January 2017

Dashboard

• 8.1.75
    • When documents are forwarded or actioned the user now has to specify the number of time units spent on the documents. This will immediately create a CRM timing record.
• 8.1.74
    • For ‘DMS Tasks’ a new option to reply to the user that originally forwarded the documents has been introduced.
    • On loading the forwarding screen the user is selected by default from the grid of users.
• 8.1.72
    • PDF files are excluded from the PDF Preview functionality
8.1.69
    • The ‘Recent Docs’ (sometimes referred to as ‘Sent Items’) and the ‘Recent Clients’ panes have been re-introduced.

Portal App

• 8.1.56

In the all messages grid two new options have been added to the right click popup menu

    • For messages requiring approval, that have not been approved, the option to change the message status to ‘For Info’ has been added.
    • For messages marked ‘For Info’ the option to change the status to ‘For Approval’ has been added.

Search

• 8.1.73
    • When documents are forwarded or actioned the user now has to specify the number of time units spent on the documents. This will immediately create a CRM timing record.
• 8.1.70
    • Details view is now updated correctly when a user changes the Oneview options.
    • PDF files are excluded from the PDF Preview functionality
• 8.1.69
    • The issue with the PDF Preview has been addressed.
    • Supplementary names for Section and Client columns in the main search results grid have been adopted.
    • OneView now only applies to a client search, i.e. on clicking an explorer tree node, not when checking a node.
    • The details tab has been changed to show the total number of documents for a Folder/Client and a breakdown by section is provided including sections for which no documents exist. The tab includes counts for the OneView items. These counts may of course differ from the explorer tree view since that view only displays users preferences with respect to dates. Double clicking a row in the new details view will automatically filter the result grid and select the OneView tab.
    • The error raised on floating the preview pane has been fixed.

The CRM Timings functionality has been extended and integrated into the DMS

CRM

• 8.2.20
    • A new In-Out Board screen has been added to show the current availability of all users in the practice.The screen is displayed from the Calendar ribbon bar, ‘Personnel In/Out Board’.

      The screen lists all active users in the practice and indicates their availability based on any calendar events they are assigned to at the time the screen is launched. The screen will automatically refresh every minute.

    • In the Support tab a new button allows the application log to be viewed via notepad
    • All Calendar entries for which users and or sections have not been assigned a colour are displayed with a white background.
• 8.2.17
    • The timings record grid has been updated to allow a user to specify a default period for which records. This reduces the time taken to load the grid.
• 8.2.4
    • The ‘Views’ functionality in the clients grid of the CRM has been totally revamped.
    • There is no longer the notion of a global view (but legacy global views will be retained).
    • Views are now owned by the users that create then, and for admin users, they have the choice to specify those users that may see the view.
    • A new ability to group views has been introduced. Again groups are owned by an admin user.
    • When creating a ‘View group’ an admin user can assign a set of users who can see the group, and for views within that group a subset of the specified users can also be established.
• 8.1.102
    • The CRM Timing Screen has been modified to include all DMS tasks for which no time units have been allocated. From the CRM Timings screen a user can select multiple records and assign units.
    • Once Units are assigned to DMS Tasks, they become CRM Timing Records.
    • When editing data for a client in the CRM a new ‘Timing Settings’ tab has been added to allow a user to associated a time interval against a client and to specify a financial amount which can be used against that client over the specified period.
• 8.1.97
    • A clients documents are now loaded in the client card pane when ‘All Folders’ is selected.
    • Linked Processes have been introduced
        • A Process UDF can now be linked to a Date UDF.
        • Multiple Processes UDF can be linked to the same Date UDF Once a Process UDF is linked it will no longer appear in the edit data screens, and will appear in the Client Grid as read-only.
        • Specifying a value for the Date UDF will result in all linked processes being created.
        • The date value assigned to the Process UDF is the due date of the first stage of the process.
        • The stage/sub -stage displayed on the task and client grids reflects the next stage/sub -stage to be completed.
        • On the client grid only the date and stage of the most recently created task is displayed.
    • Users/Groups may be assigned to individual Process Stages
        • Each task stage can be assigned to no-one, a specific user or a group.
        • When no user is allocated to a stage at UDF specification time, the clients manager will be the owner and assignee of the task. If no manager has been assigned the task/stage will be assigned to that user that specifies the Value that creates the process, linked or not linked.
        • When the task is created as the appropriate user will become the owner/assignee of the task.
        • If different stages are assigned to different users, as the first user completes his/her stage…the task will automatically be passed to the second user, after informing the first user that this is about to happen.
        • When a stage is assigned to a group, the task will be listed in the task grid for all users in the specified group. These tasks will be assigned a type of ‘Group’.
        • If a user double clicks a Group CRM task he/she will be informed that the task cannot be opened, and that the user should preview the task in the preview pane and if happy to take the task on, should click the ‘Lock Process’ button on the ribbon bar. On doing so the user immediately becomes the owner/assignee and no other users will be able to lock the process.
    • Stages can be defined as iterative.
        • The number of iterations are task specific and can be declared within the task process tab. Stages that can be iterative will allow the user to enter the required number of iterations (Left hand column of grid in the task Process pane)
        • At specification time a sub stage can be allocated to provide annotation for the iteration. If no annotation sub stage is specified the iterations are simply number 1 to n.
• 8.1.94
    • The CRM task grid for the logged on user has been extended to include DMS documents which have been forwarded to a group of which the logged on user is a member.
    • The DMS task will be displayed as a type ‘GROUP’.
    • When the user selects a group row, the ‘Mark as Complete’ button on the ribbon bar will be replaced with a button named ‘Lock Document’, allowing the user to accept the document/DMS task as their own. The entry in the grid will now be a Docusoft task and will be assigned to the logged on user.
• 8.1.93
    • In the tasks ‘to-do’ list view Docusoft ‘for info’ items are now included.

