This version of R2 Docuo brings the new web forms for data collection and other interesting improvements for the management of your business processes. Keep reading to learn more.


Next Monday, the 26th at 7:00 PM CET, the new version of R2 Docuo (1.7.5) will go live. The estimated downtime is four hours. These are the new features that it incorporates:

Web forms

Now it is possible to configure web forms to create new records in a document category and collect data from third parties with ease.


To create a new form we must go to the “Input” step of the categories wizard (the old step “Attributes” has been integrated into the step “Fields“) and press the “New …” button.


The web form editor is a window in which we can assign metadata fields of the category to our form, as well as configure its behavior and appearance.

In the left part we have the configuration data of the form and in the right part a preview of the result. The first thing we must do is enter an identifier. Then the system shows us the link where the form will be available:

Next, we can configure your permissions (who can fill in and send data using this form) by clicking the “Permissions” button in the taskbar:

Web forms can be configured with three different levels of security:

(1) Anonymous access: Anyone who knows the link can complete and submit the form.

(2) Users: Only R2 Docuo users with sufficient permissions to create new documents of that category can complete and submit the form.

(3) Collaborators: The specified collaborators can complete and submit the form.

Next, you can configure the fields you want the form to have and its behavior:

Although the proposed structure is exactly the same as that of the fields in the category, you can create a form with only a few fields, change the name of the fields or group them in another way.

To change the behavior of a field, select it and press “Edit …“:

For each field you can modify the name, add a description, or even make it mandatory.

Regarding the fields that a form must include, the only restriction that exists is that the category fields that are mandatory in the initial state must be included, although you can hide them if you set them to a default value.

The final result is just as you expect: A means for anyone to create new records in R2 Docuo through a web browser, using R2 Docuo web portal or integrating the form directly in your website.

You can fill forms either from a workstation or from a mobile phone because the forms are 100% responsive:

Pressing Send will create a new record in R2 Docuo with the entered data.

Use it for support tickets, surveys, claims, registration processes or any type of request. They are the perfect compliment to a category with workflows!

Export metadata to Excel

One of the more than 25 customer suggestions introduced in this version, it is now possible to export the metadata of a document to Excel format:

Advanced configuration of document codes

Now it is possible to configure the next number that the code of a new document in an R2 Docuo category will have.

We must go to the Categories wizard of the category in question and in the first step (Start) press the cog next to the code section:

We will be shown a screen called “Code sequence manager” in which we can carry out several actions:

We can set the initial number so that, for example, a category begins to give codes from the number 500. Further more we can even say that if the next number is 550, leave 50 free spaces and use the 600. If we later regret it, we can mark “Fill in free gaps” so that existing gaps in the numbering are filled.

In any case, we can always see the next document number that will be used.

If we need to change the numbering of the code of an existing document, we can also do it using the new option “Change code …” in the wrench button of the details window:

The system will let us enter a new number as long as it is not in use.

Improvements in the web portal

The web portal continues to grow in functionalities:

Now it is possible to set field values simultaneously for a group of documents from the web portal in a similar way to how it could already be done in the desktop application for Windows. Simply select several documents and choose “Set fields” from the action drop-down menu.

Added the possibility of changing the category of a document from the web portal by selecting it and choosing the action “Change category” in the action drop-down menu.

Replace replacement tags when changing the name of a field

In previous versions of R2 Docuo when changing the name of a field, we had to replace the replacement tags of it in all its occurrences: formulas, automatic emails and templates.

Now this verification and renaming is done automatically when saving the changes from the category wizard.

One mail per operation over multiple files

In previous versions of R2 Docuo when configuring notifications on a folder to receive emails when someone uploads, downloads or modify a file (for example to know when a collaborator had uploaded a new file), the system sent an email for each modified file.

This made it impractical to use this functionality for large volumes of files. Now a single email is generated for each operation carried out with a detail of all the files involved in it.

Access to R2 Docuo from a single place

Now any user or collaborator can access their repository by entering their credentials on the R2 Docuo website (www.r2docuo.com), without needing to know the URL of their repository.

R2 Docuo for Android

First let me apologize: Although it was planned to be ready for the summer of 2018, R2 Docuo’s mobile application for Android devices has suffered a considerable delay in its development. We are working at full speed and we hope to launch it at the beginning of 2019. We apologize for the inconvenience caused.

We hope that you like the new features as much as we do.

See you in the cloud!

 


Jorge Ramírez

 

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