eSign Document Management & Training 2024 Q4 Updates Status: In Progress

For previous changes see eSign Document Management and Training - 2024 Q3 Updates

2024-11-15

Email Notifications IMPROVED

• UX Reduced volume of notifications to document reviewers.

• UX Users will not be notified of their own actions.

• UX Added Due Dates and Overdue flagging to Training reminders.

• FIX Prevent training reminders for users that only have upcoming (future) training assigned.

Additional Changes

• TECH Add support for Atlassian customers using custom domains.

• TECH Updates to several libraries for support and security improvements.

• FIX Allow users to clear their saved title by setting it to blank during signing.

• FIX Correct issue where Administration > Reset did not work on documents with partial metadata due to Confluence space import side-effects. (2024-11-20)

2024-11-01

Optional Approvals NEW FEATURE

• Document Owners can assign reviewers to complete optional approvals if needed for this specific document revision. (e.g. a “Technical Review” may be necessary for only certain changes)

• Configure each Document Type with a combination of Required and Optional approvals.

• Once an optional review is enabled and assigned, it becomes mandatory for this revision.

• Approval Meanings can now be repeated in Document Type configuration to allow multiple generic approvals to be used in addition to specific role based approvals. (e.g. Approval (required), Approval (optional), QA Review (required).

Periodic Reviews IMPROVED

• Periodic Review scheduling intervals are now configurable per document type in a single space.

• Complete Periodic Reviews from the Release pane; optionally record review comments or references and adjust the next review date.

• All Periodic reviews are logged in the Document Audit record.

• Continue to view periodic review schedules from eSign Reports.

Compare to Previous RevisionNEW FEATURE

• Reviewers can now easily access the Confluence page compare tool to see the page differences (aka redline) between the current revision in review and the previous approved revision.

• Access the Page Compare link in the Review pane of any working copy with a previous revision.

• Working Copies now includes a convenient link to navigate to the Previous Release.

  

Additional Changes

• UX Improved Weekly Training Reminders - Admin Notifications now includes list of Users with open training plus notice of any errors/bounces sending user emails.

• UX Training - Up to 20 groups can now be assigned in one request from Assign Training. Note that training can be assigned incrementally as a series of multiple training requests. Users already assigned will not be duplicated.

• TECH Implemented changeover to new API’s to address several being removed by Atlassian.

• FIX Fixed an issue where users with commas in their names could not receive eSign notification emails.

2024-10-15

PDF Snapshot Mode Enhanced IMPROVED

• All eSign macros supported, including the content header macro. This will ensure PDF snapshots contain the document ID and revision.

• Dynamic content header information will continue to be displayed above the PDF (e.g. Training is due for the current user, document obsolete).

• Snapshot refresh allowed prior to release. This will allow customers to include the completed Signature Block and final Document History macros in PDF snapshot pages. This is permitted by the owner only and the action will be audited.

• Snapshot download is enabled from the PDF viewer; the downloaded file will include the document ID and revision for clarity. (e.g. POL-014(03).pdf).

• See the updated How to Use PDF Snapshots in eSign Document Management for more details on using snapshots in eSign.

Webhooks for Confluence Automation NEW FEATURE

• Automation rules such as adding custom labels, email or slack notifications, and other automation tasks can now be triggered by eSign Document events.

• eSign configuration includes webhooks for Document Start, Document Approval and Release.

• Webhook provides relevant document data to the Confluence automation engine.

• See How to integrate Confluence Automation Rules with eSign Document Events for more information.

Revision Summary and History Macro IMPROVED

• The revision summary for the current (in review) revision is now visible in the Revision History macro to allow reviewers to preview the data (and support the extended Snapshot mode)

  • Revision summary field has been added to the Review tab of the document dialog, to improve visibility for reviewers.

  • The Revision summary field can now be repeatedly updated in the Assign Reviewers dialog. It is no longer required to add/change an assignment to save a change to the revision summary.

