Zenya 6.3.0

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 6.3.0? You can read about it on this page.

The rollout of Zenya 6.3.0 started on 31 October 2022.
For organisations with Zenya on-premise, the release has been made available from as a download. You can download it at my.infoland.co.uk.

FLOW

Changes Zenya FLOW

The first major roadmap theme of 2022 is Zenya FLOW. In this release, we are implementing several improvements that you will see reflected when submitting and handling a notification. We have modernised the forms for notifications and made them responsive. This makes submitting a report or filling in a form more intuitive, easier and more user-friendly! But we have also made several improvements in the handling of a notification, including information provision, the ability to assign a notification to a user's manager and the deployment of Zenya Teams in a notification!

Forms revamped & improved look & feel

One of the major changes in this release is the modernisation of the forms for notifications. As a result, submitting a notification or filling in a form while handling a notification becomes more intuitive, easier and user-friendly! In this modernisation, we have taken a close look at all the different field types and a form as a whole, making them more pleasant to fill in! In addition, we have already had customers and colleagues test it with us over the past period, so we have already been able to implement improvements based on feedback, which will only make the experience better after the release!

There are several routes within Zenya from where you can submit a report. Through all these routes, the updated and improved look and feel for the report form will soon be displayed. Some of these routes:

Via the "fill in" portal button
Via the "New Notification" button from the overview of notifications
Via relationships from an existing notification
Inserting an improvement measure from different components (such as questionnaires)

The focus is not only on the form displayed during the submission of a report, but also all other forms involved in the processing of the report:

Editing the report form in an existing report
The coordinator form
All workflow and action point forms involved in a notification

The example that can be shown while designing the form is also shown in the updated view, so you can also take into account the experience the reporter ultimately has during the design.

Completing the coordinator form in a notification

Completing a workflow/action point form in a notification

Show example of form during form design

Below, we further explain some of the specifics of these changes and important points to consider when setting up.

Some changes in the Zenya FLOW forms

The Zenya FLOW forms for notifications have been modernised! This makes submitting a notification or filling in a form more intuitive, easier and user-friendly!

Below we list some things that are different in the updated forms:

Pages have been replaced with clearer drop-down panels. This makes filling in the form feel more like a logical flow going through.
From now on, the questions (field label) are always displayed above the answer section. This creates more space for the question in the display compared to the current situation.
The icon showing the explanation for a question has been replaced by an "i" icon and is now displayed next to the question.
Mandatory questions are always identified in the form by the red star (*) next to the question.
From now on, if an answer to a question is always expected in a certain format (e.g. e-mail or date), we will show an example in the field. For an e-mail field, for example "mail@example.com".
For adding a reference in a references field, we now show the revamped search screen where you can immediately search for a document, notification etc.
There is always a "next" button at the bottom of the page. On the last page is a "submit" button.
Do you click the "next" button, but not all compulsory questions have been filled in yet? Then all uncompleted compulsory questions will be highlighted in red and you will automatically be sent to the first, not yet completed, compulsory field on the form, so that these questions can still be completed.
From now on, when a form is submitted, it will be visually displayed by means of the flying paper aeroplane (in the same way as in the case of the questionnaire).
After submitting the form, you will be taken to the thank you page. This has also been redesigned. The options on the page have otherwise remained the same, as you are already used to!
Immediately after the notification is sent, the processes started by sending it are executed in the background. If you go to view the notification while these processes are still running, you will see the message below.

While completing a notification, changes are automatically saved

As soon as you start filling in a report form, all changes are automatically saved. So a draft report is immediately made of your report, so you don't simply lose the entered data. Manual interim saving is no longer necessary! You can see this at the top right in the black bar.

Do you have a draft notification? Then you can always find it back via "My drafts" in the overview of notifications or via the task, in your task list, to complete the draft notification or to delete it.

Workflow/action forms and the coordinator form will be not saved automatically.

Include images in your forms from now on!

In Zenya 6.3.0, we also introduce the ability to use images in the forms for Zenya FLOW! We have made the ability to add an image as a formatting element available for the forms.

If you are designing a form, you can now include an image. For example, to illustrate a question, such as a risk score where you can now include the score matrix as an image in the form.

An image can be added in all forms available in a report, so both the report form, the coordinator form and the workflow/action point form. Going to add an image then:

An image is always included on a line, so the image is always displayed across the full width of the form. It is, therefore, currently not possible to show an image next to a question.
You can add a description in the design. This description will be shown as a hover next to the image when it is filled in.
You can set the size of the image (small, medium, large). This determines how big the image is displayed by default when filling in the form. The desired size depends very much on the image, so try this out while designing the form. So that you can determine what works best with the chosen image.

While filling in a form, you can click on the image to enlarge it. You can then zoom in and out by scrolling your mouse.

Expired underlined text for ''text with formatting'' fields in forms

We have made a change to the component used for the field type "text with formatting" in Zenya 6.3.0. The reason for this was a security issue with the old component used for the field type "text with formatting".

In Zenya 6.3.0, a new component is now used for "text with formatting" fields. You don't need to change anything for this in the setup or as a user. The only difference is that the new component does not support underlining text, which does have an impact on the existing layout of forms and any existing notifications.

What will change by removing support for underlining text?

Are there forms in which you have included "text with formatting" fields and have provided these fields with a default value in which underlined text is used? Then this text will no longer be underlined when the form is completed, but will be displayed as "normal" text.
Are there existing reports in your Zenya environment where underlined text has been used in "text with formatting" fields. Then this underlined text will remain visible as underlined as long as the form in question is not edited. If you view the form example on the "Forms" tab in a notification, the underlined text is therefore visible. However, if the form (applies to all forms) is edited, this is done in the refreshed filler and the underlined formatting of the text disappears.

Focal points in design

We have done all the changes and improvements for the revamped form-filling way as much as possible with the premise of making the experience while filling out a form more intuitive, easier and user-friendly!

For the best form, we also depend on the layout and formatting of your forms. And in that, when these forms were designed, a number of layout choices were made to make the form look the best possible in the current situation. However, with the upcoming changes, the layout that was chosen back then may no longer be the best layout in the new situation. Therefore, we would like to share some tips you can look at regarding the layout of the form:

In the current situation, blank lines are sometimes used in the design of the form to create more peace and space while filling in. In the revamped way for filling out a form, all fields are more spacious than before. This means that the empty lines in the form design may cause a lot of space to be created between fields in the form now. Space that may be unnecessary, which is why our advice is to take a look at your form design and remove any empty lines, so that the forms continue to work pleasantly in Zenya 6.3.0!
As report forms are automatically saved, fewer buttons are displayed. We know that report forms regularly include instructions for users to explain how to handle saving/sending. Those instructions may no longer fit the updated situations and may need to be updated.

Setting ''Reporter is asked to confirm identity'' now shows only users with reporting rights

In the report type, it can be set that before a report form is completed, the user must confirm his identity. With this functionality (often used in conjunction with group accounts), a (logged-in) user must first indicate whether he is the logged-in user or another user.

If the user chooses the option that he is another user, it must be indicated which user, so that the notification can also be registered in that user's name. In the current situation, all users could be chosen here and it could happen that users without reporting rights (for the relevant reporting type) could still submit a report.

