Xerox® DocuShare® 8.0 Release Notes
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.
DocuShare 7.7 Release Notes
DocuShare 7.7 Release Notes
Xerox® DocuShare® 7.7
What’s New in This Release
Packaged Solutions
SAML Support for Connect Key was added. This will allow the Connect Key app to work for SAML authenticated DocuShare installations.
Add Log File View and Export to Administration UI. This will allow user with access to the administration UI to login and:
Download 1 or more log files to their local machine.
Select and view the contents of any log file on the UI.
This feature is enabled based on a server configuration file setting. By default, it is off. Any user trying to access this feature when it is disabled will be instructed to contact the System Administrator to enable it.
Allow Viewing of Documents related to the item being viewed. Administrators may configure this feature to control how documents are related to others based on their common property values. Any related documents found in this way are listed under a new dedicated tab within the document properties of the current document.
Download to CSV actionavailable for document listings and search results. This will allow users to download the to a CSV file the contents of the document listing or search result. All displayed fields will be included.
New Content Rule Actions. The following content rule actions are now available for all users:
Add User Permissions (3 permission model only)
Remove User Permissions (3 permission model only)
Change File Name
Change Object Type
Clone Object
Installation Notes
Document Viewer
For new Document Viewer installation, PrizmDoc 13.x runs the client and the server on the same box.
For upgrades with Document Viewer installed, PrizmDoc will continue to run the client on the DocuShare server and the PrizmDoc 12.x on another server.
For upgrades without Document viewer, PrizmDoc 13.x runs the client and the server on the same box.
Solr
Currently, we do not support running multiple DocuShare instances on a single VM with Solr.
The Solr engine is started automatically after DocuShare 7.7 Installation (both Linux and Windows). However, if Linux machine is restarted, the Solr engine must be started manually before starting DocuShare.
Only a net new install will provide the Solr engine. Upgrade from DocuShare 7.0 IDOL Service will keep IDOL engine. Also, upgrade from DocuShare 7.5 that is still running IDOL server will keep IDOL engine.
Upgrade Notes
Currently there is no migration/upgrade path to move from IDOL to Solr search engine (KeyView/IDOL to Tika/Solr)
Current customers who are running on IDOL must remain on IDOL.
Running IDOL and Tika on the same server will cause conflict in the search functionality.
DocuShare 7.6 Release Notes
DocuShare 7.6 Release Notes
Xerox® DocuShare® 7.6
What’s New in This Release
Packaged Solutions
SAML Single Sign-On Support provides customers to connect their DocuShare server to their enterprise Identify Provider. This enables users to login using their enterprise login rather than having to use/remember a separate login/password for DocuShare.
Auto-Provisioning when SAML is enabled. This is an Admin choice. If enabled, users that don’t exist on the DocuShare server will automatically be created and have basic access to the DocuShare server. This eliminates the need for the user to request an account from the Admin.
Forgot Password Reset is the feature that allows for the user to reset their password without the need to contact the System Admin.
DocuSign Add-on Connector for DocuShare updated to support the new DocuSign authentication.
Various Security Updates and Bug fixes
Installation Notes
Document Viewer
For new Document Viewer installation, PrizmDoc 13.x runs the client and the server on the same box.
For upgrades with Document Viewer installed, PrizmDoc will continue to run the client on the DocuShare server and the PrizmDoc 12.x on another server.
For upgrades without Document viewer, PrizmDoc 13.x runs the client and the server on the same box.
Solr
Currently, we do not support running multiple DocuShare instances on a single VM with Solr.
The Solr engine is started automatically after DocuShare 7.6 Installation (both Linux and Windows). However, if Linux machine is restarted, the Solr engine must be started manually before starting DocuShare.
Only a new net install will provide the Solr engine. Upgrade from DocuShare 7.0 IDOL Service will retain IDOL engine. Also, upgrade from DocuShare 7.5 that is still running IDOL server will retain IDOL engine.
Upgrade Notes
Currently there is no migration/upgrade path to move from IDOL to Solr search engine (KeyView/IDOL to Tika/Solr)
Current customers who are running on IDOL must remain on IDOL.
Running IDOL and Tika on the same server will cause conflict in the search functionality.
Documentation
Xerox DocuShare and Solr – IDOL-Solr Comparison Guide for internal support
Xerox DocuShare Connector Feature for DocuSign – Administrator Guide
Xerox DocuShare Connector Feature for DocuSign – Deployment Guide
Xerox DocuShare Connector Feature for DocuSign – User Guide
DocuShare 7.5 Release Notes
DocuShare 7.5 Release Notes
Xerox® DocuShare® 7.5
What’s New in This Release
Packaged Solutions
Application Connector is a URL based search that searches for all Documents and Custom Documents for given property through a URL in DocuShare. This has been extended to leverage Collection and Custom Collections in addition to Documents and Custom Documents.
AutoCreate Folder Content Rule automatically files repetitive documents into a logical collection hierarchy based on document metadata. All the metadata names that are same for the object. The new folders that are created by the tool, will get the property value, from the object to the folders.
Copy Template — DocuShare supports a copy/paste function in its standard web user interface which adds location and does not create copies of objects. Copy Template copies truly by creating objects, with preservation of permissions and properties, if set in Administration configuration. The Copy Template can be configured as a content rule or through the edit selected menu on the Web UI.
Document Upload Page is a URL-based generic document upload page. The user will enter all the prompted properties and either select the document to upload from browsing the file system or drag and drop the document on the browser window.