Additional Changes

• IMPROVED Document Search now supports partial match on page titles.

• FIX Additional resizing controls to the Document Search macro

• UX On release pre-check, display attachment size information and notify user if attachment size/quantity may be an issue.

• UX Improve Release error message on Atlassian API timeout due to attachment size/quantity.

2024-10-01

• UX Update eSign Document History macro to prevent wrapping of Revision Dates when exported to third party PDF tools (e.g. Scroll PDF)

• FIX Fix picklist issue where user names with embedded apostrophes would show escape characters

• UX Update eSign Search macro to display information message on export to PDF/Word.

eSign Document Management 2024 Q3 Updates Status: Closed

Contents

For previous changes see eSign Document Management and Training - 2024 Q2 Updates

2024-08-21

• FIX Resolved issue where content version number tagged with reviewer signature could be out of date if draft page changed within 15 minutes and the cached Atlassian authentication token contained previous version number.

• FIX Resolved issue where the Finalize Approvals action did not display the user error reason if the action failed.

• IMPROVED Signature Block macro will now auto-refresh after assignment or signature events.

• IMPROVED Signature Block macro shows a placeholder signatures for pages that document control has not started on yet.

2024-08-15

• IMPROVED Extend the eSign Space Settings - Administrators group pick list to include default system groups (e.g. site-admins).

• FIX Fix the hyperlink to the eSign User Profile page that displays in the hint text after completing an inline PIN reset.

2024-08-09

• UX Notify reviewers via email when their reviews are reopened by the document owner.

• UX Improve the document search picklist in the Document Link macro configuration page.

• TECH Raise Atlassian API fetch limits on email and group membership lookups to accommodate large groups (200+ users).

2024-07-30

• TECH Additional diagnostics for automatic training reminders job

eSign Document Management 2024 Q2 Updates Status: Closed Releases: 2024-04-15, 2024-05-10, 2024-06-28

Contents

May 2024 Update

Dark Theme Support (New)

With this update, all macros, screens and dialogs of eSign Document Management are compatible with the Confluence Dark Theme.

Signature Pin Configuration for Document Review and Training

For eSign it is now possible to separately configure whether the Signature Pin is required to apply document review signatures and/or training completion signatures.

DEFAULT BEHAVIOR CHANGE - Previously Signature Pins were required for both Document Reviews and Training Completion. The new default setting is that Signature Pins are required for Document Approval and but are not required for Training Completion Signatures.

These settings can be adjusted for your site in Apps > Manage Apps > eSign Document Management > App Settings.

Release Page Title Customization

eSign now supports multiple patterns for the release page titles The Document ID and Revision can be set to be a prefix or suffix.

Configure the preferred title in Space Settings > eSign Document Settings. It will take effect on the next document release.

Additional Items

• The Working Copy and Release Copy stamps were moved to the top of the Document Management dialog for improved visibility.
  

  

• eSign Document macros now support public page read-only access by anonymous users. Note that anonymous users cannot sign documents or access eSign Document Search or Reports. Named guest users can review/sign documents and complete training.

• Imported Confluence Cloud spaces that contain previously exported eSign Document Pages can now be reset and to enabled document management using the Administration > Reset option.

Changes below were released 2024-04-15

Periodic Document Retraining (New Feature)

Users can now be automatically scheduled for document retraining. This may be useful in organizations where procedures and work instructions need periodic “refresher training”.

When periodic retraining is enabled, all users who complete training on the document will automatically be scheduled for upcoming training to be completed at a future date.

To enable this feature, configure the Retraining Frequency in the Document Type configuration within eSign Document Settings. New document revisions that are Started will inherit this value from the Document Type.

This change has impacted a number of training areas. See details below:

Document Management

Document Information

The Retraining Frequency (in days) is shown in the Document tab for reference.

My Training

The user will see a message if they have upcoming training scheduled for a future date.

