This release introduces significant new workflow functionality as well as a new homepage experience. It also includes as a series of backend improvements and usability updates.
Homepage
This release introduces a new homepage experience to help you organize and track your work.
The homepage includes four sections:
Updates
The Updates column will show:
Updates on workflow steps you are part of
Updates on documents, tasks, and trainings that are assigned to you
Updates on documents or tasks that you are following
My Work
The My Work column includes three tabs, which will show:
Docs: all documents assigned to you or where you are part of a collaboration workflow step
Tasks: all tasks assigned to you
Training: all training courses assigned to you
Reviews & Approvals
The Reviews & Approvals column includes two tabs, which show:
Reviews: all documents where you are part of a Review or Collaborative Review workflow step
Approvals: all documents where you are part of an Approval workflow step
Upcoming
The Upcoming column displays a calendar. You can select a date to see documents, tasks, and trainings with due dates on that date.
Below the calendar are options:
All
Overdue
Today
This Week
Next Week
Selecting any of these options displays the documents, tasks and training with due dates in the corresponding time period.
Workflows
This release introduces a new custom workflow engine in the DMS. The functionality allows you to create custom workflows so you can draft, review and approve documents based on your process. Workflows can be configured and applied at the cabinet or folder level to allow for increased customization.
Workflow Configuration
Workflows can be defined by a workspace manager in the new Workflow tab within Settings. You can create as many workflows as desired and apply the workflows at a cabinet or folder level.
The new workflow functionality allows for the following steps, each of which can be customized for your process:
Collaboration
Review
Review Content
Approve
Below is an example of configuring an Approval step:
The new functionality allows for custom settings on each workflow step:
Step name: defines a custom name for the workflow step
Initial task status: sets initial status when a step begins
Default duration: sets a due date based on duration of step
Threshold Requirement: sets required number of reviewers on Review and Review Content steps
Minimum Number Participants: sets a minimum threshold for participants on Review and Content Review steps
Assign to: assigns the document to a user, either at initiation or completion of the workflow step
Set metadata: adds metadata to the document, either at initiation or completion of the step
Approval Type: allows for kivo or e-signature approval
Skippable: allows users to skip step in workflow
Applying Workflows to Folders
Once a workflow has been created, a workspace manager can assign it to a cabinet or folder. This can be done by selecting Edit on that folder's action menu in workspace manager mode.
A workspace manager can then add Groups or Users to each step as eligible participants. This means users with the right permission (based on role) in that group can see and participate in that workflow step. Configuring access by Groups makes it easier to manage settings across many users.
The settings also allow the workspace manager to indicate whether an eligible user can bypass the workflow and set the document as approved, and specify a version number on upload.
While access is granted at the Group level, permissions will reference the user's role, ensuring the right view and actions are visible to each user. To see more about permissions, visit User Roles & Permissions (V2).
Workflow Functionality
When you access a document in the DMS, you will now see an updated document card experience. Tabs across the top allow you to quickly access information about the document, while document actions (like pinning and locking) can now be found in the menu on the upper right.
You will see the workflow steps for the document as well as its current status in that workflow in the document card. Instead of selecting to "edit" or "collaborate" on a document, you will now be guided through the appropriate workflow to edit, review and approve that document.
Access to view and participate in workflow steps is based on your role and group within an org.
For each step in a workflow, a user with the appropriate permissions can:
Kick off a workflow step
Select users to participate in that step, shown above
Set a due date for that step
Add notes for participants
Cancel the workflow step
Once a workflow step is complete, you will have the ability to progress to the next workflow step. Some steps may also be skippable, allowing you to bypass them.
A full list of changes will be loaded into your Validation cabinet in Kivo. Look for the validation documentation for release 2025.Q1.1.