Forms - Document Display Format in Doc List User Field

We have updated how documents are displayed in a doc list user field, providing clearer and more detailed information.

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1. Document Display Format:

   • Documents in a doc list user field will now be displayed in the following format:

     • Document# [Revision] (Rev Status)

   • Example: DEMO-ELE-ABC-WP01-PLN-E0001 [01] (APPROVED)

2. Supported Scenarios:

   • Dynamic Doc List: Supports dynamically populating documents within the doc list.

   • Importing Document Links: Supports importing document links into the list.

   • Manual Selection: Supports manually selecting documents via the document list user field.

Forms - Distribution Rule Action Notification Confirmation

We have added a confirmation step when users select roles, companies, or "everyone" within a distribution role to ensure awareness of the notifications being sent.

1. Warning Message:

   • When a user selects a role, company, or everyone in the action, a pop-up warning will appear:

     • "By adding X to the action, all users associated with X will receive notifications. Are you sure you want to proceed with notifying all these users?"

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2. Inline Message Display:

   • If the user adds the entity, the confirmation message will appear inline with the row, as shown in the mockup, to provide clarity.

These updates ensure that users are fully informed when adding entities to the action, preventing accidental notifications to large groups.

Search - Show all revs in Global Search

We have introduced new options to the global search functionality, providing users with more control over document visibility and search criteria settings.

Show All Revisions and Retired Options:

When a document is selected in the global search, users can now choose to display "Show all revisions" and "Show retired documents."

Search - Publication Space - Persistent Advanced Criteria Settings

The system will now remember the user's preference for showing or hiding the Publication Space (PS) advanced criteria.

If the user collapses the criteria and later returns to PS, the criteria will remain collapsed based on their previous setting.

Correspondence Import - Support for Importing and Populating Budget Link User Fields

We have added functionality to support the importing and automatic population of Budget Link user fields through the correspondence import feature.

1. Budget Link Value Format:

   • Users must define the budget link value in the Excel cell as follows:

     • BGT#0044 - 001.001.002 (where {reference} is the budget number and {itemNumber} is the line item).

     • Example: BGT#0044 - 001.001.002 represents the budget and specific line item.

2. Automatic Matching and Population:

   • During import, the system will automatically match the specified budget and line item with the existing budget lines.

   • If a match is found, the Budget Link user field will be populated accordingly.

3. Handling Non-Existent Budget Lines:

   • If the specified budget or line item does not exist, the system will skip the entry without populating the field.

Publication Space - Updates to Document Requiring Distribution Reports

We have made several updates to improve the search and reporting functionality, providing more flexibility and clarity for users.

1. Group By to Search By:

   • The "Group By" option has been moved to the left and renamed to "Search By."

2. Search Scope Radio Buttons:

   • Removed the company-wide search option and replaced it with two radio buttons under a new header, "Search Scope":

     • Any user within the company (e.g., AA-AA): This option is the default.

     • Direct to company (e.g., AA-*):

3. Report by Company/User:

   • These two search scope options will be shown when "Company" is selected.

4. Report by Document:

   • The search scope options will only be shown if at least one company is selected.

5. Export to Excel:

   • Added an option to export reports to Excel.

6. Retire Saved Report Option:

   • Users can now retire saved reports through a newly added option.