To Do Activity

GLOBODOX Workflow now has a new activity called the To Do activity. This is a simple activity to pass a document related task (for e.g. Print this document and send by FedEx) to a user (or even multiple users).

Import and store Email Attachments as separate documents in GLOBODOX

Email Capture can now handle in a better way, email messages which have attachments. You can configure GLOBODOX Email Capture such that, whenever an email message with attachments is detected, the attachments will be stored as separate documents. They will automatically be linked to their corresponding email message. So for example if an email message with a single attachment is captured, GLOBODOX will create two documents, the email message itself and the attached file. Both the documents will be linked to each other.

Support for password protected files

Inbuilt viewer for MS Word and MS Excel now supports viewing password protected .docx and .xlsx files.

Review Activity in Workflow

A new activity called Review has been added to GLOBODOX Workflow. Using this activity in a workflow, you can route a document for review, to one or more users. These users can then review the document and provide comments (if any). Each user’s comment can optionally be added to the document as a separate note. Usage scenario for this activity includes a situation where you want to send a document after it has been approved, to one or more users so that they can review the same (for e.g. review changes to a policy document).

New events added to Event Log
15 new events have been added to the Event Log. These are:
• Document Approval Request: This event is logged when a document is routed for approval.
• Document Rejected: This event is logged when the document you sent for approval is rejected.
• Document Approved: This event is logged when the document you sent for approval is approved.
• Document Approval Response: This event is logged when the user to whom you sent an approval request has responded to your request.
• Document Review Request: This event is logged when a document is routed for review.
• Document Reviewed: This event is logged when the user to whom you sent a review request has reviewed the document.
• Document Review Response: This event is logged when the user to whom you sent a review request has responded to your request.
• Document Signing Request: This event is logged when a document is routed for it ti be signed.
• Apply Stamp: This event is logged when a stamp is applied to a document.
• Apply Signature: This event is logged when a signature is applied to a document.
• Publish Document: This event is logged when a draft document is published.
• Tag Document: This event is logged when a tag is applied to a document.
• Untag Document: This event is logged when a tag is removed from a document.
• Remove Document from a Folder: This event is logged when a document is removed from a particular folder.
• Route Document: This event is logged when a document is routed using a workflow.

Once the auditing of these events has been enabled in the Configure Audit Events window (under DB Settings), GLOBODOX will maintain an audit trail of these events by recording them in the Event Log.

Cloning a folder structure

You can now choose to include the security settings while cloning a folder structure.

Workflow Approval Comments

Comments entered during the Workflow Approval Activity are now saved as Notes for the document/stack.

Document Title

Now when you give a scanned document a title, GLOBODOX will automatically treat that as the file name. Earlier, GLOBODOX would generate a file name by itself. But now, GLOBODOX will take the document title given by you as the file name, thereby making it easier to track documents.

Active Directory Integration

This helps you quickly import Windows users as GLOBODOX users. So you do not need to separate create user names and passwords in GLOBODOX. What’s more, when these users login into Windows and start GLOBODOX, GLOBODOX will no more prompt them for their username and password; GLOBODOX will simply use their Windows credentials to log them in. Active Directory Integration makes managing multiple users much simpler. Learn more

Draft Documents

Draft documents in GLOBODOX are temporary, intermediate documents which may be created while a team of users are working on the next major version of a document. Draft documents can have different access permissions as compared to published documents. Thus draft documents enable a team of users to securely collaborate on the next version of a document and also enable the modified document to be reviewed by another team of users (e.g. via a workflow) before it is made available to a larger set of users (e.g. an entire department or company). Learn more

Published Documents

Because of the introduction of the Draft Documents feature, the help file as well as the GLOBODOX User Interface refers to regular documents (or non-draft documents) as Published Documents.

Disable Drafts Documents Feature

If you do not wish to use the Draft Documents feature, you can hide Draft Document related tabs, buttons and menu options by unchecking the Draft Documents option in the System Options section of the Options dialog. This could be helpful if you think your users might get confused by the draft documents related user interface.

Built-in Word and Excel Viewer

The new built-in Word and Excel Viewer allows you to view .doc, .docx, .xls and .xlsx files even if you do not have MS Office installed on your computer. What’s more, you can even annotate and stamp MS Word and MS Excel files the same way as you could with files such as TIFF and PDF files (annotations cannot be burned on MS Word or MS Excel files).

