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Change Log - 2023 Q3
- Chris Cairns
Document Administrator Role
RELEASED 2023-08-27
To increase security and flexibility for enterprise teams, eDoc is introducing a Document Administrator role separate from the existing Document Owner.
The Administrator role is required for Release and Training Management as well as items in the (Document) Administration menu. The Owner role will continue to author revisions and manage the review process, up to the release point.
Administrators are assigned by groups in the eSign Document Settings.
Notes
By default Document Owners have the Administrator role. If necessary, disable this in Space Settings.
Administrators can perform Owner tasks.
Groups are created and managed within Atlassian User Management.
Sequential Approvals
RELEASED 2023-08-19
With this update, eSign Document Management now supports Sequential Approvals.
Sequential approvals require each reviewer to sign and approve in series, one after the other.
The eSign Document Header macro has been updated to display sequential approvals with the state of each Approved, Open and Waiting review.
Sequential approval is enabled per document type within Space Settings. By default all document type approvals are parallel (sign in any order).
If a prior approval is reopened or rejected all subsequent approvals will also need to be re-approved. For example, if reviewer 1 and 2 have both approved the document, but reviewer 1 later reopens the review, the approval of reviewer 2 will be cancelled and that user will need to sign again. These changes are tracked in the audit trail.
Document Management
New configuration option to control eSign auto locking of Working and Release copies on Finalize and Release.
Added support for the Confluence Free edition. Note as Confluence free edition does not allow page restrictions eSign is not able to lock finalized or released pages.
Training Management
Assigned Training is automatically cancelled with document revisions are Obsoleted.
Added a New Document Administration action to allow document owners to bulk cancel all open training for a document revision.
Usability Improvements
Enhanced the document review notification emails to include details of the Review status for each reviewer. This will be especially useful for sequential reviews where users have to sign in order to know who the Next person to sign is.
Both the Approval Signatures and Training Signatures forms now auto-focus on Pin field on entry to allow faster sign-off and facilitate keyboard entry of Signatures.
Improved the layout of the Signature Block macro for PDF and Word exports.
Notifications email now sent by ‘eSign Documents’ instead of ‘eSign’ for clarity with customers who have multiple eSign apps.
Issues Fixed
Resolved issue where reopening and finalizing a working copy revision multiple times would add multiple revision history rows
RELEASED May 28, 2023 Enh #5 - JUNE 9, 2023
Prerelease Training
Documents now have an optional Prerelease state which allows a user training period prior to Documents being fully released and effective.
The PRERELEASE state is displayed in the byline and the header, with an additional note to users.
Once in PRERELEASE, Training can be assigned to and completed.
When ready to make the new revision effective, the owner will “Activate” it within Document Administration. This will also obsolete the previous revision
All Training Assignments and Records are carried forward upon Activation.
Streamlined Reviews
Documents in Review will now be automatically finalized once the last required approval is captured.
eSign will notify the reviewers and owners via email.
Automatic Training Reminders
eSign can now send weekly reminders to users with open training assignments. This is a consolidated reminder email providing links to all documents that user has due for training.
This feature is enabled by default. It can be disabled by a Confluence administrator in eSign App Settings. There is also an option in App Settings to manually trigger the reminder email task.
On Screen Training Due
The eSign Document Header macro now notifies the logged in user if they have training due for the current document.
Document Link Macro
A new link macro ‘eSign Document Link’ has been added to allow pages to be authored with links to navigate to the effective/latest version of any document.
These links can be included in revision controlled documents and will always link to the user to the current version of the target document.
Additional Items
Assign To Me
The Assign Reviewers dialog now includes an Assign To Me link for convenience when the document owner is one of the reviewers.
Background PDF Generation
The PDF Approval report that is generated during Release is now processed in the background to reduce the wait time for users completing the Release process.
Technical
The App Settings configuration page was updated to include a toggle for enabling the weekly training reminders.
The Space Settings - eSign Document Settings page was updated to allow Prerelease Training to be set as the default mode for documents in that space.