Document Classic Archived Release Notes

In this release, no features were added, but technical improvements were made in the background to enhance your experience in Document.

Updated 25-OCT-2023

• Getting started

  • Enforce two-factor authentication at the company and project levels – You can now configure two-factor authentication as a project or company setting instead of having individuals opt in or having InEight customize your environment. Read more

    You can configure two-factor authorization for a project on the Miscellaneous settings page. Select the Enforce two-factor authentication for all project users check box.

    To set two-factor authorization for a company, go to Address book > Companies, select your company, and then go to the Options tab. Select the Enforce two-factor authentication for all company users check box.

    For information about how to enforce two-factor authentication, see Enforce two-factor authentication.

    For information about the Enforce two-factor authorization settings, see Navigating Project Settings and Creating Companies.

In this release, no features were added, but technical improvements were made in the background to enhance your experience in Document.

• Lots

  • Update lot access in bulk – You can now update the security for multiple lots in bulk. When managing a lot type and you add a new user to a lot type, Document now lets you update the access to all lots of that type. Read more

    When you add a user to a lot type (More > Manage lot types) and then click Save, Document now asks if you want to update lot security for already created lots. If you click Yes, the user is given access to all existing and new lots of that type. If you click No, the user is given access to only new lots created of that lot type.

    

Document_Release_Notes_23.4_Classic_UI.pdf

In this release, no features were added, but technical improvements were made in the background to enhance your experience in Document.

In this release, no features were added, but technical improvements were made in the background to enhance your experience in Document.

• Address book

  • Global address book status - You can now verify the global address book status of a contact or company in the address book, and then relink it. Sometimes updating an entry in the Address book in a project can break the global address book link. Now, if the contact or company link is broken in the global address book, you can fix it. Read more

    The Global address status column has been added to the Address book register for contacts and companies, that lets you quickly see if the entry is linked from the global address book.

    

    To relink an entry, select the entry, open the More menu, and then select Re-link to Global Address Book.

    

    To relink an entry, select the entry, open the More menu, and then select Re-link to Global Address Book.

    

Document_Release_Notes_22.8_Classic_UI.pdf

• Administration

  • Manage users in document rules in bulk – You can now add, remove, or replace users in document rules and free-form review teams in bulk. Read more

    When managing review teams, you can now select multiple teams on the Review team Rule Type page (Admin > Manage document rules > Review team), and then go to the More menu to add, remove, or replace reviewers in the review teams.

    

    When adding reviewers, select All Contacts, Roles, or Free Form Review Teams, and then a company to see applicable values. A list of applicable users, roles, or teams is shown where you can then select one or more. You can also specify the sequence and the duration or whether the reviewer is Optional or Either. Click Save.

    

    To replace reviewers, select Replace reviewers. The Replace Reviewers dialog box opens. Select the current reviewer to be replaced, and then select the reviewer company and reviewer name of the replacement. Click Replace.

    

    To remove reviewers, select Remove reviewers. The Remove Reviewers dialog box opens, where you can select the name of the reviewer to remove from the rules. Click Remove.

    

• Address book

  • Manage users in free-form review teams in bulk – You can now add, remove, or replace users in free-form review teams in bulk in the contacts address book. Read more

    From the More menu in the address book, select Free form review teams. A dialog box opens where you can select one or more roles or free form teams.

    From the More menu in the dialog box, you can add, remove, or replace users or reviewers.

    

Document_Release_Notes_22.6_Classic_UI.pdf

In this release, no features were added, but technical improvements were made in the background to enhance your experience in Document.

• Documents

  • Change private comments to public – Review coordinators and administrators can now change private comments to public after the document has been released. Previously, you had to choose which comments to publish with the document but would then have to open a ticket with InEight to change unpublished private comments to public. Read more

    If you mistakenly chose to not publish a comment, you can now mark the unpublished private comments as public.

    When you are on the Comments tab, you can expand the More menu, and then click View private comments to see a list of all comments that have not been published.

    

    You can select the comments you want to make public, and then click Make comments public.

    

Document_Release_Notes_22.2_Classic_UI.pdf

• Forms

  • Ability to remove workflows – You can now remove a workflow from a form. Previously, you had to contact your InEight representative to remove a workflow. Read more

    The Configure form types (Forms > Actions > Admin > Configure form types) now includes the Delete workflow button. When clicked, the workflow steps are removed from the form.

