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Release Version 4.22

Date: 1st February 2018

Entering Meeting/Event Details When Creating a New Document

The Meeting/Event Details panel is now shown within the Create New Document panel. It will be populated with the values contained in the selected template. These values can be changed if required, but most importantly the meeting date can be entered so that it will be automatically populated when the document is created.

A number of sites do not enter the meeting date for documents, thus missing out on:

  1. The ability to use the meeting date to sort in the Dashboard and Document Assembly pages
  2. The ability to use the meeting date in the Reports module:
    1. For specifying a date range when initially loading data.
  3. For further filtering of loaded data.

Now that we have made it easy to enter the meeting date at the time of creating new documents, we would encourage any sites that have not been populating this field to begin doing so. The following two enhancements also make use of the meeting date and provide even more value from populating it.

Document Due Date Defaults

A new section has been added to the top level settings for a template on the Template Maintenance page named “Due Dates Defaults – Days Prior to Meeting Date”.

When creating a new document on the Document Assembly page, if any of these fields contain a value greater than zero AND the meeting date is populated when creating the new document (see “Entering Meeting/Event Details When Creating a New Document” above), then Doc Assembler will automatically populate the corresponding due dates for the new document by subtracting the number of days specified from the meeting date. If utilised this allows the due dates to be automatically populated when you create a new document, allowing you to take advantage of the benefits of entering due dates without needing any manual data entry each time you create a new document.

Meeting/Event Details Auto Insert Fields

Each of the Meeting/Event Details fields are now available to utilise as Auto Insert Fields.

The corresponding placeholder field values for each of these fields is as follows:

Field Placeholder Field Value
Meeting Type {meeting-type}
Meeting Date {meeting-date}
Meeting Time {meeting-time}
Meeting Duration {meeting-duration}
Meeting Venue {meeting-venue}
Meeting Room {meeting-room}

A contrived example of utilising these placeholder fields in a “Cover Page” template is shown below. The first image is the setup in the cover page in the template, the second image is the resulting cover page when a new agenda document is created.

This example illustrates the following:

  1. The formatting (font, colour etc.) of the placeholder field will be inherited by the inserted value – so you can use whatever font styling is required for your cover page
  2. The date and time formats that will be used.

These fields will be populated when you create a new document form the Document Assembly page and enables further automation of the process of creating a new document. They can also be used in individual report items if required. In this case they will be populated when the report item is created, the same as the Author Name, Position and Department fields.

Access to Action List

Previously only System Admin or Admin type users could access the Action List. A new option on the User maintenance page now allows End Users to also be granted access to the Action List. Please note that a user who has access to the Action List will have access to ALL items on the Action List.

Collaborative Attachments

  • Fixed a bug that prevented spreadsheets from being created or uploaded as collaborative attachments.
  • Added in a new column to the attachment list labelled “Collab.”, to differentiate collaborative attachments from regular “static” attachments.

Mark as Completed from Assignment Detail & Action Processing Pages

The “Date Completed” calendar field on the Assignment Detail page has been changed to a button labelled “Mark as Complete”. Clicking this button will populate the date completed field with the current date and time. The same change has been made on the Action Processing page.

Stylesheet Indent Item Content

A new field has been added to the Style Sheet for templates/documents named “Indent Item Content (pts)”.

This field is related to existing “Indent Title from Numbers (pts)” field. Previously if the existing field had a value greater than zero then two things occurred:

  1. The item title was indented the specified distance from the item number
  2. All item content (from the Word or Google document) was indented to line up under the item title.

With this change the two indentations detailed above can now be specified independently of each other. For example you could choose to indent the title from the number to a specified distance, while still leaving the item content left aligned with no indentation. For any sites that have been using the existing field, the new field has been automatically populated with the same value. So things will continue to operate as before.

Marking an Item as Inactive from the Assignment Detail Page

Previously only the Owner of a report item could mark it as inactive from the Assignment Detail page. This restriction has now been lifted and now Co-Authors and Reviewers/Approvers can also mark a report as inactive.

Minutes Processing

Items will no longer be included on the Minutes Processing page if the “Assemble in Minutes Mode” option is not turned on at the item or section level.

Reset Item Numbers

A new button has been added at the Section level on the Document Assembly page named “Reset Item Numbers”. When this button is clicked all items will be renumbered starting from one. This is to enable a quick automated fix for the situation when duplicate item numbers exist or the numbering order gets out of kilter in some way.

Document Assembly

If no TOC or OOB container exists when assembling (e.g. Assemble in Minutes Mode is false for the Table of Contents item) then Doc Assembler will not attempt to insert a TOC or OOB. This allows you to have your template setup to have a TOC or OOB in the agenda, but not in the minutes, without the need for any manual intervention when assembling.