# FDMS	Version	4.5 Release	Notes

Release	Date: December	14, 2013FDMS	Release	Notes

Release	4.5 December	16 ,	2013 

## Contents

Release	Summary

................................ ................................ ................................ ................................ ......... 1

Work	Queue

................................ ................................ ................................ ................................ ................. 2

Menu	Item

................................ ................................ ................................ ................................ ................ 2

Work	Queue	Document List

................................ ................................ ................................ ..................... 2

Filter	the	Work	Queue	List

................................ ................................ ................................ ....................... 3

Document	Center	Summary

................................ ................................ ................................ ..................... 4

Re

- assignment	of	Documents

................................ ................................ ................................ .................. 5
Open	Large	Dockets	Successfully

................................ ................................ ................................ ................. 5
Delete	Functionality

................................ ................................ ................................ ................................ ..... 6
Upload	A udio/Video/Macro

- Enabled	File	Types

................................ ................................ .......................... 7
Select	Records	Schedule	during	Docket	Creation

................................ ................................ ........................ 7

Document	Permissions	Tab

................................ ................................ ................................ .......................... 8
Change	the Threshold	to	Run	a	Deduplication

................................ ................................ ............................ 8

Document	Re

- Assignment

................................ ................................ ................................ ............................ 9
Rename	Pivot	Folders	in	Deduplication	Tree

................................ ................................ ............................. 10

Additional	Enhancements

................................ ................................ ................................ .......................... 10

Defects	Addressed

................................ ................................ ................................ ................................ ..... 12

Known	Issues	in	this	Release

................................ ................................ ................................ ...................... 14FDMS	Release	Notes

Version	4. 5 1 December	16 ,	2013 

## Release	Summary

The	FDMS.gov	Beta version 4. 5 release provide s users	with	additional	functionality	including	the
introduction	of Work	Queue ,	Large	Docket	Tree

, and	Delete	Functionality

. The	primary	changes	to FDMS.gov	Beta	for	this	release	include	the	following:

• Work Queue

• Open	Large	Dockets S uccessfully

• Delete	Functionality

• Upload	Audio,	Video,	Excel	Macro	Enabled	File	Types

• Select Records	Schedule D uring	Docket	Creation

• Document	Permissions	Tab

• Document	Re

- assignment

• Rename	Pivot	Folders	in	Deduplication	Tree

• Change	the Similarity Threshold	to R un	a	DeduplicationFDMS	Release	Notes

Release	4.5 2 December	16,	2013 

## Work	Queue

FDM S	3.6	provided users	with the	Document	Work	Q ueue	for	re

- assi gning	individual	and groups	of	D ocuments. FDMS	3.6	d id not	provide	the	users	with an	efficient	wa y to balance the workload among	the	D ocument Center s taff. The Work	Queue in	FDMS	4	i ncorporate s the capabilities	from FDMS 3.6	and	extend s them	with	load

- balancing	capability. It	also allows users	to	update the	D ocument ’ s	current	status	assignee	without	making Non

- Standard Assig nments	and/or	Permissions

.



### Menu Item A	Work	Queue	folder	was	added	to	the	Menu	for	a ll Agency	Administrators	and	Docket Managers

. The	count represents the	number	of Documents	within	D ockets where	the	user	is the	Assigned	D ocket M anager	( assigned	by	name or	by	group)	that	are	currently	assigned	to the Assigned	Docket	Manager (user	or	group)	or	to	one	of	the	members	of	t he	Document	Center. It only include s	D ocuments	that	have	been	modified	in	the last	year	and	are	not	in	the	Posted,
Withdrawn

, or	DoNotPost status. Selection	of	the	Wo rk	Queue	menu	item	activates	the Work Queue	modu le,	which	consist s	of	a	D ocument list	and	the	Document	Center Summary.

