Datenpool version 12 brings many new functions for working with workflows and a consistent specification of the naming system for plans. The highlight of the new version, however, is the automatic versioning of plans, which can now be carried out very conveniently via a mass upload, whereby the system itself recognizes whether an existing plan is to be versioned or a new plan is to be created. The prerequisite for this function is the use of the designation system.

1. Automatic versioning of plans

The highlight of the new Datenpool version is the automatic versioning of plans that have been uploaded via the mass upload. The prerequisite for this option is the use of the designation system. While it was previously only possible to upload new plans via mass upload, new versions of existing plans can now also be uploaded using drag & drop. The Datenpool creates a separate container for each plan and automatically distinguishes between new plans and new versions of existing plans. The system also supports the storage of several partial plans in one container and automatically versions the plans if an older version of the plan is recognized in the system.

2. Designation system for plans and documents

Comprehensive options are now also available for the consistent specification of the designation of document and plan containers. With the new function, complex designations can be configured in any combination, which are either calculated automatically by the system or entered by the user. The permitted values for each part of the designation can be displayed and selected via a pull-down menu. When saving, the system checks whether the designation corresponds to the specifications and interrupts the saving process if entries still need to be corrected by the user.
The consistent designation of plans is a prerequisite for the use of automatic versioning and serves to recognize existing plan versions.

3. Cancel workflow

If a new workflow has not yet been processed by the reviewer or configurator, the creator now has the option of canceling the workflow.
By clicking the “Cancel workflow” button, the container is reset to the “In preparation” status and can be edited again by the creator to exchange attachments or change the settings. The workflow can then be restarted.

The reviewers are informed of the termination by email. With mass uploads, the file can simply be replaced if no reviewer/configurator has yet performed an action and the version number matches. All changes are documented in the processing log to make the process transparent.

4. Versioning – Configure transfer of file attachments

File attachments were previously automatically transferred to the new container during versioning. With the new version, you can now specify in the configuration for each document type whether the file attachments are to be transferred.

5. Workflow options for conditional checking

You can now choose between “conditionally approved” and “conditionally rejected” for the status of the conditional check workflow. The new option is particularly interesting if the workflow is not to be aborted when the check step is rejected and the new version contains a check workflow again.

6. Workflow with flexible follow-up document

The configuration of different follow-up documents depending on the check status of a workflow enables many other variants for checking and releasing plans. For example, it is now possible to define simplified checks for new versions after an extensive initial check or to define the required check steps depending on the selected status.

7. Revoke workflow check

The reviewer of a workflow can revoke a check step that has already been carried out as long as the subsequent check step has not yet been carried out.
If the workflow has already been fully completed, an info mail is sent to the authorized readers when the check is revoked to inform them of the new status of the workflow.

8. Options for displaying the user name

The display of the names of the data pool users can now be configured. When setting up the Datenpool, you can now choose between 5 different types of display.

9. New sidebar

In the new version of the Datenpool, a sidebar is available which is displayed via a button in the header. The sidebar provides information about current resubmissions, open online edits and open drafts in the project.

10. Adaptation configuration overview

With the adaptations in the configuration overview, it is now easier to read the information in the table. The column headings now remain in view even when scrolling and provide a better overview.

11. New Datenpool manual

With the new version of the Datenpool, the manual has also been restructured and is available as online help at help.datenpool.at in several languages.
The online manual thus replaces the previously used manual as a pdf file.

12. Optimization of the working speed

In our constant efforts to optimize the working speed in the Datenpool, the structure of the database systems has also been revised in the new version in order to achieve an improvement in response times.