Release notes for Document Management 3.12
Below is an overview of changes and new features introduced in this release of the FourVision Web App.
New features
Fixed the column headers on the overview screens with a large number of records
Added dashboard sections on the 'Parameters' screen with toggles for all the sections and tiles on the 'Dashboard setup'
Improvements for showing 'Department name', 'Job description' and 'Position title' in the app
Added an option 'Clean logs' on the 'Sync logs' screen to remove logs with the status 'Scheduled', 'Finished' and 'Error'
Added a filter option to show active and inactive positions on the Positions screens
Added a parameter with options ‘Adjusted start date’, ‘Latest employment’, ‘Oldest employment’ and 'Seniority date' to calculate the 'Years of service' for the worker
Added menu for 'Bulk upload' on the Manager side of the app
Added a new feature for 'Compensation plan filter' to filter the visibility of records and worker details based on role and compensation plans assigned
Implemented DocuSign access for multiple signees and showing the name of the Position group member as bold for DocuSign
Conditional workflow and Auto approve document functionality
Changes and bugfixes to existing features
Generic security updates, minor bug fixes and patches
Added validation message to send Support requests, if the 'From' field is blank under Mail settings on the 'Connection profiles' screen
Improved positioning of image and text for the Quill editor under the 'Guidance' section of the dashboard
Added a message to clear the browser cache and reload to update the version of the app when the Installed version does not match the Latest version of the web app
Improved the multi-column search options for the menus under the Organisational data
When creating a document via the Request app, corrected the value to be shown as empty space against the markers with no value
Detailed release information:
New feature 1: Fixed the column headers on the overview screens with a large number of records
New feature 2: Added dashboard sections on the 'Parameters' screen with toggles for all the sections and tiles on the 'Dashboard setup'
Added sections for the Employee and Manager dashboards for setting up the new dashboard and to turn Off any section for all dashboards (By default all the sections will be disabled)
Added sections and all the menus as tiles for the Employee dashboard on the 'Edit dashboard' screen
Employee dashboard
Added sections and all the menus as tiles for the Manager dashboard on the 'Edit dashboard' screen
Manager dashboard
Note: Switching off the toggle under the ‘Dashboard setup’ tab on the ‘Parameters’ screen will have an immediate effect and will switch off the toggles for all the current dashboards. In addition, the toggles for the 'Expiring documents' and 'Documents' charts should be enabled by default for the existing Manager dashboard.
New feature 3: Improvements for showing 'Department name', 'Job description' and 'Position title' in the app
For the department ‘Human Resources’, the department name showing as ‘Human Resources' with the search name set as ‘HR- Human Resources’
The ‘Job’ name is showing as ‘Training & Dev Consult’, ‘Job description’ as ‘Job description-Training & Development Consultant' and ‘Job title’ as ‘Job title- Training & Development Consultant’ respectively
For the position ID ‘000252', the 'Title' is ‘Training & Development Consultant Team Manager’ and the 'Description' is 'Des- Training & Development Consultant’ respectively
a. Details are shown on the blue bar, the ‘Worker name' as ‘Grace Sturman’, 'Personnel number' as ‘000032’, 'Position ID' and 'Position title' as ‘000252 (Training & Development Consultant Team Manager)’ b. 'Position ID' and 'Position title' shows as hover text c. The value of the 'Department' field changed from 'Search name' to 'Name' and showing as ‘Human Resources’ d. Under the ‘Details’ tab, the field name is updated to ‘Job description’ and the value of the Job description shown
Added ‘Title’ field for all the Position screens showing the Position title
New feature 4: Added an option 'Clean logs' on the 'Sync logs' screen to remove logs with the status 'Scheduled', 'Finished' and 'Error'
Under the ‘Clean logs’ dropdown option, the ‘Scheduled’, ‘Finished’ and ‘Error’ options are added to remove particular logs
