Product: Controlled Document Management Release Date: October 14, 2022
Automatic Version Numbering
When marking a new document as effective, the system will automatically set the document version to 1.0. For existing documents, the system will prompt the user to choose whether the document is a minor or major version. Minor versions will increment the version number by .1 (e.g., 1.0 to 1.1, 2.3 to 2.4), while major versions will increment the version to the next integer value (e.g., 1.0 to 2.0, 2.3 to 3.0). This change enforces sequential version numbers and eliminates the risk of users inadvertently skipping a version number.
Configurable Footer
Controlled Document Management admins and Egnyte Domain admin users can now define customized footer text in the app Settings. Downloaded PDF renditions of documents will automatically use the customized footer text from the app Settings.
Document ID Format
The system now allows the Controlled Document Management admins and Egnyte domain admin users to select the number of leading zeros used for document IDs. The system allows the use of the special characters (Right parenthesis “)”, Left parenthesis “(”, Hyphen “-”, Forward slash “/”, Colon “:” , Underscore “_” ) to define the document Subcategory prefix.
The system uses the selected Document ID format along with the customized Subcategory prefix to create unique and complex document IDs for all the Controlled Document Management documents such as:
- SOP-QA-1
- SOP_QA-01
- SOP:QA-001
- SOP-QA-0001
This feature helps to create complex document IDs or retain existing ID format while using Egnyte’s Controlled Document Management app.
Improved Audit Reports
You can now view the audit trail for all historical activities for the Controlled Document Management application, Review and Approval Workflows and Egnyte domain configuration data.
Document Import
Category Managers and Controlled Document Management admins can import existing effective and legacy obsolete document versions approved in other systems to Egnyte’s Controlled Document Management app. The Controlled Document Management admin and Egnyte domain admin users can enable or disable the Document Import feature at the document Category level. Once the feature is enabled, the users can import the documents from the Category root folder.
Video File Preview
Controlled Document Management now supports the preview of video files. Egnyte accounts with the “Advanced Video Preview” feature can preview video files with a maximum size of 2GB. Egnyte accounts without the “Advanced Video Preview” feature can preview video files with a maximum size of 500MB.
Updated Filters for the Trainings I Manage Page
The new “Assigned by” filter is added to the Trainings I Manage page. Category Managers and Controlled Document Management admins can now filter the training records based on the specific user(s) assigning the training or the training assignments created from the course(s). Both the “Assigned by” and “Assignee” filter now allows you to filter the training records by selecting multiple users, groups, or a combination of user(s) and group(s).