Manage Training

The Total Open summary row is expanded to show the counts by Open Status (Due, Overdue and Upcoming). The Open Training table now includes a status and start date column for training assignments.

eSign Document Settings

Document Types have a new configuration setting: Retrain Frequency (days).

Reports

Document Training Record

The document training record only displays completed/historic training. Upcoming training items are not displayed.

Open Training Report

Upcoming training items (i.e. Scheduled retraining that have a future start and due date) are included in the “Open Training” total value.

eSign Document Header

• The Document Header notifications to users that “Training is Due” for this document only appears for Due and Overdue training.

Email Notifications

• Notification for standard training assignments is unchanged. Users will continue to receive email notifications immediately when training is assigned (to start now).

• Weekly Training digest notifications to users includes all Due and Overdue training assignments. Upcoming training will be shown once the Start Date has passed and it becomes Due.

Additional Notes

• Upcoming Training items are hidden by default Manage Training tab, but can be shown by clicking the “Show Upcoming” link.

Training Management (Improved)

Cancel Individual Training Assignments

A new option for training managers, it is now possible to cancel a training assignment for a single person. Bulk cancel of open assignments was previously supported via Administration. Now managers can select a single assignment to remove.

This Action is available to users with access to manage training. This action will be audited.

Training Management - Post-Dated Scheduling

In Q1 we added a feature where users that had recently completed training (by default within 180 days) would not receive a duplicate assignment. This was to make it easier to invite by groups knowing that only the new group members would be added to training.

For documents with Periodic Retraining enabled, the assignment will be set as upcoming training for that person at the next scheduled interval. For example, if a user was assigned training for an SOP with annual (365 days) retraining enabled, and they had just completed training 2 months previously, the assignment will now be set as Upcoming training due 365 from the previous completion.

Document Link Macro (Improved)

The Document Link macro has been enhanced to provide a Document search picklist. This will make it easier to find valid Documents to link to.

Users can search for any existing Document they have access to see, and search by ID or Name. Once selected the ID and Link Title will autofill but may be customized.

Document Catalog Export (New)

A ew Document Catalog report (available under Apps > eSign Reports) that can export document data into a .csv file for external management and reporting in tools like Excel.

Additional Changes

2024-05-10

• Security improvements applied

2024-05-30

• Extend maximum length of custom document ID’s to 25 characters.

• UX update of Content Dialog header to accommodate longer ID's

• Content Security Policy rule update for Atlassian theme resource change

2024-06-28

• Improve Document Revision numbering to support major.minor revision number style, eSign will automatically increment the last digit (e.g. 1.0 > 1.1 > 1.2). Users can override to increment the major version (e.g. 1.1 > 2.0).

• Added new Sort By Document ID option to the Document Search Macro.

• FIXED - In the document search macro the Sort By Page Title option was not working for recently updated macro configurations.

2024-07-30

• TECH Additional diagnostics for automatic training reminders job

2024-08-07

• TECH Raise Atlassian API fetch limits on email and group membership lookups to handle very large groups

eSign Document Management 2024 Q1 Updates Status: Released Release Date: Feb 23, 2024

Contents

#1 New Feature - Assign Training by Document

RELEASED: 2024-03-24

Assign Training By Document

It is now possible to assign users for training based on an existing source document. When selected and assigned, all users from the source document will be replicated and assigned on the target document. This includes users who have open training and those who previously completed training.

Any Document (Release Copy) from any accessible space may be selected as a source document.

Carry Forward Training on Release

The Release dialog has been updated to automatically select the previous document revision as a source of document training. This will “carry-forward” all training assignments from the previous revision to the new release, ensuring that all users are trained.

This feature is compatible with auto-archiving previous revisions. The users are extracted for training from the previous revision prior to the document being archived and hidden.

This option can be deselected, or an alternate source document can be selected.

Improved Assignment Management

Repeated training assignments are now automatically prevented for users with who have recently completed training or who already have an open training assignment. This change will make it easier to bulk invite by group or source document without sending extra training assignment emails to users or causing duplicate training items for users that already completed training on that revision.

