Improvements and features

• Field Notification
  

You can now set email reminders for documents based on a particular date, for a Document Type or Stack Type. This can be done by specifying the DB Name, Entity Name, Field Name, Date Range and email ID in a config file in Program Files.

For e.g., Let’s say you have a Document Type called Invoice with multiple invoices and you want email reminders for all invoices with a due date falling within the next 15 days.

To set this up, you will need to insert the following in the config file…

“database_display_name”: “MainDB”,
“entity_name”: “Invoice”,
“field_name”: “Invoice Due Date”,
“notification_period_in_days”: 15,
“globdoox_users_to_notify”: “superadmin, john”,
“email_addresses_to_notify”: johnsmith@gmail.com

In the above example, you have specified the field name as “Invoice Due Date” and notification period as 15 days. Hence, GLOBODOX will look in the ‘Invoice Due Date’ field & send an email to johnsmith@gmail.com for every invoice that is within the next 15-day period. You can also add multiple emails in the config file by separating them with a comma (,).

• Dashboard
  

You now have access to a Dashboard for reviewing ‘Documents Added, Document Checked-in, Average Workflow Time, Average Workflow Task Time’ and more within a particular Date range. This feature is available for both Standard and Suite GLOBODOX users.

For e.g., If you want to see the number & type of documents added to GLOBODOX in the last 30 days, go to Dashboard, select Documents Added & choose the time period.

GLOBODOX will display the following;

Total number of documents added
Types of documents added (Invoices, Reports, Plans, Documents, etc)
Number of documents added within an individual type

If a document does not belong to any document type, it will be displayed under ‘Documents’.

• Full-text Search in SQL Standard & MySQL
  

For MS SQL Server Standard and MySQL GLOBODOX now offers a much faster Full-Text Search feature.

For e.g., If you enable the new ‘Full Text’ search feature and enter a search term in the search bar, GLOBODOX will display a list of documents which contain the search term. For very large DBs you will notice that the search results will appear much faster than before.

•  A new Sample DB
  

With GLOBODOX v14, we ship a new Sample DB called ‘Great Goa Tours’. Great Goa Tours DB will be beneficial for new users who want a better understanding of GLOBODOX mainly since the comprehensive new Video Tutorials we are shipping are based around the Great Goa Tours DB.

•  Video Tutorials
  

Along with the release of version 14 we are also launching a Video Tutorials section, which will have hundreds of tutorials about using GLOBODOX.This will be available on Youtube at https://www.youtube.com/globodox and also on our website (URL will be shared on our blog)

• Edit metadata and Modify privilege separated.

In the previous version of GLOBODOX, to edit the metadata of a document, the user needed to have the Edit Metadata privilege as well as the Modify privilege. This would enable users to Modify the document as well.

Now this can be avoided by unchecking the privilege ‘Combine Edit Metadata and Modify permissions’. This will allow the users to edit the metadata of a document without needing the Modify document privilege.

• Set Archival Dates for documents and stacks.

You can now set an archive date for a document or stack. No changes can be made to a document or stack once it has been archived. For more information, click here

• Undelete documents.

Deleted Documents and Stacks which are moved to the Recycle Bin can be undeleted and moved out of he Recycle Bin. For more information, click here

• Recycle Bin for documents and stacks.

You can now configure GLOBODOX to move deleted documents or stacks to a Recycle Bin. Documents and stacks in the Recycle Bin are automatically deleted from there after a set period of time. Existing users must explicitly enable this feature. For more information, click here

• Set Expiry Dates for documents and stacks.

You can now set an expiry date for a document or stack. On the expiry date the document (or stack) can be deleted or moved to the Recycle Bin. For more information, click here

• Move archived documents and stacks to a different DB.

Archived documents and stacks can be optionally moved to a separate archive DB. Multiple Archive DBs can be created for e.g. one for each year. For more information, click here

• LDAP Utility Enhanced

The LDAP utility has been enhanced to enable searching and adding of users.

• Advanced Upload Dialog in GLOBODOX Web Client

An advanced upload dialog has been introduced in the Web Client. This allows simultaneous uploading of multiple files including large sized files.

• Disable Document Actions during Workflow

You can now decide if you want users to perform actions on documents while those documents are being routed in a workflow.

• Restrict Manual Publishing

You can now restrict users from publishing a draft document, unless it is routed and approved via an Approval workflow.

• Approve Documents over Email (Optional Paid module)

When you receive an email message with an Approval Task you can now simply reply to that email with the words Approve or Reject to Approve or Reject the task.

• Preview of CAD files (Optional paid module)

You can now preview CAD files using GLOBODOX.

• New Workflow Management Console

A new Workflow Management Console has been introduced to search, pause and terminate workflows.

