What's New 2015.1

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Overview 

This page highlights the changes to Document Management for this release. 

Release Highlights

The key areas of new functionality introduced in this release are:
Improvements to the Document Centres and Searching – Some major enhancements have been made to the user interface to enhance usability and performance when viewing and finding documents. This includes the introduction of a quick search facility to enable fast retrieval of documents.

  •  Email Filing – Optional automatic filing of emails that form part of conversations, together with improvements that enable the old document Management plug-in to be retired
  • Word and Excel Filing – The email filing plugin has been extended to include the functionality necessary to enable the old Document Plugin to be retired. As part of this we have made two significant enhancements

o On closing word or excel when editing a checked out document, the user is prompted to check the document in.

o When a document is opened from CCH Document in read only mode, there is an option to check it out and edit the document.

  • Workflow – the ability to automatically create a document from another workflow and some minor improvements following user feedback
  • Supporting the ability to have multiple document databases –We have implemented some changes to support multiple document documents. This feature is predominantly to address issues around backing up and database management experienced by clients with very large document databases.

Software Enhancements

Document Centre


In response to comments and feedback from clients, the Document Centre, Searching and Properties Panel have been redesigned to enhance their capabilities and improve the usability of these areas.


Properties Panel


The improvements to the Properties Panel are mainly cosmetic, although there were a few issues that have been fixed as part of the redesign.
The properties panel now contains two tabs, Search and Properties. On entering the document centre, the Search tab will be active. Click on Properties tab to display the Properties Panel.

PropertiesPanel.png

Contacts


Contacts information is now displayed in a horizontal list, with a separate line for each client/assignment/job attached to the document. The scroll Bar is enabled if the list contains more than three entries.
To attach a document to an additional contact/assignment/job, the user clicks on the Add Button to open the Find Contact window. If multiple assignments are required for the same client, the the client needs to be added first each time.
To add/amend the assignment/job for a linked contact, the user clicks on the assignment/job which will open a drop down with valid values.
To remove an existing contact, the user selects the corresponding line and uses the Delete button.


NOTE: If there is only one contact attached, it can only be removed after a new contact has been appended.


Standard


The Standard panel contains all the key information regarding the Document. Any field that was editable in the previous version remains so in the new design.
The Document Date field is now displayed in the Standard section.


Email and Letter


Email and Letter section is also displayed in a horizontal list with two columns To and From. Where a document or email has been sent to multiple recipients a separate line appears for each recipient. To add an additional recipient, select Add to enter the person’s name or Delete to remove an entry. The scroll option is enabled once the list has more than two entries.


Version History and Other


The Autofill panel has been renamed to Other, however the functionality remains the same as the previous version.
The Version History remains the same.


Keywords, Extra Fields, Audit trail, Linked documents


These options were previously accessed by fields with ellipses. They have been changed to individual buttons on the properties panel.

 


Searching


Search panel


For both the Global and the Client / Contact Document Centre, there is a new tab on the Properties Panel called Search. This replaces the Search Panel which was previously displayed at the top of the Document Centre. When accessing the Document Centre, the Search Tab will be displayed by default.
At the top of the panel, we have created a quick search facility which displays the most commonly used fields, such that the user only has to put values next to the appropriate field. For most fields the default operator is Equal, however this can be overridden. The relationship between the filters is AND, if OR is required then the user should revert to the standard Advanced search.


Client / Contact Quick Search Fields


The quick search fields available for the client/contact Document Centre are as follows:

QuickFields.png

Assignment: The pick list is limited to those available on the client. A blank line is available to reset the search to "equals any value". The assignment line is unavailable for pure contacts as assignments are therefore not appropriate.
Job: The available fields limited to those available on the client. A blank line is available to reset the search to "equals any value". The job line is greyed out if it for pure contacts.
Document Date: This field has a date picker or the user is able to manually enter a date. Other operators such as "is current week/month/year" etc can also be used against this field. The date picker includes an option for "none" to reset the search to Document Date equals any value”.
Document Type: The available fields are a pick list limited to those available on the Client library. A blank line to reset the search to "equals any value" is also included.
Source: The available fields are a pick list of all available sources. A blank line to reset the search to "equals any value" is also included.
Description: The field is a free format search field. The search is applied anywhere in the Document Description and does not need to be prefixed with D%.
Once values have been added to the relevant fields, select Search to return the results.