So how does this help:
Let us say you use Open Office Writer from Sun Microsystems, and your colleague uses MS Word. You have just received a Word document in GLOBODOX that has been created by them. If you didn’t have version 7 of GLOBODOX, you would click the button at the top right of the preview pane (“Open this document for viewing in its associated application”). This would open the document in MS Word if you had it installed on your machine. But if you did not have MS Word installed or the MS Word Viewer installed, it would be difficult to view the document. But now that you have version 7, even if you do not have MS Word installed on your machine, you can still view the document with the built-in MS Word viewer.

Choose between built-in and third-party viewer for MS Word, MS Excel and PDF Files

Using the options dialog, you can now specifically configure what viewer you wish to use for MS Word, MS Excel AND PDF File.

Lock Viewer settings for all users

Using the options dialog, you can now lock the file type viewer settings so that only the superadmin can change them.

Background Text Extraction

In the earlier versions of GLOBODOX, whenever a document was added to GLOBODOX, the OCR/Text Extraction for the document was performed at the time of adding the document. But now this process will be performed in the background. This means adding multiple files (even hundreds of them at a time) to GLOBODOX will be much faster than before, as you will not need to wait to add the next file until the OCR/Text Extraction has been completed for the current file.

The text extraction only happens on the machine on which GLOBODOX is installed in server mode (a single user installation of GLOBODOX is always installed in server mode).Since text extraction now happens in the background, the process continues even when you close GLOBODOX.

The background text extraction service can be viewed by exploring Control Panel>Administrative Tools >Services>ITAZ GLOBODOX Indexing Services under the Name column. A user can stop or restart this service by right clicking and selecting the Stop or Restart options.

Built-In Text Extractors

GLOBODOX now features built-in text extractors for popular file formats such as MS Word (.doc, .docx), MS Excel (.xls, .xlsx) and PDF files. This means you no more need to have iFilters installed on your machines for these file formats, as GLOBODOX can handle them on it’s own.

New entity Draft Documents added to Role Privileges

You can control access to draft documents by assigning different privileges to different Roles over the new Draft Entity.

Hierarchical Security Groups

Hierarchical Security Groups allow the creation of a group tree. This allows organizations to closely mimic their organization structure. Using this feature you can give users access to not only documents owned by users of their groups but also documents owned by users of all their group’s sub-groups.

Initiate Workflow Privilege added to Role and Share Privilege list

This feature allows you to control which roles can be given document routing privileges.

New Workflow Designer and Workflow Monitor related privileges

New workflow designer related privileges allow you to control what users are allowed to view, add, modify and delete workflow designs in the workflow designer. Similarly new Workflow Monitor related privileges allow you to control who can view, pause, restart or cancel running workflows. Below is a list of the privileges (added to the Other Privileges section)…

• • Manage Owned Workflows
  • Manage All Workflows
  • Create Workflows
  • Modify Owned Workflows
  • Modify All Workflows
  • Delete Owned Workflows
  • Delete All Workflows
  • Monitor All Workflows

New privilege added to control who can select/unselect which events to audit in the Event Log

A new privilege has been added (to the Other Privileges section) to control who can select/unselect which events to audit in the Event Log.

New Workflow Activities added
GLOBODOX workflow is even more powerful now with the addition of the following activities…

• • Auto Publish
  • Signature
  • Auto Stamp
  • Apply Security Label
  • Share

Identifying Unread Messages

Inbox (Messages) and Inbox (Tasks) now show unread entries in bold.

Remember Layout

Now GLOBODOX will remember the width of the various panes that you set within the main window and within the document windows too. It will also remember the document window size you had set last time. So the next time you open the application or the resized document, it will open GLOBODOX with the pane and window sizes you had the last time when you closed the document or the main GLOBODOX window..

Faster Performance

The GLOBODOX installation is now optimized for each machine after installation. The optimization process is started right after installation finishes and continues in the background. You can continue using GLOBODOX while the optimization is in progress.

