This release of OpenProcess extends the EDMS functionality further and is actively going to replace one of the large EDMS systems this year. OpenProcess can not only be the engine of your digital workflows it can also kick off processes triggered from pieces of paper! Citizens in OneVu can see all of the documentation associated with a process and so FOI requests should be almost entirely removed.
The following is the content of this release:
Enhancements
1) Ability to have multiple document indexing queues
We had designed OpenProcess to have a central Document Indexing queue but subsequently sites have said that some specialist departments like Benefits have dedicated indexing people. To cater for this we have now added in the ability to set up different indexing queues by service area.
This is comprised of three new functions:
a) A new filter (drop down) in the Document Indexing tab to enable the list a user sees to only be the indexing group/service area they're associated with. This is shown below:
b) Within service areas the ability to link a group of users to it for document indexing purposes. Thus allowing a user to be associated with one or more service areas.
Note that the new System Id also shown in the above screen is used in the configuration of the bulk import tool mentioned next.
c) A new version of the bulk import tool that takes all scanned documents from a server location and moves them to the cloud (OpenProcess).
This new version is able to add an additional parameter (System Id) from the Service Area and thus be able to populate a department specific document queue.
Obviously this means the program needs to be run as many times as you have service specific indexing queues but this can be automated.
2) Ability to search OneVu using first/last name
Previously, the only thing you could search for a OneVu customer with was email address. We've now added the ability to search using first name/surname. This is shown in the next point 3).
3) Ability to see how a person's account was created in OneVu search results
Now within the search results it will show (as a person can now have multiple accounts at the same address with a different email/sign up mechanism) the sign up method:
4) Ability to search for processes not indexed to an account
This means that you can search for processed where it was not indexed to an account because one was not known at the time of receiving the correspondence. This is found within a new filter in 'Search Processes' as shown below:
5) Ability to delete an un-indexed document from the Indexing queue
This is a permission based function and the permission is: "Administer Document Backlog"
6) Ability to reindex a document from Search Processes
If you search for a process in the Search Processes area, it is now possible to reindex or add further indexing info it to something else:
7) Ability to view TIFF/TXT files from the indexing queue
It was highlighted that the preview function did not work with these file types. As a result we have added a function that means the content of these documents will be visible in a separate browser tab.
8) Ability to update target date based upon an API update (see coming in 1.9)
Amendments
1) Removed some superfluous wording "Other accounts linked to" on search results.
2) Updated how process target date is set
Coming in v1.9
The next version is going to provide some very cool updates for those of you that would like to automatically update processes via API.
This is comprised of the following:
1) Automated creation of a document in the documents tab of a process e.g. content created from an eDesigner form. This document will contain details of the process id/step id.
2) Ability to configure an endpoint to post the content to
3) API to retrieve documents held on a process
4) API to add a note / complete a step in a process
5) Swagger UI function for testing of the API