Note: Values are only needed against required fields, the remainder should be left blank.


Global Document Centre Quick Search fields


The Global Document Centre similarly has six default Fixed Fields:

QuickSearch.png

Library: The available fields are a pick list limited to those libraries where the user is able to view some or all of the document types. It includes a blank line to reset the search to "equals any value".
Contact: If the user types in a client code, name or part of a name and uses enter or tab the Find Contacts screen launches. An ellipses is available to go straight to the Find Contacts screen. The client line is greyed out if the library selected is not the client library.
Document Date, Document Type, Source and Description fields behave in the same fashion as the Client/Contact Document Centre.


Advanced Search


The Advanced Search button is now at the foot of the Search panel. On selection, the existing advanced search loads as previously. Any criteria entered in the fixed search panel is carried into the advanced search. On exiting the Advanced search, the criteria is displayed as a hyperlink underneath the Quick Search Fields, which are greyed out until the advanced search is Cleared.


Search For field


This is a free format field. The principal change in Searching from previous versions, is that any values entered in this field will search within the results returned either by the Quick Search or the Advanced Search as appropriate. If there are no values in the quick search and the advanced search has not been used, then the Search replicates the previous version.

Clear Search button


The Clear Search button clears all searching criteria including the free format field. The document results grid also clears. If Advanced Search has been used, then Clearing the search will reactivate the Quick Search fields
CCH DOCUMENT MANAGEMENT 2014.3 9


Save/Open/Edit Search


The Save Search and Open Search buttons that were previously on the task bar are now displayed at the foot of the Search panel. The Edit option has been moved, so that when a saved search is opened, there is now an option to Edit the search. This behaves in the same way as the Edit that was previously on the Task Bar. All other behavior is the same as the previous version.

Display for multiple contacts


If a document is attached to multiple contacts and/or assignments, the document will display multiple times in both the client and Global Document Centre. Previous behavior was that the document was only displayed once under an amalgamated group of all the Clients/assignments.
This new behavior is only used if the screen is grouped, if the fields Client/Contact, Assignment, Job are used as column headings rather than groupings, they are still displayed as an amalgamated group and appear as a single entry in the Document Centre.

Display.png

Expand and Collapse


Expand and collapse groups in Document Centre


Expand and Collapse options have been added to all Document Centres, to enable a user to quickly locate a relevant group of documents, particularly when a search returns a large number of documents.

ExpandCollapse.png

If the user right clicks on the group header, Expand/Collapse options are displayed. . Collapse will display just the group headers, hiding all the documents and the user can then open specific groups individually. By right clicking on the group header and then choosing the Expand option, all groups are expanded and all relevant documents will appear in the list.

 

Expand and Collapse in Select Template window

 

To enable a user to quickly locate a relevant group of templates, particularly when a search returns a large list, Expand and Collapse options have been added to the Find Templates window, when creating a document.

Template.png

If the user right clicks on a group header, Expand/Collapse options are displayed. Collapse will display just the group headers, hiding all the actual templates and the user can then open specific groups individually. By right clicking on a group header and then selecting the Expand option, all groups are expanded and all relevant templates will appear in the list.
CCH DOCUMENT MANAGEMENT 2014.3 11
The views will differ for each Document Centre, e.g. if the user is in the Global Documents Centre, only non-contact library templates will be displayed, if they are in a client, only client library templates will be displayed and so on.
The customized view settings are saved on closing i.e. when the user reopens the Find Templates window it displays the previously saved settings.

 

Email Filing

 

In this release, we have implemented the functionality that was available in the CCH Document Management plug-in, together with a number of enhancements to email filing. The old plug-in will still be available to users, however it is our intention to retire this in the 2015.2 release in early July.

 

Ability to file a received email from within the opened email

 

File.png

Emails can now be filed to Document Management directly from within an opened email via the new File in CCH button. If the email is a reply to a previously filed email, the reply will pick up the filing information from the original email and link them together in Document Management.

 

Attaching files from Document Management to emails

 

The functionality of the old plug-in has been retained, namely when writing a new email, the user can attach a document from Document Management to an email.
When drafting an email, the Attach document button is now displayed on the email header. On selection, the Attach document window opens.