The default threshold for recently completed is 180 days; it is configurable in eSign Space Settings.

#2 New Feature - Document Snapshots

Document Snapshots is a new feature in eSign Document Management (eDoc) that can embed a static point-in-time revision of a document for review, approval and release. With a Snapshot, the output of dynamic content macros is frozen prior to document approval, meaning that the document when viewed by users will not change, even if it contains external content.

Technically the Snapshot is a PDF copy of the page. The eDoc app manages the Snapshots during the Review, Approval and Release process. Snapshots are displayed within a high-fidelity embedded Adobe PDF viewer that provides a virtually identical reading experience to a standard Confluence page.

Snapshots will work with any dynamic page content that can be exported to PDF (e.g. included pages, Jira macros, included external URL’s, etc). The Snapshots feature can also be used to route externally created PDF files through review, approval, publishing and training management within the eDoc workflow engine.

For more information see the How to Use Snapshots in eSign Document Management

#3 New Feature - Confluence Guest User Support

Confluence Guest users are now fully supported by eSign Document Management.

1. Guest Users can be invited as Reviewers and can Approve/Reject document reviews.

2. Guest Users can be assigned and can complete document training.

3. Guest Users can use their own Signing Pin and reset via email.

4. Guest Users will receive reminder emails on outstanding training.

Notes

• Confluence administrators will need to add/invite Guest Users to the cloud site. Once they are activated, those users will show up in the search user fields in Assign Reviewers/Assign Training.

• Signature records do not require guest user accounts to stay active. Guest user accounts can safely be deactivated after signing without losing any data.

• Guest users may not be Document Owners. They will also not have access to eSign reports or eSign Document Search.

• An Atlassian restriction is that Confluence Guest users are only permitted to have access to one space. It may be necessary to keep working copies and release copies intended for Guest users in the same space if they have to both Review and Train.

#4 Enhancement - Unique Document ID controls

eDoc can automatically assign unique Document IDs for new documents. It is also supported for customers to manually assign Document IDs if their organization generates the IDs elsewhere, or wants to preserve legacy IDs. With this update, eDoc will now search for and prevent usage of duplicate IDs, whether entered manually or automatically.

Working Copy Uniqueness

The Document ID of new document working copies are checked on creation (New Document). eSign will search the Confluence repository for a duplicate ID in any other working copies.

• If a duplicate is found for a manually entered document ID, eSign will raise an error to notify the user.

• If an automatically generated document ID is found, eSign will skip that number and use the next available document ID.

Release Copy Uniqueness

Release Copies are also checked for uniqueness to ensure that there are no duplicates with the same Document ID and Revision. If a duplicate is found the automatic Release Pre-Check will raise an error and stop the release.

#5 Enhancement - Cancel New Revisions

It is now possible to cancel a New Revision for a document. This can be useful if there is a need to change the document title or ID prior to release. This new option is available in the Administration menu and available for documents in the Draft, In Review and Approved status.

Notes

• The Confluence page content is not changed when a revision is cancelled. Any manually made edits to the page will be preserved. If necessary, the Confluence page can be reverted back to the state of the previously approved revision using Confluence page history.

• Revisions may not be cancelled after release.

#6 User Experience Changes

6.1 Document Management Dialog

Minor changes to the Dialog Header to add the Working Copy and Release Copy icons, and label the ID, Revision and Name fields.

6.2 Document Header Macro

In addition to supporting Snapshots, the Working Copy banner has been highlighted and moved to the top for increased visibility. For Release Copies the header is unchanged.

6.3 Document Header Automatic Refresh

When changing status of eSign Documents through the Document Dialog, the eSign Document Header will now automatically refresh when the document state changes. This will save the users from having to manually refresh the entire Confluence page to see the latest document status.

#7 Additional Items

7.1 Weekly Training Reminder schedule moved to Monday morning

The schedule for the weekly training reminders has changed from Sunday to Mondays at 06:00 GMT. This will help ensure the users get the latest data in their mailboxes first thing Monday morning.