Figure 1

- Work	Queue	Menu	Item


### Work	Queue	Document	List
The	Work	Queue	Document	list includes those	D ocuments	for	which	the	Assigned	Docket Manager	is	res ponsible. The	list includes the D ocuments	to	match	the	count	in	the	Work
Queue menu	item. The	Document	tab	is active,	but	the	Docket	tab	is not.

The	Work	Queue	Document	list includes a	column	for	the	D ocument's	current	status	assignee between	the	Title	and	Type	columns as	well	as	a	column	for Attachment	Count	between the
Status	and	Received	Date columns

.FDMS	Release	Notes

Release	4.5 3 December	16,	2013 Figure 2

- Work	Q ueue	Document	List


### Filter	the	Work	Queue	List
The	filter	for	the	Document	list	is enhanced	to	allow	filtering	of	the	list	by	the	current	status assignee. The	filter	is a	pick list of	all	the	assignees	from	the	D ocuments	in	the	list.

Figure 3

- Work	Queue	FilterFDMS	Release	Notes

Release	4.5 4 December	16,	2013 

### Document	Center	Summary The	Document	Center	Summary shows	in	the	right	panel	when	the	Work	Queue	is	activated

. It

p rovides	a	summary	count	of	the	D ocuments	assigned	to	each person	or	group	in	the
Document	C en ter.

The list	of	users	and	group	includes	a)	all	users	and	groups	in	the	Document	Center	group,	b) the	current	user	and	c)	the	groups	that	the current	user	is	part	of. The	list does	not	include	the special	group	"Document	Center" or	the	system	roles,	such	as	Docket	M anager,	which	are implemented	through	the	use	of	groups.

The	users	and	groups	that	are	part	of	the	Document	Center	will	have	a	delete	icon	so	they	can
be	removed. Other	entries,	such	as	the current	user,	will	not	have the	icon. Removing	a	user	or group	takes	effect	immediately,	but	does	not	alter	the	assignments	to	that	user	or group.

The	count	listed	under	the	"My	Docket s"	column	will	be	the	count	of	D ocuments	assigned	to that	user/group	for	which	the	logged

- in	user is the	designated	Assigned	Docket	Manager. The count	listed	under	the	"All	Dockets"	column	will	be	the	total	assigned	to	the	user/group	from all Assigned	Docket	M anagers.

The	Select	User/Group	button	facilitates	the	addition	of	a	new	user	or	group	to	Docu ment
Center. Selecting	the	button	will	present	the Select	User	or	Group	dialog. The	dialog	will	not show	current	users	and	groups	in	the	Document	Center,	the	Document	Center	group,	nor the system	roles,	such	as	Docket	M anager.

Figure 4

- Work	Queue	Document	Center	SummaryFDMS	Release	Notes

Release	4.5 5 December	16,	2013 

### Re

- assignment	of	D ocuments
Th e	process	for	re

- assigning	the	D ocuments	is to	a)	select	one	or	more	D ocuments	from	the	list
on	the	left

- hand	side,	b)	select	the radio	button	for	the	user/group	y ou	would	like	to re

- assign
the	D ocuments	to,	and	c)	select	the	Assign	button	at	the	bottom	right corner. You	can	select yourself	or	a	group	that	you	are	part	of	to	reassign	the D ocument	to	yourself. Alternately,	you may	select	the D ocuments	and	use	the Assign	to	Me butto n	to	assign	them	to you

. If	you	fail	to
select	a D ocument(s)	the Assign and Assign	To	Me buttons	will	prompt	you to	do	so. If	you	fail
to	select a	user	or	group,	the Assign button	will prompt	you	to	do	so.

The	re

- assignment	of	one	or	more D ocuments	will trigger	a	refresh	of	the	module. The
Document	List	and	Document	Center Summary	will	reflect	all	changes	from	the	current	user
and	all	other	users in the	system. For example,	if	two	Assigned	Docket Managers	are	doing	re

assignments	at	the	same	time,	the	D ocument	Summary	will	reflect	the	actions	of	both.

Figure 5

- Work	Queue	Reassignment	of	Documents



## Open	Large	Dockets	Successfully Some	users	reported	performance	related issues when	attempting to	open large	Dockets.		Any Docket	with	20,000 or	more	Documents now open s in	a	tree	format	sim ilar	to	the t raditional Docket	Tree; however,	each	folder	will	be	minimized. Upon	expanding	a	folder,	the	contents will	be	displayed	in increments	of 250	Document s .		Users	will	have	previous	and	next	arrows	to
move	between	Document	sets	and	can	also	view	the	Documents	in	the	Folder C ontents	view	in the	right	panel. Us ers	will	be	able	to	access	the	B atch O ptions	via	the	Large	Docket	Tree	as	they
do	in	the t raditiona l	Docket	Tree.FDMS	Release	Notes

Release	4.5 6 December	16,	2013 Figure 6

- Large	Docket	Tree	(with	Next	Arrow)

Figure 7

– Large	Docket	Tree	(Folder	Contents	View)



## Delete	Functionality

Users	have	the	abil ity	to	delete	Documents	from	the	Action s d rop down on	the	Document
Details p age.		Users	can	delete	any	non

- posted	Do cument	from	within	the	Docket. The	user	will receive	a	confirmation	message	prior	to	deletion.		All d eletions	are	final	and	cannot	be	undone.FDMS	Release	Notes

Release	4.5 7 December	16,	2013 Figure 8

– Delet e	Action Drop D own Item

Figure 9

– Delete	Confirmation



## Upload	Audio/Video/Macro

- Enabled	File	Types

Users now have the	ability	to	uplo ad	the	following	Document f ile t ypes :

• The	audio	files accepted	include:	AVI,	MP3,	AIFF,	WAV

• The	video	files accepted	include:	MPEG

- 2,	Mov,	MP4

• Excel macro

- enabled files accepted: XLSM



## Select Records	Schedule	during	Docket	Creation

Users	with the appropriate	permissions	within	a	Records	agency	can	designate	the	appropriate Records	Schedule	during	Docket c reation .		After	creatio n,	changing	that	schedule	must be	done
in	the	FDMS	3	environment.FDMS	Release	Notes

Release	4.5 8 December	16,	2013 Figure 10

– Select	Records	Schedule	during	Docket	Creation



## Document	Permissions	Tab

The	Permissions	tab	was	added	on	the	Document	level.		The	Permissions	tab	will	function	the	same	as	it
does	in	FDMS	3.6.

Figure 11

– Document	Permissions	Tab



## Change	the Similarity Threshold	to	Run	a	Deduplication

Users	now	have the	ability	to	specify	at	what	similarity	threshold	to	run	the	Deduplication	prior	to submitting.		In	addition,	users	can	now	view	the	similarity	threshold	that	the	Deduplication	was	last	run beneath	the	Deduplication	Tree.		Users	have	the	ability	to	Reru n	a	Deduplication	from	Scratch	at	a	new similarity	threshold.		The	similarity	threshold	is	displayed	as	a	percentage	with	the	default	being	70%.FDMS	Release	Notes

Release	4.5 9 December	16,	2013 Figure 12

– Set	Threshold	for	Deduplication

Figure 13

– V iew	Threshold	for	last	Deduplication	Run



## Document	Re

- Assignment
Users	now	have	the	ability	to	Re

- Assign	a	Document	from	the	Actions	drop	down.		For	a	Non

- Standard
Document,	re

- assigning	through	the	Actions	drop	down	will	change	all	Document	Assignments.		F or	a standard	Document,	re

- assigning	through	the	Actions	drop	down	will	only	change	the	Current	Assignee.FDMS	Release	Notes

Release	4.5 10 December	16,	2013 Figure 14

– Document	Re

- Assignment



## Rename	Pivot	Folders	in	Deduplication	Tree

Users	can	rename	the	Pivot	Folders	in	the	Ded uplication	Tree	in	order	to	identify	the	group of	similar

comments .		For	example,	users	can	rename	a	Pivot	Folder	“Mass	Mail	1”	to	show	that	all c omments within	the	folder	belong	to	the	Mass	Mail	1	campaign.

