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eSign Document Management - 2023-11 Updates
- Chris Cairns🔹Digital Rose
 | eSign Document Management |
Training Due Dates
All Training assignments now include Due Dates. This is a system wide improvement that affects several areas of the application:
The Assign Training dialog now includes a Due Date field where the training due date is confirmed or set. The Due Date is automatically set 28 days (configurable) in the future, but may be adjusted.
Training Assignment and Training Reminder emails include the Due Date for each document.
In Manage Training, the Open Training Assignments table now displays Due Date and Assigned On Date. The table is sorted by Due Date.
Document Search displays the next Due Date and highlights those with Overdue Training
Document Settings now includes an option to to configure the default Training Duration in days.
Transition and Notes
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.
Periodic Document Reviews
Post-release periodic document reviews are now supported in the app.
The workflow is as follows:
On Release of a Document Revision, the Periodic Review Date is automatically set to a future date (e.g. 1 year in the future).
The Periodic Review Report (New) will display all documents with Periodic Reviews, sorted by Review Date.
When the periodic review is due, Document Owners have two routes:
If the document requires changes process a new document revision following the standard release workflow. The new revision will receive a new periodic review date upon release.
If the document does not require changes the Owner can record a Periodic Review in the Document Administration page. This action will record a Periodic Review in the Audit record and reset the Periodic Review date.
Configuration
Periodic Review Frequency (default 365 days) is configured in Document Settings
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.
Search Views
View | Display |
|---|---|
DEFAULT | |
APPROVAL | |
RELEASE | |
TRAINING |
Configuration
Select the active view in the Document Search Macro.
Document Header Macro Changes
The document header macro has a number of improvements and changes.
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).
Document 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.
These reports are generated online in the new eSign Document Reports top level page. Optionally they can be printed/saved to PDF.
Available Reports
Report | Description |
|---|---|
Open Training Report | Report all documents with open training assignments for any users. Sorted by next due date. Documents with overdue training are flagged. System wide or by Space. |
Periodic Review Report | Report all documents with periodic reviews scheduled. Sorted by next periodic review date. Documents with overdue reviews are flagged. System wide or by Space. |
User Training History Record | Generate a report of User Training Records for a specific person. Run system wide or report by Space. |
Notes
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.
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.
User Training Records
As a significant step forward, eSign Document Management now compiles User Training Records in parallel with Document Training Records.
Overview
Effective with this release, eSign will create a User Training Record for each user that completes one training signature.
Subsequent training items are automatically added to the existing User Training Record.
Training Records are accessed from the new eSign Document Reports page.
As with all eSign data, the User Training Record is stored securely within the Atlassian Confluence environment.
The User Records are stored by Space and access is controlled by Confluence security permissions. Only users/groups granted access to User Records will be able to run the report. (Note: by default Confluence grants access the confluence-users group).
Notes
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.
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 Archive content items | Confluence Cloud | Atlassian Support.
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