Client Card

• 8.1.53
    • A new Timings tab has been introduced.
    • This grid allows a user to view all timings records for the client or to view records by intervals specified for the client
    • When viewing records over a rant of dates, a balance will be displayed showing how much of the original amount remains unclaimed.
• 8.1.52
    • Updated to create linked Processes.
• 8.1.51
    • A new tab has been added to the client card and shows a grid listing the recorded telephone conversations from and to the client on all of the telephone numbers registered for the client.
    • The user can play a recording, delete recordings, Docusoft recordings and refresh the grid.
• 8.1.50
    • Users’ settings for description length were being ignored, users’ specified length is now applied.
    • The viewer was using all characters after 30, this has now been changed.

Viewer

• 8.1.39
    • When documents are forwarded or actioned the user now has to specify the number of time units spent on the documents. This will immediately create a CRM timing record.
• 8.1.37
    • Users’ settings for description length were being ignored, users’ specified length is now applied.
    • TThe viewer was using all characters after 30, this has now been changed.
• 8.1.36
    • PDF Preview capability has been added to the Viewer.

December 2016

Dashboard

• 8.1.67
    • The user is given the option to change the description of the document/item.
    • The system will add an email address by default if one is available, i.e. either the address specified against the client or if none exists the main email address as specified on the clients collection of email addresses.
• 8.1.66
    • Use a preview method for ZIP files. This method allows for drilling down through subfolders with the ZIP file.

Search

• 8.1.67
    • The user is given the option to change the description of the document/item.
    • The system will add an email address by default if one is available, i.e. either the address specified against the client or if none exists the main email address as specified in the clients collection of email addresses.
• 8.1.66
    • Use a preview method for ZIP files. This method allows for drilling down through subfolders with the ZIP file.
• 8.1.65
    • When a single user is selected within the search grid, email attachments can be viewed. This facility has been changed to show all Attachments, i.e. in addition to email attachments any attachments for CRM tasks that are linked to the client are also displayed, and when the row describing such an attachment is clicked the original CRM task is displayed. NB. Only incomplete and non-deleted tasks and activities are supported..
• 8.1.60
    • Documents may now be viewed for all clients in a group. The groups are those established in the CRM. NB. When a client within a folder is selected, NOT checked, then if the clients is a member of any groups the user will be given the opportunity to select a group and see the documents from all members of the group.
    • 2. Groups can also be maintained from within the Search APP. NB. When a client within a folder is checked, NOT selected, then when the documents for the checked client are loaded, the user will have the opportunity to add the checked clients to a new group or to an existing group.

CRM

• 8.1.70
    • PDF files are excluded from the PDF Preview functionality
• 8.1.83
    • A new tab has been introduced to the edit data screen allowing a user to maintain client extra index UDFs.
• 8.1.81
    • The method for selecting a group has been changed to allow for the fact that the number of groups specified in certain installations will be high.
    • The user can nor filter the drop down list of groups.

Client Card

• 8.1.49
    • A new tab has been introduced to the edit data screen allowing a user to maintain client extra index UDFs.
• 8.1.48
    • Clients can be added to or removed from groups with the edit data screen of the client card. (Also in CRM)
    • For folders linked to clients where documents have been filed, the user will not be allowed to delink the clients from the folder.

