30.2.0 Release Notes

Alina Cobarzan • Created • Last updated
Update 20-NOV-2025:
Minor scope changes:
- REP-683: [Reports] Fix missing documents in exported reports due to RLS policy excluding items created by system@zenqms.com user that is used in Flat File Documents Migration was included in the release scope.

Description

The 30.2.0 release delivers powerful enhancements that make ZenQMS smarter, faster, and more flexible across core modules. This version introduces intelligent forms with Conditional Logic, allowing administrators to create dynamic Change Controls and Issues that adapt in real time based on user input - showing only the fields that matter and reducing workflow complexity. We’ve also added configurable Key ID formatting, giving teams full control over numbering schemes, date embedding, and padding for consistency and compliance across the platform.

ZenSign gets a major productivity boost with delegation for external signatures and the ability to resend signature requests, ensuring smoother collaboration and faster item completion. A suite of new reports provides deeper visibility into training and due date extensions.

 

Watch the video below showcasing the new features coming in 30.2.0.

 

 

Key updates include:

  • Introducing support for intelligent forms with Conditional Logic in Change Controls & Issues modules. Conditional Field Visibility: Define when other form fields become visible or required based on specific values. This saves users time and effort by showing only relevant fields and reducing the number of stages they need to complete in workflows.

    • IM-1652 Allow Admins to Configure Conditional Field Visibility and Requirements on Change Controls and Issues – Admins can now set up conditional logic between custom fields, making fields visible or required based on specific values in Change Controls and Issues. This streamlines forms, reduces clutter, and ensures users only see and complete relevant fields.

    • IM-1653 User behavior when filling Change Controls and Issues with dependency rules under new Custom Field Logic – End users now experience dynamic forms: fields appear or become required based on admin-defined rules, and validation ensures all required information is provided before submission. This reduces errors and enforces data completeness according to configured dependencies.

  • Ability to configure flexible numbering, padding & date formats for Key IDs in Change Controls, Issues and tasks modules. Automated Key ID formatting: Automatically embed the year ({YYYY}), month ({MMM}), or day ({DD}) into Key IDs to eliminate manual year-end resets.

    • IM-1628 Rework the Issues/Change Controls category to use the new formatted KeyID – The Issues and Change Controls categories now support a configurable KeyID format, automating year and leading zero inclusion for consistent, unique identifiers across all items.

    • IM-1630 Display the formatted KeyID for Item headers, dashboard: signatures needed, tasks, Category config pages, PDF Export – The new KeyID format is now displayed in item headers, dashboards, task tables, category configuration pages, and PDF exports for improved clarity and consistency.

    • IM-1631 Display the formatted KeyID for email notifications – Email notifications for Issues, Change Controls, and Tasks now include the newly formatted KeyID, ensuring recipients see the correct identifier format.

    • IM-1633 Display the formatted KeyID for member backup – Member backup exports (PDF and CSV) now display the formatted KeyID for Issues, Change Controls, and Tasks, maintaining consistency across exported data.

    • IM-1634 Display the formatted KeyID for Account Audit Trail – The Account Audit Trail UI and exports now show the formatted KeyID for new actions and records, providing clear traceability for recent activity.

    • IM-1642 Add a new button 'Display Format' inside the Change Controls/Issue category page along with a slider to edit the Key Format – A new “Display Format” button and slider have been added to the category page, allowing users to easily configure and preview the KeyID format.

    • SIGN-734 Display the formatted Key ID for ZenSign pages and downloaded PDF – The formatted KeyID is now shown on ZenSign pages and in downloaded PDFs, ensuring external assignees and completed documents reflect the correct identifier.

  • Enhanced ZenSign experience across Documents, Change Controls, and Issues by introducing greater flexibility and consistency in managing external signatures. Users can now resend signature request emails to external assignees and delegate signing steps to new external users, with full audit trail capture, permission checks, and concurrency safeguards to ensure data integrity. This allows users to manage their in-process external signatures without having to cancel the entire workflow and re-launching, saving time and streamlining the item management process.

