• What's new in iProva 5.10?

About four times a year, we release a major update for iProva. In these updates, we introduce new features and ensure that existing functionalities work even easier and better. These updates also ensure that iProva stays technically 'up to date'.

iProva version 5.10 has been released on 1 February 2019 .

Curious about what's new in iProva 5.10? You can read about it on this page.

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Interactive documents
The new standard for efficient document management

iProva helps you quickly find the document you are looking for. But those time savings are quickly lost when you have to sift through a long document to get to the information you need. A waste of your precious time, right? Besides, people are reading less and less; nowadays we prefer to absorb knowledge via video or photo.

This is why Infoland introduces in iProva 5.10 interactive documents

With the advent of interactive documents, searching for the right information in documents is a thing of the past. Navigation speed, applicability of information and the reduction of long-winded texts are the basis here. All this without losing any of the basic functionalities you would expect from an advanced document management system. Everything revolves around user-friendliness and speed. Thanks to smart questions and images with interactivity, it is no longer necessary to read extensive documents. In fact, you immediately get the information that is relevant to you at that moment. Where previously protocols, work instructions or other documents consisted of many pages of text, this information is now structured in an accessible way.

The golden combination: interactive documents and the iProva Search app

The benefits at a glance:

  • At a glance, the most important information always and everywhere at hand
  • The right information available in no time by answering questions (decision-based content)
  • Information is presented in an attractive way
  • Images with interactivity and videos for further clarification
  • Reading values from large tables is easier and less error-prone

Getting started!

Does your organisation use iProva Documents & Processes (licence based on number of employees)?
Then you can get started with interactive documents now!

Does your organisation still license iDocument based on the number of document managers?
If so, contact your account manager or at sales@infoland.nl for more information on upgrading to interactive documents.

Training: How to create your own interactive document
Examples: the power of interactive documents
FAQ: Answers to all your questions

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Documents & processes

Reading confirmation is a mechanism to ensure that important changes to documents, or important new documents, reach the employees affected.
We think it is important that those employees can perform such a reading task anytime, anywhere - not only when sitting at the PC, but also on the way home on the bus.
We are therefore introducing a completely new look and feel for reading confirmation, similar to the modernisation of questionnaires in iProva 5.9. In doing so, we are not necessarily making (compulsory) reading of documents more fun, but easier.

And further...

  • Every document version that has ever been published is permanently stored in the archive. Logical, because these are documents that are part of your quality management system.
    Nevertheless, there are situations in every organisation where you still want to permanently delete a document from the archive.
    We add that capability in iProva 5.10. At the same time, we introduce a new 'right'. Deleting documents from the archive will thus become possible only for employees to whom - after the update - this right is explicitly granted.
    More info
  • When reviewing and authorising documents, you can run an additional check to make sure the reviewer is who they say they are. The reviewer must confirm this by entering their password again.
    Organisations working with a single sign-on solution such as ADFS could not use this capability until now - for technical reasons. This will now change. If we cannot ask you for your password, but 2-factor authentication is enabled, we will ask you to confirm your identity with a verification code instead of your password when reviewing or authorising.
  • The "Publication history" tab for a document has been improved; it now shows you in one chronological overview all versions including what has changed in those versions compared to the previous version.
  • When periodically checking a document, the document administrator already had the choice of delegating the checking action to someone else. Until now, he could delegate to the document authoriser and to the document authors. Here, we give the document administrator more freedom of choice: delegation to other stakeholders (authors and reviewers) is now also possible.
  • Anyone can give feedback on a document by posting a comment. For some time now, it has also been possible to respond to each other's comment. What was missing is that you get a signal from the system when someone has responded to your comment.
    You will get that signal from now on.

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Card box

  • From the Cardbox module, you could already fill in questionnaires directly.
    We have extended this with the ability to easily fill in a report form from a card.
    For example, to report a malfunction or incident related to a device.
    More info
  • Card boxes are being used for more and more purposes. Super!
    One of the things we hear back from practitioners is the need for an option to 'archive' cards.
    From now on, you get to choose between archive or permanent removal. Administrators can view archived maps and possibly retrieve them at a later date.
    More info
  • Do you see an error on a map but do not have management rights yourself?
    Then you can now easily provide feedback, for example, "this card is not correct" or "this card may go away, as the device it relates to is no longer in use".

    The administrator(s) of a map bin will receive a notification when feedback has been received, and will find the feedback received on the "Comments" tab of the corresponding map. They can accept or reject the comment, and provide a substantive response if desired.

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Reporting, analysing and improving

A notification received is often followed up by one or more actions.
Often, these actions are assigned to employees of your organisation - but not always.

Sometimes you require action from an external party, such as a supplier. Until now, you could only send those externals an e-mail from iProva, and you had to monitor yourself whether the action had been performed in the meantime. With the arrival of iProva 5.10, this changes.
When creating an action item, you can now choose: are you going to assign it to a employee Either to a external person?