• Support for MySQL v8

GLOBODOX now supports MySQL v8.

• Merge Documents (PDF only)

You can now merge two Documents in GLOBODOX. Documents being merged must have the same Document Type and only PDF files are supported for now. Meta data for the documents being merged can be combined in any way. In other words, metadata for the merged document can selectively contain data from either of the documents being merged.

• Workflow – Attach Document to External Email

When documents are routed for approval,, GLOBODOX Workflow can send messages to the users involved. These messages can be internal GLOBODOX Messages which contain links to the documents being routed. Or they can be external email messages (e.g. regular email accounts (Gmail, Outlook etc).

GLOBODOX Workflow would not attach documents to such external messages. It would only include links to the documents. However receivers of such messages would not sometimes be able to access GLOBODOX to view the documents. This could be because the GLOBODOX installation was not available via the Internet (for security reasons) or users were in remote locations with connectivity issues.

Starting from this version, Workflow can now attach the actual documents to the external email being sent. This way users can review documents offline and go online only to approve them or even approve via replying to the email.

By default documents are not attached to the external email when routed. You will need to enable this option. You can enable this option in GLOBODOX>>Options>> System Options>>Workflow. (This option will only be visible to users with Superadmin Role)

• Use PDF file to create Zone Maps

You can now use both TIFF or PDF files to define Zone Maps (for automatic recognition of text from the defined zones for indexing), Previous versions of GLOBODOX supported only TIFF files.

• Apply Zone Map to existing documents

GLOBODOX now lets you apply Zone Maps to existing documents in GLOBODOX (for automatic recognition of text from the defined zones for indexing).

In Previous versions of GLOBODOX, you could apply Zone Maps to documents only when they were being added (via scanning or any other methods). After a document was added there was no way to apply the zone map.

• Route Folder/Tag

You can now Route a Folder or a Tag for Approval via GLOBODOX Workflow. This makes it easier to route an entire category of documents without having to choose them individually.

The set of documents within a Folder or Tag can either be approved or rejected. You cannot perform approval or rejection on individual documents within a folder/tag that is routed.

• Email a document along with metadata

Previously whenever a document was emailed from GLOBODOX, the Compose Window of your email client would be launched with the document attached. The body of the email would be blank.

If the Document you are emailing has a Document Type, there is now an option to enter data from the fields of the Document Type in the email body.

This helps in the following ways…
1. Users receiving the email will have more information about the attached documents.
2. Users can search for the document in their Inbox/Sent Items based on the data rather than relying on just the name of the document.

When emailing multiple documents at the same time. (the document type data of each document will be included in the email content.

The default behaviour does not include the document type data in the email. You will need to enable this option from the Options dialog.

• Counts for unread messages and pending tasks displayed

Counts for unread messages and pending tasks are now displayed on the top right corner of the GLOBODOX Main Window.

• Folder link in the information tab of a Document in the web client

Clicking on the Folder link in the information tab of a Document in the web client now jumps to that folder in the Navigation Panel

• Several performance enhancements

This version contains bug fixes and several performance enhancements

• Several performance enhancements

This version contains bug fixes and several performance enhancements

• Utility to start and stop Logging

When a user reports a problem with GLOBODOX, it is sometimes very helpful to receive the GLOBODOX log files from their machine In order for our team to debug the problem.

The current process of enabling and disabling logging was very flexible but cumbersome for users. The Log Utility simplifies this to a single click.

When you stop logging the utility conveniently create a zip file with all the existing logs which you can email to our support.

It also lets you delete all log files in the logs folder.

To launch the GLOBODOX Log utility, click on Windows Start Menu > All Apps > GLOBODOX Desktop > GLOBODOX Log utility.

• Customization of Navigation Pane.

You can now hide Document Types from the Navigation Pane for specific groups of users.

This is an experimental feature and only works when every role that a user belongs to has the VIEW permission for the DOCUMENT entity set to GROUP OWNED or GROUP OWNED (RESTRICTED).

This is currently not meant as a security feature. It is only designed to simplify the Navigation Pane for large organizations sharing a single DB between users from different departments.

• Several performance enhancements

This version contains bug fixes and several performance enhancements

• Auto-login for Globodox Web Client

You can now configure auto-login for the GLOBODOX Web Client. This is useful when integrating GLOBODOX Web Client with other applications.

In some such integrations, customers embed GLOBODOX Web Client URLs in their application. Users of such an application click on the embedded links to launch the web client for viewing or adding documents. By configuring auto-login, you can ensure that these users have a more seamless experience and are not prompted to login to the web client.

More details are available here…

https://helpdesk.www.globodox.com/portal/kb/articles/auto-login-to-globodox-web-client