Figure 15

– Rename	Pivot	Folder	in	Deduplication	Tree



## Additional	Enhancements Accessibility

• Adjusted	the	low	contrast	links	on	the	Login	Page.FDMS	Release	Notes

Release	4.5 11 December	16,	2013 Add/Replace	Files	and	Renditions

• Changed	the	technology	used	to	transfer	the	files	for	Document	Add/Replace	file, Document Add	Rendition,	Attachment	Replace	File

, and	Attachment	Add	Rendition	actions. Removed	the file	size	limitation.

Advanced	Search

• Docket	Phase	2/Subtype now	updates	agency	is	s elected

• Document	Status d rop down o ptions now	update	when	a gency is selected

• Constrained width	of	Search	ID s election

.
Agency	Configuration

• House	and	Senate options added	to	the	Agency	Type drop	down on	the	comment	form	page

.
Application	Wide

• Added	ability	to	Increase	and	Decrease	font	size	using	the	Ctr l	+	and	Ctrl

– ke yboard controls

.

Attachments

• Change d the	technology	of	the	Import	on	the	Attachm ent	tab

• Remove d the	file	size	limitation

Deduplication

• Add ed a	link	to	the	Document	ID	on	the	Deduplication	Tree

• Add ed counts	for	the	Status	folders	on	the	Deduplication	Tree

• Change d the	algorithm	for	the	search	on	the	Deduplication	Tree

.

Document	Details

• The	Title	box	now	shows	three	lines	of	text	so	users	can	view	more	of	the	titl e	without	clicking on	Title	box and	scrolling	through	the	title

.

Footer

• Add ed	a link	to	the	Resource	Center

• Add ed	a link	to the Training section	of	the	Resource	Center

• Add ed	the	USA.gov	and	E

- Gov.gov	links

• Removed	the	FAQ	link

.

FR	Feed

• Remove d	the ability	to	withdraw	FR	Feed	Documents

• Remove d the	ability	to	restrict	FR	Feed	Documents

.FDMS	Release	Notes

Release	4.5 12 December	16,	2013 Google	Analytics

• Analytics	added	for	FR	Feed	Usage

• Analytics	added	for Go	Back	to	FDMS	3 Button

• Analytics	added	for Refresh Button

.
Homepage

• Add ed	a link	to	return	users	to	the	FDMS	3	environment

• Improve d queri es

• Home	Tab

o Update d text

o Add ed	a	l ink	to	the	FDMS	Help	Desk	web	form

• New	Features	Tab

o Update d text

o Add ed FDMS	4	Release	Notes	in	a drop	down

o Update d Known	Issues

• Training	Tab

o Add ed updated	QRGs,	ma de the	list	a drop	down and	name d	items consistently

o Add ed FDMS	User Guides

, made the	list	a drop	down and	name d	items consistently

o Add ed	the new	FDMS	4	Overview	video	and	name d	items	consistently

.
Login

• Default ed users	to	FDMS	4	when	accessing	www.fdms.gov

• Add ed an	Outage	Message	Box

• Replace d the Beta l ogo	with	the	FDMS	3 l ogo	throughout	application

• Change d the t ab h eader to	read	FDMS	4

.

Menu	Item	Filters

• Change d the	Document	Type	from	a drop	down to	a	check box

• Change d the	Document	Status	from	a	check box	to	a drop	down

.
Unified	Agenda	Tab

• Add ed a	note	to	the	Un ified	Agenda	tab	that	explains	any changes made	to	the	information	on that	page	by	a	user will	only show for	the	most	recent	publication

.