    • SIGN-661 [Documents] Resend Email Signature Requested notification to external assignees – Added a button to resend signature request emails to external assignees in document workflows, with audit trail capture and permission checks. Button is visible if (step status=ZenSign: Email Notification Sent OR ZenSign: Item First View) AND ZenQMS user accessing the document has Administration: Account Super User permission OR is the author of the document or has the permission Can Edit Any Document in Category in the document category.

    • SIGN-663 [Documents] Display Delegate button for steps assigned to external users, based on specific permissions – The Delegate button is now visible for steps assigned to external users, based on user role, permissions, and step status.

    • SIGN-664 [Documents] Implement 'Delegate this step to new user' functionality for steps assigned to external users – Users can now delegate workflow steps to a new external user via a pop-up, with validations and audit trail updates.

    • SIGN-666 [Change Control/Issues] Resend Signature Requested email notification to external assignees – Added a button to resend signature request emails to external assignees in Change Control/Issue workflows, with audit trail capture and concurrency handling.

    • SIGN-668 [Change Controls/Issues] Display Delegate icon for ZenSign steps assigned to external users based on specific conditions/permissions – The Delegate icon is now shown for ZenSign steps assigned to external users in Change Controls/Issues, based on permissions and step status.

    • SIGN-669 [Change Controls/Issues] Implement slider and functionality for delegating ZenSign steps – Introduced a slider to delegate ZenSign steps to a new external user, with validations, audit trail, and updates to workflow tables and exports.

    • SIGN-670 [Change Controls/Issues] Handle edge cases/concurrency scenarios – Improved delegation logic to handle concurrency scenarios, ensuring users cannot delegate steps that have already been signed or when workflows are cancelled.

    • SIGN-671 [Documents] Handle edge cases/concurrency scenarios – Enhanced delegation logic in document workflows to prevent delegation after a step is signed or a workflow is cancelled, with clear error messages and UI refresh.

    • SIGN-679 Replace Delegate icon with a button on Change Controls/Issues – Updated the UI to use a button instead of an icon for delegation in Change Controls/Issues, aligning with the Documents module for consistency.

    • SIGN-689 [Documents] Improve alignment of buttons Resend Email and Delegate in Workflow/Signature Slider – Improved the alignment and sizing of Resend Email and Delegate buttons in the workflow/signature slider for a more consistent user experience.

    • ZENQ-7333 Ensure the signing experience (ZenSign) in Issues and Change Control match the Documents module – Updated the ZenSign component in Issues and Change Controls to match the styling and logo usage of the Documents module, ensuring a consistent signing experience across modules.

  • New Reports Added to the Reports Module:

    • REP-426 [Settings: Reports] Create report "Training: Document Training Assignment Report" – This report displays training document assignments, capturing member, document, and user details to track training status and completion.

    • REP-466 [Settings: Reports] Create report "Change Controls: Change Controls and Tasks Due Date Extension Request Report" – This report lists all due date extension requests for change controls and related tasks, showing original and new due dates, requestors, and approval status.

    • REP-546 [Settings: Reports] Create report "Training: Active User Training Report" – This report focuses on active users’ training assignments, detailing user status, training items, due dates, and completion metrics for performance assessment.

    • REP-547 [Settings: Reports] Create report "Training: Disabled User Training Report" – This report mirrors the active user training report but for disabled users, providing insights into training status and history for inactive accounts.

    • REP-651 [Settings: Reports] Create report "Issues: Issues and Tasks Due Date Extension Request Report" – This report displays due date extension requests for issues and related tasks, providing visibility into pending and completed extensions with all relevant details.

  • We continued to enhance the recording of audit events for key actions across the app, by updating the system to log audit trail metadata immediately during each transaction - rather than relying on a background worker. This improvement ensures better transparency, faster compliance reporting, and a more responsive experience for administrators. We will implement these updates on a service-by-service basis over the next several releases. In version 30.2.0, we are applying these changes to the following areas:

    • AUTH-1612 Update audit events for updating SSO configurations to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table.

    • AUTH-1613 Update audit events for creating SSO configurations to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1614 Update audit events for disabling SSO configurations to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table.

