DocRecord v4.1.1.134 Release Notes

Owned by Ben Ha (Deactivated)
Nov 17, 2014

Important

  • If you are upgrading from an existing installation of DocRecord, you MUST first follow the instructions in Upgrading to DocRecord v4.1.

  • Otherwise, for a clean installation simply follow the instructions in the "DocRecord Installation Guide" PDF file.

ENHANCEMENTS

DESKTOP CLIENT

  • Completely redesigned the Desktop Client, which now features a ribbon-style user interface yet maintains the familiar folder/document layout of the original version.

  • Accessible from the "File" ribbon bar, the Backstage View allows for quick access to user account information and settings, as well as performing batch operations on documents.  A selection of documents can now be shared via email as individual file attachments, one combined PDF attachment, or as a link to the set of documents in DocRecord.

  • A brand new Document Viewer is integrated into the Desktop Client, allowing for the native viewing of TIFF, PDF, Office (Word, PowerPoint, Excel, and Outlook MSG/EML files), AutoCAD drawings, and standard image formats in DocRecord without requiring a separate viewer.

  • In addition to the new Document Viewer, the annotation and image adjustment tools have been completely redesigned and now support PDF format in addition to TIFF and standard image formats.

  • Users may now personalize their account settings, such as setting a “Home” folder where the Desktop Client will always start at instead of at the Root folder, and uploading an account picture.  In addition, users may customize a list of "Favorite" folders for quick access above the Folders pane.

  • Users may now sign out and sign in to the Desktop Client, eliminating the need to have to close out of the Desktop Client each time.

  • Click Indexing allows users to quickly index unstructured documents utilizing OCR technology on the fly (no templates needed!).  Simply use the "Click Indexing" button (located in the "Document Navigation" ribbon bar) while editing a document and click on the area representing the index data on the image to the right, and the OCR’d data will be inserted as the next index value on the left.  For index fields that involve more than one word (e.g. Customer Name), simply drag-and-draw to capture a larger region around the entire phrase.

  • The “Notes” field is now a standard document attribute (along with Document Name, Create Date, etc.), and allows for multiple lines of text to be entered about the document.  For example, users may enter in any comments about the document for workflow purposes or as a general note to be viewed or searched on later.

  • While indexing a batch of documents, one or more index fields can be designated as “sticky”, meaning that the previously entered index value will carry over to the next document that is going to be indexed.  This feature can be accessed by right clicking a blank area in the Document Properties pane next to the index fields.  For example, you have many invoices to process from the same vendor, so the Vendor Name and Vendor Number index values can be set as “sticky” and shared between each document in the batch.

  • The existing cross reference feature has been redesigned to include a visual indicator in the ribbon bar of the number of cross references that exist for the currently viewed document.  Clicking the Cross References button results in a new window that displays the related documents, making it simple to toggle back and forth between the cross referenced documents.

  • When emailing documents from the Desktop Client, users may now specify a page range to send instead of sending the entire document (note: this feature only works with PDF and TIFF files).  Users may choose to disable this prompt for page range option as a user setting.

  • Document Checklists can now be defined for folders, allowing for a standardized, consistent set of documents to be associated with a folder.  This makes it simple to determine when one or more documents are missing, and even run reports on the folders with missing documents.  To add a Document Checklist to a folder, you may use the right-click "Document Checklist" option.

DOCUMENT SERVER/SERVER MANAGER

  • In addition to being able to define a Retention Policy on a category of documents, you may now define a Retention Profile that can be applied to a folder of documents.  For example, in a typical legal setup, you may have a folder for each Case Number and define a retention period that applies to all documents related to that case.

  • The creation/editing of a category has been streamlined, with each category setting being broken into tabs on the left side.  This allows for administrators to quickly go to the desired setting and make the necessary change.

  • Email notifications are now built into DocRecord as a category setting, allowing administrators to designate which events in DocRecord should trigger an email notification.  In order to use this feature, the SMTP server settings must first be configured in the DocRecord Server Manager.

  • Administrators of DocRecord may now manage the pool of concurrent user licenses through the "Concurrent Client" section of the Server Manager.  Administrators may monitor which users are currently connected to DocRecord and force releasing their concurrent license if needed.

  • DocRecord Administrators now have the ability to restrict a user to his/her home folder; this setting is found in the User Role window.

AUTOMATION SERVER

  • Form Templates are now available in the Automation Server, targeting documents that do not follow a standardized consistent format but can still be OCRed (such as Vendor Invoices).  By anchoring off a trigger value (e.g. “Invoice Number”), the actual index value you wish to capture can be dynamically located on the page relative to that anchor point.  This eliminates the need to create a separate OCR template for each varying format.

