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General

New look, new experience

The design and the application's user experience have been completely redesigned:

  • new theme "Flat Design"
  • dashboard more ergonomic: frequently used notifications and datas highlighting
  • retractable menu to make maximum use of the screen,
  • new browsing system allowing access to all functionalities in a minimum of clicks, including administration, user preferences and workflows.

 

License by users

Starting from version 6, the Open Bee Portal licenses are limited in number of users.

 

SSO Active Directory

The connction to Open Bee Portal is automatic under the following conditions:

  • The Open Bee Portal server is part of an Active Directory domain
  • Open Bee Portal's user imported from the Active Directory
  • User logged in the domain, on his Windows machine
  • The user's browser has been configured as described in this documentation page:  http://product.info.myopenbee.com/display/OBPDOC/SSO

 

External users

In the previous versions, there were two types of users: "administrator" and "user". A third type of user named "external" is now available.

An external user has the following characteristics:

  • He only views documents and subfolders of his "Secure Zone" (therefore the visible tree roots is his "Secure Zone")
  • In this area, he has the right to add / edit / delete documents and folders,
  • He can be a workflow participant
  • He has access to the Dashboard,
  • He has no access to the filing tab, or the documents' filing categories,
  • It is marketed at a discounted rate and therefore not counted as a standard user in the license.


Folder types

This new feature allows an administrator to create folder types. It is mainly the criteria on the documents contained in a folder:

  • number of documents in the folder,
  • number of documents classified with a specific folder's filing category,
  • number of a folder's document versions,
  • the folder's document metadata value or amount

A recurrence is applicable to all or part of the folder types in order to make the types criteria dynamic in time. For example, to wait for a new document each year in a folder.

When creating a folder, the user has the possibility to choose a folder type. As long as the criteria defined by the folder type is not respected the folder will be marked as "incomplete". It can also select users and / or groups to be notified (Dashboard) as long as the folder is not complete.

 

Grouped notifications

Each user now has the option to choose the frequency of emails reception in case of:

  • Tasks to be precessed in a Workflow,
  • Notifications about folders,
  • Notifications on the comments,
  • Reminders.

The possible options are the following:

  • instantly (current behavior),
  • once a day,
  • once a week,
  • never


Notification when approaching the maximum storage limit

An informative message has been added to the Dashboard when 90% of the available storage space is used.

 

Web page loading time

Rewriting the HTML and CSS code has significantly reduced the application pages loading time. Thanks to a significant reduction in the number of network requests required to display the pages (4 times less on average than version 5 of Open Bee Portal)

 

 

Documents 

Sharing by email

This new feature allows you to send by email a secure link of a document to contacts that do not have Open Bee Portal accounts.

Many options, including security accompany this feature:

  • share link automatic expiry after a certain time
  • access to the document protection by password, 
  • possibility to validate any shares by an administrator
  • shared documents consultation report,
  • shared documents monitoring interface (for administrators)

(info) This feature replaces the existing function of sending a document via email. It is possible to select users or groups of Open Bee Portal as recipients.

 

Documents and recent searches

Adding shortcuts to documents and recent researches on the dashboard.


Folder ZIP Export

Adding a folder export in ZIP format.  Initially removed for reasons of performance in version 5.6, this feature has been reintroduced but is limited to files under 10MB. This limitation ensures that the export has no negative impact on the rest of the product functioning.

Open Bee Sync remains the recommended solution for the data export of Open Bee Portal.

 

Click for the "actions on the documents" menu

A click is now necessary to open / close the actions on the documents menu, instead of a flyover in previous versions.

 

Actions on the folders/documents

All menus on files and documents were reviewed to make all operations available on these elements accessible regardless of the used menu: actions on a selection, actions on the current folder, or a particular folder / document.

 

Browsing tree structure

In the browsing screen in the documents, when clicking on a folder tree structure, the folder's documents list was displayed, and the tree was folding.

This behavior has been improved so that the tree remains unfolded on the clicked folder.

 

 

"Print" button in the documents preview

The print button was added in the document preview.

 

Old URL correction

In version 5.6 a certain number of access to documents URLs used in previous versions, were no longer functional.

Example :

  • browse/folder/view/documentId/xxx
  • previewDocument/idDocument/xxx

The support for these URLs has been introduced.

 

Deleted documents linking

In version 5.6, it was possible to link a document with a document found in recycle bin.


 

 

Serach 

Grouping of simple and advanced searches

The search interfaces were reviewed and merged to provide the following user experience:

  • 'full-text' search available at any time from the search bar available on all screens,
  • Possibility of refining the 'full-text' search results based on the document criteria (metadata, date ...)

Documents search by type

In previous versions, the research allowed a filter on certain extensions. The extensions list available were incomplete and often not understandable for final users. This filter has been replaced by a filter on documents categories:

    • Image
    • Office
    • PDF 

Search on the document creation or modification date

When using the calendar component, the research on the creation or modification date of a document was not working.

 

 

Administration

Automatic import of users and LDAP groups

Previous versions do not allow the import of LDAP groups. LDAP groups are now managed.

Any changes in the LDAP (eg a user name / group) is now automatically reflected in Open Bee Portal.

Several new methods of import are also offered from the groups:

  • Import and automatic update of all groups and users in LDAP
  • Import and automatic update of certain groups and all users belonging to those groups
  • Import and automatic update of certain users and all groups to which they belong

 

Encryption

The administrator now has the ability to encrypt data stored by Open Bee Portal.

This new option is applicable with a simple administration checkbox.

AES is the encryption algorithm used with a 256-bit key.

 

Emails sent

A new section allows an administrator to view and re-send all emails sent by Open Bee Portal.

