R2 Docuo 1.7.3 brings the new field type “Users / Collaborators”, the state change links and the restriction of drop-down lists as main characters. In this post we tell you everything in detail. Check it out!

On Monday, the 18th at 19:00 CEST, the new version of R2 Docuo (1.7.3) went into production. The downtime was four hours. These are the new features that it incorporates:

New field type: Users / Collaborators

Now it is possible to add a new type of metadata to R2 Docuo categories. These are the fields of type Users / Collaborators:

When the “…” button of this type of field is pressed (“Internal Agent” in the previous example), the user will be able to choose one or more users in a simple way.

It will also allow choosing collaborators, user groups or groups of collaborators according to the configuration of the field. To add a new field of this type, simply select it in the metadata of the category:

In the options tab, the fields of type Users / Collaborators admit diverse configurations that determine their behaviour:

The Content parameter allows you to configure what kind of users can be selected (users, collaborators, user groups and / or collaborator groups).

The Domain parameter allows you to configure a subset of users, collaborators or groups of both, among which the user can choose to select. If a domain is not specified there will be no restrictions.

The Range parameter allows you to configure the minimum and maximum number of users that will be allowed to be selected in the field (for example 1, 2, or between 3 and 6).

The fields of type Users / Collaborators can be chosen as recipients in the mails and automatic notifications, making them perfect to choose and select those responsible for a process or the people involved in some step of the processes managed with R2 Docuo.

The fields of this type will be available in R2 Docuo for Windows and the web portal of R2 Docuo after the release of the version, but it will take a few weeks to be available in R2 Docuo for iOS.

Links to change status a document

As you can create download links for documents in R2 Docuo, it is now possible to create state change links. The state change links will carry out a change of state in the process of a document by clicking on them.

To create one of these links, just look for the corresponding tab in the “Share” option of any document:

Like the download links, the state change links can be public or private:

To create a new link, click on “New”. The state change links are always associated with a specific transition of the process, and can be configured with a password and / or expiration date:

When a user clicks on a state change link, a browser window similar to the download links appears:

When the user presses the button (after entering the password in this case), if the document is in the origin state of the transition, the status change will be carried out:

Otherwise, an error message will simply be displayed.

The state change public links can be monitored in the public link manager as well as the download links:

The state change links can be created ad hoc for a document or they can also be generated automatically by means of the corresponding label in the email editor:

This functionality allows you to create emails in which the recipient, whether or not a user of R2 Docuo, can click on a link to, for example, accept or reject an offer or close an incident.

New parameter for the links of download and change of state: “Single use links”

Now the download and status change links can be configured as “single use”:

If this box is checked, the link will be removed as soon as a user uses it successfully for the first time, making it unusable after and contributing to making this form of file sharing more secure.

Configurable content in the Drop-down Lists to Another Category

Now it is possible to configure the content of the fields of type Desplegable List to another Category (DLTAC), which in previous versions only showed the code and the name of the destination register.

Let’s suppose a simple category called “Country”:

And another category called “Town or City” that has a field of type DLTAC that relates it to its Country:

In previous versions, the field “Country” of the category “Town or City” always showed the R2 code of the Country and its name. Now it is possible to configure the contents of this field with the new “Content” property. Let’s see how:

Now it is possible to define the content of the DLTAC fields using substitution tags of the destination category (Country in this case). As always, the “See replacement tags” button will allow us to drag and drop these fields easily. The result is much more readable now:

Restriction of results in the Dropdown Lists to Another Category

Now it is possible to restrict the results that are shown in the fields of type Drop Down List to another Category (DLTAC) using predicates (formulas that return the true or false value).

Let’s suppose a simple category called “Properties” that stores the rental premises portfolio of a real estate agency:

The category has two states: Available and Occupied, in addition to other data of the property. Suppose we store four buildings and that we have two available and two occupied:

Now we are going to assume a category “Rental contracts” that manages the rental of these properties. In it, we have a field of type DLTAC to the property that is rented:

In previous versions, there was no way to restrict this field of type DLTAC to only show available properties. Now it is possible to do it with the new property “Filter” of this type of field:

The “Filter” property allows you to specify a condition that the destination registers must satisfy (Properties in this case) to appear in the DLTAC type field when the user searches or selects.

In this case we indicate that we want the state to be “Available”. The result is now much more coherent:

The “View substitution labels” button allows you to drag and drop the appropriate labels. The syntax used to specify the filter is quite intuitive, (if you want to learn more, it is evaluated as a WHERE SQL Server clause whose syntax can be found here).

Folder creation enabled in all folder selection dialogs

All the folder selection dialogs of R2 Docuo, such as the one that appears when choosing the default folder of a category:

The right-click action “New folder …” is now enabled:

What allows to create new folders at the time of selecting them.

Additional registration information for public download links

Now the window that shows administrators the download information using public links, includes the IP address and the country from which the download was made.

New recipients for automatic mails

The new fields of type “Users / Collaborators“, as well as the existing fields of type “Process information” that show a user (for example, User who advanced the transition, etc.) can now be chosen as recipients of an automatic mail or notification.

Verification of categories when modifying them

The category assistant now reviews substitution formulas, filters and labels at the end of changes to the category and displays an informational message when a syntax error has been committed in them.

Bug fixes and performance improvements

Several bugs have been fixed and general performance improvements have been applied.

We hope that the changes are to your liking and that your team is very lucky in the football world cup Russia 2018.

We will encourage Spain but also want to wish the best for all teams!

See you in the cloud!

Jorge Ramírez


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