The ‘Clean logs’ dialog box will appear with the warning and confirmation message before deleting logs for a particular status
New feature 5: Added a filter option to show active and inactive positions on the Positions screens
The Active positions will show by default on the Positions screen with the 'Yes' option selected
The 'Yes' option will show Active positions and the 'No' option will show Inactive positions
New feature 6: Added a parameter with options ‘Adjusted start date’, ‘Latest employment’, ‘Oldest employment’ and 'Seniority date' to calculate the 'Years of service' for the worker
a. On the ‘Parameters’ screen, if the ‘Seniority date’ is set under the ‘Years of service’ dropdown field, the Years of service will be calculated according to the ‘Seniority date’
b. On the ‘Parameters’ screen, if the ‘Oldest employment’ option is selected under the ‘Years of service’ dropdown field, the Years of service will be calculated according to the ‘Oldest employment’
c. On the ‘Parameters’ screen, if the ‘Latest employment’ option is selected under the ‘Years of service’ dropdown field, the years of service will be calculated according to the ‘Latest employment’
d. On the ‘Parameters’ screen, if the ‘Adjusted start date’ option is selected under the ‘Years of service’ dropdown field, the Years of service will be calculated according to the ‘Adjusted start date’ available in the oldest employment for the worker
Note: ‘Adjusted start date’ field is not available in the app and is fetched according to the latest record from the synced source in case of multiple types of employment. The ‘Years of service’ can be calculated according to the ‘Adjusted start date’.
New feature 7: Added menu for 'Bulk upload' on the Manager side of the app
The new ‘Bulk Upload’ menu was added to the Manager side of the app same as the Admin
Users can add documents in bulk with correct names to upload for workers based on Legal entity and category.
The 'Upload' button can be used to upload new files. The 'Error logs' button will show the logs that could not be uploaded because of some error. The 'Pending files' section shows all the files pending action because of some reason like synchronization.
New feature 8: Added a new feature for 'Compensation plan filter' to filter the visibility of records and worker details based on role and compensation plans assigned
On the 'Parameters' screen, under the ‘Features’ tab, the ‘Enable compensation plan filter’ toggle is added (by default set as disabled)
By enabling the toggle, the user gets access to use the functionality and view related screens under the 'Compensation' parent menu
On the Compensation Parameters screen, Workers are set to filter out based on the Compensation plan and under the ‘Operator to filter out comp plan records’ dropdown field, the admin can select ‘AND’ or ‘OR’ option (default value set as ‘AND’)
Overview of the synced Fixed compensation plans
Overview of the synced Employee fixed compensations
Scenario 1: When the ‘OR’ option is selected under the ‘Operator to filter out comp plan records’ dropdown field on the Compensation Parameters screen, the logged-in user(s) will have access to view the workers and worker details, according to the Legal entities assigned to the users’ role and compensation plan
No Legal entity assigned to the user Brooke Drynan’s roles
With the user ‘Brooke BD Drynan’ (Manager), no workers are visible as no Legal entity is assigned to the user's role
With the user ‘Phyllis Harris’ (Employee), the documents assigned for approval
With the user ‘Brooke BD Drynan’ (Manager), the document for worker ‘Phyllis Harris’ not showing for the approval as logged-in user does not have access to the worker
The Legal entity ‘USRT’ assigned to the 'Manager' role of the user Ken Ewert
Employee fixed compensation of workers with Legal entity 'USRT'
With the user ‘Ken Ewert’ (Manager), the documents of the workers showing according to the assigned Legal entity 'USRT'
Scenario 2: When the ‘OR’ option is selected under the ‘Operator to filter out comp plan records’ dropdown field on the Compensation Parameters screen and the user role(s) assigned to the Compensation plan, is not related to the logged-in user(s). The Logged in user does not have access to view the workers on the ‘Workers’ screen.
