Release Note Open Bee Portal 6.13
Version 6.13 of the DMS Open Bee has enriched the Open Bee platform with new features and modules. Users can now benefit from it to take full advantage of Open Bee technologies and know-how.
The new features of the DMS Open Bee, module by module
1. Filing categories: new auto-increment metadata
A new auto-increment metadata type is available on the Open Bee Portal filing rules. This new type provides two additional features:
- Periodic reset of the metadata
- A different calculation depending on the values of one or more metadata
Filing restrictions based on file format
It is now possible to block the use of a filing rule to specific types of documents in order to avoid handling errors. These restrictions, which could be set directly on the filing rule, can be different for each user
2. Life cycle module, automatic reminders
The document life cycle module is enhanced with a new feature that allows you to set up automatic reminders on documents. These documents can be processed by activating a task or a workflow on the date of the reminder.
3. Electronic Signature Module: DocuSign Integration
The electronic signature module for documents has been upgraded by integrating a new electronic signature provider: DocuSign. Subscription to a DocuSign account will be required to use this functionality.
4. Post-it module
A post-it note is a message destined for one or more users and associated with a color. A post-it can be confidential and targeted to a specific user or group of users.
5. Mobile : Push notification
From now on, every notification triggered in Open Bee Portal also triggers a push notification to mobile devices that have subscribed to the notification service through the Open Bee Mobile app.
These notifications can be received even if the Open Bee Mobile application is not currently running on the device.
Open Bee Portal: Improvements
Import and synchronisation module for users from an Active Directory
The module allowing to synchronize the management of Open Bee Portal users with an Active Directory has been reworked in order to correct some dysfunctions and allow a better ease of use.
Workflow: do not trigger the workflow when filing a document
It is now possible to create automatic workflows that will not be started when the document is added. These workflows can then be started manually
Workflow Notifications: adding the document as an attachment
It is possible to add to the notification sent at the end of the workflow by attaching the document validated in the workflow. Please note: the document will only be added as an attachment to the email if the frequency of notifications of the user is set to immediate. In case the recipient receives a daily or weekly summary email, documents are not added as attachments.
Advanced electronic signatures become compatible with on-premise environments
The advanced electronic signature with Universign, previously reserved for the CLOUD environment, is now compatible with the On Premise environment provided that a dedicated account is used.
Sharing: Allow printing of the shared document from the PDF viewer
If the “download” permission is enabled when the document is shared, the user who receives the share link will be able to print
the document without having to download it. The print option is available on the PDF previewer
Bug fixes
Performance
- Improved display time of Open Bee Portal interfaces for instances with many notifications
- The counters in the left menu are now calculated in the background to optimize the display time
- Improved display time in interfaces containing documents that have been shared
Security
- Upgrade to PHP 7.4.30
- Fix XSS vulnerabilities
- Update of PhpMyAdmin
- Improved cookie serialization-deserialization
Various
- The location displayed in connected devices was the one of the Internet Service Provider and not of the device
- Update and improvement of Rabbit MQ operation
- Fixed issues with the display of Open Bee Portal in the Arabic language
Documents
- Cannot click on the PDF preview options if the Open Bee Portal previewer has been replaced by the browser previewer.
- Unable to access the document preview if Open Bee Scan OCS is inaccessible.
- Fixed display of dates according to time zone in document properties and search.
- Unable to display the document tree on the left if one of the folders contains special characters.
- When editing metadata, empty integer metadata could be mistakenly replaced by the value 0
- Incorrect display of the version control screen on a document that was injected into both an automatic and an onthe-fly workflows
Filing
- Display error when ranking a document for a date metadata using a default value if the Open Bee Portal language is English
- Unable to automatically identify some metadata values when filing a document from an Open Bee Portal folder. The calculation has been made more robust
- Improvement of the creation of lists and sub-lists when importing a classification rule.
Search
- A document restored from the Recycle Bin did not appear in the search until the following day when filtering on a classification rule
- A document whose filing rule was changed appeared in the results even though the search was performed on the metadata values of the previous filing rule
Users
- Unable to use batch action requesting users to change their passwords on next login
- Applied filters are lost when navigating to page 2
- CSV import of users required a page reload in case an error message was displayed once Share
- Correction of the recovery of the language of emails when sending automatic sharing emails
Links
- Incorrect pagination in the pop-up of suggested documents to link
- Link icon is displayed unnecessarily on a document if the linked document has been deleted and is in the Recycle Bin Extranet
- Users not created in an Extranet if the document supposed to trigger the creation of the user is filed with the Reclassification of a document from a Workflow task feature.
- Improved import of Extranet users by CSV file to display a more specific message in case of a partially successful import
Emails
- Error overwriting metadata values in emails if metadata contains special characters
- The %documentName% variable is not replaced in the email subject of subscription notifications
- Fixed sending of email notifications to users in a group who subscribed to a folder
Workflow
- Fixed the display of the user list in the popup to select the actor of the next task. Users could be missing when the next task was assigned to several groups
- Unable to display details in the history of a workflow that was triggered by editing a metadata
- Fixed display of list values in the transition management popup when list performance mode is enabled
SQL queries
- When editing metadata, lists dependent on a query based on the value of another metadata are not correctly loaded.
- When modifying a classification rule, SQL queries were not correctly replayed
Electronic form
- Improved the time it took to display the list of forms when completing a form from a document filed in Open Bee Portal. Significant slowness was observed when links were configured with forms.
- Unable to edit a form with auto-increment metadata used in the form name
- Fixed an issue where a form response would be displayed if metadata used in a condition of a SQL query set on the
form was empty
Web services
- Error in getting filing rules from Web Services when lists were deleted
- The Web Services returning task information did not return the delegation actions in the list of actions that could be performed on the task.
- Added a new parameter to the GET /ws/v2/wf/task/ task retrieval Web Service in order to retrieve all metadata associated with the document, even those that have no value. By default, only non-empty metadata is returned.
- Unable to retrieve the response of a form not Web Services GET /form/ws/entry/ {idEntry} due to poor permissions management