release notes for version 5.5.11.0 release date april, 2017 · 1.1.1 bsi audit (pg integration)...
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Entropy Software Release Notes
Version 5.5.11.0
Page 1 of 18
Release Notes for Version 5.5.11.0
Release Date April, 2017
Entropy Software Release Notes
Version 5.5.11.0
Page 2 of 18
Important Notices
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Entropy Software Release Notes
Version 5.5.11.0
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1 New Features ................................................................................................................... 4
1.1 Compliance ...................................................................................................................... 4
1.1.1 BSI Audit (PG Integration) ....................................................................................... 4
1.2 Knowledge ....................................................................................................................... 4
1.2.1 Overdue training needs are now flagged ................................................................... 4
1.2.2 Create ‘Due Date’ for a Course or Procedure .............................................................. 6
1.2.3 Set when refresher training needs are created ........................................................... 6
1.2.4 The training matrix handles repeat and refresher training ........................................... 7
1.3 Incidents ......................................................................................................................... 8
1.3.1 Goal lines for the Incident Analysis dashboard ........................................................... 8
1.3.2 Incident Statistics Dashboard ................................................................................... 9
1.3.3 Update button for dashboards ................................................................................ 10
1.4 System-Wide ................................................................................................................. 10
1.4.1 Viewing Records (Detailed or Edit view) .................................................................. 10
1.4.2 General UI improvements to Detailed Record View ................................................... 13
1.4.3 Detailed and Extended Views show customer’s logo.................................................. 13
1.4.4 Better user tracking in Administration > User Management ....................................... 14
1.4.5 Password Security Enhancements ........................................................................... 15
1.4.6 The Entropy system has been upgraded to be SQL 2012 compatible .......................... 15
2 Bugs Fixed ..................................................................................................................... 16
2.1 Administration & Organisation ......................................................................................... 16
2.2 Compliance .................................................................................................................... 17
2.3 Incident Management ..................................................................................................... 17
2.4 Knowledge Management ................................................................................................. 17
2.5 System-Wide ................................................................................................................. 18
Entropy Software Release Notes
Version 5.5.11.0
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1 New Features
1.1 Compliance
1.1.1 BSI Audit (PG Integration)
Entropy now supports Point Global Integration (BSI Audits) for the following ISO Transition
schemes/standards:
ISO 9001: 2015
ISO 14001: 2015 ISO 13485: 2016
IATF 16949: 2016
1.2 Knowledge
1.2.1 Overdue training needs are now flagged
A training need is overdue if it is both ‘Required’ and its ‘Due Date’ is in the past. This applies to training
needs in Training Courses and Procedures (Documents). In the ‘Training Record’ and ‘Training Updates’
record lists, it is possible to filter for Overdue records. Overdue training needs are now flagged in the
following areas:
In the Training record list, beside the name of a person/user:
In a person or user’s Training Record page:
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In the Training Updates record list, beside the name of a course/procedure:
In a course or procedure’s Training Updates page, beside an overdue training need:
In the Training Matrix report. This will show an Overdue flag for a person/user’s training in a course/procedure:
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1.2.2 Create ‘Due Date’ for a Course or Procedure
In a course or procedure, it is now possible to preset a due date period when the initial training need is created.
For example, if you set the ‘Due Date’ period to 1 month, when someone is first assigned training in a course or procedure the system will create a training need for them and will set the training need’s due date to be a
month later (previously, when a training need was created the need was assigned immediately to the person).
Set when initial training is due, in a course or procedure’s Training & Distribution tab.
1.2.3 Set when refresher training needs are created
It is now possible to control how far in advance refresher training needs are created. For example, if a course
requires refresher training every year, it is possible to configure the system so that refresher training needs
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are created a month before they are due (previously, when a training need was completed the refresher training need was immediately even if it wasn’t due for another 12 months).
Note: This feature will only affect new refresher training needs created after upgrading to 5.5.11.0. Records created prior to the 5.5.11.0 upgrade will continue to create refresher training needs as soon as the
previous training has been completed. This can be changed by going into each Document/Training Course and creating a new version which will allow the training need creation to be amended.
Set how far in advance of their due date a course’s refresher training needs are created.