7.2 Invite Training Assignment groups field expanded

The limit for this field has been raised. It is now possible to assign training to 10 groups at the same time.

7.3 eSign App Settings administration page location changed

As Atlassian has reorganized the Confluence Administration page, the global eSign App Settings will now be found under the eSign Document Management group.

7.4 Expired License Handling (2024-03-08)

Add new warning message in main document dialog if app license is expired. Search, reports and byline links and icons will still display rather than disappearing without explanation.

7.5 Space Administrator configuration access (2024-03-14)

Space administrators now have access to eSign Document Settings page within Space Settings. Previously only Confluence administrators had access. This will make it possible to delegate eSign Document (space-level) configuration.

7.6 Document Catalog Export Report (2024-03-31)

Added a new Document Catalog report (available under Apps > eSign Reports) that can export document data into a CSV file for external management and reporting in tools like Excel.

This feature is in BETA and may evolve and change

#8 Issues Resolved

• N/A

eSign Document Management 2023-12 Updates Status: RELEASED Release Date: 2023-12-08, 2023-12-18

Release Publishing for Structured Page Trees

Added support for publishing to structured page trees. The new Mirror Location option will publish new revisions to the target under the same parent page as the working copy. This will allow increased flexibility in how to organize large collections of controlled documents

This update includes improvements in the Release dialog to perform a release precheck to confirm the target space and location are available.

Configure the new Mirror Location release option in Space Settings > eSign Document Settings > Release Settings

Training Management for Inactive Users

Training assignments (by group) will now exclude inactive users in the group.

Assigned training for inactive user accounts will now be automatically cancelled during the weekly reminder task. This will help maintain accurate training reports so that users that are no longer with the organization do not show up with overdue training.

Additional Items

• The Document Management dialog sizing has been improved to reduce scrolling for smaller screen sizes.

• The Document Header macro now shows template information on initial placement.

• 2024-01-04 Updated the Release Target Named Location to default to current (working copy) space if a target space key is not set.

Issues Resolved

• Resolved issue where Organization name was not displayed in the document header macro for new spaces without any eSign Document configuration.

• Apply workaround for issue with unicode characters in administrator names and titles that are not supported by the Atlassian user property API.

eSign Document Management 2023-11 Updates Status: RELEASED Release Date: Nov 17, 2023

Training Due Dates

All Training assignments now include Due Dates. This is a system wide improvement that affects several areas of the application:

1. 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.

2. Training Assignment and Training Reminder emails include the Due Date for each document.

3. In Manage Training, the Open Training Assignments table now displays Due Date and Assigned On Date. The table is sorted by Due Date.

4. Document Search displays the next Due Date and highlights those with Overdue Training

5. 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:

1. On Release of a Document Revision, the Periodic Review Date is automatically set to a future date (e.g. 1 year in the future).

2. The Periodic Review Report (New) will display all documents with Periodic Reviews, sorted by Review Date.

   

3. When the periodic review is due, Document Owners have two routes:

   1. 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.

   2. 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

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 https://support.atlassian.com/confluence-cloud/docs/archive-pages/.

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

Training Reminders

The Training Reminders system has been improved to send eSign App Administrators a summary email after each reminder batch has been completed (scheduled weekly). This email will identify the documents and number of users that training was issued to.

Configure the list of Administrators in the eSign App Settings page.

Issues Fixed

2023-10-04 Resolved issue where weekly training reminders would not be sent if eSign could not retrieve email addresses for one or more trainee accounts.

#1 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.

#2 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.

#2 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.

#3 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.
  

  

#4 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.

#5 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

Enhancements

#1 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.

#2 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.    

#3 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.

#4 On Screen Training Due

The eSign Document Header macro now notifies the logged in user if they have training due for the current document.    

#5 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.