    • AUTH-1615 Update audit events for adding/removing SSO domains to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • IM-1714 Update audit events for category version creation to capture metadata directly in Morpheus API, reducing the time required for information to appear in UI Audit Trail Table

    • IM-1719 Update audit events for category version activation to capture metadata directly in Morpheus API, reducing the time required for information to appear in UI Audit Trail Table

    • ZENQ-7492 Update audit events for notification settings changes to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • API-1 Update audit events for API token updates to capture metadata directly in Public API, reducing the time required for information to appear in UI Audit Trail Table

    • API-2 Update audit events for API token activation and deactivation to capture metadata directly in Public API, reducing the time required for information to appear in UI Audit Trail Table

    • API-3 Update audit events for API token creation to capture metadata directly in Public API, reducing the time required for information to appear in UI Audit Trail Tab

    • API-4 Update audit events for API token recreation to capture metadata directly in Public API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1616 Update audit events for user password changes to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1617 Update audit events for user 2FA changes to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1618 Update audit events for user email changes to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1619 Update audit events for user preference changes to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1620 Update audit events for user logins to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

    • AUTH-1621 Update audit events for user personal information changes to capture metadata directly in Endurance API, reducing the time required for information to appear in UI Audit Trail Table

  • Other enhancements across the application aimed at enhancing user experience, improving system functionality, and ensuring data integrity across various modules. These updates address key areas such as workflow management, document handling, and user interface enhancements.

    • API-6 Prevent token owner from being automatically assigned as Project or Stage assignee when creating Issues/Change Controls via Public API – This update ensures the token owner is not auto-assigned as a project or stage assignee, preventing duplicate assignments and database errors during API operations.

    • API-7 Fix permission validation when creating Issues/Change Controls via Public API – Permission checks now validate only the token’s WRITE access, ensuring only properly authorized tokens can create issues or change controls, regardless of the user’s permissions.

    • DM-7846 Replace all references to "Microsoft Office" with "Microsoft 365" – All instances of “Microsoft Office” in the application have been updated to “Microsoft 365” for consistency and compliance with Microsoft’s branding.

    • DM-7898 Reset Next Review Date when “Manual Override” is unchecked – The system now resets the Next Review Date based on application rules when “Manual Override” is unchecked, improving clarity and consistency in review scheduling.

    • PDF-1031 Add Figtree as supported font for viewed/exported PDF – The Figtree font is now supported in viewed and exported PDFs, preserving original document formatting and improving visual consistency.

    • TM-315 Optimize query structure to improve performance of Tasks tables in Dashboard and Full Table – Query structures for Tasks tables have been optimized, resulting in improved performance and faster data retrieval across dashboards and full tables.

    • REP-631 Audit Trail: Track Creation and Updates to Custom Reports – Creation and updates to custom reports are now logged in the audit trail, providing a detailed record for compliance and traceability.

    • MIG-571 [Flatfile Configuration Migration] Improve handling and validation of non-existent dates in import templates – Flatfile import validation now detects and highlights invalid or non-existent dates, providing clear error messages and pinpointing problematic cells for easier correction. Note: this only affects the tool used internally by ZenQMS Support team to migrate existing configurations into the system.

    • MIG-596 Account Custom Fields / Choices - Create tabs and import – Added two new tabs, Account CF Settings and Account CF Choices, to the Excel Migration Template, enabling support teams to define custom field metadata and choice values directly in the template for streamlined configuration imports. Note: this only affects the tool used internally by ZenQMS Support team to migrate existing configurations into the system.

    • MIG-597 Account Custom Fields Settings & Choices - Add validations and Submit – Enhanced the import process with robust validations for custom field settings and choices, ensuring data integrity and enabling all-or-nothing submissions to the ZenQMS app. Note: this only affects the tool used internally by ZenQMS Support team to migrate existing configurations into the system.

Key critical and major bug fixes include:

  • API-8 Public API v2 endpoints incorrectly allow READ-only tokens to create Issues/Change Controls – Fixed an issue where API v2 endpoints permitted READ-only tokens to create issues or change controls, ensuring only tokens with proper permissions can perform these actions.