1.2.4 The training matrix handles repeat and refresher training
The training matrix report now correctly handles situations when users have taken training in a course or
procedure many times, whether that is one-off training or refresher training.
The training matrix report shows data for someone’s most recently created training need in each
version of a course or procedure. o Note that if the user has outstanding training on a version of a course or procedure and a
subsequent of that course or procedure is published instead with ‘retraining required = yes’, then the system will mark the v1 training need ‘not required, not taken’ and create a new required training need for v2.
o Training needs marked ‘not required, not taken’ are not shown in a user's training record. For initial or one-off training needs which are required, but have not been taken, the report shows
the red ‘required but not taken’ icon. For refresher training needs which have not been taken, the report shows the yellow ‘refresher due’
icon.
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The Training matrix report, which now handles refresher training.
1.3 Incidents
1.3.1 Goal lines for the Incident Analysis dashboard
A user setting up an incident analysis dashboard can now set goal lines for the recordable rate, lost time rate
and severity rate. These goal lines are set as numbers and appear on the six charts in the incidents analysis dashboard.
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Set up the goal lines in the dashboard setup wizard.
The goal lines appear in green in the dashboard. In the system you can mouse over to see the value of a
goal line.
1.3.2 Incident Statistics Dashboard
There is now a new incident statistics dashboard gadget available, which can be added to the system in the same way as the incident analysis dashboard gadget. It reports on incidents with a start date in the reporting
period, and shows:
A count of incidents starting in the reporting period, and the days since the last incident of that type
started. o There is a count of incidents by the worst Details classification within that incident. For example,
if an incident has two Injury Details, and one is classified as First Aid and the other is classified as Fatality, that incident will be counted under Fatality.
o There is a count of each Details type that belongs to an incident with a start date in the
reporting period. Counts of lost and restricted days that fell in the reporting period, and incidents and near misses that
started in the reporting period. These counts are compared with the total number of lost/restricted days, incidents and near misses in the system.
A breakdown of incidents by cause, by type, and by body part.
o The Entropy body parts shown in the chart are mapped to the smaller number of Dundas body parts shown on the human figure, to give a visualization of the frequency of injuries per body
part. It isn’t currently possible to edit the list of Entropy body parts, or change the mapping between Entropy body parts and Dundas body parts.
A breakdown of incidents and near misses by location.
A chart showing the count of lost/restricted time cases and recordable incidents by location.
A chart counting the number of lost and restricted days at each location, which fell inside the reporting period.
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By default the incident statistics dashboard shows all records in the system (filtered only by date). There are various filter options available for the incident statistics dashboard: TBD correct when this has been deployed to the QA instance.
The filters which are common to all record types. These are, Management System, Internal Location, External Location, Location Group, Department, Process, and Category.
Filters which are specific to Incidents: Has Details of type (to return incidents with at least one Detail of the selected type; the incident may have other types of Details as well), Actual Severity, Potential severity, Nature of Injury/Illness, Part of the Body (this is the Entropy body part list), Cause of Injury
/ Illness, Immediate Causes of Spills, and Investigation cause. These filters will affect which Incidents are shown in the dashboard, but will not affect which Near Misses are shown.
Filters which are specific to Near Misses: Potential Severity. This filter will affect which Near Misses are shown in the dashboard, but have no effect on Incidents.
1.3.3 Update button for dashboards
The standard design for an analysis dashboard now includes filters on a separate page, with an ‘Apply’ button. This means that as a user, you can be certain when the dashboard will show different records.
Note: Currently Dashboards will not work on Internet Explorer. We are working on a solution for this which will allow Dashboards to work on Internet Explorer version 10 and above. All other Browsers are supported.
1.4 System-Wide
1.4.1 Viewing Records (Detailed or Edit view)
The upgrade to 5.5.11.0 will change all users view to from ‘Edit View’ to ‘Detailed View’.
The image below shows the document record list. In ‘Detailed View’ each record will show the ‘Edit’ icon,
clicking this icon will allow you to view the record in ‘Edit View’.