  

RELEASED MAY 1, 2023

Enhancements

#1 Document Revision History

A Revision History a module has been added to eSign Document Management (edoc) with this update:

• Revision history is automatically compiled by eSign as revisions are created and approved.

• The new Document Revision History macro is displayed inline and can be exported to Word/PDF with the Confluence page.

• Revision Summary descriptions can continue to be set during the draft/review process for each revision.

• Revision history is also visible in a new top level Document tab within the edoc dialog, and includes a reference to the working copy page version that was approved.

#2 Improved Training User Experience

The training experience for end users has been optimized with a simplified “My Training” tab.

• The My Training tab shows assignments and training records for the current user only.

• Users with assigned training will automatically see this tab on opening the edoc dialog.

• Document Owners continue to have access to the Training tab to manage assignments; this tab is no longer visible to non-owners.

#3 Streamline Document Dialog for end users

Layout of the Document Dialog was adjusted to reduce the clutter and improve comprehension for end users.

• Document ID, Revision and Name data moved to the header of the Dialog

• Document Type, Status, and the Working/Release Copy flag moved to the footer

• Minor layout adjustments to prevent scrolling at lower resolutions

• Only show the Workflow menu for Document Owners. Note that Training, Review and Audit Reports are still available to all users with access to the release copy.

Additional Items

Release Copy Changes

• The default location of Release Copies is now a child page of the Working Copy instead of a sibling. This change was requested to reduce clutter/confusion if the Working Copy and Release Copy were displayed side by side in the page tree. The Default location is only used if a Release target is not configured in Space Settings.

• Release Copy configuration now supports releasing to custom parent pages within the default “Current” space. Previously custom parent pages only worked if both the space and title fields were set.

• TIP - Release Copies are automatically set read only using Confluence security restrictions to prevent unintentional editing/changes. If a release copy needs to be moved, a space administrator can temporarily change security restrictions on a page to move them.

Cloud Fortified

eSign Document Management app has achieved Atlassian Cloud Fortified certification. See details on the cloud fortified program here: https://www.atlassian.com/trust/marketplace?source=app-listing-badge

Technical

• Atlassian cloud storage location of user properties have moved to prevent dependency on private space security that impacted a few customers. This is transparent to end users.

Enhancements

#1 Training Notifications and My Training View

Users can now quickly access a view that shows of summary of all documents that they have open training on.

A link to this training assignment search is now included in the assignment notification emails. Users can use the link directly or save/bookmark it for future use.

#2 Assign Training by Groups

In addition to per user assignments, now groups of users can be assigned. Work with your Atlassian administrator to set up user groups for training.

Also the max users that can be assigned in one request has been raised to 100. If more than 100 are needed, add them in multiple batches.

#3 Training Assignment Metrics

A column for assigned training items per document to the document search results page (and macro) to enable managers/document owners to see an overview of training status.

Total assigned and complete training items for each document are now displayed in the content dialog.

Training Assignments are now displayed on the Training Record report .

Note these new calculated fields will display on all new released documents. To show them on existing released documents, re-assign training to an existing user or complete training.

#4 Training Scalability

Training scalability was increased to allow 100 users to be assigned per training request. Training module has been tested to have over 1000 concurrent open training assignments per document revision.

Security

• Web app security was improved through an expanded content security policy as well as a number of security library upgrades.

• Atlassian Cloud Fortified status for eSign Document Management is in progress.

Resolved

• Special characters (e.g. Ampersands) in page titles prevented release

• Version conflict with cached document ID’s prevented ID from incrementing

Other

• Improved mail notification infrastructure to allow assignment limit to be raised to 100 users at a time.

• Training notification emails now are individually addressed to each recipient.

• Improved messaging for completed Document Administration actions

• Document Search Macro default page size increased to 25.

eSign Document Management was released in February 2023.

• Overview: eSign Document Management

• Features: Feature Summary

• Guide: Getting Started

• Demo: eSign Document Management (Youtube)

• Atlassian Marketplace Listing

Contact support@esign-app.com for questions.