17.1 Update Notes - January 19, 2017 - All Datacenters

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The 17.1 Update will be released at the following times:

US datacenter: January 19, 2017 at 11:59 PM US Eastern time.

EU datacentre: January 19, 2017 at 10:00 PM London time. 

AU datacentre: January 20, 2017 at 2:00 AM Australian Eastern Time.

Items listed in these Update Notes are subject to change prior to the actual Update being released.  

Click here for User Update Notes

Click here for Administrator Update Notes

User Update Notes

Highlighted changes for 17.1

 ACL Freeze

This new feature places a flag on the document or email's Modify Access dialog (shown below) which indicates the Access Control List (ACL) will be “frozen” so that implicit changes (inheritance, ethical walls, etc.) will not change the ACL of the document. The flag does not prevent the ACL from being changed manually; rather, it simply indicates that the ACL is immune to implicit access changes, such as access inheritance or profile-based security.  

This would typically be used for email messages that have been locked down to certain users. In case the email is moved to another location, its access will not change.

Users can ignore or honor the flag as they deem necessary when manually modifying the document's access list. Users need "A" rights to the document/email to set or remove the document-level ACL freeze flag. The flag can be disabled at the cabinet level, so users will not see the document-level flag at all.   

ShareSpace users with View (V) Access

Users with View (V) access to a ShareSpace are now allowed to download multiple documents in a ShareSpace, if users otherwise have the right to download multiple files.

Email Link

A number of changes were made to the Email Link and Email Copy dialogs. These changes are only seen when the Desktop Email Integration is not being used: 

External Users ability to view User Groups

External user access to “Internal Users” group and “Cabinet Default” list is now limited in several ways:

External users can see that the Internal Users group has access to document (assuming the external user has appropriate access rights), but cannot see the membership of the Internal Users group.

External users can see that the cabinet default list has access to content (assuming the external user has appropriate access rights), but cannot see the groups that make up the cabinet default list.  

If Email Link is enabled for external users, external users will NOT ever see the Internal Users group listed there, even if that group has access to the document. This is when Desktop email integration is not enabled.

If Email Link is enabled for external users, external users will NOT ever see the cabinet default list there, even if it has been added to the document's access list.

External Recipients of Links

There are now restrictions on which recipients external users can see. Also, external recipients are Bcc’d so they are not exposed to other recipients when using Email Link.

When ANY user sends an Email Link that includes as a recipient at least one external user or group that has View-only access to the document, all external users and the members of ANY external group on the email will be Bcc’d.  That ensures that any member of the view-only group will not be able to see the members of any other external group.  

On the Email Link dialog, an external user with view-only rights (lacking Share rights) will only be able to see internal users and groups listed in the document's access list and also the external groups that the user is a member. They will not be able to see any other users (including any external users or groups). 

If the recipient of an email link is an external user or external group that has view-only rights to at least one of the documents, then Bcc all of the external users/groups included in the email.

If multiple documents are selected when an External User is sending an Email Link:

If that user has view-only rights to at least one document, then do not show ANY other external groups or users in the Email Link dialog (only show the external groups the user is a member of that have access). So that restriction would apply to all of the documents, even if the external user has view-only rights to a single one. 

Note that this change only applies to the Email Link feature when using the native ND web form, not when using the Desktop Email Integration, when the user will pick their own recipients.

Email Link

If selecting multiple documents, users will be able to only choose recipients who have access to all of the items in the list. This prevents a user from receiving a list of document links where they may have access to only some of the documents.

Email Address Book

When using the Email Copy and Deliver a Secure Link options (without the Desktop Email Integration enabled) users now have an "address book" available to them. When entering an email address, that email address is added to the user's address book. The next time the user wants to enter that email address, it will be available to them in a type-ahead drop-down. To remove an email address from the address book, search for the address, then click the X icon to remove it. 

The sender can choose to receive a copy of the email that is sent.

Email Copy

The Subject line can now be edited when using the Email Copy option.

Secure Document Delivery

When sending a secure delivery link, users can choose to be notified when a recipient views or downloads the document. If the document requires a password, a notification is not sent to the sender until the recipient can view the document by entering the correct password. The notification email will include the name of the document, the action that was taken (view, download), the recipient's email address, and recipient's IP address.

