DocRecord v5.0.0.326 Release Notes

Owned by Ben Ha (Deactivated)
Last updated: Nov 18, 2016

Important:

ENHANCEMENTS:

EFORMS

  • DocRecord now includes a fully integrated eForms solution, allowing users to electronically fill out an HTML web form or PDF form and submit it to DocRecord.  This completed form can then initiate a workflow process in DocRecord, allowing designated reviewers to approve the document for further processing.  Simple eForms may be designed over a web browser using the Quick Forms Designer, while more complex eForms may be designed using the eForm Designer application.  Once designed, these eForms can be published for use and will be available through a direct link or through the eForm Manager.
     
  • The eForms component is installed as part of the Workflow Server component.

  • To access the eForm Manager, please go to the following URL (where "SERVERNAME" represents the name or IP address of the server where the eForms component is installed).
    http://SERVERNAME/Prism/EForms/#/login 

WORKFLOW

  • In addition to the document-driven workflow available in the DocRecord Document Processing Server, user-driven workflow is now available through the DocRecord Workflow Server.  The Workflow Designer makes it simple to visually build a workflow process using its drag-and-drop interface, and the process can then be initiated automatically based off of specific events occurring in DocRecord.  Users will have a dedicated workflow queue, reflecting the tasks awaiting their attention.

WEB CLIENT

  • The DocRecord Web Client has been completely redesigned using HTML5 technology, allowing users to access DocRecord through a smartphone, tablet, or any browser-enabled device.  After securely logging into the Web Client, users may search and retrieve documents, upload new documents, revise documents through the check-out/check-in process, and take action on workflow tasks.
     
  • The Web Client no longer requires IIS in order to run, and is built into the installer for the DocRecord Document Server.

  • To access the Web Client, please go to the following URL (where "SERVERNAME" represents the name or IP address of the server where DocRecord Document Server is installed).
    http://SERVERNAME/DR/#/login

CAPTURE SERVER

  • The DocRecord Capture Server allows a DocRecord administrator to design, test, and deploy a process to automate the capture of incoming documents into DocRecord.  Documents may be captured through a watch folder, a virtual print queue, or as an email attachment, and then automatically submitted into DocRecord with index information through the use of a template.  The index information can be automatically recognized from text and barcodes located in fixed zones on the page, or dynamically detected from anywhere on the page using unique trigger phrases.

DOCUMENT SERVER/SERVER MANAGER

  • The User Pool now features the ability to filter the user/group results from Active Directory (AD).  This makes it simple to locate a specific AD user or group by entering part of the username or group name, particularly in organizations with large AD environments.

  • The DocRecord Server Configuration screen ("Tools > Server Configuration") now features a "Search" tab, allowing the administrator to configure global search settings in DocRecord.  This includes the ability to define which type of keyword search is used for the Basic Keyword Search (e.g. "All of these words" instead of "Any of these words"), and defining a minimum relevance filter for full-text searches.

  • "USERNAMEBASE" has been added to the list of category tokens for the "Default" column,  "USERNAMEBASE" returns just the base username (e.g. "jdoe") while the existing "USER" token returns the fully qualified username (e.g. "jdoe@irvinedata.com").

OFFICE EXTENSION

  • DocRecord's integration with Microsoft Outlook has been expanded, allowing users to access documents in DocRecord directly from the Outlook interface.  Users may now browse the DocRecord folder structure, run searches, view documents, and handle workflow tasks without ever having to leave Outlook.  In addition, users may enable the "Send & Save" option to ensure that they are prompted to save all outgoing emails from Outlook into DocRecord.

  • DocRecord's integration with Microsoft Word has been expanded, allowing users to check-out documents in DocRecord directly from the Word interface.  In addition, users may now check-in a Word document directly from the Word interface, eliminating the need to switch between Microsoft Word and the DocRecord Desktop Client application.  Enhanced saving is now built into Word, ensuring that if the same document is submitted into DocRecord more than once, a new version of the document is created in DocRecord.

DESKTOP CLIENT

  • In addition to the standard system fields (such as Document Name, Description, and Create Date), category index fields may now be shown as columns in the Document List of the DocRecord Desktop Client.  Documents are now grouped by category tabs in the Document List, and the index fields specific to that category are shown as column headers.  Users may then rearrange and sort by these index field columns as needed, making it easy to quickly identify a document within a large list.

  • Security may now be set on individual index fields in a category.  By assigning a user role to an index field, only users in that role may edit that index field's value in DocRecord (even if they have permissions to edit a document's properties).  This facilitates the defining of "read only" index fields in a category, which are for informational purposes only and should not be changed by a user, but may still be changed by a system process (such as a workflow step).

  • The "Workflow Documents" pane has been added ("View > Workflow Documents"), allowing users to view their private list of currently open workflow tasks and take action.

  • With the new server option to "Allows Users to Delete from Search Results", users with the appropriate permissions may delete documents directly from the Search Results pane in the DocRecord Desktop Client.  This makes it convenient when documents need to be cleaned up quickly by searching and deleting.  This option may be enabled from the "Tools > Server Configuration > Other Settings" section of the DocRecord Server Manager.

  • The prompt for a Label/Comment during the document check-in process may now be skipped, eliminating an extra step in environments where documents are checked-out and checked-in frequently.  Simply enable the "Skip Label & Comment dialog on document Check-In" option in the "Tools > Server Configuration > Other Settings" section of the DocRecord Server Manager.

