iPassport 3.4.0 News

It’s been a couple of months since we rolled out iPassport v3.3.5 so you may be wondering when the next version of iPassport will be launching and what it will contain. Well, we’re just putting the finishing touches to iPassport v3.4.0, and I wanted to give you a quick introduction to what’s coming.

Version 3.4.0 will add improvements to iPassport’s core document management functionality. We’ll go into more detail in all areas of this release over the coming weeks but for now here’s an overview of the features we are adding.

Change Requests

It has always been possible to ask colleagues to review a document for accuracy and provide feedback. iPassport 3.4.0 adds a “Request Change” feature, allowing anyone who has read access to the document to submit a change request at any time.

Users are able to submit multiple change requests, which can be individually approved or rejected.

What’s more, the user reviewing the change request now has the option to either approve the request and action it right away or (in the case of minor changes) approve it for the future. In the latter scenario the user will be reminded of any ‘approved for future’ changes when creating a new draft version of the document and will have the option to action the change at that point.

Enhanced Document Review Process

Our main focus over the last two years has been on usability. We’ve been working hard to make iPassport easier to use and more intuitive. With that in mind we are rolling out some big changes to the way you manage your documents’ compulsory review cycles.

Currently, when a document reaches its compulsory review date someone has to manually create tasks for staff to provide peer review feedback on the document. If all reviewers confirm that no changes are needed the user managing the review process clicks ‘Review Document’ to mark the document as having completed its review cycle and sets the next review date.

We wanted to simplify this process, automating some of these manual steps. In iPassport v3.4.0 you will be able to set up a list of people who need to review the document when its compulsory review is due. Everybody on this list will be sent a review feedback task and asked to check if changes to the document are required. If all reviewers agree that no changes are needed then the document will be marked as having been successfully reviewed and the next review date set without the need for any manual intervention.

Document owners (and any additional key people you choose) are notified of what is happening throughout the review process.

Document Owners

We’re introducing the idea of document owners. These are key people who will receive notifications when anything happens to this document. It is possible to change owners on individual documents or to a collection via the controlled document search screen.

Re-Styled History and Feedback/Reviews tabs

We’ve updated the layout on the History and Feedback/Reviews tabs. Whether you’re sitting down with an auditor at assessment time or just interested in a document’s history you should find it easier to access the information you need.

Summary of Changes in this Version

We are looking into how we can automatically provide you with info about what has changed between versions of a document. As a stepping stone towards this we have added a field which allows you to note what has changed in this version. As a starting point, details of any approved change requests will be entered automatically into this field and can then be edited. These notes are sent out to staff when they are asked to re-skill on the document.

CAP Standards Importer

I said this release was focused on the Controlled Documents area of the system but we do have one other change launching. For customers using CAP standards you will now be able to import these yourselves directly into iPassport. What’s more, when importing a new version of a standard iPassport will identify what has changed between versions and allow you to decide if you want to copy over links etc. from the previous version.

What’s Next?

We’re just completing the documentation for this release and are expecting to have the changes out on the validation system on Friday 3rd August. As this is quite a big release with changes to some key areas we will have a longer than usual validation period to provide you with extra time to get used to the changes. iPassport 3.4.0 will go live on Saturday 1st September.

Best wishes,

Steve