The expiration date will be shown in the email that is sent and on the secured link landing page.

The subject line is now editable.

If the version selected for the secured link is locked already, it will show it as locked.

Users cannot lock the version if sharing a link to the Official Version.

External Users will not be able to send secure links to official versions of documents, but only to the specified version; and they must set an expiration date 14 days or less, unless the cabinet-level setting requires a shorter time period. 

Document Links

When receiving document links, users will now see three links:

  1. Open - the same as before, this checks out and downloads document
  2. View - this will preview the document in the browser
  3. Go To - this will show the selected document in a list view (search result), so the user can choose what action to take

Software Download Links

Links to download client-side software will no longer be available from the user's Settings menu. These links are available from the Support Site. We recommend using these links when downloading client-side software to ensure you have the most up-to-date version. Links to Download Client-Side Software 

Internationalization

International characters are now supported throughout the product, most notably in lookup tables and group names. All UTF-8 characters are supported.

 

Please make sure you refresh your browser using Ctrl+F5 to clear any old cache after the Update. 

See below for information about updating add-ins, such as ndOffice. 

Administrator Update Notes

The following information is for system administrators.

We are re-posting this announcement due to its urgent status related to the 17.1 Update on Thursday, January 19th.

It is very important that you test the 17.1 Beta in your environment prior to the release to ensure your users can log into NetDocuments. If you can successfully login using the beta, then your users will be fine.

If you are using ADFS as your identity provider, then you have to use the 3.b option described here to ensure you do not have any issues logging in with 17.1. Here's how to access the 17.1 Beta.

Also, please make sure the certificate on your ADFS server and related network devices is not expired. If it is, you will need to update it prior to the release of the 17.1 Update.

External Group Default Access

Cabinet Administrators have previously been able to add an external group to a cabinet and assign it any level of access rights. The recommended practice when using workspaces is to give external groups No Default Access, so to help remind cabinet administrators of this, they will now see an additional message when elevating an external group's access above No Default Access. The assigned access level will also appear in red when viewing the cabinet membership list. 

Additional Default Profile Fields for EMS and ndOffice

Administrators can now define up to 6 default profile values on the cabinet administration page. The values specified there are applied by default to items imported via EMS and ndOffice.

Attributes with the Same Name

Firms can now create multiple attributes with the same name to allow for different settings (lookup tables, required value, etc.) on similar attributes in different cabinets. Only one attribute with the same name can be applied per cabinet. Attributes with the same name must share the same type. All other attribute settings can be different. 

The list of profile attributes will now also show the  attribute's identifier number so administrators can distinguish between attributes that have the same name. 

As part of this change, the "upload lookup table" option has been moved to the top of each individual attribute's page, to ensure the lookup tables are associated with the correct attribute when uploaded.

Lookup tables that are uploaded to a parent attribute will not update the child attribute values. 
Lookup tables uploaded to a child attribute will update the parent attribute values. This is because a child attribute knows its parent (using the attribute ID), but a parent attribute does not know its child attributes. 

Link Author to User

This new feature allows firms to map values in the Author lookup table to users in the repository for the purpose of allowing the Author field to apply VESA rights to a document.

Only one attribute at a time can be used to link to users. 

An administrator can associate AuthorA in the lookup table to UserA. When AuthorA is applied to a document, UserA will be added to the document's access list with VESA rights. As long as the Author remains in the profile, the user will retain their VESA rights. Even if the document is moved to a folder where the user does not have access, the user will remain with VESA rights. If the Author value is removed, the user's access is removed. While the Author value is applied, the user will not be able to be removed from the access list.

Users need "A" rights to the document in order to apply the linked Author value (because A rights are required to change a document's access).

If the user has No Access (N) to the document, this will override the user's VESA rights they may receive through the Author field.

The user's VESA rights is still retained even if another profile value is assigned that has absolute security assigned to it. 

When an Author is associated with a user, existing documents profiled to that Author will not automatically receive that user with VESA rights. It is not retroactive.

Do Not Copy Profile Content

A new option has been added to the Attribute Definition dialog for custom profile attributes called "Do Not Copy Content." When enabled, this prevents the profile value from being copied when the document is copied. 

