Camms is pleased to bring you the Quarterly Product Release Notification for Camms.Project.
This quarter we've got a number of exciting new features and enhancements to improve your user experience within the system, which will be available in your Test environment on 11th September 2021 and will be available in your Live instance on 25th September 2021.
1. Introducing e-signatures to Camms.Project documents
Camms.Project has now integrated with Adobe Sign to provide you with the ability to sign documents which are uploaded from Camms.Project electronically via Adobe Sign. With this integration, you can simply sign your documents via Adobe Sign, and the updates will automatically flow back to Camms.Project.
Prerequisite: You should have an Adobe Sign subscription in order to use this feature.
1.1 How do I configure the sign off authorities for document sign off?
Follow the steps below to configure the sign off authorities for document sign off.
- STEP 1: Navigate to the sign off area of the relevant document by clicking on the ‘Sign Off’ button next to it.
Note: The Document Sign Off feature will be activated by making the Document Sign Off field visible from the object editor area of the relevant object.
Figure 1.1: Sign Off button next to each document in the attach document object
STEP 2: Select staff members that you wish to add as sign off authorities from the dropdown list in the Sign Off Authority area of the pop-up window.
You can now add external staff as sign off authorities for the document sign off process by following the steps below.
STEP 3: Select the ‘Include External Staff’ tick box in the Sign Off Authority grid. Figure 1.2: Include external staff tick box in the sign off area
STEP 4: When you select the ‘Include External Staff’ tick box, a text box where you can enter an e-mail address will be displayed. Enter the e-mail address of the external staff member in the text box which appears next to the ‘Include External Staff’ tick box, and then click on the ‘Add’ button to add that staff member to the Sign Off Authorities grid.Figure 1.3: After the external staff has been added to the Sign Off Authority grid
Once an external staff is added as a sign off authority, they will be added to the Framework > Project Settings > Staff page as an inactive staff member with the email address entered above. The external staff will not appear in any of the Staff dropdown lists available in the application.
Figure 1.4: External staff added in staff page
Note: External staff members can only be added as sign off authorities for document sign offs. This feature is not available for object and phase sign offs.
1.2 How do I send a document for sign off via Adobe Sign?
- Once you finish configuring the sign off authorities, you can submit the document for sign off by clicking on the ‘Submit for sign off’ button.
Figure 1.5: 'Submit for sign off' button in the document sign off pop-up window
- Once you submit for sign off, sign off request emails will be sent through Adobe Sign to the relevant sign off authorities.
1.3 As a sign off authority, how can I sign off the document which I received, through Adobe Sign?
You can sign off the request that you received via the following methods:
- The link which is available in the email sent to you by Adobe Sign
- The sign off areas in Camms.Project
1.3.1 Signing off a document via the email sent by Adobe Sign
Follow the steps below to sign off documents via the email sent to you by Adobe Sign.
- STEP 1: The email sent by Adobe Sign will consist of a hyperlink that will allow you to access the document in Adobe Sign upon clicking on it.
Figure 1.6: Review and sign hyperlink in the email sent by Adobe Sign
- STEP 2: Once you click on the hyperlink, the Adobe Sign application will open up in a new browser tab. Navigate to the newly opened browser tab, and you will be able to view the document within Adobe Sign. The document in Adobe Sign will have a placeholder for each sign off authority at the bottom.
Figure 1.7: Placeholders for each sign off authority
- STEP 3: Click on the placeholder and add your e- signature. Then, you can click on the ‘Click to sign’ button available at the bottom of the screen to sign off the document. Once the e-signature is added successfully, you will be able to view the screen below.
Figure 1.8: E-signature has been added successfully
1.3.2 Signing off via the application
Follow the steps below to sign off documents via the sign off areas of the application.
