Issues/Change Control category that is duplicated in the target account is updating the existing category with configuration changes
• TRAIN-1403    Course Syllabus: renaming draft version of a document should not impact the name of the effective versions included in course syllabus
• DM-6964    WebViewer: Documents with annotations in the original file cannot be viewed in Review mode (draft review/periodic review)
• PDF-838    PDF conversion: Table Header from original file not replicating correctly on all pages after conversion in ZenQMS
• AUTH-1486    User with multiple special characters in their email are not able to reset the password nor login in the application
• DM-5997    Keyword search not returning results from Draft Versions when the document has a Draft version and an Effective version
• DM-6543    Rejecting document workflow signatures: Losing Comments on Rejection Workflow When Moving to a Different Tab
• DM-6601    Documents Full Table: Unable to sort data from the table based on "Category" column
• DM-6647    Empty audit trail event when canceling a Document draft review
• DM-6810    User Multi-Selection Custom Fields Displaying User ID Instead of Selected Response on Audit Trail
• DM-6879    Keyword search is returning results on older draft revisions for a draft document
• DM-6968    Documents Archive: Users cannot switch back to default view after applying filters in a saved view on archive table
• DM-6996    Workflow/Signatures slider: Wrong order for first steps configured in the document category with at least one Always Last step
• DM-6999    Workflow/Signatures slider: Ad-hoc step order is wrong in workflows containing simultaneous steps
• DM-7015    Workflow/Signatures slider: Wrong steps order after launching a workflow with multiple steps marked as Always Last
• DM-7113    Collaborative Editing (WOPI) modal window layout is broken when the name of the uploaded revision is long and does not contain spaces
• DM-7112 Training status incorrectly set to "New/Incomplete" for authors on Minor version documents
• DM-7148    Account Audit Trail table is not showing description for event when a Retired document is deleted
• DM-7160    When creating documents with Batch Upload an error is displayed indicating that the documents were not created IF custom fields values are filled in
• INSIGHT-514 Insights: Saved Views are not remembering some of the filtering options
• MIG-538 [Migration-Configuration][FF][CCF][Role-Users Single and Multiple Selection] Change the behavior on FF to reflect the same as the ZenQMS UI
• TRAIN-598    SCORM: Order of the columns, add/remove columns and sorting/filters should behave as Documents Full Table
• TRAIN-1314    Trainee Records -> Whole Company: Exporting table to excel/csv fails when filtering by Site is applied
• TRAIN-1349    Completed/Signed Training Records are NOT created for a workflow participant after performing a minor upversion for a document with Automatically create TRs for Authors/WF participants ON
• TRAIN-1354    Users cannot complete the retraining on SCORM due to "You have already completed this training" yellow message
• TRAIN-1357    Retraining is not created when the User Retraining Interval is changed from Never to a value for SCORM
• TRAIN-1367    SCORM: User is able to download the training certificate for virtual TR from Dossier, when instead should be displayed a tooltip
• TRAIN-1393    Adding an OJT in the syllabus of a course creates active training records for disabled users assigned to the course
• TRAIN-1394    OJT Training: Training record status is not correctly updated when retraining interval is changed
• TRAIN-1399    Course-> Add Documents to Syllabus: Users are not seeing all the documents they should have access to for populating Course Docs syllabus
• ZENQ-6657    API Settings slider: users should see ALL active documents categories from account when configuring API tokens
• DM-7104    User can select and copy text from the document in Review mode
• DM-7149    Compare Pages option from Review Mode is causing current revision document to temporarily disappear from the WebViewer
• DM-7153    Document in Review Mode: click on View all Annotations link causes the document to not be rendered anymore
• PDF-667    PDF conversion: Files with Form Fields are throwing an exception when converted to PDF
• PDF-737    PDF Conversion: Exception thrown when trying to convert docx file that contains Macro Buttons fields
• PDF-919    PDF conversion: Fields of type "plain text" are not always detected when converting to PDF, causing some of them to remain static/non-editable in the PDF exported from ZenQMS
• REP-551 Reports Library - Document Categories: Permission Settings Report - Disabled Users Showing in Report
• REP-552 Reports Library - Documents: Documents Controlled Copy Report - Copy ID Issue
• TRAIN-1351    Long name is not displayed correctly on SCORM page 

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

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 outside top hours, to provide as little interruption to normal operations as possible.

Sandbox

Date: 11-JUN-2025 UTC

Time:  12:00 pm UTC 

Downtime: No downtime

Production

Date: 13-JUN-2025 UTC

Time:  01:00 am UTC 

Downtime: No downtime

Impact

This release impacts users in the Documents Module, Insights Module, Training Module, Public API Module, Reports Module, ZenSign Module.

Documentation

This release is being managed through change control 301-102. 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 29.4.0 System Release Record 301-102 Release Notes. An entire release record will be available for review after the release is completed, in the auditor share account.

We expect no downtime.

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 29.4.0 contains the following “FixVersions”. We use FixVersion as an internal versioning scheme for our modules/services and maintain them in Jira.

"AUTH 5.16", "DM 3.13", "INSIGHT 2.5", "MIG 4.9", "PDF 10.0", "REP 4.2", "TRAIN 3.8", "ZENQ 26.9", "ZenSign 2.0"

Updated Modules

• Audit Trail
• Documents
• Import/Export Data service
• Insights
• PDF generation service
• Public API
• Reports
• Training
• ZenSign

Unchanged Modules

• Account Backup
• Administration
• Audits
• Change Control
• Daily Summary emails
• Issues
• Login/Authorization
• Notifications emails
• Tasks

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 29.4.0 release ahead of 13-JUN-2025. This environment was refreshed on 07-APR-2025 with your latest production data and will be available for you to login starting 29-MAY-2025.
• To minimize disruption, we scheduled the 29.4.0 release deployment to sandbox and production separately. Both will occur outside top hours, to provide as little interruption to normal operations as possible. We expect zero downtime. 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 and Change Categories of a Document, as they may have the most direct impact on your current workflows. Features such as 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.
• The ZenSign for Documents feature is entering Beta phase and is being deployed in this release. This does not impact most users and likely if it does impact you, you are already aware of this impact. There is a separate section in the traceability matrix covering the requirements of this feature. We are including these requirements for informational purposes only. If you are not participating in this Beta phase, then this does not impact you.
• An updated copy of the UAT template will be available in your Auditor Share Account.
• Deployment (as always) is handled by the ZenQMS team.