For example, if a firm has a profile field that contains legacy information, that information should not be copied when the document is copied. 

Immediate Purge

A cabinet-level setting that when a document is purged, all metadata and snapshots are immediately purged (used for Protective Orders which require document destruction within a specified timeframe).

Cabinet Administrators will have a flag to enable "immediate purge" when purging a document. This means that all snapshots and metadata will be purged when the document is purged. Without the flag, items are kept for 30 days after being purged. Purged items can only be recovered from the Rollback page, using the Document ID. 

NOTE: Deleting a cabinet will not respect this flag. If an administrator wishes to purge all items immediately, then the items should be deleted first, prior to deleting the cabinet.  

New Folder Searching

FYI, we are still in the process of updating all old folders to the new folder format. Once that process has been completed for each datacenter, users will be able to search within folders. We will make an announcement when the conversion is complete. Learn more about Upgrading a Folder.

If you have a repository created after July 7, 2016, then all your folders are already in the new format and the search in a folder feature should have been enabled for your users. For these newer, post July 7, 2016 repositories, if the folder searching feature is not already enabled you should contact Support to have it enabled for your repository.

To know if you have the searching in a folder feature enabled, open a folder and go to the Advanced Search. You will see that folder as part of the search criteria listed under the cabinet selection.

For customers who have folders in the old format, folder searching will be automatically enabled for your repositories once all older formatted folders have been converted.

Local Document Service

A new version of the Local Document Service - now called ndMirror - has been developed. This version will be available for Beta testing January 2017, to be released Q2-2017. 

ndMirror provides an on-premises backup of a firm's data. The new version is SQL-based rather than directory based, and offers an intuitive UI for configuring and managing the ndMirror service. It offers options for multiple thread connections. As with the previous version, documents are encrypted in transit using https, but are not encrypted at rest unless the firm implements their own encryption solution. Documents downloaded and managed by the ndMirror service reside outside of NetDocuments' custody.  

New customers who wish to use this service should plan to install the new version, while existing customers using the older version may remain on that version while they prepare to transition. Smaller firms may be able to install the new ndMirror service and easily download all content again without issue. Larger firms may need to make plans to transition more gradually. 

Encryption Key Management

These features will be available to customers Q1-2017. 

ndFlexStore

These features will be available to customers by the end of 2016.  

Beta Testing Information

The Beta testing period for 17.1 starts December 22, 2016. See our Beta Announcement for more information. As always during a beta test, issues may be found which may require us to adjust the actual release date of the Update. 

ndOffice Update

ndOffice customers:  ndOffice 2.0 was released November 17, 2016 and the next version will be released Spring 2017. For information on the 2.0 version release schedule, refer to the ndOffice Update Notes. 

ndOffice Adobe integration - An integrated add-in for Adobe is now available with ndOffice 2.0+. 

ndOffice IP/Court Filing - An integrated add-in for IP and court websites is now available with ndOffice 2.0+.  

Planned Updates Following 17.1

For your planning purposes, the next Update for NetDocuments (Update 17.2) is planned for Spring 2017. We will inform you if this schedule changes as we get closer to the date. We are providing this information to assist you as much as possible in your planning and administration of the NetDocuments Service for your organization. 

End of Life Information

The legacy Application Integrations add-on will no longer be supported as of September 30, 2017.  Users who are still using this software will need to replace it with the current ndOffice version at that time to continue to be supported. 

Please review the Announcements section for EOL information for other software and components.

Downloads

All new or updated NetDocuments client software can be installed during the week prior to the release of 17.1 or can be installed after the Update to ensure that the most recent version is installed. (Any previous versions of these add-ins should be removed prior to updating them). You should install the latest version of the client software so that you have the most up-to-date and bug-free software.

Please refer to the Update and Beta Procedures article in the Announcements section for more detailed information on the update process at NetDocuments.

Please check the information below on the newest versions of other client software with this Update. We strongly recommend that you update all client software. All client software other than ndOffice should be updated no sooner than one week prior to the Update.

As with all of our client software, we only support the latest version available. We strongly recommend that you download and install the latest version of each add-in client software that you are using.

