Zenya 6.1.0 – Software updates

What's new in Zenya 6.1?

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

Curious about what's new in Zenya 6.1? You can read about it on this page.

The rollout of Zenya 6.1.0 will start on 29 July.
See status.infoland.nl For exact date/time for rollout to Zenya SaaS.
For organisations with Zenya on-premises, the release will become available for download the week of 2 August.

Documents

Reviewing and authorising documents

Reviewing a document is typically one of those tasks you want to be able to do anywhere. Sometimes at your desk, when you need to carefully review an extensive document. Other times, it's about a quick approval for a minor change, which is fine to give on your mobile while on the move.

Therefore, in this update, we introduce a modern view for document review and authorisation. This builds on the updated document view of Zenya 6.0, and includes all the familiar functionalities.

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Note: For processes and result area matrices does not change the display of the rating screen.

Periodic review of documents

Periodically checking already published documents is an important activity to keep the document management system 'in order'.

In this release, we introduce a new view for checking documents. Where previously you were directed to the Zenya management environment for this task, you will now enter a task-oriented screen which focuses entirely on checking the document. This makes it clearer to the employee who has to perform a checking task what is expected of him or her.

As with document review and authorisation, document review is now becoming perfect on smaller-screen mobile devices.

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Note: For processes and result area matrices the procedure for checking document remains unchanged.

Portals

Adding a logo to your portal is back!

In Zenya's release, the organisation logo has been moved to the hamburger menu. Over the past period, we have heard from various quarters that it is very desirable to be able to (continue to) place a logo on the portal, as this allows recognisable differentiation between different company/organisation units within an organisation.

In this release, we are therefore bringing back the ability to add a logo per portal!
Setting this works as you were used to in versions before Zenya 6.0. Logos set in the past are unfortunately not preserved and you will have to reset them briefly.

NB: The option to include your organisation's logo in the Zenya menu also remains as usual.

Portal theme colour now also visible while filling in a report form

With the advent of Zenya, it is possible to set a colour per portal as the theme colour of that portal. However, the moment a user went to fill a report form through the portal, that form was (in most cases) displayed in the "Zenya red" colour - thus making the colour scheme different from that of the portal. Based on the feedback we received on this, we adjusted this.

If a user will fill in a report form via the portal the colour of the portal will be used. For example, if the portal's theme colour is blue, then this colour will also be the accent colour visible in the report form.

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Improved display column with collections and filters in portal search

When consulting or searching through the portal, we have received a lot of feedback that the names of collections or filters are not always easy to read.
We have therefore made it possible when consulting and searching to adjust the width of the column in which the collections and filters are displayed. Users can thus decide for themselves what they find a comfortable width for this column. Or make it temporarily larger, for example.

Risks

New role within risk management

We are adding a new role within risk management; that of "content manager".

We often see that organisations do not purchase licences for the risk management module for the entire organisation, but only for a limited group of employees. At the same time, however, it was the case that every employee with the role "risk coordinator", in addition to the right to change the content of the risk, also had the right to give (read) rights to other employees. This could easily create the situation where more licences were used than had been purchased.

In consultation with the community we solved this by adding the role 'content administrator'. When you are content administrator, you can do everything you can do as risk coordinator, with the exception that you yourself cannot grant rights to other users.

After the Zenya 6.1.0. update, all rights will remain as they are now. So after that, you decide whether you want to give certain employees the role "content administrator" instead of the role "risk coordinator".

Licence use content owner

The role of content administrator, like that of risk coordinator, occupies a licence.

This new role has been added so that users can do the same as a risk coordinator with respect to the content of the risk, but cannot issue rights with respect to the risk. This prevents inadvertent granting of rights that also engage a licence.

This puts the management of rights/licences in the hands of a limited group of people, who also have insight into the agreements made internally with regard to the licences.

Exercising controls over management measures

To further facilitate our clients in exercising controls over management measures, we have added a new risk management function.

Until now, one control test could be added to one management measure. In this release, we have removed that restriction. So it is now possible, for example, to add a daily control test, a weekly control and, if desired, a quarterly control test to the same measure. All control tests that are added are also visible in the dashboard.

Exporting management measures

In the overview of management measures, the option to export all measures to Microsoft Excel format has been added.

Teams

Team created? Then you are a member of that team yourself.

From feedback we have had, it was not clear to everyone that you yourself, as the person who creates a team, are also added as a member of this team. We have made this clearer by from now on also showing this user directly as a member of that team.

When you create a team, you are automatically the team administrator. You cannot therefore be removed when adding members. We also explain this with a hover on your user.

In addition, as a mandatory user, we have also coloured your badge. For all other users, the badge is grey and the icon is coloured. You will also see a cross next to these users. So you can simply delete any members you add yourself.

Improvement in discoverability of unassigned team tasks.

Are you a member of one or more teams and those teams have tasks that have not yet been assigned to one of the team members? Then these tasks will also appear in the personal task list under the filter ''Unassigned team tasks''.

