Document - 3.1
On-premise customers that use digital signature or watermark must set up the respective services to run along with SoftExpert Suite. The absence of this configuration may prevent these features from executing. Access the technical documentation and learn how to perform the configuration:
- Linux: Digital signature - Watermark
- Windows: Digital signature - Watermark
Compare revisions with AI
Comparison between file revisions has become more intuitive with the use of artificial intelligence.
By clicking on Compare with AI, the system opens a viewer with the document and the highlights of the changes identified between the revisions.
The Chat with your document feature also launches automatically, with the AI presenting a summary of the changes made.
Thus, it is possible to quickly understand what was changed, bringing more agility and clarity to the analysis of the revisions.
Resource available only to Cloud customers that have an active SoftExpert Copilot license and a Gen AI & NLP API configured.
Generate revision changes with AI
Now, it is possible to count on artificial intelligence to speed up the revision process.
Available in the Revision > Change section, the automatic generation option analyzes the data of both the revision and the object, suggesting a list of relevant changes.
With this improvement, you reduce manual effort and gain more agility when identifying the necessary adjustments.
The changes generated can be reviewed, edited, or removed before being saved, ensuring total control over the end result.
- Resource available only to Cloud customers that have an active SoftExpert Copilot license and a Gen AI & NLP API configured.
- For the feature to work correctly, the PDF conversion service must be properly configured.
- In this version, the resource will support only electronic files in PDF format and with a maximum size of 10 MB.
Microsoft MIP/IRM labels preserved in PDF conversion
Document conversion to PDF will now consider confidentiality labels defined by Microsoft Information Protection (MIP/IRM) DLP policies.
To use this resource, it is necessary to activate the Enable Microsoft DLP when converting to PDF option in the conversion to PDF section of the General parameters (DC035) menu, configure the integration with Microsoft, and define whether the labels must be preserved in the PDF file.
If the user chooses not to keep the labels, the system identifies the confidentiality classification in the original file and performs the conversion, removing these protections in the PDF.
If the labels are maintained, the sensitivity classification is also preserved in the converted file, ensuring greater information security and conformity.
With this improvement, it is possible to choose whether the file protection labels will be kept or removed in the converted file.
By maintaining the label, since they are protected files, some actions are restricted, such as sending for electronic or digital signature, watermark application, and opening directly in the system's viewer, which requires using the computer's default browser or application.
Category export and import
Category management has been expanded with export and import possibility between environments, making it easier to replicate configurations.
Upon selecting one or more categories for export, the system generates a file containing their data, with the exception of actionable events.
As for import, it is possible to define necessary correspondences, such as metadata mappings, ensuring the correct adaptation of the information in the target environment.
With this feature, it becomes simpler to standardize structures and speed up the configuration in different environments.
Add-in for Word Online
The SoftExpert Document add-in allows inserting content blocks created in the system directly into a Word Online text, without the need to copy and paste information manually.
This allows the reuse of clauses, standardized excerpts, and other content approved by the organization, ensuring more consistency and compliance in document drafting.
On a day-to-day basis, the resource reduces rework, prevents errors, and facilitates the creation of better structured documents, aligned with the standards defined by the company.
Access the full installation manual for the Word Online Add-in in our Help Center!
New features in SoftExpert Editor
SoftExpert Editor has been updated with a new appearance and improvements that make the editing experience more fluid and collaborative.
The content area has been expanded and the table of contents can be collapsed and positioned on the right or on the left.
Furthermore, it is possible to mark a file as favorite directly in the editor header and use the presentation mode to facilitate team interactions.
Off-line editing
The editor now includes off-line editing support, ensuring the continuity of the work being done even in cases of connection instability. The changes are saved locally and synchronized as soon as the connection is reestablished.
Comments
Now, there is support for comments directly in the content being edited, allowing the user to insert notes, reply to interactions in thread format, and track discussions in an organized manner.
Version history
Version control has been improved with the addition of automatic micro versions when editing. At the end of each day, these changes are consolidated into a single daily version, representing the final state of the file.
The system now stores up to 15 consolidated versions per file, automatically deleting older ones in order to preserve the most recent.
Audio files
The editor now allows embedding audio files in .ogg and .mp3 formats, and they can be played directly in the content. Simply insert the audio link using the option available in the menu.
Content block deletion
The editor now features an option for deleting an entire content block. This action can be performed by clicking on the move button, corresponding to the content block, and using the delete option.
During off-line editing, some resources become temporarily unavailable, such as AI features, image and file addition, and the content import option.
New business rules features for documents
SoftExpert Business rule has been enhanced with new resources for automation involving documents, providing greater flexibility and intelligence when creating rules.
Now, it is possible to use the When a document expires and At each period of time triggers, which makes it easier to track the deadlines and execute actions automatically.
Additionally, documents can be used as a condition when defining rules, enabling the creation of more complete automations aligned with the context of the processes.
Dynamic words have also been added to the notification actions (e-mail, mobile messaging, and notifications), which are filled automatically when the trigger is activated, making the communications more contextualized and efficient.
Mass category change
The mass update of categories has been expanded to offer even more flexibility when managing records.
In addition to archiving, it is now also possible to change the Block creation of released records and Send acknowledgment to existing records parameters in a combined manner.