Rights for a specific notification type are deliberately assigned to everyone or to specific group of users. Therefore, in Zenya 6.3.0 we have changed this and, when a different user is chosen, only users with notification rights for that notification type are shown. Nothing else has changed about this functionality, and the chosen user must enter their password to confirm that they are that user and so that the report will appear in their name before the report form is displayed.

Forms in the Zenya FLOW app and mobile forms do not change!

Besides the notification, coordinator and workflow/action point forms, a mobile form can also be added in a notification type. The mobile form behaves differently from the notification forms in a notification type. In the Zenya 6.3.0 release, there will also be no change for the mobile forms, they will continue to work the same as how the forms currently already work.

A mobile form can be completed through different routes and the above applies to both routes:

Fill in notification via the Zenya FLOW app
Complete notification online via the FLOW webshare

Changes fill in notification as an anonymous (not logged in) user

Reporting forms can also be completed in Zenya by anonymous or external users, depending on the set-up. Here, so-called "anonymous reporting" has three variants within Zenya:

A logged-in user who fills in a report form, but does not fill in the field ''name of reporter'' because it is optional, or because on the report type it is set that reports are always made anonymously.
A notification type where the system user group ''All Users'' has notification rights on the notification form. This allows anyone with a reference to the report form to make a report, without requiring logging into the Zenya environment.
An external user filling out a form that has been evicted (usually via an action point) to a "non Zenya" user.

For the 2nd and 3rd variant the filling in for the anonymous reporter changes in Zenya 6.3.0, for the first variant nothing changes. In the last 2 scenarios it is unknown who is filling in the report form, as there is no login in Zenya, which in turn affects the ability to fill in different types of fields in the report form. For example, because the content of these fields is determined based on permissions within Zenya.

These fields will be shown as disabled for the anonymous user from Zenya 6.3.0 onwards. If the anonymous or external user hovers over one of these fields with the mouse, a tooltip stating, "The anonymous/external user is not allowed to fill in this field." will be displayed. will be displayed.

These are fields of type:

Since it is not known who is filling in the report, it cannot be determined which content should be shown. Showing all possible content of that field, may cause the reporter to access data to which they should not have access. For the attachments field, we chose to restrict access to anonymous and remote users to prevent the possibility of unauthorised uploading of potentially malicious files.

For security and privacy reasons, we have therefore chosen not to show these fields if there is an unlogged user filling in the report form. As a result, if these fields are present and mandatory on the form, the report cannot be completed because these fields cannot be filled in. The anonymous user will see a clear warning with an explanation about this when they want to submit the form.

If this occurs in your establishment then our advice is:

Check whether a report form should actually be available to ''all users'' and thus could possibly be filled in by a user not logged in. Where the report form also contains one of the above field types. If the report form does not have to be available to the anonymous user then the group "all users" can be changed to the group "logged in users" in the report type.
If this form does need to be available to all users, our advice is to check that the fields that cannot be filled in should actually be present on the form and be mandatory.

Changes to the Zenya FLOW API

With the arrival of the Zenya 6.3.0 release, a new version of the API (version 3) will also be released. Earlier this year, we already sent out a mailing about this to our contacts who we know have independently created links to the API.

Your organisation may have created independent links to the API. In that case, we recommend that you always include the current version of the API with the actions (see also this explanation). Indeed, if this is not done, the default version of the API is used by default. Eventually, the new version (version 3) of the API will become the default, which could potentially cause existing links to stop working.

With the arrival of a new version of the API, our advice is also to migrate to this new version with the current links to ensure future-proofing of the links.
In time, version 3 of the API will become the default version and version 2 will disappear from the API. If this change is going to take place, this will be communicated in good time so that there is sufficient opportunity to adjust actions towards the API.

In the changelog of the API, the changes in this new version of API are explained. It is important to go through these changes and check if the actions your organisation performs towards the API need to be adjusted.

If your organisation has not created independent links to the API, the above text does not apply to your organisation.

Number fields for phone numbers automatically converted to text fields

Many forms include fields to enter a phone number. Number fields are often used for this purpose. In almost all cases, this is not an optimal choice. This is because values starting with a "0" are stored without that "0". The phone number 0612345678 is stored as 612345678. This was also the case before, but because changes are now already saved during input, it is also visible to the user. This can be confusing.

When performing the update, all number fields where "phone" or "phone" appears in the field name are automatically converted to a text field without validation. Telephone numbers are therefore stored as entered. This also makes it possible to enter values such as +31(0)40 8484 58 68. Validation can still be set on the field if required.

Security change Zenya external sources

In the developments for Zenya FLOW, the external resources have also been rewritten to fit the updated and improved look and feel. During these developments, we found that the current way read permissions are obtained on the external resources is not transparent to our users.
If an external resource is set to a form that non-logged-in users (e.g. the "All Users" user group) can also access, the external resource is implicitly opened to everyone. Some external sources themselves have a built-in check for permissions when selecting the data, which stops the implicit permissions. But this does not apply to all external sources and is usually down to the setup.

As part of Zenya security, we have made a change to external sources for this situation where implicit rights are obtained. In Zenya 6.3.0, read permissions can be set in external sources. In the external source, you can now give users (groups) explicit read rights for an external source, so that only users who actually have access to the data can consult it while filling in a form.

What is the impact of this on already existing external sources?

For external sources of type ODBC, it is possible to set the permissions yourself on the external source via Zenya through the application management.

This works differently for external sources of the HL7/Nedap/MijnCaress type: During the update to Zenya 6.3.0 (on the slow ring and on-premise) and the update to 6.3.0 minor update 1 (on the default ring on 15-11-2022), the users with notification rights on the notification types that use this external source will be looked at and these users (and groups) will be set in the read rights on the external source during the update. If your organisation wishes to change the permissions on these external source types (HL7/Nedap/MijnCaress), this will need to be done via a request to the Infoland service desk. Infoland is expected to release an update to Zenya later this year in which it will also become possible to set these external source permissions yourself via the Zenya application management.

Checking for these external source read rights takes place the moment an external source is used during notification insertion. Users without read rights on the external source are then notified of this.

Manager of the reporter as the owner of the report

For handling notifications, it may be desirable for the user's manager to be responsible for handling the notification. Currently, this cannot be set up in a low-threshold manner without creating a considerable management burden.

To make this easy to set up, we have extended the existing workflow action "assign notification to" with an option to assign the notification to the reporter's manager! If you set this up, a report is automatically assigned to the manager and the manager becomes the owner of the report. With this, notifications automatically end up in the right place.

This eliminates the need to hand out coordinator rights to all or several managers. This makes the rights structure clearer. It also no longer needs to be updated periodically if there have been shifts of managers in the organisation (which in practice happens regularly anyway).

The workflow action "assign notification" can be used throughout the workflow. For example, if a manager of the reporter is responsible for the investigation, you can also only assign the notification to the manager from then on. In the previous statuses, the notification is then assigned to the set preferred coordinator, for example.

Focal points in design

To use this functionality correctly, it is important that the design takes into account:

The action to assign the notification to the manager must be set on the desired status transition(s). This workflow action can be set on any status so you can make the manager own the notification at different times to suit your scenario.
That a manager is set at the users! This can be done manually in the application management (application management > Users and User groups > Users > Select one or more users > Change properties). Soon it will also be possible to synchronise this field within the SCIM link.

Availability of functionality

This functionality will be available only to customers using Zenya through a licence:

based on the new licensing model or
based on the old licensing model based on number of notification types.

This functionality thus comes not available to customers using Zenya through a licence:

based on the old licensing model based on number of coordinators.

We made this consideration and choice because, in combination with the licensing model mentioned above, this could lead to conflicts in the licence.

Zenya Teams as action taker to complete workflow/action point form

In Zenya 6.0.0, we introduced teams, based on the need to be able to assign Zenya tasks to a team or add separate tasks for the team within the team. In Zenya 6.0.0, the first options for this were introduced, but at the same time we hear from customers and our colleagues that the deployment of teams has not yet been fully embraced partly because of the lack of options to deploy teams.

One of the places where being able to use teams comes back to us regularly is being able to use teams as action takers in notifications for completing a workflow/action point form.

Therefore, we have now made it possible that from now on, teams in your Zenya environment can also be chosen as action takers for these action items! Please note; the team must of course have rights to the action taker role within the relevant notification type.

There are several ways within a notification where an action point to complete a workflow/action point form can be plotted, namely:

Via creating an action item in an existing notification

Via an action in the workflow on a status transition

Improvements additional information in a notification

We received various feedback regarding the use of extra information in notifications. We made a number of improvements that make the use and behaviour of extra information in a notification more logical and straightforward.

Improvement in notification of new additional information added by the user himself

Additional information can be added in a notification. Users involved in a notification receive notification of new additional information added.

Practical experience shows that a user is unnecessarily triggered and signal fatigue can occur because a user also receives e-mail notifications that there is new additional information to a notification. While the user himself has added this extra information to the notification.

We have therefore updated the notice regarding new additional information added to a notification:

If a user has these notifications turned on and adds new additional information to a notification themselves, they will not receive a notification from now on.
Other persons involved in the notification, who have this notification on, do receive this notification. After all, it is important for them to know that new information is available when a notification is made.

Improved marking unread of new additional information added to the notification

Additional information can be added, either manually by the user or automatically by the system. For example, for the purpose of building a file. For users involved in a report, this information may be important to further process the report.

The extra information tab shows how many extra information items there are and how many items the user has not yet read. Currently, extra information added by the system is also marked as unread. This gives unnecessary triggers to users and results in signal fatigue. As a result, all extra information risks being ignored and potentially important extra information is also missed.

To avoid that, we have now made sure that:

Extra information added from automation by the system will no longer be marked as unread. Of course, this information will still be added to the extra information.
Additional information added to a notification by a user himself will also no longer be marked as unread. After all, the user has performed this action himself and is therefore aware that this extra information has been added.

Ability to add additional information to a notification in an end state

For notifications, it may be desirable to be able to add additional information to the notification after it has been closed. For example, to supplement the file built up in handling the notification.

We have therefore made it possible for users with rights to the role coordinator, to be able to add extra info to a notification when it has reached an end status. This otherwise works the same as extra info added during the handling of a notification.

Improved layout export of notifications to Microsoft Excel

The layout of the export of notifications to Microsoft Excel was not optimal, as a few items were not exported correctly:

If you had included the organisation unit column in the export, this column name was left blank in the export.
By default, a white line was added below the line with the column names.

Both points meant that users always had to do additional operations to use the export properly. We have now solved both points making the export ready to use immediately!

Export notifications to Excel old situation

Export notifications to Excel new situation

Full path for organisation units and topics now reflected in list of notifications and reports

Currently, for organisation units and topics of a notification, only the chosen answer/level is always shown. This is also important because that is what it is ultimately about. But if you have the same departments or teams in different organisational units, it can be really nice if you can also see the units above them. This is because it gives you insight into where the notification is coming from.

Therefore, for notifications, for the organisation unit and topic tree, we have improved the visibility of the full hierarchical path of the chosen unit or topic.

We have improved this in two places, namely:

The list of notifications
The list reports on notifications

However, it does show up differently in both places, as they are also different screens.

List of notifications

The list of notifications still shows only the selected unit. We chose this because we feel that showing the full path would otherwise take up too much space on this screen.

However, we did make it possible in the list of notifications to display the full path by means of a hover. The hover is also shown when you want to filter the column.

Overview notification with hover to show hierarchical path

Export notifications including display of hierarchical path

In addition, from now on, if the organisation units or subjects field is included in the list, when exporting the reports to Excel, the full path is shown as a column in the export. Thus, you can see both the selected unit/subject and the full path in the export and you can use this for filtering the export, for example.

List reports on notifications

In reporting, the implementation is slightly different from the overview of reports.

There, we chose to add an option when defining the report. From now on, if you include the organisation unit or subject tree field in your report, you can choose to show the chosen value, or include the full path in the report.

This is also the value you will then see reflected in the report (and any export to Word or Excel).

In the "list of notifications with sub notifications" report, you can set fields for both the main notification and the sub notification. In this report, you can therefore choose for both the main notification and the sub notification whether you want to show only the selected value or the full path.

Setting display hierarchical path in reporting

Sample reporting list of notifications (export to Word) with hierarchical path

Example reporting notifications with list of sub-reports (export to Word) with hierarchical path

Scope of this development

At the moment, we focused the scope of these developments on the organisational unit and the subject tree field, as we saw that this is where the greatest demand currently exists.

This is not to say that this is not valid follow-through for other hierarchical fields. We have made this trade-off so that we can deliver an improvement in this, but at the same time give attention to improvements for other ideas.

Do you share the need for other hierarchical fields? Then be sure to let us know on our community!

Community topics - developments notifications

Formatting excel file after exporting notifications

Hierarchical fields in reporting

Adding extra info to a closed notification

Need change "additional info" tab on a notification

Use of team in Zenya

DOC

Improving document display

In Zenya, we introduced an updated view for viewing documents. Meanwhile, our customers and users have also been able to use this updated view for some time and gain experiences. From this, we have collected various feedback and implemented a number of improvements in the document viewer. These improvements can be seen at:

Title display for documents
Toolbar buttons
Preview of documents
Using the table of contents and images in HTML documents
And the behaviour of the "pop up" with changes compared to previous version.

Improved display of document title

The way the title is currently displayed in the document is not perceived as pleasant by both us and our customers. The current element takes up unnecessary space, at the expense of the space available to display the document.

In addition, there was a difference in title display between the document types interactive documents/Microsoft office documents and HTML documents.

Feedback showed that it does matter that the title is always in view when a user is viewing the document. We have therefore moved the title to the black top bar*, which is always in view and does not take up space to display the document!

*Exception applies to processes. These are currently still shown in a different view for which this change has not been implemented.

Improved and more logical availability of toolbar buttons

When a user is viewing a document, several buttons, such as favourite and share, are available in the toolbar. We received feedback through various channels that some of the buttons in this toolbar are in an illogical and undesirable place.

For example, it is illogical that the "details" button is now below the "more" button, while details often show relevant information for users. It is desirable for this button to be readily available.
In addition, there are options to share the document in two places. For instance, under the "more" button you can now e-mail the document and under the "share" button you can find the QR code for the document. It makes more sense if all options for sharing a document are available in the same place.

