What’s New
AI Content Assistant Search for Contextual Search Capability
DocuShare now features Semantic Search, enabling users to find content based on meaning and context rather than exact keywords. This enhancement significantly improves search accuracy and efficiency across documents and data. We call this powerful new capability ‘Content Assistant for Search’.
Users can now ask complex, natural language questions across multiple documents they have access to in DocuShare.
Example Content Assistant Searches include:
- “Which contracts from HealthCare providers have unlimited liability?”
- “Which publishing contracts grant digital or audio rights?”
- “Which contracts grant rights to publish in Spanish?”
- “Which contracts before January 1, 2000, grant digital rights?”
Key Features:
- Contextual Q&A: Ask follow-up questions with retained context.
- Filtered Results: Only documents that the user has access to are searched.
- Relevance-First: Results are ranked by relevance; irrelevant documents are excluded.
- Date Filtering: Use natural language date filters like “before January 1, 2000.”
- Fast Responses: Answers returned in seconds.
- Document Traceability: View which documents were used to generate the answer.
NOTE: This feature requires a Content Assistant license to be purchased and configured, as well as enough Content Assistant Normalized Page Packs to cover expected usage. Additionally, it can only be configured for systems that use PostgreSQL as their database and requires a manual install procedure to deploy the necessary pgVector component.
This feature requires a minimum of 16GB of memory present on the system hosting the pgVector extension.
AI Content Assistant Summarization
Users can now instantly generate concise, AI-powered summaries of lengthy documents directly within DocuShare. These summaries are automatically saved to the document’s summary field, making them easy to reference and ideal for downstream use.
Key Features:
- Smart Summarization: Extracts only the most important information from lengthy documents using advanced AI models.
- Multi-language Summarization Output: Choose the number of sentences (1–10) and the output language (supports EPFIGS: English, Portuguese, French, Italian, German, Spanish).
- Flexible Access: Summarization can be triggered:
- On-demand via the UI (document-by-document)
- Automatically via content rules
NOTE: This feature requires a Content Assistant license to be purchased and configured, as well as enough Content Assistant Normalized Page Packs to cover expected usage.
AI Content Assistant Data Extraction
Users can now leverage advanced AI to automatically extract structured data from a wide range of document types, eliminating the need for manual data entry. This streamlines workflows and ensures faster, more accurate data capture.
Data can be extracted using Content Rules from:
- Scanned documents
- Typed and handwritten text
- Images and scanned pictures
- Emails and other digitized sources
Key Features:
- Automated via Content Rules: Set up rules to trigger extraction workflows without user intervention
- Fuzzy Matching: Accurately identifies data even when formats or spellings vary.
- Multilingual Support: Works across EPFIGS languages (English, Portuguese, French, Italian, German, Spanish).
NOTE: This feature requires a Content Assistant license to be purchased and configured, as well as enough Content Assistant Normalized Page Packs to cover expected usage.
Xerox Intelligent Document Platform (IDP) Support
IDP is part of Xerox’s Capture and Content Services, designed to automate and streamline the processing of both physical and digital documents. DocuShare supports content intake from IDP via a new Custom Intake Module (CIM).
Concurrent User Licensing Model Addition
Starting with DocuShare 8.0 and in all future versions, organizations can take advantage of a concurrent user licensing model in addition to the current named user licensing model.
When a system is running under the concurrent user licensing model:
- Licenses are still by user type (CPX, DS, Read Only) as they are for named users.
- Any number of users can be registered for each user type.
- At any given time, up to N users per type (based on your license count for that type) can be logged in concurrently.
- For example, if you have 6 CPX, 2 DS, and 100 Read Only licenses, those are the maximum concurrent logins allowed for each respective type.
- Login restrictions are enforced per user type. If the concurrent limit for one type is reached (e.g., DS), users of that type will be prompted to wait. However, users of other types (e.g., Read Only) can still log in if their type-specific limit has not been reached.
