Release notes for Firm Management - Documents

Announcing a new feature based on your feedback that will save you time by not having to leave Onvio to combine multiple PDFs!

Combine PDF documents in Client Documents, Firm Documents, My Documents and Folder Templates. You can access this functionality by selecting two or more PDFs and selecting Manage, then Combine PDFs. To further enhance your experience, you can optionally adjust the order of the documents being combined, add an outline, and send the originals to the recycle bin.

For further information, view the Help & How - To article.

The Firm Name, Contact Name and Todays Date variables are now available for notification emails. Contact Name refers to the recipient of the notification email. Firms can enable these within Documents Notification templates (Client Adds Files, Staff or Client Adds Files).

Performance improvements have been made for navigating, paging, and scrolling in the Onvio Documents area.

An issue has been addressed that prevent scanning with WIA scanner drivers.

There are updated usability features for Documents Scan, and you are now able to scan additional pages into existing PDF documents.

We now allow more options when exporting documents. You now have the option to skip the long process of gathering documents if they have already been completed.

We resolved an issue where some clients were not able to view files in shared folders in Client Center.

You can now see calculated values in the document viewer when a .XLS file with formulas and variables is uploaded.

Document toolbars are now pinned to the top so you can easily use toolbar options when scrolling through document screens.

We fixed an issue with the Tree panel that caused it to not open and close properly. 

The Document Tree focus now updates when the next or previous document is opened.  

The Documents tree view is now default-sorted by name in ascending order and year in descending order.

Documents now have improved saving and refreshing that allows for real-time collaboration with other staff in the firm when adding annotations, comments, and various document edits in Onvio.

You can now add, edit and remove document outline items that allow you to move to important document sections quickly.  

We resolved an issue when trying to view or download a password-protected Excel document. 

We resolved an issue causing document sorting to revert after closing the document viewer.

You can now filter the event history of a single document to quickly find the desired information.

You will need to download and install Dynamsoft before scanning.

Now there is a Rename duplicate names to prevent overwriting checkbox when printing. 

The Open and Manage menu options are now available during the document preview.

 We resolved an issue that was removing Adobe and other annotations from documents.  

We resolved an issue that caused scan settings to not be saved and required selection for each scan.  You may need to clear your local storage in the browser.

On the Communications tab, we added a filter for the Sent Date column.

On the Communications tab, you can now see if any communication was last sent with a password on the Edit screen.

We made a variety of improvements to the performance of Onvio Documents.

We addressed a variety of issues with printing from Onvio Documents.

Scan settings are saved to your local browser to save time the next time you scan.

Now folder names appear properly in notifications.  

• We improved the performance by 80% - 97% when printing from within Onvio.
• Files are now available immediately in Client Center when they are copied into a shared folder.

Now you can set the folder year when adding folders while editing multiple clients.

An optional Created Date column has been added to Client Documents, Firm Documents, My Documents, and Folder Templates lists and allows for sorting

An optional Sent Date column has been added to the Communications tab to quickly see when the communication was sent and allow for sorting.

You can now drag and drop emails from desktop Microsoft Outlook into Onvio Documents to quickly upload an .MSG file.

We resolved an issue that caused statements to display in the Firm Documents tab instead of Client Documents when the option to Automatically open in Documents was selected.

We resolved an issue causing the print preview to appear superimposed in certain circumstances.

A document request can now be edited when the originating staff member has since been deleted. 

If there is an issue with a file, Onvio now provides this feedback when the preview is unavailable.  You can download the file to review in local applications.  

You can view the event history of a document to see any actions or changes that have been made to the document. See Document history for more information.

We have addressed an issue where the modified date on documents is updated to the same date and time when permissions change.  This includes assigning clients or staff to new or existing permission groups and sharing of folders.  The fix will prevent this from occurring in the future.  

We are releasing a new version of Onvio Link that includes the following enhancements:

• We improved the feedback shown when attempting to print a document that is currently open. 
• We fixed an issue that prevented the printing of multiple documents at the same time.

You now have the option to download non-PDF documents as a PDF.  

• The Documents area now defaults to Folder view.
• The Documents view buttons now have increased visibility to easily switch between Folder and List view. 

You now have the option to include annotations or a watermark when you download a document.  

The new default page when opening Onvio Documents is Client Documents (if you have permissions to access this tab)

We replaced the All Documents and Recent Activity tabs with the Document Activity tab.

The Document Activity tab will display recent activity for documents. We added a column that will show recent events such as when the file was accessed, created, updated, moved, copied, delete, and/or restored.

The search field on the Document Activity tab will search through all files in Onvio Documents, not just the documents displayed in this tab.

You can now add Free Text and Tickmark annotations to image files in the preview screen.

You can now rotate, delete, and download individual pages in a document. You can also change the order of pages within a document.