With this improvement, managing categories becomes more agile and efficient, reducing the need for manual, individual adjustments.
Default record retention schedule
The definition of record retention schedules has been improved, as it is now possible to configure a default table for auto fill when creating categories.
With this feature, during the creation of a new category, the record retention schedule set as default will be suggested right away, speeding up the process and ensuring greater standardization.
Only one schedule can be defined as default.
Document association improved
The document association screen has been improved to facilitate record search and selection.
To make document search more precise and efficient, the advanced search now includes the following filters: ID #, Title, Status, Category, and Filter by attributes.
Furthermore, the information displayed in the listing table has been improved, providing greater clarity and support when choosing the documents to be associated.
New copy protocol features
Copy protocol management has been enhanced with the addition of the Associations tab, which allows for linking or creating objects directly from a protocol.
With this feature, it is possible to associate or create items from the Kanban and Workflow components, expanding the integration between processes and facilitating the tracking of related activities.
Additionally, now it is also possible to define a department as responsible for the copy protocol, ensuring greater organization and clarity in management.
.
downloadElectronicFile2 web service
The downloadElectronicFile2 web service brings important improvements in relation to the current version.
The new version includes nomenclature and standardization adjustments, as well as a change in the return behavior, as a link to download the file will always be generated now.
It is worth highlighting that the downloadElectronicFile web service will be discontinued in future versions, so we recommend adopting the new one as soon as it is available.
Web services improved
The newDocument2 and newRevision web services have been updated to allow for using participants of the Guest type in the document revision process.
With this improvement, it will be possible to add external users or users not previously linked to the process, which increases flexibility and collaboration in the revisions.
Document author change via workflow
The option of changing a document's author has been improved to allow for updating this information via workflow, through the editDocument web service.
With the NMAUTHOR parameter that is now available, it becomes possible to define or change document authors in an automated way, providing more flexibility and adherence to process flows.
New resources in the Task center
The Document due date task in the Task center has been enhanced with the addition of a new category filter, available in the left side menu.
With this improvement, it is possible to narrow down the document view according to the category, facilitating the organization and prioritization of the activities when it comes to due dates.
The Training record task in the Task center now includes the new action Associate course.
This update makes it possible to link courses directly during task execution, making the process more agile and ensuring greater consistency when adding training information.
New default frames with intelligent features
SoftExpert Suite version 3.1 brings a modern and standardized interface to the following menus:
- Content block type (DC065).
- Rule (DC055).
- Identification mask (DC033).
- E-mail template (DC062).
- Permission profile (DC063).
- Dynamic navigator (DC034).
With optimized filters and a new functional listing, it is much easier to view, locate, and manage records.
Immediate benefits of this screen:
- Export of data from the list for reuse in other environments.
- Individual record editing.
- Mass change and deletion.
- Integration with APIs for automation.
- Direct access to records with two clicks.
Exclusively in the Content block type (DC065) and Rule (DC055) menus, it is possible to create records using the “With AI agent” feature, in addition to creating items from scratch and importing from a template.
These improvements have been developed to eliminate repetitive steps and make your routine even more productive.
With the new screen, SoftExpert Suite provides a more agile and efficient user experience, aligned with the needs of your organization.
The "With AI agent" feature will only be available to organizations that are Cloud customers and have an active SoftExpert Copilot license.
Document (AR033) menu migrated
The features of the Document (AR033) view menu in SoftExpert Archive have been incorporated into the (DC003), (DC010), and (DC021) SoftExpert Document menus, promoting greater centralization and eliminating the need for browsing through different components.
With the improvement, new filters, columns, and reports related to physical records have been added, as well as a shortcut to physical record requests directly in the actions menu.
The (DC010) menu now displays a new section on the document data screen with the archiving cards, such as current, intermediate, media burning, and final destination, making it easier to view the information.
Filters |
Columns |
Reports |
|
|
|
With this unification, the (AR033) menu will no longer be displayed when the (DC010) screen is enabled. When using the (DC003) menu, access to the (AR033) menu remains available in the SoftExpert Archive component.
Signatory role definition in SoftExpert Sign
SoftExpert Sign now allows for defining the signatory's qualification at the time of sending a document for signature.
With this improvement, it is possible to indicate in which functional role the user is signing the document, as a party, witness, legal representative, etc.
To use this feature, simply specify the signatory and select the desired functional role in the Sign as field.
The chosen qualification will be recorded in the signed document, ensuring more clarity and validity to the signatures.
Attachment sending in the D4Sign signature envelope
The integration with the D4Sign signing tool now allows for sending additional files as attachments in a single signature envelope.
When sending multiple files of a document, the first will be considered the primary one, while the others will be included as attachments.
To use this feature, simply select the Send additional files as attachments in the signature envelope option when configuring the integration with D4Sign, in the Digital signature (AD077) menu, and follow the usual signature sending process.
If this option is not selected, each file will be sent individually, in separate envelopes.
Revalidation menus removed
The revalidation view and management menus – (DC008) and (DC023) – have been discontinued to simplify navigation and eliminate duplicity in the system.
The features previously available on those screens are now gathered in the unified Document (DC010) menu, providing a more organized and centralized experience for revalidation management.
Check out the latest improvements made to this component: