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v6.2.2.3 – 15 November 2024

Posted
Updated

Version 6.2.2.3
Released on: 15 November 2024
Type: Medium Upgrade

Public Document Signing Portal

We have developed and released our own document signing portal that is directly integrated with HR Manage.  Sign Requests (which consist of one or more documents and multiple respondents), are created in HR Manage and then sent to our document signing portal that is accessible on the internet (regardless of whether the client is hosted on our server or on a private on-premise server).

Each client can customise their own company’s settings on the portal (through HR Manage) and more functionality and customisation will come soon.  Some of the available configuration options include:

  • Email Account – Specify which email account must be used for sending email notifications.  If none is specified, our internal account will be used.
  • Email Template – Specify the content and layout of the email message containing the link that will be sent to respondents
  • Digital Certificate – Clients can upload and configure their own Digital Document Signing certificate for digitally signing the final documents or create their own self-signed certificate.
  • ESD – Clients can write their own Electronic Signature Disclosure that will be displayed to the respondents.  

Document Signing Portal Integration

We’ve developed various functionality that will be used for customising and using the HR Manage Document Signing Portal.

  • Document Library
    • Pdf and Word documents now have the option where administrators can design a Pdf AcroForm on top of the document.  The form consists of fields and roles (who must complete / sign which field).
    • When creating a new sign request and selecting documents for signing, all the fields will automatically be part of the document and the user simply needs to specify who must be assigned to which respondent role.
  • Sign Request Editor
    • Users can create Sign Requests directly from within the HR Manage desktop application.  Simply select the documents from the library that needs to be signed, assign people to the “Respondent Roles” and submit the Sign Request to the portal.
  • Workflow Module
    • Workflows now have a common set of Compliance Data that will be available for access throughout the workflow.  This is needed for the Document Signing in two ways:  1. The Generate Document activity might need to generate a document that will be used by the Sign Request and the system needs to know where to find that document, and 2. After everyone has signed the documents on the portal, the returned documents need to be saved back to somewhere so it can be used again.  It will be saved to the Workflow’s Compliance Data.
    • Load Requirements Activity
      • Added a new option:  “Use Workflow’s Compliance Data”.
      • If selected, then any changes made during the activity will automatically be made on the Workflow’s Compliance Data.
      • If not, then the activity will work as before with the activity having its own private Compliance Data that can later only be extracted by using the Save Requirements activity.
    • Save Requirements Activity
      • Added a new option to use as Source:  “Use Workflow’s Compliance Data”.
      • The available options for specifying where the Compliance Data must come from for exporting to the employee is thus:  “Workflow’s Compliance Data”, “All [Load Requirements] Activities in the workflow” or a single specific Load Requirements workflow activity.
      • If this new option is selected, then the Workflow’s common Compliance Data will be exported to the employee.
    • Generate Document Activity
      • Added a new option “Save Result To” where the user must specify to which Requirement Type in the Workflow’s Compliance Data the generated document must be stored.
      • If not specified, then the resulting document will still only be stored in the generic workflow attachments.
    • Sign Document Activity
      • This is a new type of activity specifically for configuring specifying which documents must be signed and how to determine which people must sign where.
      • This is done by configuring a Sign Template.

Workflow Module

  • Dedicated Compliance Data record for a workflow
    • Workflows can now be configured to have a dedicated compliance data record for each workflow.  When enabled (from the activities that interact with compliance requirements), then any updates to compliance requirements will be done on the dedicated compliance record, rather than each activity having its own.
    • This allows activities like the “Generate Document” activity to automatically write to this compliance record upon completion and is also needed for the Document Signing activity where mulitple documents can be saved to multiple requirement types in the dedicated compliance data record.
  • Generate Document Activity
    • This activity is using the DX library (new provider) for generating the document.
    • The generated document can now write to a Requirement Type on the Workflow’s Compliance Data
    • If the activity is rolled back or cancelled, the generated document will be deleted.
  • Save Requirements Activity
    • Updated the activity’s behaviour, improved performance and added support for saving the requirements from the Workflow’s Compliance Data to an employee.
  • Load Requirements Activity
    • This activity can now be configured to work off directly from the Workflow’s Compliance Data.
    • When cancelling the activity, any requirements uploaded during the activity, will now be cleaned up and deleted from the database(s).
    • Fixed issue where Save button was disabled when assigning an existing generic attachment to a Requirement Type.
  • When viewing a workflow, the summary for Requirements will now change depending on whether a dedicated Compliance Data record was created for the workflow.  If one exists, then that Compliance Data will display in the summary and if not, the summary will be generated as before by retrieving a compiled list of loaded requirements from the Load Requirements activities.

Other

  • External Companies
    • #003856:  Pressing the enter key on a multiline textbox caused the field to finish editing instead of moving to the next line.
    • #003857:  When creating a new Requirement Group on the External Company editor didn’t save when saving the External Company.
    • #003858:  Creating an External Company that isn’t linked to a Category, would not appear on the list from the Employee’s Occupation editor.
  • Training Management
    • Made the practitioners available for use as table columns in the Training Event Manager.
  • Employee Management
    • #003860:  Fixed an issue on the Employee Editor where the Restricted employees didn’t load the Restricted checkbox.
    • #003861:  Fixed an issue when generating the legacy Compare to Requirements report which got broken with the introduction of training in Requirement Groups.
    • #003875:  Fixed error when attempting to create new CCMA Case Types in the lookup table.
    • When viewing compliance data for an employee, if any requirements were previously loaded that are now out of scope (due to Requirement Group linking), it will now display instead of being hidden.
    • When previewing the attachments for Requirements, the internal viewers will now be used where available, rather than saving to a temporary file and using the external application.

See Also

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