Document - 2.2.4

Flavia Santos
2025-05-11T19:15:42Z

Association structure centralized and improved

As of this version, the way to associate objects among components is much more practical. Before, these associations used to be performed in different tabs and sections, slowing down the process.

Now, everything is centralized in a new section called Associations, which gathers, in one single screen, all the association types available for the component. Simply choose the type and the desired object to create links quickly and clearly, without the need to exit or close the screen.

Records are organized by association type (Associated, Created, Created by), with filter options and display mode as a list or card.

It is also possible to create new records directly from this screen — such as an asset or even a workflow —, which further facilitates the integration among the components and brings agility to the day-to-day routine.

Description of document transmittal forms and copy protocols with AI

Complementing the latest updates with artificial intelligence in SoftExpert Suite, we have also added the option of generating descriptions automatically using AI in document transmittal forms and copy protocols in order to aid in record creation.

This resource is available to organizations that are Cloud customers and have SoftExpert Copilot. Click here to learn more about the solutions provided by this component!

For this new resource to be enabled, the administrator must add the "Gen AI & NLP" API through the Integration center (COP010) menu of SoftExpert Copilot.

Integration with the D4Sign signature platform

Now, SoftExpert Document is integrated with D4Sign for signatures! D4Sign is a Brazilian platform for electronic and digital signatures that allows for managing and formalizing documents in a secure and legally valid manner.

Just as with other integrations, documents can be sent for manual or automatic signature via a SoftExpert Workflow activity.

New resources in the complex file container

We have further enhanced the management of complex file containers! Complementing the already available features, now you can:

Insert a description for the structure

In the description, it is possible to add instructions and good practices that users must follow in order to insert a file in the structure. On the list of electronic files belonging to the document, when a structure folder is clicked, the description is shown to guide the user.

Block content insertion in a specific structure

When this option is enabled in a specific folder of the structure, the system allows files to be added only to its subfolders. For example, imagine a container with the "1. General" folder in the structure, and with the "1.1 Technical requirements" and "1.2" Functional requirements" subfolders inside it. In order for files to be added only to the 1.1 and 1.2 subfolders, it is possible to enable the parameter for blocking content insertion inside the "1. General" folder.

View all electronic files referring to files of the "SE Document" type

Before, when a file of the "SE Document" type was added to the structure of the container, the system would show a row with information about the linked document. In addition to this information, now it is also possible to view all electronic files contained in the document.

Use the file counter

Now, it is possible to view the number of files in the structure from the Quantity column and check the total number of files belonging to the document at the bottom of the page.

Copy a structure

The new Copy structure option will be available in the structure of container folders if the document category has the "Allow editing the container structure" parameter enabled. With this shortcut, it is possible to duplicate a structure in just a few seconds.

Manual update of document metadata

We have added an option that allows for updating document metadata manually. With this resource, users do not need to wait for the automatic update of metadata when it is changed.

To use this option, simply access the Document > Document (DC010) menu, select the desired document, and click on the Open data button. On the document data screen, by accessing the Electronic file tab, it is possible to select the desired file and use the new Actions > Update metadata option, as illustrated in the image below:

When this new option is clicked, the system will display a confirmation message, and the metadata will be updated.

For this resource to work, the following conditions must be met:

The parameter that allows for editing released documents must be enabled in the General parameters (DC035) menu, in the Document tab.

The file must not have electronic signature completed.

The document category must have metadata export configured.

The file must have .doc, .docx, .xls, .xlsx, or .odt extension.

Option for editing files with .doc and .xls extensions via Microsoft OneDrive

As of this version, it is also possible to edit files with .doc, .xls, .ppt, and .pps extensions via Microsoft OneDrive. To this end, the files with these extensions are converted automatically to a corresponding extension, such as .docx.

This feature will be activated if OneDrive integration and PDF conversion are configured.

Valid for files with .doc, .xls, .ppt, and .pps extensions.

Quick access to document approvals

Access to the approval resource has been simplified in order to centralize document information in the Document (DC010) menu.

As of this version, through the Document (DC010) menu, it is possible to click on a document and quickly access the Approval tab.

The new tab allows for viewing information and executing approvals with quick access.

Download of electronic files with markups

Now, it is possible to download electronic files that have notes.

When the View electronic file with markup option is clicked, the markup tools will be enabled, including the new Download PDF with markups option.

This feature allows you to export the document with all notes visible, which makes it easier to share and track anything that is edited.

Document attribute input in SoftExpert Process

When using the SE Suite application > Create a released document option in a process activity, it is possible to configure the input of document attributes.

Thus, when a process workflow is instantiated, the created document will also have its attributes inputted during the execution of the task.

New main screen for the Metadata export (DC052), Validity (DC044), and other menus

Version 2.2.4 of SoftExpert Suite presents a new main screen, which is more modern, contains optimized filters, and includes a new listing to facilitate record management.

In addition to creating items from scratch, it is possible to edit records individually, change statuses, or delete multiple items all at once. All this is meant for streamlining the routine and making management even more efficient.

Check out all the updated screens and watch the video to see the new feature:

Automatic signature

Certificate (DC058)

List of signatories (DC059)

Copy distribution

Template (DC064)

Reason (DC047)

Document

Metadata export (DC052)

Watermark (DC045)

Record retention schedule (DC042)

Validity (DC044)

Revision

Reason (DC038)

Document transmittal form

Transmittal method (DC049)

The "Ask AI" resource is available only in the Reason (DC047), Reason (DC038), and Transmittal method (DC049) menus to customers that have a license for SoftExpert Copilot.

Document history enhanced

For a clearer process of creating and releasing document revisions, we have enhanced the history, which will display the origin of the creation of the document and the means used for releasing its revision.

Thus, it is possible to view, in detail, the method used to create the document: import via spreadsheet, import via the Import tracking (DI013) screen, or via a web service.

It is also possible to see how its revision was released: through the Release revision button or via a web service.

This improvement increases the traceability and transparency of the record, facilitating the analysis and control of operations.

New relationships displayed in the document

Due to difficulties in identifying records associated with the documents that prevented them from being deleted, associations have been centralized, and the Where used section has been made available in the Relationship tab.

In this section, it will be possible to view the relationship of documents with templates and even portal widgets.

This improvement ensures a greater control over document associations!

Deprecation warning: Document keyword request discontinued in the product

As of version 2.2.4, with a view to simplifying and centralizing operations, it is no longer possible to issue requests with the Document object type and with the Keyword operation in the Request component.

Now, all keywords must be added directly to the document.

Access the release notes for the latest version to better understand how to use the new keyword resource!

Controlled directory menu centralized in SoftExpert Administration

The Controlled directory menu has been removed from SoftExpert Document and is now centralized in the Administration component.

Thus, a security layer is added to the management of controlled directories, keeping consistency among the components that use them.