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 | eSign Document Management
Release Date: Nov 17, 2023 |
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Training Due Dates
All Training assignments now include Due Dates. This is a system wide improvement that affects several areas of the application:
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Due date range is limited to within the next year.
Currently open training items will have a Due Date of “N/A”. Users can complete those training items as is, or those users can be re-assigned to apply a Due Date.
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Periodic Document Reviews
Post-release periodic document reviews are now supported in the app.
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Periodic Review Frequency (default 365 days) is configured in Document Settings
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Document Search Views
The document search and document search macro have been upgraded to allow display of 4 different tailored views. Each view has specific displayed columns and sort order. For example, this allows setting up a page showing Released documents that does not include Reviewer information.
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Select the active view in the Document Search Macro.
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Document Header Macro Changes
The document header macro has a number of improvements and changes.
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The Organization Name has been added to the header. By default this shows the Confluence Site Title, or can be set in eSign Document Settings at the space level. If neither is set the Atlassian cloud name is used.
The option to show the Document Owners list has been added. This can be useful if the users need to know who to contact about this document. Also the recent Confluence change of page Created by to Owned by can be confusing for new users. (For Release Copies the page owner will always be ‘eSign’). Enable this option in Document Settings.
The Document # (ID and Revision) has been moved to the top right for better visibility and consistency.
Field prompts (e.g. Document #, Status) have been moved to tool tip (view on float over) to streamline the header display. Note on PDF Export the field prompts are displayed.
From a technical perspective, page caching has been leveraged to help the header display faster. This means it may take a few minutes for configuration changes to take effect. (TIP: Open in a new tab to see changes immediately).
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Document
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Management Reporting
The team is happy to deliver enhanced reporting options for eSign Document Management. The new reporting infrastructure provides 3 new management level reports.
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The previous inline document reports (Approval, Training, Audit) have been renamed to Records in the Document Management dialog. A new link to the system-wide Reports has also been added.
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Training Signature Meanings
With this update, training signature meanings can now be configured in Space Settings. This will allow customers to use something other than “Read & Understood” for the training complete signature. Optionally, multiple meanings can be configured.
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User Training
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Records
As a significant step forward, eSign Document Management now compiles User Training Records in parallel with Document Training Records.
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Note that user training records are new with this release and will compile per person training records going forward. For historical training refer to individual document training records.
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Automatic Archiving of Obsolete Documents
It is now possible to enable automated archiving of Obsolete revisions. If this feature is enabled in Space Settings, eSign will trigger a Confluence page archive on documents that are obsoleted to immediately remove them from public view.
Administrators and other users with permission to search the archive will be able to access them. For more information on Confluence archiving, see https://support.atlassian.com/confluence-cloud/docs/archive-pages/.
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Additional Items
The User Training Assignment limit has been raised to 1000 users. The system now supports assigning training for up to 1000 users at one time.
The size of the Document Management dialog is increased
The eSign Document Settings configuration page layout was revised and settings grouped by area