The Legal entity ‘USSI’ assigned to the 'Payroll manager' role of the user Mia Vanclooster
Employee fixed compensation of workers ‘Holly Dickson’, ‘Karen Berg’ and ‘Kari Furse’ with the Legal entity ‘USSI’ and the Compensation plan as ‘Step’
For the Fixed compensation plan ‘Step’ with the Legal entity ‘USSI’, the 'Accounting manager’ role is assigned
With the user ‘Mia Vanclooster’ (Manager), on the 'Workers' screen, the worker ‘Karen Berg’, ‘Kari Furse’, and ‘Holly Dickson’ not showing, as the assigned role ‘Accounting manager’ on the compensation plan does not belong to the logged-in user
On the 'Positions' screen, clicking on the worker's name ‘Karen Berg’ shows validation message
Scenario 3: When the ‘AND’ option is selected under the ‘Operator to filter out comp plan records’ dropdown field on the Compensation Parameters screen, the logged-in user(s) have access to view the workers and worker details, all assigned Legal entities of worker should also be assigned to the logged in user(s).
The Legal entity ‘USSI’ assigned to the 'Payroll manager' role of the user Mia Vanclooster
Employee fixed compensation of worker 'Chase Carpenter’ with Legal entity 'USMF' and 'USSI'
The worker ‘Chase Carpenter’ is not in the list, as the worker ‘Chase Carpenter’ with multiple Legal entities and the logged-in user assigned access to only one Legal entity
With the user ‘Sara Thomas’ (Admin), assign the legal entity ‘USMF’ on the role of the worker ‘Mia Vanclooster’
With the user ‘Mia Vanclooster’ (Manager), the worker ‘Chase Carpenter’ showing in the list, as the Legal entity of the worker assigned to the logged-in user role
Scenario 4: When the ‘AND’ option is selected under the ‘Operator to filter out comp plan records’ dropdown field on the Compensation Parameters screen, the logged-in user(s) do not have access to view the workers and worker details, if the role assigned to the ‘Fixed compensation plan’ does not belong to the logged in user(s) even if the condition for legal entities fulfilled.
With the user ‘Sara Thomas’ (Admin), the legal entity ‘USMF’ and 'USSI' assigned to the 'Payroll manager' role of the worker ‘Mia Vanclooster’
Employee fixed compensation of worker ‘Chase Carpenter’ with Legal entities ‘USMF’ and ‘USSI’ and Plans 'GradeC' and 'Grade' respectively
For the Fixed compensation plan ‘GradeC’ with the Legal entity ‘USMF’, the 'Accounting manager’ role is assigned
With the user ‘Mia Vanclooster’ (Manager), on the 'Workers' screen, the worker ‘Chase Carpenter’ not showing as the assigned role ‘Accounting manager’ on the compensation plan does not belong to the logged-in user
On the 'Positions' screen, clicking on the worker's name ‘Chase Carpenter’ shows a validation message
The ‘Purchasing manager’ role is assigned to ‘GradeC’ on the Fixed compensation plan
The worker ‘Chase Carpenter’ showing in the list, as the logged-in user role assigned on the compensation plan
Note:
The logged-in user(s) have access to see all details through the ‘My team workers’ and ‘My positions’ screens for Primary positions.
If the condition is false for any worker, the worker will not show in the ‘Global search’.
Access to the screens - a. On the ‘My team workers’ screen, logged-in user(s) have access to view details of all team members. b. On the ‘My positions’ screen, logged-in user(s) have access to view the details of all the team members with the primary position. c. On the ‘Workers’ screen, the logged-in user(s) have access to view the filtered workers according to the condition applied. d. On the ‘Positions’ screens, the logged-in user(s) have access to view the team members with the primary position.
When the ‘OR’ option is selected under the ‘Operator to filter out comp plan records’ dropdown field, even if only one legal entity match with the logged-in user(s), the logged-in users’ will have access to view the worker and worker details.
When the ‘AND’ option is selected under the ‘Operator to filter out comp plan records’ dropdown field, all the assigned legal entities of the worker should also be assigned to the logged-in user(s). Only in that case, the logged-in user(s)’ have access to view the worker and worker details.