November 2016

Dashboard

• 8.1.60
    • The ability to hide UDF values from users has been introduced.
    • A UDF Permissions button has been added to the client settings ribbon bar group.
    • Any UDF hidden from a user will not be populated in their grid views and will not appear in any merge or letter creation.
• 8.1.58
    • Issues with re-indexing crashing and actioning incorrect data has been addressed.
• 8.1.57
    • The ability to re-index a document using the right click context menu has been introduced.
• 8.1.56
    • The option to switch between graphic mode and text mode on the DMS and Team Task grids has been introduced. The option is made available via the grid header right column click function, ‘Text Mode’ will appear in the pop-up. All columns that are represented by icons will be replaced by text header captions and grid entries. In both modes, graphic and text, filtering, sorting and grouping are available.

Search

• 8.1.58
    • The ability to hide UDF values from users has been introduced.
    • A UDF Permissions button has been added to the client settings ribbon bar group.
    • Any UDF hidden from a user will not be populated in their grid views and will not appear in any merge or letter creation.
• 8.1.57
    • A progress bar has been added whilst documents are being loaded so that user clicks during the load process do not result in unpredicted behaviour.
• 8.1.54
    • Copy to clipboard functionality added to the documents attachments grid.
    • The ability to re-index a document using the right click context menu has been introduced.

CRM

• 8.1.79
    • The ability to hide UDF values from users has been introduced.
    • A UDF Permissions button has been added to the client settings ribbon bar group.
    • Any UDF hidden from a user will not be populated in their grid views and will not appear in any merge or letter creation.
• 8.1.76
    • For Xero users, if there is an outstanding balance the 2 pinned columns on the left of the client’s grid are shown in red.
    • The last task view used by a user is preserved until the next session.
• 8.1.75
    • The process stage functionality has been extended to allow users to attach one or more documents to each stage.
    • The existing ‘Attach File’ in the task screen ribbon bar should be used to add attachments.
• 8.1.74
    • The process task functionality has been extended.
    • Stages with sub-stages can now be declared as ‘iterative’.
    • One sub-stage can be nominated as the sub-stage whose note value will be used to annotate the stage iteration.
    • The number of iterations is specified by the user after the task has been created.
• 8.1.73
    • When a task or activity is created details of the information specified for the new task/activity is logged including start date if specified.
    • Sub-stages can now be specified for the stages in a process:
        • The sub-stage can be given a name and some instructions/tip may be specified.
        • In the task screen the layout of the process stages tab has been modified to show the hierarchy of stages and sub-stages.
        • Any instructions specified against a sub-stage are displayed in the stage grid.
        • The user in addition to declaring a sub-stage complete may make a note against the sub-stage or a stage with no sub-stages.
        • Stages without sub-stages behave as before except that a note can be added.

CRM Screen

• 8.1.43
    • The ability to hide UDF values from users has been introduced.
    • A UDF Permissions button has been added to the client settings ribbon bar group.
    • Any UDF hidden from a user will not be populated in their grid views and will not appear in any merge or letter creation.

Client Card

• 8.1.46
    • The ability to hide UDF values from users has been introduced.
    • A UDF Permissions button has been added to the client settings ribbon bar group.
    • Any UDF hidden from a user will not be populated in their grid views and will not appear in any merge or letter creation.

October 2016

Dashboard

• 8.1.55
    • DMS task grid and team task grid updated to allow sorting and grouping on icon columns.
    • Xero client balance data added to client property grid.
    • New ribbon button added to allow attachment to be added to document.
    • The preview comments are now being displayed by default in line with the ‘My Setting’ flag ‘Show Workflow Comments by Default’.
• 8.1.54
      • An Archive capability has been added to the dashboard app: ‘Send To – Archive’. This does exactly the same as a send to excel with the important exception that the documents are also removed from the Docusoft database and filing system.
      • Xero client balance data added to client property grid.
      • New ribbon button added to allow attachment to be added to document.
      • The preview comments are now being displayed by default in line with the ‘My Setting’ flag ‘Show Workflow Comments by Default’.

The archive process is a means of deleting documents from Docusoft. It is a two-step process. NB. One important point to keep in mind, is that each archive should be made to a different folder/sub-folder, since if the same folder is selected any existing data will be deleted.

    • An admin user uses the new CRM Archive function to copy the documents to a specified folder. At the same time the documents are marked for deletion
    • At some point a server admin user will check to see what documents have been marked for deletion and has the ability to perform the actual delete.
    • All database records for the marked documents are deletion from the database and all files in the Docusoft Server Data Folder are deleted.
    • For historical reference the original documents remain in the archive folder specified by the user in step one, so if reference to any of these is required then the user would go to that folder.
    • Docusoft does not record where these folders are. They are totally the responsibility of the client and could be anywhere, although one would expect them to place the files on a backup drive somewhere.