 

Modifying the "Secure Zone" name

An administrator now has the ability to rename the Secure Zone, eg "User Folder" or "Personal documents" according to the specific needs of its business.

 

Deactivated users

In the users administration, deactivated users are now placed at the end of list. This facilitates browsing through lists of users.

 

Insallation time of a new version

 

SQL database installation scripts  have been optimized, which reduces to a few seconds the time for a new installation. This is especially beneficial in the deployment of cloud installations.

Dynamic link between two metadata of the same filing categories

Dynamic links were only possible between two documents with different filing categories. For example, between an invoice and a quote.

It is now possible to establish a link between two invoices.

 

Batch Actions

The possibility of perform actions by bathces (including removal) were added to the following administration elements:

  • Subscriptions,
  • Filing category,
  • Links,
  • Stamps, 
  • Alias.

Permissions on the filing categories

It is now possible to limit the visibility of a filing category to specific users or groups of users.

 

Date in the filing categories

Filing categories allow the use of a system date. This date provides the current date in different format ("YYYY-MM-DD", "DD-MM-YYYY...") .All formats systematically use the month, day and year.

Three new options have been introduced to use only a part of the date:

  • Year "YYYY"
  • Month "MM"
  • Day "JJ"

Creating a user from an administrator account that does not belong to the group "Users"

The following problem has been resolved:

  • Login with an administrator account that don't belong to the group "Users"
  • From the administration, trying to create a user

A generic error appeared.

 

Creating a user with an empty name

In previous versions, it was possible to create a user whose name was composed only of spaces.

 

 

 Workflow

Editing a workflow containing documents being processed

When editing a workflow, previous versions required to purge all documents being processed in a workflow, and then to stop it.

The workflow is now editable at any time with the following functioning:

  • If the workflow is started, it is automatically stopped to allow editing. The new documents continue to be associated with the workflow during his arrest.
  • If documents are pending in the workflow, users can not process when the workflow restart.

Schedule management and working days in processing time of workflow tasks

An administrator can now choose to take into account the days and hours when calculating the processing time of a workflow task. It may in particular specify:

  • The worked days of the week (eg: Monday to Friday)
  • Working hours (eg: 8am-12am and 2pm-6pm)
  • Holidays list.

This option is deactivated by default, so you do not modify the functioning of existing facilities.set ups.

 

Displaying the user when selecting a task

When a worflow user is processing a task that requires the manual selection of the next task, the name and photo of the person who will process the task are displayed. This will help the user in his choice since he did not always know which user processes which task.

 

Workflow tasks validation in batches

A new screen allowing the user to visualize all tasks in different workflows was created. It allows him to make filters and sorts out its tasks according to different criteria such as the status or expiry date of the task. It also offers the ability to handle tasks in batches.

Validation screens of previous versions are still available.

 

New document monitoring interface in the workflow

This new screen is the same as allowing a user to view and treat its batch tasks, but it is suitable for supervisors and administrators:

  • viewing, filtering and sorting tasks for all users
  • specific actions of the supervisor, like the task relaunch by email

 

The former graphic display of supervision remains available in another tab.

 

Start a workflow when adding a new version of a document

Only new entering documents in Open Bee Portal allowed to start a workflow. It is now possible to configure a workflow so that the addition of a version of a document triggers the workflow again.

Adding a document version that is already in the workflow will have no impact. It is necessary that the document exits the workflow so that adding a version triggers it.

 

Reinjection of a document in a Workflow

It is now possible to inject a document in a workflow. This new operation is available from the menu on the documents having previously been processed in a Workflow.

Multi pages stamps and signatures

It is now possible to apply a stamp or mobile signature, either:

  • on the first page of the document
  • on the last page of the document
  • on all pages of the document

These settings are defined in the task's configuration by the Workflow administrator.

 

Set up 

Detection and configuration of Windows ports

Detecting the availability of ports 8443, 8000 (Apache) and 3306 (MySQL) during installation and can change these ports if already used by other services.

 

Uninstalling scheduled tasks

After uninstalling Open Bee Portal, scheduled tasks recorded during installation were not removed.

 

 

Open Bee Scan O.C.S

Icon

This section only applies to the environments in which Open Bee Scan O.C.S. is available.

Office documents preview

Open Bee Scan O.C.S will convert Office documents to PDF. These PDFs are stored by Open Bee Portal, transparently to the user, and used to allow previewing documents.

 

OCR

Open Bee Scan O.C.S allows the OCR processing and PDF/ Text conversion of all scanned documents (pdf images / pictures) added in Open Bee Portal. The benefits of these processings are:

  • the possibility to conduct researches on the extracted texts of the image documen with the OCR process
  • creating a new image document PDF / Text version

Communication between O.C.S and Portal

Improving the asynchronous exchange system between Portal and OCS to reduce the time of exchange between the two products.

 

Thumbnails

When O.C.S is available, the images thumbnails are generated by this one and no longer by Portal. This change will cut by 3 the processing time required for adding an image document into Open Bee Portal.

 

 

Integration with other Open Bee products

Switching from case sensitive to case insensitive when adding value in the "list" type metadata

From Open Bee Scan or ERP Manager when adding a "France" value in a list type metadata, if a value "France" already existed, two separate entries were created. Thus "France" and "France" were available in the list. Now, only the first input value is retained in the list.

 

Metadatas XML export towards e-Fact Hub

The metadata XML export of a document to e-Fact Hub is automatic when processing a workflow task. A user with the required permissions can now manually restart this export to e-Fact Hub.

 

Web Services addition

The following entry points have been added to the API:

 

 

 

case sensitive Switching from case insensitive when adding value in the type metadata "list"

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