If you choose an external actor, you enter his or her e-mail address and that person receives an e-mail with the action required and a hyperlink. By clicking that link, the external action taker can sign off the action as completed in iProva.
More info

  • For organisations operating in multiple countries, or dealing with multiple languages within national borders, in iProva 5.8 we have enhanced the capabilities of the module Reporting & analysing  to serve employees in their own language greatly expanded.
    In iProva 5.10, we will continue this. You can now also set the (automatically generated) title and summary of a notification to be multilingual.
  • Changing the status of a notification sometimes requires you to fill in a form.
    We improve interaction: you no longer have to confirm that you want to change the status first, but can immediately start filling in the form. That saves another click.
    We also address the (rather technical) explanation at the top of the form.
  • The "Score Matrix" field type so far determines a score based on 2 factors.
    Would you prefer to work with 3 dimensions, for example: severity, frequency and detection probability? You can do that from now on.
    More info
  • The screen for handling an action assigned to you has been updated.
    Previously, you got two buttons there: "Take action item into consideration" and "Handle action item now". This turned out to be unclear for many users.
    Therefore, we now only show the "Take action item" button.
    From the screen that follows, you can still do both things: immediately sign off the action as done, or add information to the action item and return later to sign it off as done.

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Planning and task schedules

Task schedules in iProva help you secure recurring tasks. It is immediately clear who should perform a task, and whether the task has actually been completed on time. Based on feedback from practice, we have further improved this module:

  • You can link questionnaires to task schedules (e.g. for completing a safety checklist periodically). Once you have completed the questionnaire, the task automatically goes to 'completed'. The same is now possible with forms (from the Reporting & Analysis module).
    You can now create task schedules of the 'fill in form' type - and after filling in the form, the task is automatically closed.
  • It is now possible to give an employee read-only rights on a task schedule.
    For example, it becomes possible for managers to keep track of periodically recurring tasks in their department, without actually having to be involved in those task schedules as coordinators or action takers.

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Portals and management information

The Management information screen on the iProva portal provides quick insight into trends and results, through attractive, interactive diagrams.
The furnishing of these diagrams - to ensure that each department / team gets to see the information relevant to them is quite a bit of work.

iProva 5.10 provides more efficiency. You can now define a default set of diagrams for new portals. Then, for each portal, all you have to do is specify which organisational unit you want to show the diagrams for here. Quickly arranged!

More info

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

Questionnaires

  • In iProva 5.9, we have made it possible to complete questionnaires finely from your mobile. In doing so, we have focused entirely on answering questions. But for questionnaires, it is also possible to create corrective actions for non-conformities (e.g. 'Was the emergency door accessible?' - 'No'). This piece was not yet easy to complete on a mobile phone or tablet. As of iProva 5.10, it is.
  • For a questionnaire, you can view an overview of all corrective actions that have resulted from completed questionnaires of that type.
    In doing so, we will from now on also show for which subject the questionnaire was completed - e.g. which device, building or organisational unit, so that you can more easily see what corrective actions have been taken for e.g. a specific device.
  • From now on, when answering a question leads to a corrective action, the action taker will also see the photos (and possibly other attachments) that were added when answering the question. This gives him a better picture of the error situation, and this helps him to perform the correct corrective action faster.
  • In case questionnaires are completed on paper, and then entered digitally, it could happen that the collection date differs from the entry date in the system. As all reports are based on the input date, this could cause unwanted effects in the reporting.
    We have therefore added the possibility of entering a date of administration that differs from the date the questionnaire is entered into the system. The reports will then be based on the date of intake instead of the date of entry.
    More info

Interactive documents / Document management / Card box / Reporting, analysing and improving / Planning & task schedules / Portals & management information / Questionnaires / And further in iProva 5.10

And further in iProva 5.10...

  • Through the Community button at the top right of the screen, you can now access support articles, training materials and conversations related to the iProva section you are currently active in even faster.
  • When creating reports, you have a lot of choices. Some combinations of choices can lead to 'strange' results - the report is probably not going to give the result you had intended. We can now actively warn you in a number of cases when we recognise such a combination.
  • Via user management, it becomes possible to retrieve a (global) overview of all roles an employee has within the system. This is sometimes requested during information security audits.
    You will now find this information on the "Roles" tab under users and user groups in the iProva application management.
  • iProva already offers many options for limiting access to the system. For example, you can configure that the system can only be accessed from devices that are in a specific network.
    We are taking this a step further. It is now possible to set up such a restriction for specific accounts. This way, you can realise that any employee can access iProva anytime & anywhere - but that certain sensitive (management) accounts can only be used from the internal network.
    More information

For application managers & ICT

Additional information for application administrators & ICT can be found on our Support website (login required).
You will find here:

  • indication of the impact of this update (per iProva module)
  • changes in system requirements
  • overview of bug fixes
  • checklist for application managers
  • download the update (for iProva on-premise)
iProva 5.10 / Login Infoland Support