The toolbar now shows:

Under the "share" button both the email and share via QR code options are shown
Is shown as a fixed button in the toolbar.

Document previews now also in new view

When a document manager is writing and publishing a document, it often happens that you want to take a look at how it will finally look for the end user. In document management, there is therefore the option to show a preview.

However, this preview was still shown in the "old" style. Therefore, this did not give a representative representation of how the document would be displayed to the end user.

The document preview is now shown in the same view as it would be shown to an end user via the portal. As this is a preview view, the buttons in the toolbar are disabled in this view.

Preview exception

An exception applies to the preview view for two document types. For the document types below, the preview is still shown in the old style:

Process
Result areas matrix

These two document types are different in nature from a technical point of view, so implementing the preview for these document types would have too high an impact at the moment.

Improved table of contents behaviour for web documents

With the introduction of Zenya, the table of contents for HTML documents has also been updated. On the community, we get various feedback about the behaviour of this table of contents. Therefore, we have made a number of improvements to the behaviour of the table of contents for HTML documents:

By default, the table of contents is displayed closed. From now on, we will remember the last state of the table of contents and this will also be applied to other HTML documents. If you have the table of contents open for an HTML document, it will be displayed open for you by default for all HTML documents from now on!
Now, when you open the table of contents, an "overlay" is displayed, preventing you from scrolling in the document, for example. We removed this "overlay" so that when you have the table of contents open, it remains possible to scroll in the document or open a hyperlink.

Improved display of images and flow charts in web documents

Images and/or flowcharts can be included in HTML documents. However, it may happen that the size of an image or flowchart is large, making the display too small while viewing the document. And details or text are not easily readable.

Nothing has changed about the display of the image or flowchart in the document. We have made it possible to enlarge the image by clicking on it, making details and text easy to read.

If you click on the image, it will be displayed in its original size. In addition, it is possible to zoom in and out when the image is enlarged.

Improving "pop up" behaviour with changes compared to previous version

When a new version of a document is ready, the changes compared to the previous version often state what adjustments have been made to the document. So that the user is informed of this when viewing the document.

By default, the pop-up with these changes is displayed with the document. As a result, it may be displayed over part of the document content. This is perceived as annoying by users.

Therefore, we have made some adjustments to the behaviour of this pop up:

The pop-up with the changes compared to the previous version closes automatically after 10 seconds (if there has been no interaction, e.g. with the mouse over it).
If the text in the pop-up fits on a line, it will be shown the first time you go to the document (after the changes). The second time it doesn't.
If the text in the pop-up is more than one line, the more button is shown and the element is naturally shown the first time you go to the document. As long as the full message is not viewed by clicking ''More'', the message will continue to be shown a second time. If you did view the full message, the message will not be shown a second time.
The ''more'' option (to make the field larger) in the pop-up is shown only if there is also more than one line of text.
From now on, the pop-up has a title, ''changes from previous version'', so that it is immediately clear what is shown here.
It is still possible to close the pop-up manually or reopen it via the options under ''more''.

Showing which other users have been invited as writers

As a document writer, you want to be able to see which other users have been invited as writers. For the document manager, this was previously shown. Now a similar notification is shown above the document for writers.

Support for opening and editing fillable forms in Microsoft Office Online

In Zenya, it is possible to indicate that editing of documents in Office Online is allowed. This allows documents to be opened and edited from document management or by writers in Office Online, and the changes are saved directly back in Zenya.

In Zenya, you can also include "fillable forms" (e.g. a claim form), these can be downloaded and then filled in and saved or forwarded to a colleague, for example. However, when the "fillable form" is downloaded you need Microsoft Office on the computer to edit it.

With the advent of Office 365, several customers have a large group of users using the E1 licence (access to office online only). For this group of users, filling in a fillable form is very cumbersome. They will first have to download the document, save it online and then edit it.

To make it possible for this group, too, to start filling in a fillable form directly, we have made it possible for fillable forms to also be opened directly in office online!

Points of interest in design and use

To use this functionality, it is important that the design takes into account:

In the application manager, the setting "Editing in Office Online is allowed" must be enabled.
- This can be set at this location: Application management > Documents > Settings > General

Once the fillable form has been opened in Office Online, there are a number of details* to consider:

When the fillable form is opened in Office Online, it will be saved in a temporary folder. This will also make it visible during editing that the document has been "saved". Note that the user still needs to save the file locally (see second bullet), closing the tab will cause the changes to be lost.
Once the user has finished filling in the fillable form, the file still needs to be saved by the user (so the user can email the file, for example).
If the user wants to go save the file via "save as", the option "Download a copy" is offered here. Microsoft unfortunately does not allow direct explorer here, so the user can choose a folder where to save the file. Via "Download a copy", file is downloaded. The file can then be found in the explorer in the "Downloads" folder, after which the user can move the file to the desired folder.

*Microsoft allows only limited influence in the linkage on the options that can be offered, which is where these specifics come from.

Understanding document status while checking a document

In practice, it frequently happens that a document needs to be reviewed, but at the same time a new draft version for this document already exists. Or in some cases, the document is already in the review flow.

When you go to run the check task via your task list, the information about the status of the document is now missing. This allows you to make a choice that conflicts with the status of the document.
For example, if a new draft version already exists for the document to be checked (for which writers have been invited) and during checking, the option "The document should be modified by writers" is chosen.

We have therefore added additional information about the current status of the document in the "check document" dialogue that is displayed. If a draft version already exists for the document or the new version is already in the assessment flow, this information is now shown in the dialogue!

Check for unsaved comments or responses during document review

While reviewing a document, users can add comments to the document or respond to already existing comments. In practice, it frequently happens that people have made one or more comments, but have not clicked the "tick" to save the comment or response. If the user then approves or rejects the document, the review is completed.

However, the result is that the unsaved comments and responses are not added to the document and the document manager does not subsequently take action on them either, which could result in incorrect or incomplete documents being published.

Therefore, we have now added an extra check for this when reviewing the document (both via the task list and via document management). If unsaved comments and/or reactions have been made during the review of a document, Zenya will display a message of this as soon as you want to approve or reject the document.
If you choose "OK" in this message, the comments and reactions made will be saved automatically. You can also choose to go back to the review to check the comments and reactions made.

Implementation of the "document review" task via the task list

Implementation of document review through document management

Adding a document has been simplified by showing all options in one place

We find in practice that it is not always clear to users where they need to be when they go to add a document in document management. We see this especially with customers who also receive documents in exchange format (idf files) and need to import them into their environment.

As a user, when you go to add a document, you instinctively navigate to the "add document" option. However, the option to import documents in exchange format is in a different place (under the "more" button in document management).

If you're going to import a document in exchange format, you're basically just going to add a document as well. To make this easier and more logical for the user, we have moved this option to the "add document" button. This way, all actions to add a document are shown together in one place.

Improved user experience in the overview of hyperlinks to documents

In Zenya's document manager, you can see for a document which incoming and outgoing hyperlinks are included in that document. To date, this overview is only a representation of the hyperlinks present, with no option to follow a hyperlink from within the overview.

We have now made it possible in the hyperlink overview to open the hyperlink by clicking on the hyperlink's line. So from now on, you can easily open a hyperlink to another document to check it, for example.