If no legal entity is assigned to the logged-in users’ role and the logged-in users’ role is assigned to the Compensation plan, the logged-in user(s) should not be allowed to view any worker on the ‘Workers’ screen.
New feature 9: Implemented DocuSign access for multiple signees and showing the name of the Position group member as bold for DocuSign
Enabled the ‘DocuSign’ feature key and the ‘DocuSign’ tab showing on the 'Parameters' screen
Under the ‘DocuSign’ tab, set values for the ‘Signature placeholder for workflow assignee’ and ‘Signature placeholder for applicant’ sections
On the 'Connection profiles' screen, under the ‘DocuSign setting’ tab, set the details
The statuses used in the workflow
For the category, enabled the ‘DocuSign’ toggle, added Workflow statuses and enabled toggles for the ‘Assignee signature’ and ‘External signature’ columns
For an Applicant, created a document to sign by multiple persons
With the user 'Claire Kennedy' as 'Line manager', signed the document
With the user 'Ken Ewert' as 'Worker', signed the document
With the user ‘Charlie Carson’ as 'Level 2 Manager', signed the document
With the user ‘Phyllis Harris’ as 'Position', signed the document
With the user ‘Brooke Drynan’ as 'Requester', clicked to get the signing status of the document. The dialog box shows about the signing process is not yet completed
Review the document as 'Applicant' to sign the document and finish the signing process
With the user ‘Brooke Drynan’ as 'Requester', clicked to get the signing status of the document. The dialog box shows the signing process completed by the Applicant and moved to the 'Position group'
For the assigned Position group, the name of the position group member shows as Bold who will sign the document. Here 'Claire Kennedy' shows as Bold
With the user ‘Claire Kennedy’ as a 'Position group member', signed the document
Note:
New admin setup for Category and workflow assignment is required with new DocuSign settings.
If the Document is assigned to the 'Position group', position group members can view the 'Sign the document' button. Once the action is performed by any one of the members, the 'Sign the document' button will disappear.
If the Document is assigned to the 'Position group', only one member of the position group will get access of the 'Sign the document' button.
In case of signing the document for the Applicant, all the position group members will have access to send the Email to the applicant but the name of the position group member will not be bold.
New feature 10: Conditional workflow and Auto approve document functionality
Added a new feature key ‘Enable conditional workflow’ (by default disabled) under the 'Features' tab on the 'Parameters' screen
Enabled the toggle
The ‘Criteria’ column is added with the value ‘No’ for the assigned successors on the status of the workflow
While updating the successor assignment, by default the toggle for 'Enable criteria' is disabled. On enabling the toggle, the user can add a new condition
Scenario 1: If the criteria added to the workflow status match, the Status will change to ‘Position’ and the document will be Assigned to the Position ‘000272 [Payroll Administrator]’ mentioned in the condition
The legal entity assigned to the worker is ‘CNMF’
Uploaded a new document for the particular worker with legal entity 'CNMF'
The Status of the document is ‘Requester’ and Assigned to worker ‘Marie Hassell’
With the user 'Marie Hassell', clicked on the successor step 'Worker' (to assign the document to the worker)
Since the criteria added to the status of the workflow matched, the document is Assigned to 'Mia Vanclooster' with Status 'Position'
Scenario 2: If the criteria added to the workflow status do not match, the Status and Assigned to will be what is mentioned on workflow the status
The legal entity assigned to the worker is ‘USRT’ and ‘USMF’
According to the workflow status 'Worker', the document will be assigned to the worker ‘Brooke BD Drynan’
If the criteria added to the workflow status match, the Status will change to ‘Position’ and the document will be Assigned to the Position ‘000331 [Project Team Member]’
Uploaded a new document for the particular worker with legal entity 'USMF'
The Status of the document is ‘Requester’ and Assigned to worker ‘Grace Struman’
With the user 'Grace Struman', clicked on the successor step 'Worker' (to assign the document to the worker)
Since the criteria added to the status of the workflow did not match, the document is Assigned to 'Brooke BD Drynan' with Status 'Worker'
Scenario 3: If the criteria with a particular Legal entity, the Assignment type as 'Role' and Assigned to set as a particular role matches, the document will be assigned to the group of users with the same role and Legal entity assigned
For the user 'Grace Sturman', the legal entity ‘DEMF’ is assigned to the user role ‘Accounting manager’
For the user 'Sara Thomas', the legal entity ‘DEMF’ is assigned to the user role ‘Accounting manager’
If the criteria added to the workflow status match, the Status will change to ‘Level 2 manager’ and the document will be Assigned to the group of users with the same Role and Legal entity assigned (u.e., 'Accounting manager' and 'DEMF')
Created a new document for the particular worker with Legal entity 'DEMF'
The Status of the document is ‘Requester’ and Assigned to worker ‘Grace Struman’
With the user 'Grace Struman', clicked on the successor step 'Worker' (to assign the document to the worker)
Since the criteria added to the status of the workflow matches, the document is Assigned to a group of 'Sara Thomas' and 'Grace Sturman' with the Status 'Level 2 manager'
Note: Only one group member can approve the document.