    

Document_Release_Notes_21.12_Classic_UI.pdf

• Forms

  • For info users on Issued notification – For info users now receive the Form Issued notification when a form is issued.

• Packages

  • Download documents from multiple packages – You can now download all documents from multiple packages at one time.

• Lots

  • Status distribution – Document can now notify users when a lot is in a specific status. Previously the only way to find out the status was in a report. Read more

    The Status distribution column has been added to the Manage lot types dialog box (Actions > Manage lot types). Click the Edit icon for a lot type to open the Status distribution dialog box. You can then select a status and the contacts or roles to notify.

    When the lot is in the specified status, the users or roles receive a notification of lot status change.

Document_Release_Notes_21.10_Classic_UI.pdf

• Mail

  • Disable file attachments by mail type – A new security group option lets you enable or disable file attachments per mail type by security group. Read more

    Although there are settings to control who can attach files at the module level and mail type level, you can now specify whether the users in a group for a mail type can add attachments.

    To enable or disable the ability to attach files, go to Admin > Manage user access and then select a security group and the mail access type. The Attach files column lets you enable or disable the ability to attach files for each mail type.

    

    When the Attach files check box is selected, the users in the security groups can attach files to the mail type. When it is not selected, the users in the security group cannot attach files, regardless of the settings at the module and mail type level.

Document Release Notes 21.7 Classic UI.pdf

• Administration:

  • History tracking – There is now a full audit trail to track the changes made to the Configuration tables, Manage user access, Manage admins, and Project setting areas, similar to other areas in Document. Read more

    The History tab was added to Project settings where you can see all changes that were made to the project settings. Fields include the date, page setting, event type, the person making the change and a description.

    Similar pages for Manage admin, Configuration tables, and Manage user access have also been added.

    • The manage admin history section is available to the primary admin only. To access the manage admins history go to Admin > Manage administrators, and then click History.

    • For Configuration tables, go to Admin > Configuration tables > Actions >[select Field value] > More > View History. The value of Field drop-down menu indicates the configuration table history shown.

    • For Manage user access, go to Admin > Manage user access > [select security group] > More > View History.

• Holding area:

  • Updates to reason for rejection –To better define and report on rejections, this enhancement lets you track the reason for rejection as a configuration table and make it available as a field in the register. Read more

    From the Application/Module menu, go to Vendor data > Holding area. You can reject documents by going to More> Reject Documents. The Reason field on the Reject Document dialog box now uses a drop-down list of reasons. When you select a reason, the Reason text field automatically populates. If you select Other as the Reason, the Reason text field is free text. The Reason and Reason text fields are required. Reasons for rejection are configured in Configuration tables > Reason for Rejection.

Document Release Notes 21.5 Classic UI.pdf

• Administration:

  • Company history – There is now a complete history log for the Company register. A full audit log captures any newly created companies, modifications, deletions, and other functions, and is available from the toolbar menu. Read more

    To see company history, go to Contacts > Companies. In the list of companies, select a company, and then click the More button. In the drop-down list, select View History.

    

    You can also see the history of all companies in the list. To see the full history, make sure you have no company selected, and then click More. In the drop-down list, select View History.

  • Contact Tag field – Tags are now available for use in the contact page. The tag field provides the same functionality that is used in the Gallery module. Read more

    Tags give you additional criteria to classify contacts. In Contacts > Contacts, select a contact ID. In the Edit contact dialog box, there is a new Tags field. Click in the field to select a tag, and then enter text to search for a tag, or create a new tag based on your entered text.

    

  • Contact groups tab – In the contact page, a new tab has been added to show the contact groups the user belongs to. This tab also lets you easily manage contact groups. Read more

    In Contacts > Contacts, when you select a contact ID, you can now see which groups the contact belongs to in the Contact groups tab.

    You can also assign the contact to groups in the tab. Select groups on the left side of the tab, and then click the right arrow to assign the contact to the selected groups.

    

  • Document rule history – There is now a complete history log for the project Document rules. A full audit log captures any newly created rules, modifications, deletions, and other functions, and is available from the toolbar menu. Read more

    To see document rule history, go to Settings > Admin > Manage Document Rules. In the list of rules, select a rule, and then click the More button. In the drop-down list, select View history.