When adding an image to a document, the last tab used is remembered

Do you use a lot of images in documents and are these often new images you add from your computer? Then it can be annoying if Zenya opens the "Media Library" tab by default, because then the "My Computer" tab has to be selected every time. We think this should be possible in a smarter way, so that the user does not have to decide each time whether he wants to add something from the media library or from his computer.

We have modified that when you go to add an image in a document, the last tab used (by the user) is shown. With this, we are more likely to also show the tab the user needs at that moment.

How does it work?

By default, the "insert image" dialogue opens on the "Media Library" tab. The user then inserts an image from the "My Computer" tab, that tab will be remembered and the next image inserted will immediately show the "My Computer" tab.

This applies to document types:

Interactive document
Web document (free and structured)
Word document (if editing in Microsoft Word on the desktop)

Is the last tab used always remembered?

We remember this per session of the user, meaning that as long as the browser used is not closed (or a new session is otherwise started), the last tab used remains remembered.

For example, if a user shuts everything down at the end of the working day and restarts it the next day, the "Media Library" tab will open again the first time.

Community topics - developments documents

Adding an image in an interactive document

Document check extension

Outgoing and incoming hyperlink

Document properties tab hidden under More button

Title display free web document

Zenya and the display of documents

Validate assessment comment / automatically save assessor's comment

Fillable forms in Office Online

CHECK

Changed display organisation units when completing a questionnaire

The current display of organisation units while completing a questionnaire is alphabetical. If a unit in the organisation unit tree is listed in the middle but starts with the letter "a", for example, it will appear right at the top of the list of organisation units during completion.

Based on your feedback, this turned out to be confusing and unclear for users. In the new view, the organisation unit tree is now shown according to its hierarchical structure. Including indents to indicate the hierarchical structure. It remains possible to search in this list and thereby display the organisational units that match the query.

The standard reporting for questionnaires will now include the comments made

With a questionnaire, a standard report is available via the "view report" button. Currently, this report does not show the comments to questions. For context to the questionnaire and report, it is desirable to be able to see these comments. Especially as this report is widely used by and shared with users.

From now on, comments added to a question will be included in this report! The comments are also included in the export to Microsoft Word that you can create for this report.

Numbers per answer are now also shown in the export to Excel for questionnaires

Questionnaires frequently use questions that need to be completed as distributions of numbers. In the export of a completed questionnaire to Microsoft Excel, the answers to these questions are displayed as a percentage (per answer option).

In practice, these data were often misinterpreted. For example, users adding up the percentages, but failing to take into account that the same percentage within two different questionnaires could be based on a different number.
To make it easier and clearer what the results mean, in the export to Microsoft Excel of completed questionnaires for questions completed as a distribution of numbers, we have now included the numbers completed.

What type of questions does this apply to?

The numbers for answers are shown for all question types that can be entered as a distribution of numbers.
These are the question types:

Yes/No
Multiple-choice
Scale

Unanswered questions are no longer shown in questionnaire reporting

As a questionnaire administrator, you can run various reports for completed questionnaires. These reports contain the results of all questions from the questionnaire.

In situations where questions are optional or the content of the questionnaire is determined based on the filters chosen during completion, this can lead to reports also containing many unanswered questions.

As a result, the report becomes less usable because a lot of empty and redundant information is included. In these cases, the questions were deliberately left out of the questionnaire, because they were not relevant based on the filter, for example.

We have therefore ensured that if unanswered questions are present in the completed questionnaire(s), they are not shown by default. This applies to the following reports:

"Exporting answers to MS Excel"
"View report"
"View export to MS Word from report report"

However, it is possible to still show/include the unanswered questions in the report.

Questionnaires - reporting unanswered questions not included

Display "last time completed" in overview of questionnaires

As a questionnaire administrator, you may have to manage a large number of questionnaires, which you will also see in the questionnaire overview.

Currently, in this overview, it is only possible to see when the questionnaire was last modified. It is not visible when a questionnaire was last completed, making it difficult to quickly identify which questionnaires have been active recently and thus may require the attention of the administrator.

We have therefore added a new column to this overview, namely the "Last completed" column. This column shows the date when the questionnaire was last completed. This allows you, as a questionnaire administrator, to see at a glance for which questionnaire recently received new results.

Community topics - questionnaire developments

Organisation units structure in questionnaires

Reporting comments questionnaires

Unanswered questions no longer show in questionnaire report

Filter within questionnaires by last completed

Export of questions with distribution of numbers gives percentages per questionnaire and not numbers

DASHBOARD

Report questionnaire results by numbers in the new dashboard diagram

From various customers, we regularly get questions about reporting/dashboard options for questionnaires based on the number of answers given.

Many customers carry out quality checks using questionnaires. A questionnaire then assesses whether the standard is met for various components (questions). Often by using answer options to indicate ''conform'', ''conform with remarks'', ''minor deviation'' and major deviation, for example.
After completing a questionnaire (or several), it is desirable to be able to easily see how many and which questions were assessed as non-compliant. After all, actions must be included there, by, for example, submitting an improvement measure for this.

We are therefore introducing a new chart for questionnaires that can be used on the dashboard; ''Distribution number of answers given''.

This chart is based on a set of answer options available in a specific questionnaire. And thus shows the number of answers given per answer option, in the form of a bar chart.

Example:

For example, do all the questions in your questionnaire contain the answer options: A, B, C and D and have you completed a questionnaire where, A = 20, B = 50, C = 10 and D = 5 times. Then the dashboard will display a bar chart showing these values.

Each chart is based on one set of answer options. If the questionnaire you are using has more than one set of answer options, you choose which set of answer options you want to use when setting up the diagram. If you want to add a new chart for both sets of response options, then you add them twice.

Detailed view

Of course, the bar chart alone does not provide sufficient insight. From the demand we received from customers, it was also desirable to be able to easily see, for instance, which questions were answered as non-compliant and what comments were made about them. But it is also desirable to be able to easily insert an improvement measure from the questions that do not conform, so that the deviation can also be followed up.

Therefore, for this new diagram, as for the other diagrams on the dashboard, it is possible to click through to a detail view!

New dashboard diagram for questionnaires - Detail view

What is shown in the detail view?

This detail view shows the following:

A list of all answered questions on which the corresponding chart is based. In this list we show the filler, date completed, subject, question, answer and comment on the question (if completed).
The chart with the ability to click on a specific bar (=answer option) to filter the list of questions by a specific answer option.
It is possible to click on a specific line from the list of questions. Doing so opens the corresponding completed questionnaire. Then, from this screen, an improvement measure for this questionnaire can be inserted, for example.

It is also possible to filter the list of all answered questions, for example by a specific subject or date of completion. If you do this, the results of the chart will also be adjusted to the filter.

Users' rights

The results shown on the dashboard for this chart take into account the users' permissions on the specific questionnaire:

This allows the questionnaire administrator to access the results of all completed questionnaires
A fill-in-the-blank view of this chart only shows the results of the questionnaire completed by the user.
And a user with read access will only see the results of the questionnaire(s) completed for the topics for which that user has read access.