Prior versions will NOT be supported and use of them may result in errors or possibly data loss in some instances. If you experience an issue with an updated version, please contact NetDocuments Support. If you are using an older version and experience issues, please understand that changes and fixes will be provided only for the most recently released version. If you encounter problems with a previous version, you will be required to update the software to resolve the issue. 

Bug Fixes

If you are working with Support related to a bug, you can get information related to the bug's status from your Support Case. Because of this normal interaction with Support, we do not describe all of the bugs that have been fixed in an Update. You can also verify a bug fix with the new Update by accessing the beta and testing it to see whether an issue has been fixed or not. For the client software, however, we do include major changes and major bug fixes to assist you when installing and implementing the new software.

For current versions of all available client software, please see the Links to Client Downloads page. All available downloads and add-ins can be found under the Downloads and Integrations section. 

  • ndOffice -  ndOffice 2.0 [see the ndOffice 2.0 Update Notes for detailed information] - supports Office 2010, SP2, 32-bit; Office 2013, 32-bit & 64-bit; and Office 2016, 32-bit & 64-bit.  ndOffice 2.0 was released in November 2016. We recommend that all customers using ndOffice update to the 2.0 version as soon as they can. You can download the new version from the Download Section in Help. We recommend that you initially deploy ndOffice to a small group of users to make sure it functions properly in your environment prior to installing it for all of your users. Users who already have an earlier version of ndOffice installed will be prompted to install the update automatically (if notifications are enabled and are allowed by the Administrator.)
    • NOTE: ndOffice requires Microsoft .NET 4.5.2 or newer. Learn more about Updating ndOffice

  • EMS Profiler – version 2.2.1 - Bug fixes. If you have experienced any issues with this add-on in the past, you should install the newest version.
  • EMS Folders - version 3.6.0 - Bug fixes. If you have experienced any issues with this add-on in the past, you should install the newest version.

  • ndOneClick for Windows - version 1.3.9.0 - Provides functionality to automate opening and editing of documents when not using ActiveX. 

  • ndOneClick for Mac - version 1.0.0.67 - Provides functionality to automate opening and editing of documents when not using ActiveX.
  • ndSync for Windows - version TBD - Provides functionality to synchronize NetDocuments with a local folder.

  • ndSync for Mac - version TBD - Provides functionality to synchronize NetDocuments with a local folder.
  • iOS App for iPad and iPhone - Standard Version 2.1.16 - available on the App Store - includes bug fixes. It also includes a new way of opening and editing documents using the Office 365 integration. Check your iOS device for updates since that update schedule is independent of the main NetDocuments Service Update.
  • iOS App for iPad and iPhone - ND for Good Technology Version 2.1.15 - available on the App Store. See changes above. Check your iOS device for updates since that update schedule is independent of the main NetDocuments Service Update.
  • ndGmail - version 1.4.5 - Includes bug fixes and minor improvements. 
  • Desktop Scanner Connector - version 1.0.1.8 - This is used for scanning with TWAIN drivers. If you use this tool, you should install the newest version.
  • Local Document Server - version 3.7.9 - No changes. 

  • Folder Import tool - version 3.9.5 - Bug fixes. 

  • Mass Import tool - version 2.0.1.3 - Bug fixes. As always with this utility, we recommend you download the newest version each time you run an import.
  • Application Integrations – version 2.2.6 - No changes. You should deploy ndOffice instead of this add-in. This add-in will be replaced by ndOffice in late 2017.
  • Adobe Integration – [this has been replaced by ndOffice 1.8+] The older stand-alone integration is no longer supported when using ndOffice. If you need a copy, please refer to Help downloads. The ndOffice integrations supports Acrobat and Reader versions 11 and 12 (DC). 

API Changes

    • REST - includes a new call to get a list of cabinets in which a group is a member
    • REST - includes refinements for retrieving large group lists

Support and Feedback

Comments, questions, suggestions, and problem reports are all welcome. Contact us at 1-866-NET-DOCS (638-3627) or support@netdocuments.com.

When reporting a problem, please provide:

  • Fully-detailed description of the problem, including the exact error message or screen shots 
  • Detailed steps to reproduce the issue
  • Error logs (if any)

We thank you for all of your input and feedback and we appreciate your using the NetDocuments Service.

The NetDocuments Team

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