Our focus for the 6.4 release was to refine some of the core features in Acadia. For our July release, we’ve made several improvements to workflow, added more usage analytics, and expanded functionality with custom properties.
Pick Individual Workflow Approvers
A robust approval process is essential to ensuring your content complies with legal / regulatory requirements, meets appropriate safety standards, and respects the culture of your organization. We know approval rules differ from organization to organization, so we’ve designed workflow to be as flexible as possible.
Traditionally, there have been two main configuration options on our workflow steps:
- Draft creators are required to submit to a specific group for approval
- Draft creators can select the group required to approve at a workflow step
Allowing draft creators to select groups provides some degree of flexibility, but doesn’t allow you to route a document to a specific individual for approval. After many workshops and client feedback, we thought it would be handy to add a third option:
- Draft creators can select individuals from a group for approval
This option allows an administrator to define which groups content contributors can use to select approvers for a given workflow step. Content contributors can then select the individual to approve by clicking “Add Users” on the specific workflow step and selecting the specific approvers.
While modifying workflow, we’ve updated the workflow screen to include context around the configuration items associated with each workflow step. Now you’ll see the number of required approvals, how much time each approver has to review at each step, and whether the document can be edited while it’s on that approval step.
Most Popular Documents Report
Our Most Popular Documents report gives you an at-a-glance view of the documents that are most important to your organization. We’ve moved this report to the new reporting framework to make it even more useful. In addition to document views, we’ve added more details to the report to make it consistent with the By the Numbers report. You might notice the numbers in the “views” column are hyperlinks. These links will take you to a new document report…
Document Views Reports
With July’s release, we’ve added another tab to the document reports. Now you’ll see who has viewed the document, and when. Just like other document reports, the Views report can be filtered based on user properties. You can access the Document Views report directly from each document, or by clicking on the number views from the Most Popular Documents report.
In addition to adding views to the document report, we’ve also added views to the User Actions Report. Now when you search for an individual user in the User Actions Report, you’ll see which documents a particular user has viewed and when they’ve viewed them.
Custom External Property Mapping
With the 6.0 release of Acadia, we gave you the ability to define custom property types. In 6.4 we’ve expanded this functionality by allowing you to map custom property types to external metadata. Extending this functionality to custom property types allows you to continue to manage your metadata in the system of record you choose.
Using the example image, we’ve created the custom property “Cost Center”. This property can now be mapped to values in your HRIS system via the “External Mapping” tab.
Custom User Properties
Finally, we’ve expanded the properties available for tagging users. Prior to Acadia 6.4, Location, Department, and Role were the only properties available for user tags. Category and custom property types were reserved for document properties. We’ve removed this limitation and made every property available for user assignment.
Using the Cost Center example, we can now associate the custom property type “Cost Center” to the appropriate users, all fed directly from your HRIS system.
We hope these changes expand the possibilities for how you use Acadia. Our Customer Success team is available to help you consider how you might leverage these new options in your environment. As always, let us know how we did with the new features, and keep the suggestions coming!