Sample results diagram - Questionnaire manager (in this example results based on 3 completed questionnaires)

Example results diagram - Questionnaire filler (in this example results based on 2 completed questionnaires)

Sample results diagram - Questionnaire reader with read access to 1 subject (in this example results based on 1 completed questionnaires)

Focal points in design

The diagram will be based on the sets of answer options present in the questionnaire. When adding the diagram, you make the choice on which questionnaire the diagram will be based. Zenya then does an analysis of this questionnaire and shows the sets of answer options found. It is therefore important to use the same response options for the different questions in the questionnaire design.
When setting up the diagram, a choice should be made on which set of answer options the chart should be based. If several sets of answer options are present in the questionnaire, they can be added in separate diagrams.
Basically, the chart shows the result of all completed questionnaires. But we have made it possible to add a range based on the date sent. This makes it possible, for example, to display results by month or, for example, to show the results of May 2022 and May 2021 in a diagram. So that these results can be easily compared with each other.
It is also possible to filter the range of the chart, based on the date sent. This allows you, for example, to include in the chart only the results of the current year or, on the contrary, to limit the results to a specific date range.

Portals

Better support for long news reports on a new document

If, when publishing a new document, you choose to also post a news item, you can also add additional text to the news item here.

The message is then displayed on the portal and by default two lines of the message are shown. If you click on message, you will be redirected to the document for viewing.

In practice, this news item regularly includes a longer message than the space shown of this by default. As a result, the full message cannot be read.
We have therefore included a "read more" option for the long document news items. If you click on this, the full post will expand. If you just click on the post, you will be redirected to the document. After all, that remains the primary purpose of this news item.

New document news release with read more option

Note ''normal'' news reports

For the ''normal'' news items, the ''read more'' option is not added. For these news items, this problem does not occur because for these news items, the full post is opened in a pop-up.

Determine the order in which collections are displayed on the portal

If you access documents via the portal, the collections on this portal are always displayed in alphabetical order. Alphabetical order was chosen here because basically everyone can understand this order of sorting.

However, from practice we regularly get feedback and the question whether it cannot be made possible to determine this order ourselves. This is very useful in various situations and can improve the findability of certain collections and documents!
Think, for instance, of the recent period in which the policy around COVID-19 was a major concern for many organisations, in which case it is desirable to display collections on that topic directly at the top so that this information can be found easily. But also in situations where you want to show department-specific information at the top and organisation-wide information at the bottom, so that when navigating the user is not "bothered" with less relevant information.

By default, the collections are sorted alphabetically, but we have made it possible to deviate from this by being able to determine the sorting of the collections displayed on a portal yourself! In this way, the desired order of the collections displayed can be determined per portal.

Focal points in design

To use this functionality correctly, it is important that the design takes into account:

That for all portals, the sorting defaults to alphabetical. After this update, it should be determined per portal whether it is desirable to adjust the sorting of collections from alphabetically sorted to manually sorted.
For the portals for which it is desired to apply manual sorting, the sorting of the collections per portal must be adjusted in the portal settings. (Application management > Portals > Select desired portal > Collections tab > Modify > Step 2 "default display of list of collections" > determine desired sorting)
If collections are now being numbered to apply sorting, it should be determined whether the collection names still need to be adjusted. Be careful if a collection is used on multiple portals. If one portal sorts the collections alphabetically and another manually, a collection name change may affect the order of the collections on the portal where alphabetical sorting is applied.

Fillable forms are displayed in their own category under "fill in"

With the arrival of Zenya, fillable forms (documents), questionnaires and report forms are displayed in one list under the portal button "fill in". Questionnaires and report forms can be categorised using the headings. By default, fillable forms were shown under the default heading "No category". However, questionnaires and report forms can also appear in this heading.

This has a negative impact on the overview and distinction between fillable forms, questionnaires and report forms and is less user-friendly for the end user.

We have therefore added a standard category for fillable forms, called: "Fillable forms". Henceforth, all fillable forms available to a user will thus be displayed bundled in their own category, making them easier to find!

The section for fillable forms is always shown in the overview below the sections for questionnaires and fillable forms.

Improvement behaviour "I can't find it" functionality during portal searches

With the advent of Zenya, the functionality that allows you to send a message to the application manager if you cannot find the desired/expected result during the search has been moved. This element became part of the list of results in Zenya and was shown after about 10 results.

We received feedback from several quarters that this element does not do justice in this location, because in most cases, the conclusion that a document cannot be found is only drawn at the end of the list of search results. As a result, the user then has to scroll back in the list to the element, to send a message to the application manager.

We have therefore improved the behaviour of this element so that it appears in a more logical place in search results:

If you have few search results based on your search term (all search results are directly in view), this element is displayed at the bottom of the list
Do you need to scroll based on your search results to see all the results? Then this element is shown at the bottom of the list when you are scrolling in the list. You can simply continue scrolling to view all the results, but the element remains at the bottom of the screen, so you always have the option to send a message to the application manager.

At the same time, we used this moment to slightly adjust the styling of this element to make it look calmer.

Community topics - portals developments

There is no order to collections

Different name for fillable forms under the fill-in button

My subscriptions

Managing "My subscriptions" preferences more easily

The current screen for managing and customising subscription preferences in Zenya is perceived as less user-friendly, mainly because customising subscription preferences requires additional, unnecessary actions. This is mainly because subscription preferences are placed in drop-down panels.

We have improved this screen and simplified the display a managing preferences!

All subscriptions are now instantly in view including those options you have to manage your preferences. As a result, you can easily change your subscription preferences straight away and this is saved immediately. In addition, the subscriptions are now sorted by module, so you can quickly see what the subscriptions are for. You can also filter by module, so you can easily adjust your preferences for a specific module!

We have added a second filter that allows you to show only the tasks and messages you receive an email from, or show only the messages you also receive in your message list. For example, you can easily customise your message list preferences in Zenya!

Community topics - developing my subscriptions

Subscriptions in Zenya untidy

Tasks & Messages

Improving behaviour multi select of tasks & messages

In the release of Zenya 6.2.0, we have released functionality that makes it possible to select multiple tasks & messages and for this selection, perform a certain action (e.g. deleting messages) at once.

A very useful functionality with which we made working with tasks & messages better. At the same time, we ourselves and our users noticed that the behaviour of selecting did not match how it is perceived as logical in practice. Currently, a task is selected as:

The task/message box is ticked
The task/message itself is clicked (except for the "read more" option and the action button in a task/message)

In practice, it appears that it is desired that the task/message is selected only when a user clicks on the box for the task/message. And when a user clicks on the task/message the primary action is executed.

We have now adjusted this so that the behaviour of the action matches what a user expects in practice too!

As a manager, you now have access to open tasks of users you manage

We hear more often from customers that it is desirable to have more insight into usage and distribution of rights within Zenya.

One of the issues we hear this more often is the need for users to see open tasks. To help and encourage these users to complete certain (long) outstanding tasks.

We have therefore added a new standard report to the reporting section, the ''List of open tasks'' report. In this report, we show a list of open tasks of users you are a manager of.

In the report, we show some user data and display the following data for the task:

The module (e.g. Notifications)
Type of task (e.g. handle notification)
The subject (e.g. Handle notification 00040)
Date created (e.g. 24-06-2022
Task deadline (e.g. 30-06-2022)

While running the report, you have the option to filter by users, so you can, for example, run the report for a specific team or just for a specific user. In addition, the report can also be exported to Microsoft Excel, so you can also easily filter from Excel on a specific user or, for example, a deadline date.