Email Capture

The Email Capture feature in GLOBODOX, downloads email messages from any POP3 mail server and adds them to GLOBODOX. GLOBODOX will automatically extract fields (To, From, Subject etc.) from each email and enter them as indexing information for that email in GLOBODOX. This makes all email messages immediately searchable. For More info, see Manage Emails in GLOBODOX

Folder Monitoring

The Folder Monitoring Software watches one or more specified folders on your disk and adds any files added to those folders to GLOBODOX. You can use this feature to directly add files to GLOBODOX even when GLOBODOX is not running. All you need to do is, add the files to the monitored folder and Folder Monitor will automatically add these files to GLOBODOX. This is also handy when working with Network Scanners which put the scanned documents in a folder. For more info, see Folder Monitor

Reports

GLOBODOX now comes with built-in usage reports, letting you see documents added or modified by users on a daily, weekly or monthly basis. The reports can be exported as a PDF, HTML, MHT or XLS files. For more info, see Reports

Deskew tool

You can now auto-straighten a tilted scanned image by using the Deskew tool. For more info see Enhance Scanned Documents

Despeckle tool

You can now remove the noise (tiny black spots) from a scanned image by using the Despeckle tool. For more info see Enhance Scanned Documents

Eraser tool

You can now remove punch hole marks, stapler (pin) marks or other areas from a scanned document by using the Eraser tool. For more info see Enhance Scanned Documents

Parameterized Saved Search

You can now create a saved search that prompts you to enter the condition values, whenever you run the search. For more info, see Prompt user for the condition value when applying a saved search

Last logged in user name is remembered

The username of the person who logged into GLOBODOX last is remembered and is automatically filled in the username box on the login screen. For more info see Security Policies

Remember password option on the login dialog

Login dialog now has an option to remember the password, so next time don’t need to re-enter your password. For more info see Security Policies

Automatically login on startup option on the Options dialog

Options dialog now has an option to automatically log you in when you start GLOBODOX (i.e. no login box is displayed). For more info see Options Window

Policies

Use Policies to control some aspects of GLOBODOX Security. For more info see Policies

Drag & drop documents from GLOBODOX to Windows Explorer

You can now drag and drop documents from GLOBODOX to Windows Explorer by pressing the CTRL button on the keyboard and dragging the documents to a Windows folder. For more info, Drag and drop documents from GLOBODOX to a folder

Destination Profiles Manager

You can now create, modify or delete destination profiles using the Destination Profiles Manager.

Speed and Stability

We have cut down the initial load time by 50% and fixed a few minor issues. GLOBODOX is now faster and more stable than before.

Zone Map

The Zone Maps feature in GLOBODOX lets you recognize scanned text and bar codes in specific pre-defined areas of a scanned document and then automatically store the recognized values in their corresponding fields. This means that you can automate your indexing process for identically formatted documents (for e.g. bills from the same telephone company) and eliminate manual data entry.

Navigate documents in a Stack in continuous mode

you will be able to navigate between the pages as well as documents by using the Navigation buttons on the Preview pane. For a single page document when you click the Next button, the next document in the list will be displayed. For multi-page document, when you click the next button the next page will be displayed. On the reaching the last page of multi-page document, if you click the Next button, the next document will be displayed.

This option is available from the User Options node of the Options window.

Print Advanced search conditions along with the search results

When you print search results that are displayed in the List View pane, you can now choose to print the conditions used in that search at the top of the search results. This feature helps in quickly identifying the conditions used to generate the search results.

Print All documents of a stack

You can now print all the documents related to a stack in one go.

OCR document containing text in a different language

You can now OCR a document that contains text in language other than English. For e.g. if you have a document that contains text in the Danish language then you can configure the OCR engine to recognize the Danish language text.

Customize Quick Search

You can now select the fields that you want to search in, using the Quick Search. In the earlier versions of GLOBODOX, the Quick Search would only search in the Document Title, File Name and the Document Text. Now, you can select any field (displayed in the List View) that you want to search in, by using the Customize Quick Search dialog.

The Customize Quick Search box can be accessed by clicking the Quick Search drop-down and selecting the Choose columns for Quick Search option.

Reactivate a deactivated user

You can now reactivate a deactivated GLOBODOX user. So if you have accidentally deactivated a user you can now activate it.

Inactivity time out option

You can now auto-logout an inactive user from GLOBODOX by using the Inactivity time out option. This option is available in System Options pane of the Options dialog.

New Activities in Workflow

New activities are added in Workflow, using which you can create complex business processes.

Easy definitions of conditions in workflow

Specifying conditions for activities is now made easy.

