Feature Summary 19.1

Help Page > Release Notes > Version 19 > Feature Summary 19.1

The following updates, improvements, and enhancements were added to the latest release.

DocStar Validate

DocStar Validate monitors the documents you upload to DocStar to ensure that they have not been tampered with or modified in any unauthorized way. While you can modify metadata elements of the document, like the title, the system alerts you if someone alters any of the document’s native image elements.

What Validate does is look at the document content, as well as the date and time it enters DocStar and codes that into a hash key it attaches to the document. Every time you access this document, it compares these elements to what’s stored in the key. The results of these scans display in the viewer, inside a DocStar Validate bar. If everything matches, it displays a green check inside a shield. However, if there’s a discrepancy, it alerts you by turning the entire bar red.

If a document has multiple distinct pages, meaning it’s made up of multiple files, each one gets their own key. So while a multi-page .pdf only gets a single stamp, a document made up of several .tiff files receives one for each. You can expand the Validate bar to see the status of each content item in the document.

Because the time and date a document enters DocStar is a critical part of this verification process, Validate only works for documents imported after its activated. It doesn’t retroactively scan documents already in your library and create tags for them.

You can toggle this feature in Admin > System Settings. Here, there’s a setting called Enable Validate.

Spanish Language Localization

You can set DocStar to display in Spanish. This translates the system UI including menus, tabs, and fields, but does not apply to custom field names. Those remain in whatever language used when they were created. Likewise, any reports or forms continue to use the language they were built in. However, you can create multiple versions of these to provide several language options.

Change the language display in DocStar > Language. Select Spanish (Mexico). Note that this is a user preference, meaning that each person can set their own system as they need.

Forms 2.0

The latest forms package introduces a number of related options that give you greater flexibility and options in creating and managing your forms.

Form Sets

Form sets give you an easy way to create a collection of related forms that are managed together. You could create a set of mortgage documents or a collection of new employee forms using sets. Sets use existing form templates, so you first need to create all the forms you want to use in a set. Once they’re all in place individually, create the set.

Once you add forms to a set, you can adjust the order in which they’re presented, and you can attach conditions to individual forms that control when or if they appear. For example, DocStar can skip a document about health insurance if a new employee opts out of coverage.

Synchronized Fields

Synchronized fields work across all forms and pages in a Form Set. A change you make in one field appears in all fields synched with it. So just like they help cut down entering the same data over and over again in a single form, they can also reduce how many times you fill in data in a set of forms. For example, you can synch all the Employee Name fields together. Once the employee enters their name on the first form, all other forms start with their name already filled in.

However, it’s important to understand that synching applies to all synched fields across all forms in the set. This means that if you later change a value deep in the set, all those prior instances also get updated. So if that employee changes their name to include their middle initial on the fourth form in the set, forms 1-3 automatically update with that information.

Forms Signature

Where the benefits of a DocuSign integration aren’t needed, use forms signatures for less legally significant procedures with your forms. In other words, this is a good option when you don’t need a legally binding signature, tracking, or additional structure. Because it doesn’t carry the weight of a legal stamp, there’s much less to set up.

Since you have to sign an electronic document, you use an input device like a mouse or track pad to draw your signature in the appropriate area. Once you finish, DocStar stores your signature as an image attached to the form.

Conditional Elements

You can attach conditions to elements. They are:

  • Visible – an invisible element is still part of the form, but the user cannot see or interact with it
  • Read only – a user can see a read-only element, but can’t interact with it
  • Required – a user must interact (enter data, check a box, etc.) with a required element before DocStar saves this form

You define what the conditions, if any, for these parameters are. For example, you can set a field to become visible only when another is a certain value, or only if the user checks a particular checkbox. You can also chain conditions together. For example, you can make an element required only when visible. Or it becomes required when someone checks either checkbox A or checkbox B.

Related Documents Column Chooser

The Related Documents panel has been updated to allow the display of metadata from related documents. This feature is available by Content Type and by user account. For example, if you are looking at an invoice, the Related Documents section might you can show the purchase order’s PO number and subtotal, while someone else can choose to have purchase orders show the invoice’s invoice date and check number.

Navigable Items

When you integrate DocStar with a business system, you wind up with a lot of software-generated traffic. Much of the metadata attached to these forms is effectively code, but if your team needs to quickly identify line items or a shipping address in Field Groups, you can set those field groups as “navigable”. With navigable field groups, you can move from one navigable group to the next with the arrows at the top of the bar. This lets you skip over everything that’s more machine oriented and move directly to data made for human eyes.

In order to use this feature, you must first designate which field groups are navigable. Do this in Admin > Fields. Select a field group and mark it navigable.

Form Attachments

A progress bar now appears when uploading attachments to a Form. Attachments now appear in a ribbon bar that list everything attached to a document when uploading them to a form. This list not only makes it apparent what the attachments are, but also make it easy to tell when new attachments are added.

Workflow Designer Documentation

Using Workflow Designer, you can generate a PDF that describes what a workflow does, with a description of each step, action, branch, and branch condition in the process.

This information comes from the workflow itself, so what prints in this document is a compilation of the descriptions the workflow’s builder included in each of the steps.
Note that the steps print in alphabetical order. This is because optional and conditional steps might change the order and composition of a workflow’s steps.

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