  • DM-7775 Launching Document workflows triggers “This field is required” error even when all required fields are filled – Resolved a bug where users received erroneous “This field is required” errors during workflow launches, even when all required fields were completed.

  • DM-7904 Creating Documents via Batch Upload will generate Approval workflows marked as completed without a completion date – Fixed a bug where approval workflows created through batch upload were marked as completed but lacked a completion date.

  • API-9 Comments header not reflected in Audit Trail when creating documents via Public API – Addressed an issue where comments sent in the API request header were not recorded in the Audit Trail when creating documents via the Public API.

  • CCM-1880 Prevent Autosave failure when users are actively inputting text into formatted paragraph fields – Improved autosave logic to prevent data loss for users actively typing in formatted paragraph fields, even if there is no mouse movement or clicks.

  • DM-6852 Ensure document dropdowns only show active Custom Field options – Fixed document dropdowns to display only active custom field options, preventing selection or approval of soft-deleted options.

  • DM-7413 Multiple Copy IDs for Controlled Copy requested by one user – Fixed an issue where multiple copy IDs could be generated for a controlled copy when requested rapidly by the same user.

  • DM-7428 Make sure no Duplicate Workflows are generated when Review is started in a new tab – Enhanced workflow logic to prevent duplicate workflows from being created when a review is started in a new browser tab.

  • DM-7556 Restore the ability for authors/document editors to respond to suggested edits comments – Restored the functionality for authors and document editors to respond to suggested edits comments, which was previously unavailable in recent versions.

  • DM-7806 Role/User Single Selection fields show inconsistent behavior after deleting selected values in open records for Issues/Change Controls – Improved the behavior of Role/User Single Selection custom fields to ensure consistency when deleting selected values in open records.

  • DM-7830 Users should not be allowed to upload attachments in comments while performing reviews in annotations mode (draft reviews, periodic reviews, suggested edits) – Uploading attachments in annotation comments is now prevented for all review types.

  • DM-7902 Review date not retained correctly in minor upversions when “Do not update” option is selected and a second minor upversion doesn't become Effective – Fixed an issue where the review date was not correctly retained in certain minor upversion scenarios.

  • IM-1284 System allows non-editors to revert stages, causing multiple stages to be active at the same time in the same Issue/Change Control – Resolved a bug that allowed non-editors to revert stages, which could result in multiple active stages simultaneously.

  • IM-1595 Exported Issues Full Table shows missing or duplicated data when ordered by custom field in descending direction – Fixed export logic to ensure Issues Full Table displays accurate data when sorted by custom fields in descending order.

  • IM-1603 Verify that Issue Audit Trail URL accurately reflects the Issue module for correct feature usage reporting – Updated the Issue Audit Trail URL to correctly reference the Issue module, improving feature usage reporting accuracy.

  • SIGN-675 "User Not Found" instead of the external assignees names is shown in the documents full table/account backup exports – Fixed an issue where external assignee names were not displayed in exports, now showing correct names as in the UI.

  • SIGN-700 Version number not visible in the filename of PDFs downloaded via ZenSign when the Document Version Name is very long (more than 100 chars) – Ensured that the version number is always included in PDF filenames, even when document names are long.

  • SIGN-721 [Change Control/Issues] Filtering by external assignees in Workflow pending signatures column is not working when using multiple words – Improved filtering logic so that searching by multiple words for external assignees in pending signatures now works as expected.

  • SIGN-722 Zensign: Resending Security Code fails during authentication flow for Documents – Fixed an issue where resending the security code during document authentication in ZenSign would fail.

  • TRAIN-1566 Retiring a document that is part of the syllabus of a course breaks the ordering of items in the syllabus – Addressed a bug where retiring a document in a course syllabus disrupted the order of syllabus items.

  • TRAIN-1697 Users can extend due dates on training that's already been completed, which makes finished training show up as "coming due" again – Prevented users from extending due dates on completed training, ensuring finished training does not reappear as "coming due."