Search

• 8.1.48
    • The option to switch between graphic mode and text mode on the main result has been introduced. The option is made available via the grid header right column click function, ‘Text Mode’ will appear in the pop-up. All columns that are represented by icons will be replaced by text header captions and grid entries. In text mode filtering is available.
• 8.1.46
    • Result grid updated to allow sorting and grouping on icon columns.
    • Xero client balance data added to client property grid.
    • New ribbon button added to allow attachment to be added to document.
    • Watermark image is now being displayed in the document grid.
    • On loading the user’s preference to load the grid according to date information in ‘My Settings’ now works.
    • Re-indexing works, but grid not yet being refreshed.
• 8.1.45
      • An Archive capability has been added to the search app: ‘Send To – Archive’. This does exactly the same as a send to excel with the important exception that the documents are also removed from the Docusoft database and filing system.

The archive process is a means of deleting documents from Docusoft. It is a two-step process. NB. One important point to keep in mind, is that each archive should be made to a different folder/sub-folder, since if the same folder is selected any existing data will be deleted.

    • An admin user uses the new CRM Archive function to copy the documents to a specified folder. At the same time the documents are marked for deletion
    • At some point a server admin user will check to see what documents have been marked for deletion and has the ability to perform the actual delete.
    • All database records for the marked documents are deletion from the database and all files in the Docusoft Server Data Folder are deleted.
    • For historical reference the original documents remain in the archive folder specified by the user in step one, so if reference to any of these is required then the user would go to that folder.
    • Docusoft does not record where these folders are. They are totally the responsibility of the client and could be anywhere, although one would expect them to place the files on a backup drive somewhere.

Outlook Add-In

• 2.2.5
    • In instances where there are 50 attachments or more is selected for Docusofting by attachment only, rather than the complete message, that the list is not displayed in a scrollable panel and therefor the user cannot actually select any attachment after the 50th.
    • This has been modified to use a scrollable and resizable screen for attachment selection.
• 2.2.4
    • The Emails have been put back in to the search grid using the method adopted in Search to address performance issues.
    • Confidentiality settings are being applied to the list of client/emails displayed when a new message is created.

CRM

• 8.1.70
    • Completed DMS tasks can now be viewed in the CRM task grid ‘Completed’ view.
    • Changes have been made to ensure tasks created as completed tasks are correctly marked with a date completed.
• 8.1.69
    • Ability to export to Excel, data about to be imported from an external system has been added.
    • Editing data from external systems only allowed when then client data was originally imported from the same external system.
    • Populating of the template tree in template editor updated to highlight new copied templates.
• 8.1.68
    • Bills and credit notes have been added to the Xero tabs with line item drill down.
• 8.1.67
      • An Archive capability has been added to the CRM: ‘Send To – Archive’. This does exactly the same as a send to excel with the important exception that the documents are also removed from the Docusoft database and filing system.

The archive process is a means of deleting documents from Docusoft. It is a two-step process. NB. One important point to keep in mind, is that each archive should be made to a different folder/sub-folder, since if the same folder is selected any existing data will be deleted.

    • An admin user uses the new CRM Archive function to copy the documents to a specified folder. At the same time the documents are marked for deletion
    • At some point a server admin user will check to see what documents have been marked for deletion and has the ability to perform the actual delete.
    • All database records for the marked documents are deletion from the database and all files in the Docusoft Server Data Folder are deleted.
    • For historical reference the original documents remain in the archive folder specified by the user in step one, so if reference to any of these is required then the user would go to that folder.
    • Docusoft does not record where these folders are. They are totally the responsibility of the client and could be anywhere, although one would expect them to place the files on a backup drive somewhere.
• 8.1.66
      • A row selector image is now being displayed on the client and contact grids.
      • When editing IRIS clients, the CCode from the IRIS system is displayed read only in the edit data screen.
• 8.1.65
        • The default sections set up by a user for each folder, are now being applied when a task, appointment and or meeting is created.
        • Release introduced to speed up the creation of tasks from activities.
• 8.1.64
        • Changes made to the UDF Editor which was allowing List items to be duplicated when a space was added to the definition.
• 8.1.63
        • This version of the CRM provides an interface to Xero data.