DocuSign Add-on Connector for DocuShare with three workflows:
Initiate a signed document and send to DocuShare.
Initiate a document to be signed at DocuSign and returned to DocuShare.
Initiate a template for processing at DocuSign for a signed document to be returned to DocuShare.
Inheritance Content Rule allow documents to inherit property values from the parent collection. If immediate parent collection has empty property value, they inherit the property value from other ancestor collections.
Multiselect view gives a side by side popup view, over the Collection View page, to view standard or customized document objects and their properties.
User Interface Refresh
Home Page has new images for a fresher look.
Logos and icons now use a hi-resolution format that looks good on high and normal resolution screens and devices. There are also new file type icons.
User Interface refresh provides a more organized and intuitive page with Collection links on the left, Other Links to My DocuShare, Content Rules Management, Workflow Reporting and Lifecycle Manager policies in the center, and Communities and workspaces to the right.
Admin UI has new control for Enable StackTrace in Administration Menu->Site Management->Site Configuration.
Admin UI has new control for Display Document Viewer in Administration Menu->Site Management->Site Configuration.
Admin UI has new control for HTTP Header Content_Security_Policy in Administration Menu->Site Management->Site Configuration.
Component Refresh
Amazon Corretto 11 is a no-cost, multiplatform, production-ready distribution of the Open Java Development Kit (OpenJDK). It comes with long-term support that includes performance enhancements and security fixes.
Apache Solr for new installations of DocuShare, this replaces Autonomy’s IDOL search and indexing engine within the new DocuShare 7.5. Solr is highly reliable, scalable and fault tolerant, providing distributed indexing, replication and load-balanced querying, automated failover and recovery, centralized configuration and more. Solr powers the search and navigation features of many of the world's largest internet sites.
Apache Tomcat 9.x implements the Servlet 4.0 and JavaServer Pages 2.3 specifications from the Java Community Process and includes many additional features that make it a useful platform for developing and deploying web applications and web services.
Aspose is used for PDF conversion on DocuShare without the need for Adobe Acrobat. It allows for multithreading processing, compression, multiple document element support. It is low cost, has great support; and great support translates to an efficient DocuShare system.
XSLTForms is an open source client-side implementation of XForms, is used to create DocuShare Wiki/Weblogs.
Add-on Update
Add-Ons and applications built or rebuilt for Corretto 11 include:
Document Viewer
Encryption
Lifecycle Manager
File Transfer Protocol (FTP) Scan
Optical Character Recognition (OCR)
DocuShare Developer Environment (DSDE)
DocuSign
PrizmDoc has been upgraded to 13.x. This displays a multitude of filetypes in a browser with no additional software needed. This embedded technology renders and displays documents within DocuShare with zero footprint.
Xerox ConnectKey for DocuShare now has Centos support. CentOS is a free operating system distribution based upon the Linux Kernel.
Xerox ConnectKey for DocuShare also has TLS 1.2 support for security across internet connections between DocuShare and ConnectKey devices.
Installation Notes
Document Viewer
For new Document Viewer installation, PrizmDoc 13.x runs the client and the server on the same box.
For upgrades with Document Viewer installed, PrizmDoc will continue to run the client on the DocuShare server and the PrizmDoc 12.x on another server.
For upgrades without Document viewer, PrizmDoc 13.x runs the client and the server on the same box.
Solr
Currently, we do not support running multiple DocuShare instances on a single VM with Solr.
The Solr engine is started automatically after DocuShare 7.5 Installation (both Linux and Windows). However, if Linux machine is restarted, the Solr engine must be started manually before starting DocuShare.
Only a new net install will provide the Solr engine. Upgrade from DocuShare 7.0 IDOL Service will retain IDOL engine.
Upgrade Notes
Currently there is no migration/upgrade path to move from IDOL to Solr search engine (KeyView/IDOL to Tika/Solr)
Current customers who are running on IDOL must remain on IDOL.
Running IDOL and Tika on the same server will cause conflict in the search functionality.
Additional Notes
DocuShare add-ons and features new in the release
Xerox DocuShare Connector Feature for DocuSign
DocuShare 7.0 Release Notes
DocuShare 7.0 Release Notes
Xerox® DocuShare® 7.0 Additional Release Notes
Additional DocuShare add-ons and features not supported in the release
DocuShare SharePoint Integration HTML Conversion on Solaris platforms
DocuShare Application Connector
When creating a search URL, make sure the query string is properly escaped, especially when it contains non-ASCII characters. Otherwise, the search results may not be correct.
Selecting Content Rules Actions When Using Internet Explorer
If you are using Internet Explorer and cannot select some Action Settings when creating a content rule, update your browser.
Enabling, pausing, and removing the Subscription Service
The Enable Subscriptions option on the Subscription page in the Admin UI can be used only to enable or re-enable the Subscription Service. To pause or remove the service, you will need to run the ChangeSubscriptionSvcState command line utility.
Mobile Client for DocuShare
If you previously installed the bridge between the Microsoft IIS web server and DocuShare and you intend to use the Mobile Client for DocuShare with your site, you need to uninstall the previous version of the bridge and then install the new version of the bridge using the IIS Tool that is included with DocuShare 7. In addition, do the following:
Enable Windows Authentication and Anonymous Authentication in IIS
Add Anonymous Users to the Authorization Rules in IIS
Place the web.config file in the <DSHome>\tomcat\bin\native\iis64amd directory
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