PDF Files & Office Documents – View/Edit
The Office Connector viewer is available for viewing and editing Office documents in DocuShare Online installations (formerly known as DocuShare Private Cloud/DSPC). (This capability will be available for DocuShare On-Premises in a future release.) This feature requires administrator configuration before it can be used. Supported document types will have "Open in Office Viewer" or "Edit in Office Viewer" actions to open the document in the Office Connector viewer. For DocuShare Online users with the Prizmdocs add-on enabled, these options will appear alongside the existing Document Viewer options, enhancing the document management experience. Integrating the Office Connector viewer enables seamless and efficient document viewing and editing, allowing users to work with various document types while ensuring compatibility and ease of use.
Supported Document Types by Office Connector:
- Text Documents: doc, docx, docm, dot, dotm, dotx, epub, fb2, fodt, htm, html, mht, mhtml, odt, ott, rtf, stw, sxw, txt, wps, wpt
- Spreadsheets: text/csv, fods, ods, ots, sxc, xls, xlsb, xlsm, xlsx, xlt, xltm, xltx
- Presentations: fodp, odp, otp, pot, ppt, potm, potx, ppsm, ppsx, pptm, pptx, sxi
- Other Formats: djvu, oxps, pdf
Content Rule Actions: New Functionalities for Smarter Workflows
Users can now choose to select Assign Routing Data and Create Advanced Routing Task as a content rule action.
- Assign Routing Data: Provides a mechanism to copy information from routing events into the properties of the associated document.
- Create Advanced Routing Task: Provides a mechanism for creating various types of routing workflows that are typically created manually using routing slips.
NOTE: These actions were previously provided to some customers via a custom package. Content rules created using earlier versions of these actions may not function after an upgrade and must be recreated using the new content rule actions instead.
Auto-Complete Fields: Enhanced Admin Configuration Options
Administrators now have powerful new controls to configure AutoComplete behavior for class fields directly from the Object Properties interface.
Feature Highlights:
- AutoComplete Toggle: When editing any field in a class, Administrators can now enable or disable AutoComplete functionality.
- Custom Table Integration: Once AutoComplete is enabled, selecting a custom table from existing system tables becomes mandatory.
- Column Selection: After choosing a table, Administrators must select one or more columns to define the data source.
- Label Configuration: Build user-friendly labels by selecting multiple columns and specifying a delimiter to separate them.
- Where Clause Support: Optionally define a custom WHERE clause to filter the AutoComplete results dynamically.
- Improved Admin Experience:
- Streamlined configuration process for dynamic field suggestions
- Enhanced flexibility and control over how AutoComplete values are sourced and displayed
Routing Task Improvements to Boost Efficiency
The My Tasks list now appears directly on the main page for faster access and a cleaner experience. Instantly see all your pending tasks, sorted by Date (latest first)—so you never miss what’s most urgent. Not the view you want, you can change the list filter to view Tasks assigned to you, Tasks assigned by you, or deleted tasks right from the list. You can change the sort by any of the columns that are presented simply by clicking on any column header. Click to view any task’s details, and you can navigate through all of the tasks, view and update document properties, and approve, reject, or comment on the task from there!
SMTP OAuth 2.0 authentication with Microsoft Office 365 Support
DocuShare now supports SMTP OAuth 2.0 authentication with Microsoft Office 365, enhancing email security and compliance. This update enables organizations to configure DocuShare to send system-generated emails using OAuth-based authentication via Microsoft Entra ID and Exchange Online. This feature is ideal for enterprise environments requiring modern authentication standards and tighter security controls.
Drag and Drop with Folder Hierarchy Enhancements
Users can now drag and drop files while preserving the folder hierarchy, making file organization more intuitive and efficient. Note: Empty folders will not be created. The drag-and-drop functionality with folder hierarchy simplifies file management, saving users time and effort.
Repository Log Files: Enhanced Format Options
Users can now choose to output Repository Log Files in JSON or CSV format, providing flexibility in managing and analyzing their data. The ability to choose between JSON and CSV formats for Repository Log Files allows users to tailor their data output to their specific needs.