You can now insert a document into a document already stored in Onvio from the preview screen.

All deleted document folders now go to the Recycle Bin.

 You will now see a title bar when previewing documents.  The title bar will display the title of the document and buttons to print, and close the document.  

You can now use the highlight text annotation on documents.  

In the Print dialog, you can now add a customized watermark to documents before printing.

We've added the ability to change the color and style of free text annotations.

You can now annotate documents in the Firm Documents and My Documents tabs.

• A document outline is now displayed in the document viewer allowing you to quickly navigate through the contents of a document.  
• You can navigate through a document using the next or previous page controls when viewing a document.

• You can now add free text, checkmark annotations and comment on PDF documents.
• Quickly move from document to document.
• Track which staff members added annotation and comment on those within the comments on the PDF document.

Note: Annotations are only visible to staff and are not shared with clients.

A new User Preference has been added to allow the Client Documents folder structure to be sorted by application type, year, or both.

When a file is shared, the email notification link will go directly to the document or folder that was shared after signing in.

• If you have purchased an eSignature bundle, you can now send an eSignature request with Identity Verification in the Add Approval screen. Contact your sales representative for more information.
• When enabled, the client must complete the Identity Verification within 5 minutes of starting the eSignature process.  

• You have the option to add or edit a folder's year from the New Folder dialog or in Manage > Properties. 
• The Folder rename capability has been moved into the Properties screen.

The layout of the Add Document Request screen has been improved based on feedback and usability testing.

We addressed an issue affecting users who had created more than 25 request templates. This issue prevented viewing or selecting any templates beyond the first 25 from the Request Template drop-down list in the Document Request screen.

When editing a document request, you can now manually change the status of a document request via the Status fields in the Request screen. When you modify the request status at the top of the Request screen, the same change will apply to all Status fields in the request, when appropriate. Alternatively, you can use the Status fields at the bottom of the Request screen to change the status for a single request at a time.

For details, see Request files from within the Documents area.

With this release of Firm Management — Documents, we have applied some general enhancements in the background for Onvio Link. These changes do not affect the application's interface or general user experience.

You can now show/hide files in the document folder structure on the Client Documents, Firm Documents, and My Documents tabs within the Documents area.

• Mark the Include files checkbox to display files in each folder on a per-client basis within the expandable folder panel on the left side of the tab. When the checkbox is cleared, all files are hidden in the folder panel.

  Notes

  • If you work in a client with a large number of files, clearing the Include Files checkbox may improve performance when navigating the folder structure for the selected client.
  • Your choice to include or hide files in the folder panel is unique to your login ID and the selected client. The application retains your selections, so that the view in the folder panel is the same the next time that you log into that client.
  • To accommodate the Include files checkbox, we've reduced the size of the Expand All and Collapse All buttons.

The following enhancements have been made in the Folder Templates screen.

• You can now choose Manage > Properties to set up a default template folder that can be automatically added to new clients based on entity types.
• You can now rename the folder template and the destination folder name from the Properties panel.

You can now mark the appropriate checkbox in the Recipient section of the Request screen to send requests via Client Center or Email. Previously, the application would automatically send to both sources.

You can now choose the Manage > Download command (formerly called the Download as ZIP command) to download multiple files and folders within the Documents area to a zipped file. When you select a single document, the application will download it without zipping it.

You can now select which columns to show or hide in various grids within the Documents Area by clicking the Show/Hide button.

With the appropriate permission enabled, you can now request approvals for documents from anyone via the Approvals tab in the Documents area. The approval email message includes links to the document to be previewed or downloaded by the recipient.

With the appropriate permission enabled, you can now create request templates that you can use and reuse as needed when you apply them in the Document Request Descriptions field of the Add Request screen.

You can now use the button in the Client Documents tab to navigate up a level in the document folder.

You can now view thumbnail images of documents when you perform the following actions.

• Send document links (Manage > Send).
• View a returned request via the Requests tab.

View example thumbnail image.

You can now navigate the documents and folders in the Client Documents tab via a folder panel that provides an expandable tree view.

You can now click the Printer icon in the Preview screen to print the document that you are currently viewing.

We have added the ability to optionally set up a password when you request documents or send document links.

The firm’s logo will now display at the top of a document when the recipient opens the document link. Firm branding can be customized from the Setup > Onvio Site Setup screen.

You can now rotate a document, and view bookmarks in PDFs when previewing documents.

You can now use the shift left/right buttons to move scanned objects to the right or left in the preview pane of the Scan and Upload panel.

We have updated field labels and re-ordered items in the Request file panel and Send Document panel to improve readability.

You can now click the Client icon or the Documents icon at the top of the screen in the Documents area to open the client dashboard or documents screen for the specified client.

We added a setup task to the Recommended tab of the Onvio Setup Assistant that enables you to set up folder templates for the Documents area.