Attach.png

If the recipient’s email address is known to central, the most recent documents for that contact and it’s associates are displayed by default and a new tick box to search only documents attached to either the recipient or their associates is enabled. This can be manually overridden.
Once the required document or documents have been selected, the ZIP Attachment window opens enabling the user to zip the documents and add a password if appropriate. The same functionality is available when a user replies/forwards an email.

 

Filing emails on send

 

If File Email on send is not enabled in the email filing options, when creating an email, a new button appears in the email header to allow the user to File on Send on an arbitrary basis.

 

Preview on Add Document window for emails

 

We have added the ability to preview documents in the Add document window to assist with profiling emails.

Preview.png

To switch off the preview click the Auto Hide icon in the header of the email preview; to switch the preview back on, click on the Preview tab to the right of the Add document window.

 

Quick filing

 

Quick.png

A Quick filling option has been added to the CCH Email Filing Options, on the Filing. If this option is checked, it will suppress the Add Document window when a user drags and drops an email onto the filing tree, provided that a default document type is set and there are no mandatory extra fields are required.


Filing emails to multiple contacts


In previous versions of CCH email filing, an email could be filed multiple times by dragging and dropping the email onto the filing tree more than once, or browsing for clients when the Add Documents window appeared. This created multiple versions of the email in CCH Document Management.
In this release, we have changed the behavior of the drag and drop, such that, if an email has been filed previously, the user is now prompted to select whether to create a second copy or just append additional filing details.
When dragging and dropping an email for a second time, the following screen appears:

Filing.png

The window banner displays where the document is to be filed and the default action is to append the filing details to the existing document. The user has the option to select file again, which will create a second copy.
This feature only appears for contact/client filing. For non-contact filing and supplier/employee filing, the existing behavior remains.


Automated Email Filing


In this release, we have built options to enable a user to have emails filed automatically in CCH Document Management where the received or sent email was in response to a previously filed email. When the response is filed, it will replicate the filing details from the original email and also link the two emails in Document Management as a conversation.


Options


Configuration options have been added to enable the user to activate automatic filing functionality for replies to filed emails. These options can be set by clicking on the Settings icon, selecting Options and then the Filing tab.

Options.png

For more details on the filing options that are available see Email Filing > Tools > Filing in the Online Help.

 

Sent Emails

 

The Sent email option will only be enabled for selection if Enable folder monitoring and File email on send are ticked. If the Automatically file conversation replies option is ticked in the Sent Emails section, when a reply is sent to an email that has been filed in CCH Document Management, the document will be filed with the same meta-data as the original email. The reply will automatically be linked to the original email with the link type Email Conversation and the Add Document window will not appear. Any attachments will be filed as part of the email as the Add Document window is not shown, and therefore there is no option to file the attachment separately.

 

Received Emails

 

Received email options will only be enabled for selection if Enable folder monitoring is ticked.
If the Automatically file conversation replies is ticked, in the Received Emails section of Filing Options, the reply will automatically be filed without utilising the Add Document window. Attachments will be treated in the same way as for Sent Emails.

 

Drag and Drop Auto filing

 

If the Quick Filing option is ticked, when an email is dragged on to the filing tree, the email is filed to CCH Document Management without the Add Document window appearing. Any attachments will be filed as part of the email as the Add Document window is not shown, and therefore there is no option to file the attachment separately.
For more details of the filing options that are available see Email Filing > Tools > Filing in the Online Help.

 

New Plug-in for Word and Excel

 

The functionality of the CCH email filing plugin has been extended to word and excel with a view to retiring the old CCH Document Management plug in.  The old plug-in can be disabled or uninstalled now, with no loss of functionality.

Plug.png

 

Tool Bar


The Open and Check-In buttons work in an identical way to the existing CCH Document Management Plug-in. In excel there is also the option for merge-fields that is available in the current plug-in.
The Upload button replaces the Add Document button and behaves in the same way.
There are two new buttons Logoff and Check Out.


Logoff


The first time a user opens word or excel after the plugin is installed, they will be prompted to log in to Central.
The logoff button is used to log out of the plug-in when the user is not online.


Check-Out


In previous versions of CCH Document Management, if a document was opened in read-only mode, to edit it, the user had to close the document and then check it out for editing. Now if a document is opened in read only mode, the Check-Out button is enabled, so the document can be checked out for editing, without having to close the edit version first.
If the user starts to edit a read only document, a warning message appears advising the user to check out the document prior to making any edits.


