Dear AODocs users, 

The release notes document all the new features, improvements and bug fixes included in AODocs 29, planned for July 24th 2015.

New Features

Parallel workflow transitions

It is now possible to request all the role members to validate workflow transitions.

In the transition definition you now have two choices:

• Any single member of: only one user included in the role has to validate the transition
• All members of: all users included in the role have to validate the transition. Until the transition is validated by all members, the state does not change

A new line in the workflow menu allows users to display a popup showing a full list of the users who have / have not validated the transition.

Administrators can force the parallel transitions. This prevents the transition from being blocked by an unavailable user.

Note: only one transition per state can be defined as “parallel” (All members of…). Indeed, if you want to collect collective approval by contributors, you define Approve as parallel/All members of/contributors, and Reject/(non parallel)/contributors. It makes no sense to collect collective approval and collective reject, this would lead to an unknown status.

Notification emails have a new design

You can now apply an improved design to your notification emails.

You can apply this new design from the notification workflow parameters for action emails and/or notification emails.

For new states, this template will be applied by default but notification emails of existing states won’t be changed automatically. If you want to apply the new layout, choose “Default layout”. If you don’t, just keep the “No layout” option.

Notification emails sender is now configurable

The name of the sender is now editable. This way you can choose a more relevant sender for your emails. You can define the sender from the notification workflow parameters for action emails and/or notification emails.

More information in your notification emails

We added new variables in order to display document information directly in your notification emails.

${documentLink} : it displays the name of the document with a link to it in AODocs

${documentInfo} : it displays the system information of a document

${documentProperties} : displays all the properties of the document which are not hidden

${documentAttachments} : displays all the attachments of the document

${documentRelations} : displays all the related documents

Improvements

New Team Folders security setting

In the Team Folders libraries, there is a new setting called “Permission propagation”. As in the Secured Folders libraries, this setting allows you to decide how the permissions will be managed in your library.

There are two possible values:

• Flexible: Specific sharing permissions can be set on each folder and document. Sharing permissions propagate from parent folder to children items by default, but can be overridden to add or remove permissions at any folder or file level.
• Uniform: Sharing permissions are defined by administrators on the library root folder with no possible change at file or subfolder level. Thus, these permissions are the same on every folder and document contained in the library.

When Flexible is selected, you can decide if the document/ folder permissions are editable by the editors or by the administrators only.

Consequently, when the setting “who can change permissions” is set to “admin”, it does not imply uniform permissions anymore. For existing libraries, with the setting “who can change permissions” set to “admin”, the “Permission propagation” parameter will be set to “Uniform”. For existing libraries, with the setting “who can change permissions” set to “Any user who can edit the file”, the “Permission propagation” parameter will be set to “Flexible”.

Note: the current permissions of your Team Folders won’t be impacted by this change. It just allows you to configure your Team Folders in a new way:  “who can change permissions” set to “admin” and “Permission propagation” parameter will be set to “Flexible”, which is impossible today.

Clearer document and folder permissions management in Secured Folders Libraries

In Secured Folders libraries, the document and folder permissions screens display more relevant information, according to the selected option:

• Library permissions are applied: The document or folder has the same permissions as the library. The permissions cannot be modified.
• These folder permissions are defined below: Allows users to define specific permissions. Use this option if you want to limit the access to documents or folders to a specific list of users.
• View only on this folder for all library users: All library users/groups are set to “Can read”. Specific users/groups defined as “Can edit” by the library permissions can be promoted to “Can edit” on this folder.
• View and edit on this folder for all library editors: The users/groups defined as “Can edit” by the library permissions are displayed. Readers can be added manually.