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Note:
The view can be switched between ‘Detailed’ and ‘Edit View’ on a temporary record by record basis or by changing the view settings (clicking ‘Edit’ if in ‘Detailed View’ or clicking ‘Detailed View’ if in ‘Edit
View’. The view can be changed on a more permanent basis:
o An administrator can set the view for all new users – Organisation > General > New User Default Record View:
o A user can also change their own view in their ‘Account Settings’ page (top right hand corner
where it says ‘Welcome’).
o An administrator can change the view for users on the system – Administration > User Management > User:
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o Records accessed via ‘Global Search’ results or the dashboard ‘Recent Records’ gadget will
display the records in ‘detailed view’ regardless of the users view setting.
o Records accessed via ‘Task list’ or ‘Notifications’ will display the records in ‘edit view’ regardless
of the users view setting.
o In general, links from record grids inside records (e.g. an audit’s findings) continue to go to
those records’ Edit views. However, this is not the case for links from a user’s Training Record to a Course or Procedure. When a user clicks on a Course or Procedure in their Training Record,
the link goes to the Course/Procedure’s Detailed View, so that the user sees the easy-to-read version of the record.
Configuration of Record Views: o Configure record views for New Users: There is a setting in the Organization > Profile > General
tab labeled ‘New User Default Record View’. This sets the default setting to either Edit or Detailed View. The ‘New User Default Record View’ setting does not change any settings for any existing Users.
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Configure Existing Users Default:
o A User can set their default record view to either Edit View or Detailed View. This pick list setting
is in the ‘Account Settings’ screen. o An admin can set a user’s default record view to either Edit View or Detailed View. This pick list
setting is in the Administration > User Management > User
1.4.2 General UI improvements to Detailed Record View
The Detailed View styling and formatting has improved readability due to numerous changes
including: o Reformatted title area.
o Indentation of content with sections. o Spacing between sections and rows. o Reformatted labels for sections, sub-sections, and tabs.
o Relocation of Associations data to the bottom of the page. o Header and footer data and formatting. o Formatting of data fields and their labels.
o Empty fields and data grids are not displayed. Changes apply to:
o Doc (Word) and PDF Exports. No changes of any kind to CSV Exports. o Customized form layouts, i.e., if the order of fields in a record type layout are changed, the new
formatting of fields will apply to them.
o All records that have Detailed View. Types of records that don't have Detailed View continue to display in Edit View.
No changes to Edit View.
1.4.3 Detailed and Extended Views show customer’s logo
Detailed and Extended views now show the customer’s logo (if no logo has been uploaded the system will use the Entropy default logo).
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The same logo is used in the page header as in Detailed and Extended views.
1.4.4 Better user tracking in Administration > User Management
There are three new columns showing the following information: Based At
Reports To Total Logins, showing how many times the user has logged in
Note:
The count does not include the user’s initial login from their activation email. This is why some users appear with a last login date, but a login count of zero.
It is possible to filter the record list by these columns:
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The user list, filtered by “Reports to Elsie Wickham”.
1.4.5 Password Security Enhancements
Passwords are already encrypted, but another level of encryption is added to enhance security and
ensure FDA compliance. Password security settings are located in: Organisation > Profile > Passwords:
o The admin can set password expiration timeframes for system passwords and e-Signature passwords.
o The admin can set password re-use timeframes and the number of times a password can be re-used before expiration.
When a user changes their e-Signature password (Account Settings >User Profile), they must enter
their primary password to do so. The system checks against all of the above settings/rules:
o Each time a user logs into the system o Each time a user uses their e-Signature
o When a user uses a password-reset link in emails If any of the above rules are triggered the user is prompted (and required) to reset their password.
