Each new release of FileHold document management software brings new features and product improvements. The following is a summary of the new or improved features that were added in FileHold 16.0-16.2 that support the implementation of the paperless office. For a more detailed description of the features, read the release guide. For a demonstration of our new features, sign up for a free webinar.
Assembling Documents – New
Construct new PDF documents based on existing documents in the library. Tags can also be strategically placed with Microsoft Word documents to insert information into the assembled PDF document. Add watermarks to your documents. FileHold viewer level 2 is needed for this feature.
FileHold Viewers – Enhanced
The FileHold viewers functionality has been extended to support additional file types, search and highlight search results, and manipulate pages such as page rotation, inserting and deleting pages. Annotations can be saved a separate layer in the FileHold viewer level 2. Pre-set annotations can also be created for repetitive use. Four pre-set annotations are available "out of the box".
Workflow Task Completion Interface - New
When completing task such as reviewing or approving documents or sending documents for external signature, a new interface can be used for a more clean and friendly experience that provides more workflow details to the user. For example, task details, activity title, and previous workflow activities, comments, and actions can be seen on the same screen. Alternatively, the old interface can still be used.
Guest Users and Guest Portal Changes – Enhanced
In previous versions, the concept of “guest users” and the “guest portal” was a source of confusion for many users. The process for creating guest users and the guest portal has now been streamlined and terminology has been updated.
Adobe Sign Integration – New
The new integration provides a method to use Adobe Sign as a part of a FileHold workflow with documents stored in FileHold. This custom feature is dependent on the customer contracting directly with Adobe for their e-signature services.
Workflow One-time Review Activity – New
A new activity called “one-time review” allows a user to insert a review task "ad hoc" during a workflow process. This allows a workflow participant to request changes from any user ad hoc before they complete their own task.
Workflow My Tasks List Filter - New
The My Tasks list can be filtered by workflow template name. This gives users the ability to focus on a particular list of tasks quickly and easily.
Workflow Email Notifications - Enhanced
Workflow notifications have been updated to include comments from participants, direct download links to feedback attachments, and activity titles and descriptions. Workflow statuses and due dates are colour-coded. Links have been updated to include the FileHold Desktop Application, Web Client and Mobile FileHold.
Multi-factor Authentication – New
If you need additional security when accessing the FileHold application, the new multi-factor authentication feature strengthens access security by requiring two methods to verify a user’s identity. FileHold supports multi-factor authentication (MFA) with the Duo (www.duo.com) “Trusted Users” service.
Search By Fields in Metadata Pane – New
Now when configuring database drop-down lists, up to four “search by” fields can be set to help users choose the correct value from the drop-down list. For example, when putting employee information into the system, the lookup is done on the unique employee number field but remembering the employee number for each employee is not practical. Now the user can see the employee’s first and last name, title, and department to ensure the correct employee number is selected.
Multiple Parameter Lookups on a Schema – New
Now up to five lookup parameters can now be configured in a schema lookup with the custom query option enabled. This allows users to use more than one metadata field value in their custom query. In previous versions, only one lookup per schema was allowed.
Date and Time - Enhanced
In this release, each user can control their time zone. If a user in Berlin adds a document at 4 pm, a user in New York will see it has been added at 11 am. In previous versions, most dates were formatted in the US regional style. The only exception was for metadata fields where administrators had full control. Now, users and administrators can set the date and time formatting for how the dates and times they see in the system.
Auto-filing Templates - New
In this release, library administrators or higher roles can apply auto-filing to document schemas by configuring auto-filing templates using a browser-based management interface. The custom or out-of-the-box auto-filing script are still available for use.
Users List – Enhanced
A new Users List has been implemented in the new style of report. It can now be modified to add or remove columns, resize or change the order of the columns, sort ascending or descending, filter the results, and save these different views. A mass edit screen allows you to update multiple user accounts at once.
There are a number of other smaller new features and enhancements which can be found in the release guides. To learn more about any of the new features, contact [email protected]