The purpose of this reporting is that users can be targeted and motivated to complete open tasks. We believe that this is a task/responsibility of the user's manager and, also for privacy reasons, not another user within Zenya.

From these privacy considerations and that not every user just needs access to open tasks of other users, we have made this report, at the moment, available only to "managers" in Zenya. In addition, as a manager, you can also run the report only for the users you manage. If you have rights to the report, but you are not a manager then the report will also not contain any results.

Focal points in design

This report is, currently, only available to "managers" in Zenya. So for this report, it is important that the "manager for users" are set. This can be done in application management > users and user groups : users > specific user > change properties. Under the organisation data header, a user can be set at the manager field.
If users in your organisation are automatically synchronised from a central user management, a manager can also be automatically synchronised via this link. This user is then automatically entered in the manager field.

To avoid having to keep track in the setup itself of who is allowed to run this report, we introduce a new system group "All managers". This group contains all users who are set as managers for a user. By default, this group has read access to this report. This system group is only available for this purpose and is not offered in other places where users can be selected.

After completing a task schedule task, you will be returned to your task list

When handling tasks, after completing the task (in the case of most tasks), you are now taken to a screen where you get an overview of that task. Thus, after completing a task schedule task, you will be taken to the details of the task.

However, when you want to handle multiple tasks in a row, it is tedious and inefficient. We hear this particularly from our laboratory customers. These clients often work at a fixed workstation where people have to perform a number of different recurring tasks during a shift. These are often recurring (task schedule) tasks, carried out at a fixed time in shift, for example.

In this, having to navigate back to the team or your personal task list every time is perceived as unnecessary. Therefore, we have now created, initially for the ("normal") task schedule tasks, that after completing the task you are sent back to your task list*. So that you can easily pick up the next task.

*Depending on which task list, your personal list or that of the team, you started the task from, you will also be sent back to this task list.

Community topics - developments tasks & messages

Changing behaviour multi select of tasks in the branch screen

Reporting with overview of open tasks of multiple users

Card boxes

Use of a car number field for card boxes

Several scenarios are conceivable where the use of a car number for cards in a card bin may be desirable. For example, it can be quite a chore for a card bin manager who needs to add cards regularly to maintain a numbering system manually for this purpose.

Auto-numbering also ensures that you can now export a large cardbox, where a unique field is not obvious, for bulk editing. In that case, the car number can serve as a linking field. This is a common wish, both from individual customers and in the community.

We are therefore introducing a new field type "Car number" in the card boxes.
This field can be used on all card boxes and keeps a numbering for each card box. It always starts at 1 (and counts that way).

Because the car number field is always unique and mandatory when used, and can also be used as a linking field, it is an ideal field to use when editing in bulk of a card box.

What happens to the number if I archive or delete cards?

Removing cards:

If a card is used via a link elsewhere in Zenya (e.g. in a questionnaire or a report), the number is marked as "used", so to speak. The number will not be used again within this card database.

Of course, it may also be the case that a card is not linked to any other part of Zenya. If a card is then deleted, this number will not be used again within this card repository.
When adding a new card, it looks at the currently highest number in the card pool and uses the next highest number.

Please note; an exception applies if the card being removed is the card with the highest number in the card bin and this card is not linked to any other part of Zenya.
In this case, however, the number of that card is used again, because this number is now the next number for the card bin.

You can prevent this by archiving cards instead of deleting them. You can read about what happens when you archive cards below.

Archiving maps:

If you archive a card from the card bin, the number remains marked as "used", so to speak. The number will therefore not be used again within this card bin.

What happens if I add the field type ''car number'' to an existing map bin?

If you are going to add the car number field to an existing map bin, the numbers will be assigned to the maps based on the order in which the maps were added to the map bin (at the time).

Is the field type ''car number'' also available for risk management measures?

Yes, the field type "car number" is also available for risk management measures.

Using the car number with control measures is done by adding it as a field to the control measures in application management:

Application management > Risks > Management measures > Fields > Add > Type field "car number".

Use of organisation unit field in card boxes

In Zenya, the organisation units tree is used. In several places, such as reports and questionnaire, this structure can also already be used. One of the places we often hear from where users also want to apply this structure is as a field in the card boxes.

Therefore, we have now made it possible to be able to add the organisation units tree as a field in a map bin from now on!

Show column "number of open corrective actions" in chart view

In Zenya, card boxes can be used as an object type for a questionnaire. With a specific card, completed questionnaires can also be retrieved. If corrective actions are used in the questionnaire, they are also shown at the specific card.

In the overview of a cardbox, you can now already see the "number of open calls", so you can easily determine which cards still need some follow-up. Feedback we received was that it would be desirable to also be able to easily see from here whether there are any "outstanding corrective actions" for a specific card.

We have now made it possible to add a column "Number of open corrective actions" to the overview of a cardbox. This gives you an accessible, more complete overview of which cards still require actions (from a notification or questionnaire) to be followed up.

Column number of open corrective actions in the overview of a cardbox

Set column number of open corrective actions in chart view

Community topics - developments card boxes

Unique ID at cardboxes

Organisational unit as a field in a card index

Task schedules

In the overview of tasks (task schedules), the "handled by" column will now also be shown

The overview of tasks (from task schedules) shows the correct information about the task, but misses the fact that this overview cannot show which users have completed a task.

However, it can be viewed in the specific task, but not in the overview of tasks. For the owner of one or more task schedules, it is considered a miss that this information cannot be shown there.

In the overview of tasks (from task schedules), we therefore now also show the column ''Handled by'' by default. This allows you to see at a glance whether a task has been completed and by which user(s).
If you prefer not to show the column anyway, you can use "set columns" to stop showing this column in your overview.

Community topics - task schedule developments

Column handled by in overview task schedules

Zenya general

Improvements in user selection dialogue

In Zenya, we have introduced a revamped user selection dialogue. We have made a number of improvements in this dialogue that make it easier and more pleasant to find and select the right users!

It is now visible how many users, user groups and teams have been found

When the user selection dialogue is opened, users, user groups and/or teams are loaded. This dialogue did not show how many users, user groups and/or teams were available.

We have now added that this number does show. If you then filter or search in the user selector, the number found is also adjusted to your search. This immediately gives you a better idea of the number of users, user groups and/or teams found, making it easier to make the right selection!

Option to select all users at once

Once you have found the right users in the user selection dialogue, it is now not possible to select them all at once, but each user (or user group or team) must be selected one by one before you can add them.

We have now changed that by making it possible to select all users, user groups and/or teams that are in view in the user selector at once! This makes it a lot nicer and easier to add a selection of users.

Easier to distinguish between users with the same name

There may be employees in an organisation with the same name. In the user selection dialogue, only the user's name is now shown. As a result, when users had the same name, you could not easily see which user to select. Unless you open the user's additional information.

To make it easier to distinguish between users with the same name, we have now included, in the dialogue, the user name as standard user information, so that the correct user can be chosen on that basis.

