Planning & Self-Study Release Notes for June 17, 2025

Updated
Watermark Support

Easily Access Shared Documents by Organization

This new feature simplifies how Self-Study Administrators gather evidence. Self-study Admins can now effortlessly view and select documents shared across the entire organizational hierarchy (like institutions, colleges, and departments) directly within the self-study.

The All Evidence tab under Manage Evidence page with the 'Add from shared documents' under Add evidence highlighted.

What's New?

Seamless Access to Shared Documents

  • Organizational Hierarchy View: Navigate a clear, intuitive tree view of your institution's structure to find relevant documents from any unit. By default, the top-level institution is selected for convenience.
The Add Evidence from Shared Documents page which has options for users to select an organization and relevant program to add shared documents to the self-study.

Add from Shared Documents Panel

Find this option under Overview > Manage Evidence.

  • Only documents with sharing enabled are shown.
  • Self-Study Contributors do not have access to this functionality.
The All Evidence tab under Manage Evidence page with the 'Add from shared documents' under Add evidence highlighted.

Enhanced Document Navigation & Selection

  • Smart Filtering: Easily filter documents by folder within a selected organization.
  • Real-time Search: Quickly find documents by title using the new search functionality.
  • Efficient Handling of Large Sets: Pagination displays 25 documents per page, making it easy to browse extensive lists.
  • Multi-Select & Clear Options: Select multiple documents at once with a visible counter, and use the "Clear All Selections" option for a quick reset.
  • Intelligent Selection Behavior: Documents already added to your self-study are clearly marked with a grey checkmark and cannot be re-selected, preventing duplicates. Tooltips provide helpful status clarification.
The Add Evidence from Shared Documents page showing a document selected for addition to the self-study.

Simplified Document Addition

  • One-Click Add: Add selected documents instantly with a single click.
    The All Evidence tab under Manage Evidence page showing details of files like Title, Location, Type, Standards, Assignee, status, and a notification that reads '1 file uploaded successfully'.
  • Clear Success Messages: Confirmation messages like "1 file added successfully" or "X files added successfully" will appear.
  • Files that have already been added to the self-study will have a grey checkmark and cannot be selected.
The Add Evidence from Shared Documents page under the Select Organization section with a document selected and highlighted, and a message indicates that the document is already added.

User Interface Updates

We've also refreshed the look and feel for a more consistent experience:

  • Updated Icons: All evidence actions now feature new, consistent icons.
  • New Label: "Add from Computer" has been updated to "Upload Files."
  • Refreshed Options Include:
    • Upload Files
    • Add a Link
    • Add Planning Reports
    • Add from Shared Documents

Enhanced Document and Report Management (Docs & Reports)

This release has significant improvements to how users can manage files in Planning & Self-Study. These updates introduce a clearer structure, better organization tools, and enhanced control over  documents and reports, making the workflow easier and more efficient.

What's New?

Streamlined Tab Separation

We've introduced two distinct tabs for better file management.

The Docs & Reports page under Organization Management in Academic Affairs Division with the Documents tab active with 'Document' and 'Reports' highlighted.
  • Documents: This tab is now dedicated exclusively to user-uploaded documents.
  • Reports: Here, users will find all completed reports, archived reports, and monitoring exports.
    The Docs & Reports page with the Reports tab active with the 'Completed & Archived Reports' and 'Monitoring Exports' highlighted.
  • Important: Document uploading is now restricted to the "Documents" tab only.

Improved Document Management

Users can now upload individual documents up to 200 MB.

The Docs & Reports page with the Documents tab active and 'Upload Document' button highlighted.
  • Uploads are restricted to specific file types, ensuring system compatibility (as defined in system settings).
  • Documents in the "Documents" tab are now consistently listed in alphabetical order by title for easier browsing.
  • Pagination has been added to efficiently handle large volumes of documents.

Intuitive Folder & File Organization

New organization capabilities:

  • Users can easily create folders to categorize and organize documents.
    The Create New Folder dialog under the Docs & Reports page with a section to enter folder title for creating a new folder.
  • Folder titles are limited to 40 characters for concise naming.
  • Folders are displayed in alphabetical order for quick navigation.
  • Users can now move documents into selected folders.
A table showing a list of document information like Title, Folder Location, Upload Info, Sharing, and Shared To, along with options to Move to Folder, Edit Sharing Permissions, or Delete, with ‘Move to Folder’ highlighted.
The Move to Folder dialog under the Docs & Reports page with a section to select and search a folder for moving document.

Enhanced Sharing & Permissions

Gain more control over document visibility:

  • Documents now include a dedicated sharing toggle.
    The Docs & Reports page with the Edit Sharing Permissions option highlighted.
  • The default sharing setting is OFF for increased privacy.
    The Edit Sharing Permissions dialog under Docs & Reports page with the 'Share this document' option highlighted.
  • When sharing is enabled, the documents become visible in self-studies, facilitating collaboration.
    The Docs & Reports section with the 'Sharing' option turned on highlighted.

Simplified File Deletion & Search

Managing files is now more straightforward:

  • Files can be easily deleted with a confirmation prompt to prevent accidental removals. A snackbar notification will confirm successful deletion.
  • A real-time search by document title has been implemented, allowing users to find exactly what they need.

Automatic Access to Self-Studies for New Top Level Administrators

Newly assigned top-level admins now automatically receive immediate access to all active and archived self-studies. This enhancement ensures a smoother transition process for new admins and full visibility from day one.

What's New?

Immediate and Full Administrative Privileges

New top-level Administrators are now granted full administrative privileges across all self-studies, including the ability to:

  • Manage evidence and websites
  • Edit self-study settings
  • Export self-studies
  • Create copies
  • Reactivate archived self-studies

Access to Locked and Archived Studies

  • Newly assigned top-level administrators can now access previously locked self-studies.
  • Archived self-studies are also fully accessible and manageable by new administrators.

Full Visibility of Existing Data

New administrators will have complete visibility and management capabilities for all existing self-study content, including:

  • Evidence
  • Websites
  • Narratives
  • Contributions made by previous administrators
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