version 2.29 Pre-release information: changes to risr/advance document management
We are pleased to provide a sneak peek at some of the exciting things coming up in v2.29. The following information regarding planned changes to the management of documents and files in risr/advance, can be useful to aid in planning for any process changes that may be desired to incorporate the new functionality. Timing for this release is planned for end of June/ start of July 2024.
information contained here relates to features and functionality that are still under development and therefore should not be considered final as they are subject to change.
Why are we changing how files are managed in risr/advance?
At risr/ we pride ourselves on collaboration with our customers, and value customer input and suggestions into our product direction. As a result of customer feature suggestions and feedback, an initiative was launched with a view to improve how files are managed in risr/advance.
Our customers said:
“We would like to prevent users from removing files from events once they are submitted”
“It would be beneficial to be able to enforce where and when users are required to provide file attachments as evidence on events. Providing more structure around the process would reduce administrative burden.”
“There are too many ways to attach files to events. Users can become confused by too many options and where the files should be stored”
“We leverage the system for multiple programmes and find the storage limit for trainees to be prohibitive”
As a result of this feedback, and speaking to customers, we have embarked on a piece of work to streamline how files are managed with a view to give greater control to programme administrators. Additionally users will have a clear understanding of where and when files and evidence is required for events.
What is changing?
User Document Library transitions to Files area
The Document library is being retired. In its place users will have a searchable, read-only view of all the files that have previously been attached to or uploaded to their events, as well as retaining any previous files that were added directly to a user’s Document Library. The system is designed to provide a succinct view of a trainee’s journey through events based on evidence, timelines, and goals.
Users will experience a new look for the Files area including improved search functionality and previous Document library folder structures will be incorporated as new text denoting those file paths.
Files are now always uploaded and stored on individual events. When files are uploaded to events, they are automatically added to the Files area. Users may only remove files from the Files area by deleting the file from the event, or deleting the event, provided they have the appropriate permissions to do so.
File field attributes
The file field was introduced in a previous version of risr/advance to support bulk import and integrations. Administrators can add a file field to an event type (form) to prompt users to add required documentation to an event. To make the file field more robust, additional attributes have been provided for administrators to give guidance to trainees around what type of files are required. The list of attributes include: file type (Word, MS Office, PDF, Images, video) file size limit (up to 1GB), number of files (1 to unlimited), and whether the file field is mandatory for the event.
Events
The generic “Attach Files” function which was automatically available for each event section is being retired. Instead organisations will need to specify when file uploads are required as part of an event workflow with a file field. This also enables administrators to report on uploaded files to determine programme completeness and compliance. Administrators can control whether users can delete or replace files on an event by assigning permissions.
The ability to attach a document as a comment on a completed event is also being retired.
Users can easily see a list of all files attached to an event in the sidebar view.
Other key benefits and points of awareness:
Inline preview of files (where possible) so users don’t have to download to view
Removal of storage limit
Improved searching of files within the timeline and Files area
Ability to prompt users to upload files at the relevant place on the form
Permissions to view files now fall into line with the permission to view events. Users always see the Files area of another user and are only able to view those files which are attached to events they have permissions to view