Route Stacks to other users

You can now send stacks for approvals by using a Workflow. Using Stacks and the new Workflow activities you can create complex business processes. For more info see, Route

Improved Folder and Content Security.

Now a Security Label applied to a Folder, will also get applied to its sub-folders and to the documents in it.

Improved barcode detection

GLOBODOX now uses a better technology to detect barcodes

Enhanced Command Line Options

You can now reset all the users profile or if you want you can specify a set of users, to reset their profile.

Initial Loading performance improved

GLOBODOX now loads much faster than before. The splash now displays the current status and progress.

Clone Folders

You can now create the same folder structure that you frequently use in GLOBODOX by using the Clone feature. For e.g. Let say to you create a same set folders for each customer. It will be tedious to create these folders if you have a hundred’s of customers. By using the Clone feature you will have to create the folder structure just once and then clone/copy this structure whenever you want.

Command Line Options

You can now run GLOBODOX in maintenance mode by using the Command Line options.

Fully revamped user interface

An easy to use, redesigned user interface similar to the familiar Outlook user interface. Designed to increase user efficiency while searching for and managing documents.

Search centric design

Search is much faster than before.

Folders

Folders behave very similar to Windows Explorer folders. Create Folders and Sub-Folders to quickly categorize your documents. Hide a folder from specific users or share a folder with specific users.

Import entire folder structure

If you already have a well defined folder hierarchy in which you arrange your documents, you can easily import your documents along with your existing folder hierarchy in to GLOBODOX. The exact same folder hierarchy will be recreated in GLOBODOX.

Tags

Attach simple text tags to documents (think of it as attaching one or more labels to your documents). You can apply as many tags as required to a document. You can then search for documents to which a specific tag has been attached.

Document Types

Separate documents into various types (e.g. bills, checks, letters) and store type specific information along with each document. For e.g. you can store Date and Amount with each bill and then easily find all bills greater than US $100 from January 2008. Similarly you may want to store Sender Name and Date along with each letter.

Stacks

Group documents into different types of stacks. For e.g. you can create a stack type called Supplier and group documents into different stacks (one for each supplier).

Annotation

With the annotation feature you can draw, highlight, stamp, write comments, etc. directly over any scanned document. You can choose to burn the annotations on the image, so they become permanent part of the image.

Electronic Signature

A scanned image of a user’s signature can be stored and used as the user’s electronic signature. It can be applied on any part of a scanned document.

Document Notes

Store unlimited number of notes along with each document. Apart from the note text each note will contain the date, time as well as the name of user (note creator).

Links

Documents can be linked to other documents or stacks.

Revamped Security

Create Users, Roles and Groups. Control access to your data and documents on a user by user basis. Decide who can view a document and who can edit it. Create Security Labels to apply identical permissions to multiple documents.

Share Documents

Share documents with users or groups of users with specific permission. For e.g. you can share a documents with UserA with View permissions and with UserB with View and Modify permissions.

Restrict Access

Restrict documents from a user or a group of users with just a few clicks.

OCR

Built in OCR automatically extracts text from scanned documents, making them searchable instantly. Option also available to use Microsoft Office OCR engine (if available).

View and edit OCR and extracted text

You can now view text extracted via OCR from scanned documents also text extracted via IFilters from other document types. You can edit and save this text. This provides a handy way to correct any OCR errors.

Fax

Fax one or more documents directly from GLOBODOX.

Web Client

With cross-browser support, the Web Client is more powerful and looks very similar to the Desktop Client.

Quick Multi-user setup

Quickly move from single user setup to a multi-user setup in a few easy steps.

Tightly integrated Workflow

Workflow is now fully integrated with GLOBODOX. You can now route documents with a single click and receive workflow tasks and messages right inside the application.

Burn documents to a CD/DVD

Use the built-in CD/DVD burning features to burn selected documents to a CD/DVD.

Create self-running CDs/DVDs with built-in searching and viewing capabilities (Add-On)

Use the optionally available CD/DVD Module to create self-running CDs/DVDs with built-in searching and viewing capabilities.

Drag and Drop text

Select and drag a piece of text from any source e.g. MS Word, Web page or from your email and drop it in GLOBODOX.

Bar Coded Separator Pages

Create bar coded separator pages during scanning to separate multi-page documents from each other.

Preview of MS Office files is now supported

Preview MS Word, MS Excel and MS PowerPoint files directly in GLOBODOX.