MOBILE SERVER/CLIENT

  • In addition to the Desktop Client and Web Client, the Mobile Client grants access to DocRecord from the convenience of a mobile device (smart phones and tablets).  Please note that this is intended as a separate type of Web Client from the existing Silverlight-based Web Client.

  • The Mobile Client installer is not included as part of the DocRecord installation wizard, but can be installed separately using the "DocRecord Mobile Client.exe" file located in the "DocRecord" subfolder of the installer.  When prompted during the installation process, please select "Default Web Site" for the "IIS Website" and enter "DRM" for the "Virtual Folder" (if not already there).

  • Once installed, you may access the Mobile Client by going to "http://<Mobile Server Name or IP address>/drm"

DESKTOP EXTENDER:

  • The new and improved version of the Desktop Extender allows for true “screen scraping” of data from your line-of-business Windows application.  It also supports extracting data from the Windows clipboard, prompting the user, as well as OCR from a captured region.  No programming is required to “image enable” your Windows application and retrieve documents from DocRecord!

 

CHANGES/FIXES

GENERAL

  • Support for Windows 8.1 and Windows Server 2012 have been added.

  • Microsoft SQL Server 2012 is now officially supported for use with DocRecord.

  • DocRecord now requires Microsoft .NET Framework v4.5.1 in addition to v4.0.

  • Due to minimum requirements with Microsoft .NET Framework v4.5.1, Windows XP, Windows Server 2003, and Windows Server 2003 R2 have been removed from the list of supported operating systems.

DOCUMENT SERVER/SERVER MANAGER:

  • Thumbnails for each document are now stored outside of the DocRecord database in a Windows storage location of choice.  This thumbnail storage location may be configured in the “Tools > Server Configuration” screen of the DocRecord Server Manager.  If you wish to migrate the thumbnails out of the DocRecord database and into the storage location, you may use the migration tool that is included in the DocRecord Server Manager.

  • The service name for the DocRecord Document Server has been changed to "DocRecord Document Service".

  • The "DocRecord Image Service" now installs as part of the DocRecord Document Server, and provides the generation of thumbnails and web images for each document.  Please note that this service must be started in order to use the DocRecord Document Service.

  • In the Storage Policy of each category, the "NONE" option has been renamed to "First Available Location".

  • Various optimizations made to the creation of web images.

  • The log for the DocRecord Image Service may now be enabled in the "Tools > Server Configuration > Logs" tab of the Server Manager.

  • Addressed issue where CSV files were not being properly indexed for full-text searching.

AUTOMATION SERVER

  • The service name for the DocRecord Automation Server has been changed to "DocRecord Automation Service".

  • To insert a time break between processing each document in a Non-OCR input process, add a new String value named "NonOcrTimeBreak" in:

    HKEY_LOCAL_MACHINE\SOFTWARE\Prism Software\DocRecord\DocSrcMgr

    Time is in seconds, set to 0 to disable the time break (default is 4 seconds).  The log is stored in the "Logs" folder of the DocRecord installation directory, and is called "ImageServer.log".

  • The Email input type now takes into account invalid characters being in the Subject of the captured email.

  • Addressed issue where "Date" type index values were not being submitted with the document if the regional settings were set to a non-U.S. format.

DESKTOP CLIENT:

  • A more detailed error message now appears in the event of a problem while attempting to check out a document.

  • Various optimizations have been made to keep the amount of memory usage lower overall.

  • Addressed issue with query parameters contained between parenthesis not being honored.

  • Addressed the dynamic choice list not working with a MySQL database connection.

  • The Query pane now allows for sorting based on the column headers.

  • Addressed issue where dash ("-") and underscore ("_") characters were not being saved in the Naming/Routing Expression of the Document Policy.

  • Addressed issue with keyword search highlighting on PDF files where trailing pages in the document were not viewable.

  • Removed the incorrect warning message that appears when searching by Create Date in the Advanced Search.

  • Addressed issue in Backstage View where saving multiple documents as a combined PDF file would include the original documents in addition to the combined PDF file.

WEB SERVER/CLIENT:

  • The Web Server is no longer included as part of the DocRecord installation wizard, but can be installed separately using the "DocRecord Web Client.exe" file located in the "DocRecord" subfolder of the installed.

  • Various optimizations made to printing and emailing documents from the Web Client.

  • The login page now has a "Log In As" dropdown to differentiate between a Windows user or DocRecord user, optimizing the time it takes for a user to login.

  • Addressed potential issue with upgrades where the web images do not display correctly, or the temporary files do not get cleaned up properly on the IIS server.

  • Addressed the "Profile" ribbon bar being hidden for Web Client users (when upgrading from a previous version).

OFFICE EXTENSION:

  • When submitting an email from Outlook into DocRecord, any attachments in the email will be placed into the "File List" of the document (the email message will be the first document in the File List).

  • Addressed issue where "read only" documents were not able to be submitted to DocRecord.