Save on close


A new feature has been introduced to prompt the user to check in a document when closing a document in word or excel.
The following screen will appear:

Save.png

The options are
 Check-In - Saves, checks-in and closes the document
 Save – Saves and closes the document but leaves it checked-out for further editing later.
 Discard – Abandons any changes and closes the document but leaves it checked-out for future editing.
 Cancel – Returns to editing mode without having saved or checked in the document changes.

 


Note: The window only appears on closing the document or exiting word, not each time a document is saved


Workflow


Due Date to include Time


Workflow has introduced the ability to make a task in a workflow time-based. Where this is the case, the due date on the Document Task homepage will display the date and time, rather than just the date


Updating task status on checked out documents


If a user tries to update a task status on a document and the document is either still checked out by the user, or by another user, the following message appears and the user cannot update the task status

Update.png

Where the Document is checked out to another user, the warning will advise the name of the person.



Automatically Create Document


A new workflow Step Type is available which will allow a document to be automatically created as part of workflow. This Step Type is used in client or Application workflow to handle the creation of a document from a template.

Letter.png

Select the template from the drop down and assign the step to the person or role that is responsible for checking the letter.


Important Points to note when using this Step Type:
 The template selected must have a workflow attached, even if it only has one simple task to check the content of the document, otherwise the document will be created but no-one will be aware and nothing will happen to the document.
 The person assigned to this step will be the person that the letter is From
 The To field is populated with the client unless the template has a relationship set in the To or FAO fields, then this is the person that appears in the To field
 The address will be the primary address for the client unless an association is used in the To field in which case it will be the primary address of the To contact
 The From and signatory will be the person who is the step owner for the Create Document step


Note: If the document is to be converted to an email, ensure that the email credentials of the signatory are set up on the employee record, otherwise the workflow will fail at this point.


 The Document will be filed on the assignment and using the document type specified on the template.


The Step Type will
 Create the document,
 Attach the relevant workflow to the document
 Treat the step owner of the Create Document step in the Client Workflow as the Workflow Owner in the Document Workflow

Support For Multiple Document Database


In this release we have introduced support for multiple document Databases. This was done in response to requests from a few larger clients, who had issues around the length of time it was taking to back up their document database, because of its size.
This feature is aimed at larger sites as the set up and management is done via SQL. Any organisation who would like to implement this should contact their Account Manager. A day of Technical Consultancy will be required to set this up.

 

System – Maintenance


Quality Improvements


The following quality issues have been resolved in Document Management 2015.1


Document Centre


ITS/49875: Grouping Not Being Retained in Document Centres
On re-opening the Client Document Centre, changes that have been made to the layout during the previous session are now retained. If the grouping is collapsed on exit, the same view is displayed when it is re-opened.
ITS/53336: Error During creation of PDF Collection
The Create PDF collection is only available in Client/Contact library, but previously the ID of the library was hardcoded to ID3, therefore a few firms whose client library was not ID3 could not create PDF collections. This has npw been fixed to reference the Library Type Client


Searching


ITS/52796 Assignment selection in Advanced Search to be dropdown list
The quick find assignment search lists all specific assignments that exist on a client. Advanced search, produces a list of all assignment templates. Jobs are now also displayed as a drop down list rather than a search field
ITS/51532 (Document Management) - Add Last Modified Date to fields available in Advanced Search
Last Modified date field is now available in the Advanced Searching.


Editing Documents


No version required if document has not been changed
If a document is checked out and then checked in but no amendments have been made, then no new version is created. There is no warning message that this is the case.


Email Filing


ITS/53338 Email Filing leaves tmp files in user’s temp folder
While filing emails via CCH Email Filing, tmp files are created for each email filed in the users %temp% directory. Once the user clicks OK to upload the emails and OK to the Upload Complete successful messages, then the tmp files are now removed from the directory.

 

Multi-function device scanning


Update Tasks Window to contain all tasks for logged in user
In previous versions, the Update Tasks Window for multi-function device scanning only displayed documents and tasks where the assigned user had not been changed. Now all updated documents that have tasks assigned to the logged in user are displayed, enabling the user to clear the tasks, as required.


Document Creation


Figures from Smart Reports do not merge
If a Smart report is attached to a template, any fields in the template that are available in the Smart Report are now correctly merged.

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