Zenya did not point out that in that filter, there are still tasks open to be picked up. Based on feedback and reactions we have had, we have increased the discoverability of this filter.

We have added an e-mail message, sent weekly by default, alerting users that tasks are still open from teams (of which they are members). This e-mail also contains a direct link to the ''unassigned team tasks'' filter in your personal task list.

In doing so, we highlight the presence of that filter in your personal task list, but more importantly we highlight the open tasks from your team(s).

The frequency of the e-mail notification can be adjusted in the management of your subscriptions.

Zenya general

Performance

From the tickets we see coming into our service desk, the number of organisations experiencing performance issues more frequently than occasionally seems to be increasing. In this, we noticed that this has been reinforced by the Zenya 6.0.0. release. In this release, performance unfortunately deteriorated noticeably in a number of areas. We think it's important to break that negative trend, which is why we have been working hard on performance improvements recently. In Zenya 6.1.0, you're going to notice these improvements in particular:

When you visit a portal, go to consult documents or perform a search from the portal or via consult, the result is now displayed even faster.
Loading your task and message list has become faster.
Loading the list of notifications in the notification overview has become faster.
Moving multiple documents at once in document management is now faster.
Updating the status of broken hyperlinks is performed every night. This action greatly affected Zenya's performance during the night; particularly for customers where Zenya is in use 24/7, this could be annoying.
Loading the metafield data to the document details in document management took more time than it should have.
Zenya's overall performance has been improved by further optimising the updating of field values used for searching.
Everywhere a notification's action takers were shown (including in the list of notifications and notification details), loading the user details took more time than it should have.
When you added a hierarchical field as a document filter field in the portal's search setting, updating the filters had a big impact on Zenya's performance. This has been optimised so that the overall performance of Zenya remains more stable and the fields are more quickly available as a filter option on the portal.
Selecting users, when there are many users in Zenya, has been improved. This is especially noticeable when adding document managers and selecting users for user groups.

We want to keep delivering excellent performance continuously, now and in the future. To get and keep a grip on the performance of Zenya SaaS (where we also have that real-time insight), we have added additional performance monitoring. We will actively monitor user actions on an ongoing basis and also set ourselves targets for certain commonly used end-user scenarios. By comparing actual measurements with these target values, we have immediate insight into any performance problems and can address them more specifically.
We will make the resulting improvements available in upcoming releases.

Icons for questionnaires and report forms the same everywhere

In Zenya, the icons shown under the fill-in button on the portal have also been included in the new look and feel. In managing questionnaires and report forms, the old icons were still shown. In this release, we have aligned the icons you can choose for questionnaires and report forms with the icons shown on the portal under the fill-in button. This makes it more consistent with the updated look and feel.

Dialog box for selecting users

In Zenya 6.0, we have introduced a new dialogue box for selecting users, user groups and teams.
In this release, we have further extended the functionalities in this dialogue box. You can now also:

filter on all users in a group.
search by user name, name and e-mail

Resetting your own password is back!

We have reduced the functionality for users to change their passwords in Zenya.

Note: This functionality is only available for users manually added in Zenya and thus not synchronised with an active directory. In addition, this functionality is only available if the setting "Users can change their password" is on. This setting can be found in Application Manager > System Settings > General.

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Double dot no longer possible in username

As of the Zenya 6.1.0 update, it is no longer possible to have a colon (:) in your username. During the Zenya 6.1.0 update, colons in a username will be replaced by an underscore (_).

Users who have a colon in their username must therefore start using an underscore instead of a colon in their username when logging in manually from Zenya 6.1.0 onwards.

Improved look and feel of various pages

For a number of screens (for end users) in Zenya, the look & feel did not yet fully match the updated styling. In this release, we have improved the look & feel for the following screens, making them more consistent with Zenya:

Reading confirmations
Fill in questionnaire
Drawing up a corrective action plan (after completing a questionnaire)
Risk assessment sessions.

Reading confirmations

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Completing questionnaire and drawing up corrective action plan

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Risk assessment session

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For application managers & ICT

System requirements

The system requirements for Zenya 6.1 are unchanged from those of Zenya 6.0.

We would like to remind you once again of the upcoming changes to the minimum system requirements for Zenya, which have already been communicated via a recent mailing:

Per 31 July 2021 ends support for Microsoft Visio 2010
Per 31 December 2021 ends support for Microsoft Internet Explorer 11 (IE11) and
Microsoft Office 2010 (Word/Excel/Outlook)

Check out the current system requirements here:

Zenya SaaS
Zenya on-premise

Additional information

Additional information for application managers & ICT can be found at my.infoland.co.uk.
After logging in, select My products > Zenya > Download updates, or click on the orange button below to go directly to the appropriate page.

What's new in Zenya 6.1?

Documents

Portals

Risks

Teams

Zenya general

For application managers & ICT

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