## Defects	Addressed

Add	Docket

• Updated	the	label from Create	New	Docket to Add	Docket so that	it	is	con sistent	with	the Add Docket link.FDMS	Release	Notes

Release	4.5 13 December	16,	2013 Advanced	Search

• Subtype	Level	2 value	selected	by	the	user	did	not	clear	after selecting	a	different Docket	Type or	All	Types.		The	S ubt ype	Level	2	value	is	now	empty	after selecting	other	options.

Batch	Processing

• Entering	a	long	title	during	Batch	Processing	was	resulting	in	an	error.		The	issue	is	now

corre cted	and	users	can	enter	up	to 400	character s	in	the	Title without	receiving	an	error.

Bulk	Import/Add	Document

• General	Comment	Box ,	which	is	a	required	field, was	blank	after	a	Bulk	Import.		A	Bulk	Import

now populate s “See	Attached” by	default	in	the	General	Comment	Box upon	creation.

• Error	message	did	not	list	the	line	item	affected	when	a	user	attempted	to	add a	duplicate Title for	multiple	Documents .	The	er ror	message now display s the	line	number	of	the	item	with	the duplicate	title.

Deduplication

• Status	was	not	showing	in	the	Deduplication	Tree	previously. Status now	shows	on	the Deduplication	Tree.

• Clicking	the	Status f older was	not	interacting	properly with	the	Batch	Options	screen.		This	issue was	resolved.

• Clicking	the	back	arrow	from	the	Deduplication	Tree	was	not	bringing	users	back	to	the appropriate	screen. Enhanced	deduplication	back arrow so	clicking	it	returns	the	user	to	the	last search ed Do cket	or	Document.

Docket	Tree

• Status	folders	were	not	created	appropriately	within	the	Supporting	and	Related	Materials folder.		The	issue	was	corrected	and	Documents	are	now	showing	in	the	correct	Status	folders.

Document	Details

• The	Current	Assignee	an d	Status	set	by	fields	were	showing	the	user’s	internal	name rather	than the	display	name.		This	was	corrected	and	the	user’s	display	name	is	now	showing.

Flagging

• Flagged	Documents	were	not showing	as	flagged	in	the	Search	Results .		The	issue	has	been

co rrected	and	flagged	Documents	are	now	showing	app ropriately	on	the	Search	Results

.FDMS	Release	Notes

Release	4.5 14 December	16,	2013 • The	Flagged	Document	count	included	all	Flagged	Documents	for	the	agency,	not	just Documents	in	which	the	user	had p ermissions .		The	count	was	corrected	and only reflect s those in	which	the	user	has p ermissions

.

User	Messaging

• The Timeout	Message was	technical	in	nature	and	difficult	for	users	to	understand.		The	timeout

message is	now	more	user	friendly	and	less	technical

.



## Known	Issues	in	this	Release

Add	Document	Screen

• Document	number	is	cutting	off	on	Add	Document	screen	when	more	than	100	Documents are added	at	once

.

Figure 16

- Document	Number	Cutting	Off

Document	Deletion

• If	a	user	deletes	the	last	Document	from	the	Docket	Tree,	the	phase sequence	continues	to show	as	open.		The	icon	next	to	the	phase

- sequence	needs	to	be	reset.

Figure 17

- Document	Deletion	Folder	ArrowFDMS	Release	Notes

Release	4.5 15 December	16,	2013 My	Favorites

• If	a	user	adds	a	Docket/Document	to	My	Favorites,	the	Docket/Document	will	be	re moved	from the	My	Favorites	list	designated	by	another	user.

Supported	File	Types d uring	Document	Creation

• Users	with	some	versions	of	Mozilla	Firefox cannot	see	all	supported	files	during	Document

c reation. The	correct	list	is	showing	in	Internet	Explorer	and	most	versions	of	Mozilla	Firefox.

Figure 18

- Not	All	Supported	File	Types	Showing