Scenario 4: For the document added for Applicant, if the criteria added to the workflow status match, the Status will change to ‘Approved’ and the document will be Assigned to the Requester as mentioned in the condition
New applicant is added with the Legal entity ‘USMF’
Uploaded a new document for the particular applicant
The Status of the document is ‘Requester’ and Assigned to worker 'Sara Thomas'
With the user 'Sara Thomas', clicked on the successor step 'Worker' (to assign the document to the worker)
Since the criteria added to the status of the workflow matched, the document is Assigned to 'Sara Thomas' with Status 'Approved'
Scenario 5: When the ‘Auto approve document’ toggle is set as enabled for the particular workflow status, the document will be assigned to the ‘Next status’ and the selected Status will be skipped.
Added a toggle ‘Auto approve document’ to the status of the workflow
Multiple statuses are added to the workflow
For the status ‘Line manager’, the ‘Auto approve document’ toggle is set as enabled
The user cannot add more than one successor for the status with 'Auto approve document' enabled
Workflow used in the category
Added a new document with the below details
The document assigned to the 'Position group' directly
Scenario 6: When the ‘Auto approve document’ toggle is set as enabled and the condition applied to the workflow status, the document will be assigned to the ‘Next status’ according to the applied condition. The selected status will be skipped.
Multiple statuses are added to the workflow For the Status ‘Level 2 manager’, clicked on the ‘Edit’ option
Enabled the ‘Auto approve document’ toggle
The assigned successors and conditions added under the ‘Criteria’ tab for ‘Level 2 manager’
Created a document for the worker 'Brooke BD Drynan'
After submitting, the Status is updated to ‘Position group’ and assigned to ‘Basic position group’ according to the set condition of the workflow status
Scenario 7: When the ‘Auto approve document’ toggle is set as enabled on workflow status and the same workflow is used in the category with the DocuSign access. The workflow statuses with the ‘Auto approve document’ enabled will not appear in the Signature table.
Enable the ‘DocuSign’ feature on the 'Parameters' screen
Multiple statuses used in the workflow
Enabled the ‘Auto approve document’ toggle for the 'Line manager' status
Added a note with the 'Docusign' toggle and the workflow statuses with the ‘Auto approve document’ enabled are not showing for the Signature table
Uploaded the new document for applicant 'Olivia Brown'
The document's Status is updated as ‘Position’ and Assigned to ‘Brooke BD Drynan’
With the 'Brooke BD Drynan', click on the ‘Sign the document’ button
Signed the document and click on the ‘Finish’ button
Note:
Not allowed to skip two statuses repeatedly.
‘Auto approve document’ toggle will not be visible with the Fixed value as ‘End approved’ and ‘End rejected’.
For the DocuSign signature table, if the Status is already selected for the Signing process and after that, the ‘Auto approve document’ toggle is enabled for the Status, the signing process will be skipped.