- STEP 1: Once you navigate to any of the areas where you can view your sign off requests (such as the Project Quick Update > My Approvals, Sign Off pop-up within the project or the Approvals tab in the Project Hub), you will be able to view a new button titled ‘View in Adobe Sign’ within the sign off pop-up window, next to the document which you wish to take action on.Figure 1.9: View in Adobe Sign button in Project Quick Update > My Approvals page
Note: Sign off authorities and users with super roles such as IPM Administrator and Project Manager, etc. will be able to view the ‘View in Adobe Sign’ button in the sign off areas of the application even if they are not a part of the Project Board and Team.
- STEP 2: When you click on it, the Adobe Sign application will be opened up in a new browser tab. Navigate to the newly opened browser tab and add your e- signature. Then click on the ‘Click to sign’ button available at the bottom of the screen to sign off the document. Once the e-signature is added successfully, you will be able to view the screen below.Figure 1.10: 'E-signature has been added successfully' screen
- STEP 3: Once the sign off request is approved, the following will occur:
- Sign off completion emails will be sent to the respective recipients, and the approval status will be updated in the relevant object in Camms.Project.
Note: Updating sign off status and other details will be done through a scheduled job which will run every 2 or 5 minutes. Therefore, the updates may reflect in the Sign Off popup after a few minutes (i.e. retrieving sign off details/updates from Adobe Sign to Camms.Project is not instantaneous).
- The document which was sent for sign off will be converted to a PDF file format and will be available in the application. Users can download the document if needed. Please note that the initial document will be replaced with the signed off document when it is approved. Therefore, users will not be able to view the initial document after a sign off.
1.4 How can I reject or decline a sign off request via Adobe Sign?
You can reject or decline a particular sign off request by following the steps below.
- STEP 1: Once you navigate to Adobe Sign via clicking the ‘View in Adobe Sign’ button or via the email sent to you by Adobe Sign, you will be able to view the Options menu item at the top toolbar of Adobe Sign.
- STEP 2: Click on the Options menu item and click on the ‘Decline to sign’ option from the menu which is displayed.
Figure 1.11: Decline to sign option in the menu
- STEP 3: Upon clicking the ‘Decline to sign’ option, a pop-up window where you can enter a comment as to why you are declining to sign will be displayed. Then click on the 'Decline' button. The comment you enter will be synchronised to the Comment field in the relevant sign off area in Camms.Project.Figure 1.12: Decline to sign pop-up window
1.5 Can I delegate the sign off request to another sign off authority via Adobe Sign?
Yes, you can delegate the sign off request to another sign off authority via Adobe Sign by following the steps below.
- STEP 1: Click on the Options menu item in Adobe Sign and click on the ‘Delegate signing to another’ option from the menu which is displayed.
Figure 1.13: Delegate signing to another option in the menu
- STEP 2: Enter the email address of the person you wish to delegate the request, and then click the Delegate button.
Figure 1.14: Delegate pop-up window
- STEP 3: If the delegating is successful, the following screen will be displayed.
Figure 1.15: Delegation successful screen
1.6 What are the file types that are supported by Adobe Sign?
- The following file types are supported by Adobe Sign:
- DOC, DOCX, RTF, XLS, XLSX, PPT, PPTX, TXT, CSV, HTML, HTM, TIFF, TIF, BMP, GIF, JPG, JPEG, PNG
- Documents which are not of the above file types, will be able to be approved through the existing Sign Off feature via Camms.Project.
- The Adobe Sign process will only be applicable to documents. Hence, URLs cannot be viewed or approved through Adobe Sign.
Please contact Camms Support on firstname.lastname@example.org if you wish to set up and activate this feature for your organisation.
What’s coming up?
Camms will be continuously working towards extending the e-signature functionality so that it can be configured by the client administrators themselves. Stay tuned for the updates through our published roadmap and product communications.
2. User experience enhancements in the Risk Assessment object
As the first phase in enhancing the user experience within the Risk object, we have now made the risk register in the Risk Assessment object configurable so that you can customise which information will be visible in the grid view of the Risk Assessment object.
How to configure this?
- Administrators can now configure the visibility of fields that are displayed in the Risk Register grid in the Risk Assessment object via the workflow configuration area.