1.4.6 The Entropy system has been upgraded to be SQL 2012 compatible
Only applicable to customers who host their own Entropy software
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2 Bugs Fixed
2.1 Administration & Organisation
Tool Issue Resolution BSI Ref
Access Profiles User with Compliance Manager AP can
edit any open finding without having a record role
Record role is now required to
edit a record
65445
Access Profiles Issue viewing the ‘about’ area of Entropy This was related to users with specific access profiles, the issue
has now been resolved for these access profiles
49391
Exporting Error 404 when exporting Management Systems and System Contexts to PDF or
Word
Management Systems and System Contexts now export to
PDF and Word with no error
66598
Email Notifications Associated record option in ‘Record
Changes’ for Finding notification type
Duplications have now been
removed
64789
Email Notifications Initial saving of a new email notification rule (overdue corrective action) saves everything except the Condition - which
is not saved
Conditions in email notification rule for overdue corrective actions now save correctly
64811
Email Notifications Multiple “Overdue” rules are triggered at
the same time
Issue no longer presents itself 65440
Email Notifications Notification Definition: Overdue type notification for "Training Need Type - Training Need" is not triggered
Email is correctly triggered 64919
Email Notifications Notification triggered every 5 minutes -
Overdue Assets Inspection
Issue no longer presents itself 64142
Email Notifications Periodic review does not trigger workflow
notifications despite the fact that an initial review does
Periodic review emails for
document review now trigger
67330
Language Pack Can't modify the text of high, medium, low for the Non Conformance
classification - Spanish language pack
NCR classification can now be modified for the Spanish
language
65925
Language Pack Bad text in the Spill layout record type – Spanish Language
Spanish Language issue resolved 67309
Language Cannot change the custom label of "Actual Resolution Date" in email notification
Notification email displays change correctly
62795
Theme Logo import crops the image on import Logo is correctly imported 45532
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2.2 Compliance
Tool Issue Resolution BSI Ref
Actions Action Plan when all actions have been completed the action plan remains in
active status
Action Plan status changes to Complete when all actions are
completed
67088
Actions Not able to copy and paste in to the
details section (RTE) of an Action record (CRP record)
Can now copy and paste into
RTE field
67908
Reports Completed audits showing as overdue in audit status report
Completed audits displaying correctly in the audit status
report
64526
Audits Slow performance when referencing to
an audit when using certain databases
Performance has been improved 65943
Protocols Server Error, when exporting Protocols grid to PDF, CSV or DOC
Protocols now export without error
66778
Reports Findings Statistics Report - no results Issue resolved, report runs correctly
67501
2.3 Incident Management
Tool Issue Resolution BSI Ref
Incidents Investigation Category isn't showing in the data grid
Category is now inherited from the parent record
66378
Incidents 500 error when trying to filter by Actual or Potential Severity
Filtering issue for severity is resolved
67368
Reports Users can see other location data in
Incident Reports
Users can only see data for the
locations they have access to
64360
2.4 Knowledge Management
Tool Issue Resolution BSI Ref
Documents Saving changes to a Published Procedure
triggers Published Notification
Re-saving a published Procedure
no longer triggers Published email notifications
64675
Training Ghost tasks from a training course, still listed, the training was deleted
Tasks do not display for deleted training courses
63556
Glossary Not possible to add system records or files and text to a Glossary record
Can now add system records / files and text to a Glossary record
67721
Documents Cannot create a new version of a Guide
document
New version of a guide document
can be created
67056
Documents Document Procedure, Version, Revision
History, and Last Updated by fields, not consistent
All fields behaving consistently 64607
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Documents Pending task to complete a procedure review despite procedure having been
archived
Pending tasks for procedure review now behave correctly
64377
Documents Procedure: Duplicate Review record are created
Issue can’t be reproduced 64844
Documents Unexpected system records displayed in the references section of a procedure
Unexpected records no longer displayed in references
64735
Documents e-signature setting should persist for new version
e-signature persists for new versions
64768
Documents First Published Date in the record grid
displaying incorrectly
First published date now displays
correctly in the document record grid
65333
Documents Re-open - exported documents loosing images
Exported documents behaving correctly
66115
Documents Unable to upload images into RTE on IE Images can now uploaded into RTE on IE
67717
Meetings Meeting schedule: can't tell that a meeting schedule was created from a
management review
There is now a link in the record linking the meeting to its parent
management review
42210
Meetings Meetings - Adding new attendees to active meeting - 'present' tick box is not persisting
Issue no longer presents itself 62115
Meetings Unable to open previous Meeting Actions Meeting actions can now be
opened
67693
Training Training Matrix - Refresher Icon not
displayed correctly
Training refresher icon displays
correctly - resolved as part of 66647
66205
Training Triplicated training requirement and tasks
Issue can’t be reproduced 66071
2.5 System-Wide
Tool Issue Resolution BSI Ref
Org Structure Issues search the org structure Auto complete now takes system context into account
65797