        • An admin user is required to setup the integration details via the CRM Backstage settings screen.
        • Only an admin user with a client version of the new ‘XERO Integration App’ may view data.
        • Although the Integration App does attempt to map Xero contacts with CRM references, this is not a guaranteed process, so via a new Ribbon bar Tab on the client’s grid a screen is provided to add mappings or indeed change those established by the ‘XERO Integration App’.
        • Also from the new tab, an admin user can initiate an unscheduled import of Xero data.

CRM/DMS Template Editor

• 8.1.35
    • IWhen deleting a template all folders are displayed on the refresh with only the relevant folder expanded in the tree view.

Client Card

• 8.1.44
    • Bills and credit notes have been added to the Xero tabs with line item drill down.
• 8.1.43
    • When editing IRIS clients, the CCode from the IRIS system is displayed read only in the edit data screen.
• 8.1.42
    • The bug ‘Entering data with existing OrigNo seems to address email information to the existing client’ has been fixed.
    • For admin users with a copy of the ‘XERO Integration App’ installed locally will have access to a new ‘Invoices’ tab.
    • Clicking an invoice will result in the line items for that invoice being displayed.

Xero Integration

• 8.1.31
    • The downloading of bills and credit notes have been added.
    • The presence of line items being used for annotation is being handled.
• 8.1.30
    • This new app is designed to primarily execute on the server in a scheduled manner. On each execution the app will interface with a specified Xero account and download Xero – contacts (i.e. customers and suppliers) and invoices.
    • A client install is required for those admin users of the CRM to see the Xero data within the CRM.
    • As part of the down load the software will attempt to match Xero contacts with CRM/DMS references.

September 2016

Dashboard

• 8.1.52
    • The Outstanding task grid has been modified to show the type of DMS task, for action or info.
    • The grid allows a user to change the layout and preserves the changes across sessions.
• 8.1.51
    • In this version the Outstanding Tasks panel has been modified as follows:
    • New Columns ‘Source’, ‘Action By’ and ‘Folder’ have been added,
    • Incomplete CRM tasks have been added to the grid,
    • Colour coding has been added in line with the existing DMS rules based on the ‘Action By’ date,
    • A filter row has been added to the grid.
• 8.1.50
      • In this version the ‘My Documents’ panel has been introduced. This shows the file structure and files within a user’s owns network area.

The initial functionality includes:

    • Managing folders and files, (adding and deleting),
    • ILaunching documents,
    • Sending documents as attachments in Outlook email,
    • Sending documents via the Email Dialogue.

Search

• 8.1.42
    • Auto email in one view are no longer being loaded even when a user does not want to see them. This should improve performance is some cases.

Outlook Add-In

• 2.2.3
    • The technique used to identify embedded images in and Email has proved to be unreliable. A new method has been introduced and so far, appears to be more reliable.

Word Add-In

• 2.2.2
    • In this release both the word document and a PDF version, i.e. a preview file is made available to the integration screen. So a preview file for word documents will be immediately available in the DMS.

CRM

• 8.1.62
    • View maintenance has been modified so that global views can only be created/modified by an admin user.
    • A means to rename a view has been introduced.
    • Marking a task complete from the task grid how correctly marked all stages of a ‘Process’ task complete.
    • UDF Maintenance has been enhanced.
    • UDFs can now be grouped using a set of tags specified by the user. This is performed in the UDF editor.
    • On the Edit data screens, the user can now choose to edit UDF according to their tag (or group). When editing a single client’s data, the tags appear in the folder tree on the left hand side of the edit screen. When editing UDFs for more than one client tag selection is available in the screens ribbon bar. This also applies to contact UDFs.
    • The UDFs are also displayed in Alphabetical order.
    • Both Client and contact UDFs can be tagged, using the same set of tags.
• 8.1.61
    • Synchronisation of CRM and Outlook appointments has been improved. Outlook version 2.2.2 is required in association with this update.
    • An issue with modifying merge emails being ignored has been addressed.
    • All CRM Views are now being displayed in alphabetical order.
    • The Option ‘Manage – Activities’ has been added to allow detailed search of all activities.
• 8.1.58
    • If user requests to mark a process as completed and stages remain incomplete, then the user must confirm that all stages will be marked as deleted.
    • Task status and percent complete is maintained in line with the checked/unchecked stages.
    • In the client grid if a stage column is double clicked the task is launched.
    • In the task grid stages are included in the grid.

Contact Card

• 8.1.33
    • Updated to introduce the UDF Tagging/Grouping functionality.

Client Card

• 8.1.41
    • Updated to introduce the UDF Tagging/Grouping functionality.

Activity Search

• 1.0.0 (Beta)
      • New program to perform detailed searches of the activity log.

Evaluation required – provide comments and feedback.

Release Notes