    

    You can also see the history of all rules in the list. To see the full history, make sure you have no rule selected, and then click More. In the drop-down list, select View History.

• Documents:

  • Latest Transmittal No. field – A new Latest Transmittal No. field is available in the Document register. This field provides visibility into the latest transmittal the Document has been sent on. It only shows items based on the access of the logged-in user. Read more

    If the Latest Transmittal No. column is not visible, you can customize your view to select it to be visible.

    You must have permission to transmittals to see the Latest Transmittal No column in the Documents register.

    

  • Manage QR codes – An option has been implemented to manually manage the QR stamp for Documents from the register. Read more

    You can manually add a QR code to a document. Select a document, and then click More. In the drop-down list, select Manage Stamp > QR Code.

    This option is only available for projects that have QR codes enabled.

    

• XL Upload:

  • Add and split files – You can split single PDFs into separate pages and upload them as individual documents in XL Upload. Read more

    You can add and split files with the Add Files & Split button in the XL-Upload toolbar menu in Microsoft Excel.

    

Document Release Notes 21.3 Classic UI

• Forms:

  • Inactive user message – When an inactive user is part of a Forms workflow, the system alerts you to remove or replace the inactive user from the workflow.

  • Form reactivation settings – A project setting has been added to control whether admins or initiators can reactivate lots. An additional security group setting has also been added to control whether users can reactivate forms. Read more.

    In Project Settings > Forms, there are new options to allow forms to be reactivated by administrators and initiators.

    This option is selected by default.

    

    You can also allow specific security groups to reactivate forms. To allow the Reactivate Forms security option, go to Admin > Manage User Access, and then select a security group. At the bottom of the page, open the Security tab, and then select Forms from the drop-down list.

    

  • Workflow changes to forms in review – This feature adds an option to push recent workflow changes to forms that are in progress. Previously, changes to workflows only applied to newly created forms. Read more.

    When you make a workflow change to an existing form, you are now shown a dialog box that asks if you want to apply the changes to the form.

    

  • Text input – The same text input functionality that is available in the Mail module is also included in Forms.

• Lots:

  • Closed-out lot settings – A project setting has been added to enable and disable the ability to add or remove lot items from a closed-out lot. Read more.

    In Project Settings > Lots, there is a new option to allow items to be added or removed to a closed-out lot.

    This option is selected by default.

    

  • Reactivate lots group setting – A security group setting has been added to control whether users can reactivate lots. Read more.

    You can allow specific security groups to reactivate lots. To allow the Reactivate Lots security option, go to Admin > Manage User Access, and then select a security group. At the bottom of the page, open the Security tab, and then select Lots from the drop-down list.

    

• Access:

  • Delegate user assignment – Project administrators can now specify who can add users to a security group.

  • Remove inactive users – Document now removes inactive users from assigned roles.

• Mail:

  • Read/Unread indicator – The Unregistered box now shows items as read or unread, with the ability to mark them as well. Read more.

    In Mail > Unregistered, there are new columns for Read/Unread status and Date Read. You can also change an item’s read/unread status by selecting an item, and then selecting More > Mark as Read or Mark as Unread.

    For existing items, any processed items are shown as read, and the Date Read column populates with the processed date. Unprocessed items are shown as unread.

    

  • Outgoing mail addresses – A change has been made to outgoing mail for companies in projects without an email in address setup. Read more.

    Previously, when you sent mail to external contacts or transmittals, Document sent them to the recipients by email instead of a Document notification. When you responded to the notification, the From address of the email was set according to the following criteria:

    • If the company has an email in address, the email in address is set as the From address, so any replies are captured in unregistered mail.

    • If the company does not have an email in address, the sender’s personal email address is set as the From address, so any replies are sent to the sender.

    This caused email delivery issues in some cases, as most of the time, the From address was a client specific email address (e.g., name@clientdomain.com) and the Document server is not authorized to send mail on behalf of a client domain.

    To prevent these delivery issues, the From address is now always set to a Document system address (e.g., system@doc.ineight.com or system@teambinder.com). To ensure replies are captured as before, the Reply-To address is sent to the email in address or the sender’s personal email address.

• Documents:

  • Conflicts warning message – If a Distribution rule is created that conflicts with defined Restricted Document Access rules, a warning message is shown.