The different types of users can now be visually distinguished

In Zenya, users can either be added manually or synchronised via an active directory. In the user selector, these were now all shown in the same colour (blue). However, in the list of users (in application management, for example), this does differentiate in colour.

Feedback we received was that that colour indication when selecting users is also desired to make it easier to select the right users. We have now brought this back in the user selection dialogue as well.

Export the activity log to Microsoft Excel

It frequently happens that users look up data in the activity log in order to share it with colleagues or the Infoland service desk. Currently, the user must then manually copy the results to, for example, Excel or take screenshots of these in order to share them.

To make sharing this information easier, we have added the ability to export the results of a search or filter action in the activity log, to Excel!

Improved export of overview of user groups

Administrators at our customers are regularly asked if an overview/report can be generated showing which users are in which user group(s). This is partly due to the need to determine which ones can be deleted or updated.

The current type of export currently available under user groups does not provide the desired overview for users. However, this export is still regularly used by customers, which is why we decided not to replace the existing export functionality, but to expand it. In consultation with the community, we determined which data should be included in this new export functionality.

In user groups, you can now also export an overview of user groups to Microsoft Excel!

Export overview of user groups to Microsoft Excel

Improved insight into the use of reports

Zenya can contain many reports across modules. This makes it difficult for report/application managers to keep track of which reports are used a lot or little. As a result, it is also currently difficult to determine which reports can possibly be removed because, for example, they are no longer up to date.

To give more overview of this and make it easier to determine which reports are no longer relevant, we have added additional information on how to use reports.

From now on, you will see two extra columns when reporting in the various folders:

Number of hits
Last run (date and time)

Improved registration of document printing via Zenya

Documents in Zenya can be printed by users. To avoid creating uncontrolled copies of documents, you can, for example, already add a mandatory header text when printing. However, there is currently no logging of print actions from Zenya by users. In some situations, it is very desirable to have insight into which user, at what time, has printed which document.

Therefore, in activity logging, we have added an extension so that print actions are also recorded. Both the printing of a document from the document management and via consulting a document will be logged.

In the activity log, we have added "printing" as an event type for documents. You can filter the activity log on this and you will then see:

Who carried out this action
When (date and time) this was done
Which document (including version number) was printed.

Activity log registration print document

Community topics - developments Zenya general

Visual distinction of user types when setting permissions

Additional information about users to distinguish users with the same name

Export result search in activity log to excel

Overview/report user groups

Insight into use of reports

For application managers & ICT

System requirements

The system requirements for Zenya 6.3.0 have changed from those of Zenya 6.2.0:

End of support Interner Explorer 11 (IE11):

As of 31-12-2021, support for IE11 has expired. Specifically, this meant that Zenya will no longer function in IE11, starting from the first major release for Zenya that appears after 31-12-2021. Zenya 6.3.0 is this major release.
As of Zenya 6.3.0, IE11 will no longer be supported in Zenya.

Check out the current system requirements here:

Zenya SaaS
Zenya on-premise

Custom external resources On Premise after Zenya 6.3.0

In Zenya 6.3.0, the technical operation of external resources has been updated to make it future-proof and suitable for Azure and SaaS environments.

As a result, customised external sources (looking up data in a local source, not via the supported HL7 or iODBC link) for On Premise customers from Zenya 6.3.0 onwards will not work again and cannot be supported. Customers who have purchased such customisation will also be informed about this separately.

It is advisable for On Premise customers to check whether there is a customised external source in your environment prior to the update. If that is the case then the advice is to stay on Zenya 6.2.0 for now.

New URLs for Zenya cloud services Zenya 6.3.0

With the update to Zenya 6.3, the urls used for Zenya cloud services will be changed from *.iprova.co.uk and *.iprova.be to *.zenya.work. This change takes place in the further completion of the rebranding of iProva to Zenya. It is possible that organisations have restricted access to these services by URL (whitelisting/blacklisting) in, for example, firewalls. It is then advisable to add these URLs to the existing Zenya cloud services URL set.

To avoid problems with this and future services, we recommend whitelisting the domains *.zenya.work and *.services.zenya.work.

Important: The old *.iprova.be and *.iprova.co.uk URLs will continue to function as normal.

The exact new URLs for each cloud service are listed below:

Zenya general licence overview	https://licenseserver.services.zenya.work/
Zenya general user provisioning (SCIM)	https://identitymanagement.services.zenya.work/
Zenya DOC (NimbuDocs) HTML editor	https://editor3.zenya.work/ https://htmleditor.zenya.work/
Zenya DOC documents webshare	https://webshare.zenya.work/
Zenya DOC interactive documents	https://iluminus.services.zenya.work/
Zenya CHECK external questionnaires	https://vragenlijsten.zenya.work/ https://questionlists.zenya.work/ https://questionnaires.zenya.work/ https://fragebogen.zenya.work/
Zenya FLOW mobile forms	https://forms.zenya.work/

System settings Site access moved

Site access settings have been given their own page within application management and can be found via the "Site access" or "Access control" option. They are now no longer under general settings.

Allow manual login in addition to authentication via SAML

If you use authentication via SAML, there are situations where it is desirable to also have the option to log in manually. For example, this could be the case if you have both internal and external users. Users are then given the choice, when logging in, of logging in via SAML or by entering a username and password. By default, manual login is not allowed when using authentication via SAML. A choice can now be made to allow this, possibly specifically within or outside the IP ranges where this authentication is set.

Announcement limitation of file types allowed from Zenya 6.4 onwards

At Infoland, information security and privacy are high on the agenda. You should always be able to trust that your organisation's data - personal data in particular - is safe. This means we are constantly working to improve the security of our platform and products. The result of this is the improvement below:

From Zenya version 6.4 onwards, we start by only allowing file types in Zenya that are known to be non-harmful in origin. We start with this in Zenya FLOW with the attachment field. This change ensures that no potentially malicious files (of a no longer allowed file type) can be added. This reduces the chances of potentially unsafe data being uploaded into Zenya FLOW via the form. In later releases, we will implement this restriction in other places in Zenya as well.

We have looked at which file types are most commonly added as attachments and based on that, created a so-called whitelist of the file types that are accepted. This is the list below:

.docx, .xlsx, .pptx, .dotx, .vsdx, .odt, .pdf, .msg, .jpg, .png, .gif, .jpeg, .tif, .bmp, .emz, .txt, .wav, .mp3, .mp4, .avi, .xml, .csv, .rtf, .heic, .htm, .html, .zip.

If your organisation is missing certain file types you frequently use in the above list, we ask you to pass this on to our service desk with an explanation of why this file type is still relevant to you.

As of 6.4, however, it is still just possible to add all types of files by using a .zip file, which includes the original file, and then adding the .zip file.

Additional information

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

You can find additional release notes containing:

indication of the impact of this update (by Zenya component)
further explanation of functional changes
important information on links between Zenya and other systems

And further:

pre-update and post-update checklist for application managers
download the update (for Zenya on-premise)

For the list of bug fixes in Zenya 6.3.0, click the button below.

VIEW ZENYA 6.3.0 INFORMATION ON MY.INFOLAND.CO.UK (LOGIN REQUIRED)

VIEW OVERVIEW OF SAAS BUG FIXES

VIEW OVERVIEW OF ONPREMISE BUG FIXES

Zenya 6.3.0

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