We've created a separate Shared column to improve ease of viewing shared items in the Client Documents tab.

You can now use the Client field in the following panels to easily locate items for a specific client in the Documents area. Enter the first few letters of the client name or ID in the Client field, and then click the ID for the client that you want to select.

• Copy to (Manage > Copy)
• Move to (Manage > Move)
• Send to (in the Add Request screen)
• Restore to (Recycle bin)

You can now perform the following actions when you scan documents in [[product-name]].

• Choose one of the following modes for your scanner.
  • Select custom mode and resolution
  • Use the default scanner settings.
  • Use custom scanner settings.
• View the destination path for the location of the scanned items.
• You can now flip the scanned item horizontally or vertically in the Preview pane.

You can now add a subject and custom text to an email message when you choose to send a file link via Manage > Send.

Click the Share button next to a folder or file in the Client Documents area to open a panel that displays the names and the roles of the contacts that the item is shared with.

You can now choose Manage > Download as ZIP in the Client Documents area to download a zipped file of selected folders and files to your local drive.

You can now perform the following actions when you scan documents in [[product-name]].

• Scan multiple documents from multiple sources into a single PDF.
• Select Autofeeder or Duplex options when using scanners that offer those features.
• Use the Upload button to save the scanned PDF to the selected folder in the Documents area.

In a Microsoft Windows environment, you can perform these actions.

• Open your default scanner settings dialog to view and/or modify settings prior to scanning.
• Use the new Preview pane within the Scan to PDF panel to do the following.
  • View documents prior to saving them in [[product-name]].
  • Select various viewing preferences.
  • Rotate selected pages.

You can now view migration information for FileCabinet CS in the Setup > Migrations screen.

You can now locate a specific client in the Print dialog by entering the first few letters of the client name or ID in the Client field and then clicking the ID for the client you want to access.

You can now use the Show/Hide filter  button in the Client, Firm, and MyDocuments tabs to allow you to filter for specific items in the Documents area, and to clear all existing filters. (Note that this button does not appear at the Storage level.)

If your firm uses FileCabinet CS, you can now migrate your FileCabinet CS client data directly to Onvio.

We've made additional changes to improve speed and efficiency in the Documents area.

You can now locate a specific client in the Client Documents tab by entering the first few letters of the client name or ID in the Client field and then clicking the ID for client who you want to access.

If you have appropriate permissions, you can click the icon to view client information in the Client Dashboard or click the Add New Client link in the expanded Client field to add a new client.

We've made performance improvements to navigation and search features in the Documents area.

[[product-name]] now displays the  icon when a folder contains subfolders or files. The share  icon now appears next to the folder name.

• Filter requests — We've added a search field and filtering features to the Documents > Requests tab. You can now quickly categorize the Requests list by clicking the following buttons on the toolbar.
  • All
  • Added by me
  • Open
  • Past Due
  • Closed
• [[product-name]] Link — We've updated [[product-name]] Link to accommodate data sharing enhancements for integrated Thomson Reuters applications.

  Note: [[product-name]] Link will prompt you to download and apply this update when it becomes available.

• Document navigation — We've made the following changes to help you navigate through your folders in the Documents area.
  • [[product-name]] now saves the most recent sort order of items in each screen for the duration of your current browser session.
  • Folder paths displayed in [[product-name]] now include the processing year for any projects to which a year has been assigned.

• Share folders — We've made additional updates to the Share folders screen in the Documents area. Now, if you select a contact who doesn't meet the criteria for folder sharing, the Enable Sharing panel opens, allowing you to quickly define the contact relationship and, if needed, enable Client Center access for the selected contact.
• Display preferences — Onvio now saves any changes that you make to the number of items displayed on screens in the Documents area.

• Share folders — We've updated the screen that appears when you share folders in the Documents area to make it easier for you to choose contacts. When you click the Shared With field, a window opens in which you can choose a Client Center enabled contact from a list. In addition, the path to the selected folder now appears near the top of the Share Folder screen.
• Requests screen — You can now sort information in the Requests screen by clicking any column heading.

• You can now enable the new Time Monitor feature from within [[product-name]] Link.

  Note: [[product-name]] Link will prompt you to download and apply this update when it becomes available.

• When you Request files from within the Documents area, in addition to being able to manually enter any email address, you can now choose the address of any [[product-name]] contact from a list in the Send To field.

• Onvio Link now includes access to the new Linked Accounts feature, which allows you to use a single email for accounts at multiple firms by linking accounts together. Linked accounts can serve different roles between firms (staff or clients). No data is shared between linked accounts.

  Note: Onvio Link will prompt you to download and apply this update when it becomes available.

• When you preview documents, you can now download the document as a PDF. We've also included a download button in the toolbar of the preview screen that you can use to download a file in its native format.
• We've improved the image quality for documents that you print to Onvio.