  • Prevent Restricted Document attachments – An option has been added to prevent restricted documents from being attached to Forms and Mail.

  • Restricted document access – You must belong to all defined restricted access rules that a document meets to have access. Previously, if a document met the criteria of multiple restricted document access rules, you were only required to belong to one of the rules, regardless of meeting all the defined standards.

  • Change details for superseded revisions – A new project setting lets you change Document details for superseded revisions instead of only the latest or all revisions. Read more.

    In Project Settings > Documents, there is a new option to allow changing details on superseded revisions.

    

• Security:

  • TLS 1.0/1.1 support discontinued – Beginning 31 December 2020, Document servers will not support TLS 1.0 or 1.1 and will only support versions 1.2 or above. Most web users are not impacted by this, but if you use XL-Upload, Outlook integration, or Document mobile, ensure you update to the latest version before this date. If you use Document API with any custom applications, ensure those applications communicate with the server using TLS 1.2 or above.

• Getting Started:

  • SSO configuration – A new tab in company details lets you define SSO information, instead of requesting InEight’s technical team configure SSO for you. Read more.

    When editing your company, open the Single Sign-On Setup tab, and then enter your corporate domain and application ID. After setup, you can use the Login Using address as your SSO link.

    After your first project is set up, any future projects just need the company ID and domain name to be populated.

    

InEight Document Release Notes 20.9 Classic UI

• Checklist:

  • Checklist signature field – A new signature control field allows signatures on the mobile app. This feature helps you meet the demand for signatures for project checklists. Read more.

    To use the Signature option, go to More > Manage Checklist Type, then double-click a Checklist Type ID. In the Edit Checklist Type dialog box, the Signature option has been added to the Response Type drop-down list.

    

• Forms:
  • Custom fields available in distribution – Custom fields can now be included when configuring automated rules that drive the distribution group. Previously, only the three standard fields (Discipline, Area, and Location) were available.
• Getting Started:

  • Okta and PingID support – Single sign-on is now supported for organizations using Okta and PingID applications.

    Contact your InEight representative for more information and setup.

InEight Document Release Notes 20.7

• Administration:

  • Delegate ability to manage roles – You can now add or edit roles in security group options to avoid making additional user administrators. Read more.

    Role management options are now available in Admin > Manage User Access. If you select a security group, open the Security tab, and select the Administration module from the drop-down menu on the right, the create, edit, and delete options are available under Manage Roles.

    

  • Personal folders – You can now create personal folders for your viewing only. Public folders have been relabeled as project and private folders have been relabeled as company. Previously, folders could only be created at the company or project levels and were labeled as private or public. Read more.

    When you add or edit a folder, the Security options are now Personal, Company, or Project.

    

• Documents:

  • Update review teams for in-progress workflows – This feature applies saved changes to any reviews that are currently in progress. Previously, there was room for human error or reviews being missed when each in-progress review must be managed. Read more.

    You can update review teams in Admin > Manage Document Rules. From the Rule Type drop-down menu, select Review Team, double-click a review team and go to the Review Team tab to update it. If you Save, you are now given the option to apply changes to documents under review.

    

  • Rule enhancements – You no longer have to populate all fields in rules, and you can select multiple values for a single field, which lets you fill out only what is necessary and avoid creating additional rules. Previously, when multiple fields were available in document rules, they all had to be filled out, and were limited to selecting one value per field. Read more.

    You can update review teams in Admin > Manage Document Rules. From the Rule Type drop-down menu, select Review Team, and double-click a review team. On the Details tab, you can select multiple values by using the check boxes in the drop-down lists.

    

    Multiple rules fields are not available by default. To request multiple fields, contact your InEight representative.

InEight Document Release Notes 20.5

• Administration:

  • Prevent SSO-enabled users from standard login – A project setting has been added to prevent registered SSO users from logging in with standard Document credentials. This helps enforce company security policies on the project. Read more.

    The new Disable standard login for users configured Single Sign On setting is in the Miscellaneous tab of Project Settings.

    

• Forms:

  • Trigger workflow based on rules – This feature allows defined values to trigger the correct review team on a form, so the team is not required to select the appropriate form distribution, eliminating human error. There can be many different review teams on a project based on associated form data, requiring the initiator to know and select the correct review team each time. Read more.

