In this release, the SmartPoint DMS team has scaled the document Annulment, improved search and filtering, expanded access and rights management features, enhanced user experience, and optimized user activity monitoring.
From October 1, 2024, to December 31, 2024, the following functionality has been developed in the SmartPoint DMS system:
Automatic Determination of the Substitute When Changing Task Status to “New”
How it works:
When the task status is changed to “New”, the system automatically determines the substitute who is currently performing the duties of the main responsible person. It checks the substitute lists and selects the active one at the time of the status change. This means the substitute will be automatically considered in the further approval process.
How it will be useful:
This feature ensures automation and accuracy when selecting the responsible person during task status changes. It simplifies users’ work, especially during periods when the main responsible person is unavailable.
Forced PDF Conversion Feature
How it works:
A PDF conversion feature has been added, which is activated by clicking a special button. After pressing the button, the selected document or information is automatically converted into a PDF file, which is then automatically added to the appropriate file block.
How it will be useful:
This function simplifies the creation of PDF documents for recording the final version of a document. It saves users’ time and reduces reliance on third-party tools for file conversion.
Document and Task Filtering for Users with Expanded Functionality
How it works:
The task list filtering feature is now available not only to administrators but to all users. There is now the possibility to search for tasks within a date range: from “from” to “to”. Tasks can also be searched by a specific date by simply entering it in both fields. If the “from” field is left empty, the system will start searching from the earliest available date, and if the “to” field is not filled, the search will end at the latest available date.
How it will be useful:
The filter will be available to a broader group of users, increasing efficiency when working with tasks. Flexible date range searches allow users to quickly find the information they need. This simplifies work and reduces time spent searching for tasks.
Using the Employee Directory with Flexible Email Settings
How it works:
The system replaces the standard Entra ID list with a custom employee directory, allowing alternative email addresses to be specified or used when no email is available in Entra ID. Data synchronization with Entra is maintained, with the option to disable email synchronization.
How it will be useful:
This feature provides flexibility when working with integrations, simplifies employee data management, and prevents conflicts related to incorrect or missing email addresses.
Automatic Email Reports of Incorrectly Filled Directories
How it works:
The system sends daily email notifications to product administrators with reports on errors in the directories. The report includes duplicated entries and situations where the main language record is missing, but there are records in other languages. Notifications are automatically generated and sent once a day.
How it will be useful:
This feature helps administrators quickly identify and fix errors in directories, maintaining their accuracy. Timely receipt of reports reduces the risk of system failures and ensures data relevance.
Setting Date and Time for Automatic Number Reset at the New Year, with Option to Use Previous Numbering for Closing Contracts from the Previous Year
How it works:
The feature allows setting the date and time for automatic number reset for the new year. For example, if contracts with the previous year’s numbering need to be finalized by January 3, the system will continue using the old numbering until the specified date, after which it will automatically switch to new numbering.
How it will be useful:
This solution provides flexibility in working with documents, allowing users to complete all operations related to the previous year without breaking the numbering sequence.
Setting Filtering for Displaying Records Added to Directories
How it works:
This feature allows setting filtering for displaying records for Legal Entities based on needs. All entries, including hidden ones, can be added to the directory. However, only those configured for display will be automatically shown in the system.
How it will be useful:
This ensures efficient data management, keeping the master directory for processing while hiding unnecessary information from users. It reduces the risk of errors and improves convenience when working with directories by showing only relevant records.
Setting Transitions from the Main Page “Requests” Section to Corresponding modules (HR or Financial Requests) Based on Directory Settings.
How it works:
When clicking on the “Requests” section on the main page, the system analyzes settings in the directory. Depending on the defined parameters, the user is redirected to the corresponding modules, e.g., for working with HR or financial requests. This ensures quick access to the necessary functionality without unnecessary steps.
How it will be useful:
This feature simplifies navigation for users, automatically redirecting them to the required modules based on the type of requests. It saves time, reduces errors, and provides more convenient and intuitive access to key system functions.
Automatic Menu Collapse for Optimized Screen Space Usage
How it works:
When users zoom in or resize the browser window, the left menu automatically switches to a compact mode. In this mode, it shows only icons for the main items, with the full content accessible when hovering over the icons. The transition is accompanied by smooth animation, making the changes seamless and comfortable.
How it will be useful:
This feature helps use screen space more effectively by keeping essential elements accessible even on smaller screens or when zooming in, such as when working with the app in Teams. It reduces visual clutter in the interface and improves usability.
Scaled Annulment Functionality, Allowing the Initiator to Recall a Document from the Approval Process at Any Stage.
How it works:
The initiator can cancel a document at any point in the approval process by pressing the “Annulment” button in the document card. This stops further approval of the document. After Annulment, participants who were assigned the document for approval will receive an automatic notification that the document has been annuled.
How it will be useful:
The Annulment functionality provides flexibility when a document needs correction or is no longer relevant for further approval. It prevents wasting participants’ time on processing outdated documents and increases the efficiency of the approval process.
Scaled Access Rights Sharing Functionality for Document Cards Across Other Modules, Allowing Users to Effectively and Flexibly Manage Document Access in the System.
How it works:
Users can grant others access to view the content of a document card. This process is managed through the access rights configuration system, ensuring control over who can view the information. Additionally, there is an option to revoke granted rights. All activity information is stored in a separate tab in the document card in the system.
How it will be useful:
This functionality improves document management efficiency and allows for secure sharing of information within the organization while maintaining control over access to sensitive data.
Event Logging Expansion for Improved Diagnostics and System Transparency
How it works:
Expanded event tracking coverage in the system ensures the logging of a greater number of events and system operation details. Key operations, data changes, user actions, and system errors are logged. This covers a wide range of processes, providing detailed information about the actions performed and their results.
How it will be useful:
Expanded event logging helps with diagnostics and troubleshooting, provides transparency in system operation, and allows for more effective tracking and analysis of user actions and data changes. This increases security, simplifies audits, and improves overall system reliability.
To download the full release versions in PDF format, click the respective buttons below.