Figure 2.1: Object editor area of the risk assessment object
- Additionally, the following functionalities will be available in the object editor area of the Risk Assessment object.
- Reordering the columns in the grid
- Renaming the names of the column headers
- Adding a tab description
- Furthermore, we have now introduced the fields related to Monte Carlo Analysis to the object editor area, so that you can view the monetary value for each project risk.
How does this work?
- The fields configured by an administrator will be displayed in the end-user view of the Risk Register grid in the Risk Assessment object.Figure 2.2: Risk register grid of risk assessment object
- Additionally, to make it easier to view and update risk details, the detailed view of project risks will now be shown in a pop-up window that opens directly from the Risk Register grid.
Figure 2.3: Detailed view of a risk
Note: Users are advised to click on the 'Return' button placed at the top toolbar instead of the 'Close' button on the address bar of the browser, if they wish to navigate back to the Risk Register grid.
What’s coming up?
Camms will be continuously working towards improving the usability of the Risk Assessment module in Camms.Project further. Stay tuned for the updates through our published roadmap and product communications.
3. Auto-populating Lesson IDs in the Lessons Learned object
The Lesson ID in the Lessons Learned object is currently a text box where you can manually enter an ID for Lessons Learned. We have now automated this so that the system will auto-populate a Lesson ID for each lesson so that you do not have to enter a Lesson ID for each lesson manually.
How to configure this?
- A new column called ‘Field Mode’ is now available in the Lessons Learned configuration grid under the 'Framework > Project Settings > Lessons Learned' page. This column consists of a dropdown list with two options:
- Manual Numbering: Selecting this will allow you to enter a Lesson ID manually.
- Automatic Numbering: Selecting this will allow you to create lessons without manually entering a Lesson ID. The system will auto-generate the Lesson ID in this case.
Figure 3.1: The dropdown list against lesson ID in Field Mode column in the lessons learned page
- If you wish to have the system auto-generate a Lesson ID for new lessons, you can select the ‘Automatic Numbering’ option from the dropdown list.
Note: The Lessons Learned page in the Project Settings area is only visible for users with the IPM Administrator user role.
How does this work?
New Lessons can be created in the Lessons tab in the Lessons Learned object using these two methods:
- Method 1: By adding a new lesson from the grid footer
- When the Lesson Learned ID is set to 'Automatic Numbering', the text box within the Lesson ID column will be hidden, regardless of the ‘Field Enable’ tick box being ticked for the Lessons ID field, so that you do not need to add an ID manually.Figure 3.2: Creating a new lesson via the grid footer
- Once you enter the required information and click on the ‘Add’ icon, the system will auto-populate an ID for the newly created Lesson. This Lesson ID will be non-editable.
- The auto-generated number will be a simple sequential number (e.g. 1,2,3). This number will be unique to the project.
- Method 2: By linking an existing lesson learned
- When you select an existing lesson learned by accessing the ‘Select Existing Lessons Learned’ button on top and link the selected existing lessons to the given Lessons Learned object, the system will auto-generate an ID for those lessons.
What happens to the existing Lesson IDs if I select the ‘Automatic Numbering’ option from the Framework >Project Settings > Lessons Learned page?
The Lesson IDs of the existing lessons in Lessons Learned object > Lessons tab in all projects will be changed and auto populated, so that they would have an ID which is unique to the project.
4. Option to pre-select all phases and objects in the Duplicate Project screen
This feature provides an option to have all phases and objects pre-selected in the Duplicate Project screen, instead of having to tick through all the relevant areas when duplicating a project.
How does this work?
- A new ‘Select All’ node has been introduced to the tree view that displays the objects and phases in the Object Selection step of the Project Duplicate functionality.
Figure 4.1: Select all node in object selection step
- When you select the ‘Select All’ node, all phases and objects in the project will be automatically selected. Then you can click on the ‘Create’ button in order to duplicate the project, along with the existing data in all phases and objects of the source project.