    When you add or edit a workflow distribution group, you can define which field values trigger workflow for that group. The New Workflow Group and Edit Workflow Group windows now have two new drop-down lists to select a Form Field and an associated Value you want to use as a trigger. Use the More button to add more fields below.

    

  • Improved history tracking – This improvement lets you export a PDF of a form at any stage of the workflow that also includes attachments available at that time. Previously, the history tab collected all actions against the form, but it could be difficult to follow and find relevant information, which is important when archiving or handling legal disputes. Read more.

    On the History tab of a form, the new Snapshot event lets you export a PDF of the form as it appeared at that step by selecting Download File.

    

• Getting Started:
  • Help menu – New links have been added or updated in the Help menu:
    • InEight document help – This link has been updated to InEight’s new Knowledge Library where all Document user guides can be accessed.
    • Training videos – This is in a new area with an improved interface. New videos are now available and existing videos have been updated.
    • InEight university – This new university offers online training classes to help get certified on InEight products.
• Lots:

  • Generate link to current register or details – You can now generate a hyperlink to the current register or the lot details in the Lots module. When you follow the link to the register, the appropriate filters and columns are included. Read more.

    Two new options have been added to the More drop-down menu:

    • Generate Lot Hyperlink gives you a shareable hyperlink that opens the selected lot’s Details tab.
    • Generate Hyperlink for the current Register gives you a shareable hyperlink to the current Lot Summary.

    

InEight Document Release Notes 20.2

• Checklist:

  • Field Options – The ability to enforce value types on text fields such as numeric or alpha characters and a time entry field is now available within Checklists. Read more.

    In the Manage Checklist Type window, when you add a new checklist type or edit an existing one, there are two field changes in Sections.

    If the Response Type is set to Text, you can select Configure to set the Text Input Type to be alpha and/or numeric characters, or any character.

    

    There is also a new response type called Date Time, which lets you add the time in addition to the date. When you use Date Time, the checklist shows two fields for date and time selection.

    

• Bluebeam:

  • Bluebeam Revu integration Chrome compatibility – The ability to open PDF files directly in Bluebeam Revu to edit them with Google Chrome is now available. It could previously only be leveraged with Internet Explorer. Read more.

    On projects where Bluebeam Revu integration is enabled, to open a document in Bluebeam Revu, you can right-click on any document in the list and select Open Latest Version with Bluebeam from the drop-down menu.

    This option is only available in the Documents module. You need to have a suitable Click Once add-in installed in Chrome. Please contact InEight Support for assistance.

    

• Forms:

  • Role-based security in Forms – The ability to leverage roles within Form review teams streamlines the process to add and remove users in assigned workflows and review teams. Project teams no longer have to search the system to make updates and can simply update the group as required. Read more.

    You can now select roles instead of just individuals when creating or editing a workflow group. This new Roles option is available in the Configure Form Types window, when you select Add/Edit under the Distribution column and add a new workflow group or select an existing one.

    

  • Lock form initiator section – This new setting lets project teams lock the initiator section down when not in the initiator step. This section of a form could previously be modified at any step of the workflow, which created a risk that information could be modified after it had been approved. Read more.

    When you configure workflow steps, there is a new Do not allow Form Initiator / Administrator to modify initiator section except returned to initiator step option to check. This option is available in the Configure Form Types window, when you select Add/Edit under the Workflow column.

    This option does not lock the initiator section when in the initiator step.

    

  • Form comment Closed-out status field - This field provides the necessary visibility to those involved in a form to help understand what truly closed versus what is outstanding. Not having a Closed-out status field against the comment section in the form made it difficult to know if it had been actioned or completed, which caused issues with visibility of form comments and inefficiency. Read more.

    In Project Settings, there are two new options in the Forms tab to allow other users to close out form comments and respond to closed-out comments.

    

    When you open the Comments tab of a form, there is now a Closed-Out column with checkboxes that you can select, if that option has been enabled in Project Settings.

    

• Vendor Data:

  • Automatically update deliverable line item – You are able to automate deliverable changes, which can affect statistics as associated documents are delivered and processed in the holding area. This enhancement reduced the steps necessary to update each line item. Read more.

    In Project Settings, under the Document tab, there is a new option at the bottom to Allow Deliverable Line Item Status to be auto updated. You can also use the drop-down menus to set which review status code you want Release and Rejected statuses to be updated to.

    

InEight Document Release Notes 19.11