  • ZENQ-7204 Backup service failing (repeatedly) on what appears to be filename length – Fixed backup service failures caused by excessively long filenames, improving reliability of scheduled backups.

  • ZENQ-7417 Pie Chart % View Missing Past Due Items When Under 1% on Training Dashboard – Corrected the Training Dashboard pie chart to always display past due items, even when they represent less than 1% of the total.

  • REP-683   [Reports] Fix missing documents in exported reports due to Row Level Security policy excluding items created by system@zenqms.com user that is used in Flat File Documents Migration – Some historical documents migrated into the system via FlatFile were missing from exported reports because the Row Level Security policy was blocking items created by the system@zenqms.com user. This fix updates the Row Level Security policy to include an exception for this user, ensuring all migrated documents now appear correctly in report exports.

Beta Features

The “New Main Dashboard” and “Smart column search to find documents easily powered by Artificial Intelligence” features are entering the Beta phase and will be deployed in this release. This primarily affects account administrators, who will receive further information. A separate section in the traceability matrix outlines the requirements for these features, included for informational purposes only. Anyone who is a part of the Administration: Account Super User role will have the option to toggle to the "New Main Dashboard" upon this release and will have early access. Please note, the early access of the "New Main Dashboard" will not include Audits module data or any signature that are pending from the Audits module, events, or tests. The next scheduled release, 30.3.0, will add the Audits module data and other pending signatures to the "New Main Dashboard".

If you would like to participate in the beta for the "Smart column search to find documents easily powered by Artificial Intelligence", please submit a ticket to the helpdesk.

 

Upcoming Features (Pre-release Support) 

This release includes updates to support new features planned for future releases. These changes do not affect current application functionality. All updates are fully validated to ensure there is no unintended impact on your experience.

  • DM-7863 Pre-release support for Documents Full Table Group Actions - 30.2.0 Release

  • TRAIN-1795 Pre-release support for including SCORM trainings into Documents Module - 30.2.0 Release

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: 02-DEC-2025

Time:  8am EST / 13pm UTC

Downtime: No downtime

 

Production

Date: 03-DEC-2025

Time: 03-DEC-2025 8pm EST / 1am UTC (04-DEC)

Downtime: No downtime

 

Impact

This release impacts users across the following modules: Change Controls, Documents, Issues, Tasks, Training, Reports, and ZenSign.

 

Documentation

This release is being managed through change control 301-119. 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 30.2.0 System Release Record 301-119 Release Notes. An entire release record will be available for review after the release is completed, in the auditor share account.

 

An updated copy of the URS/UAT template will be available in your 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 30.2.0 contains the following “FixVersions”. We use FixVersion as an internal versioning scheme for our modules/services and maintain them in Jira.

"AI 0.1","API 1.0","AUTH 5.19","CCM 6.4","DM 3.19","IM 7.11","MIG 4.12","PDF 10.4","REP 4.5", "TM 6.5","TRAIN 3.13","ZENQ 28.0","ZenSign 2.5"

 

Updated Modules

  • Account Backup

  • Audit Trail

  • Change Control

  • Daily Summary emails

  • Documents

  • Import/Export Data service

  • Issues

  • Notifications emails

  • PDF generation service

  • Public API

  • Reports

  • Settings

  • Tasks

  • Training

  • ZenSign

Unchanged Modules

  • Administration

  • Audits

  • Insights

  • Login/Authorization

     

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 30.2.0 release ahead of 03-DEC-2025. This environment was refreshed on 04-NOV-2025 with your latest production data and will be available for you to login starting 19-NOV-2025.

  • To minimize disruption, we scheduled the 30.2.0 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 prioritizing testing the following features as they may have the most direct impact on your current workflows: Conditional Field Logic in Change Controls and Issues, Formatted Record IDs, ZenSign Delegation and Resend Enhancements. Other enhancements can be explored at your convenience.

  • Beginning in November 2025, ZenQMS is adopting a new traceability matrix format for its software updates. See this article for details.

  • Deployment (as always) is handled by the ZenQMS team.

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