  • Users may now view their own checked-out documents using the "View > View Checked Out Documents" option.  Please note that administrators may also use this option to view the checked-out documents from all users, and undo the check-out action on behalf of the user if desired.

  • A "Relevance" column has been added to the Search Results pane, allowing for the sorting of full-text content searches by relevancy.

  • The default layout for all Desktop Client users may now be set at the server level.  This can be done by adjusting the layout as desired on a Desktop Client installation, and then copying the contents of the "%localappdata%\Prism Software Corporation\DocRecord Desktop Client\Layout" folder to the "\Server\Default Layouts\Desktop Client" folder in the DocRecord Document Server installation directory ("C:\Program Files (x86)\Prism Software\DocRecord\Server\Default Layouts\Desktop Client" by default).

    Note: This only affects the layout for new installations of the Desktop Client.  Users may still adjust the layout afterward as desired, and the custom layout will be saved going forward.

FILE EXPLORER INTEGRATION

  • Shell integration for Windows File Explorer has been added, allowing users to right-click on one or more files in a Windows folder and send them to DocRecord with index information.  This feature is automatically installed as part of the Desktop Client.

CHANGES:

GENERAL

  • The server components of DocRecord are now native 64-bit applications and can only be installed on 64-bit Windows operating systems.  Please see the DocRecord Specifications (v5) page for details, including the list of supported operating systems.

  • Microsoft .NET Framework 4.6.1 is now required as a pre-requisite to installing DocRecord.  As a result, support for the Windows Vista and Windows Server 2008 operating systems have been dropped.  Please see the DocRecord Specifications (v5) page for details, including the list of supported operating systems.

  • DocRecord is now all-inclusive, meaning that most server and client components no longer need to be purchased separately and are included under the concurrent user licenses.  However, the DocRecord components requiring separate license keys still need to be licensed in the same way as with v4.

  •  The "Work In Process" system folder has been removed.  Going forward, the "Awaiting Commit" system folder shall be used as the default folder for all categories, including "[Unassigned]".

    Note: If you are upgrading from a previous version of DocRecord (prior to v5), the "Work In Process" folder will be moved automatically under "Awaiting Commit" as a subfolder.  If no documents are in the "Work In Process" folder, it may be safely deleted by the administrator.

  • Going forward with v5 builds, the properties of the Windows services for DocRecord will be maintained when upgrading to a new version.  This includes the service logon account information as well as the service startup type (previously this information would have to be re-entered after upgrading).

DOCUMENT SERVER/SERVER MANAGER

  • DocRecord's server components now run exclusively as native 64-bit applications, allowing for greater utilization of the machine's resources.  Please note that 32-bit operating systems are NOT supported for the server components.

  • Along with the existing "DocRecord Document Service" and "DocRecord Image Service" services, two additional Windows services are now installed with the DocRecord Document Server component: "DocRecord External Data Service" and "DocRecord External Data Service (32 bit)".  These are both "helper" services to the main DocRecord Document Service, handling all communications involving external data sources (such as with auto populate).

DESKTOP CLIENT

  • The Desktop Client now runs as a native 64-bit application.  A Start Menu shortcut to the 32-bit version of the Desktop Client is automatically installed with the 64-bit version, allowing for compatibility with 32-bit operating systems and configuring data source connections with 32-bit ODBC drivers.

  • The "Tools" and "Security" ribbon bars are now hidden by default, in an effort to provide a simpler default user interface.  To show these ribbon bars, simply right-click anywhere in the ribbon bar and select "Customize the Ribbon...", and enable the desired ribbon bars from the right pane.

  • The folder tree structure has been optimized for environments with a very large number of folders, loading each section on demand.

  • When running a search, the status bar now displays "Searching" to provide more feedback to the user that a search is in progress.
     
  • Users may now drag-and-drop documents into the "Awaiting Commit" folder and its subfolders.

  • The option to generate a barcode cover sheet has been moved from the "Tools" ribbon bar to the "Document" ribbon bar ("Document > Generate Cover Sheet").

  • More detailed error messages are now shown when the Desktop Client launches or logs into DocRecord, differentiating between server connection issues and licensing issues.

APPLICATION EXTENDER

  • The Desktop Extender component has been renamed to the "Application Extender".

FIXES:

DESKTOP CLIENT

  • Intermittent "system out of memory" errors that may appear when working in environments with a very large number of folders.

  • When printing documents with mixed orientation pages from the Desktop Client, the landscape orientation pages become cut off in the print out.

  • When using "File > Export" to export multiple documents with the same Document Name, the files being exported will overwrite the existing file in the export location, resulting in just 1 exported file (the most recent one).

KNOWN ISSUES:

  • Currently the Desktop Client installer does not allow you to proceed with the installation on 32-bit versions of Windows.  This issue is currently being investigated and will be addressed in the next release version.
     
  • When browsing folders in the Desktop Client, the Document List may sometimes fail to show the documents in that folder and will require a refresh of that folder.  This intermittent issue is currently being investigated and will be addressed in the next release version.
     
  • Manually disabling the DocRecord Office Extension add-in within Outlook may cause the application to crash.  This is an intermittent issue that is currently being investigated, but it is not observed during normal usage of the Office Extension component.