MOXIS 4.54: New features for Enterprise Cloud & On Premises
With MOXIS 4.54, the enterprise version of MOXIS (Cloud & On Premises) receives a functional upgrade that focuses on two areas in particular:
more flexible signature workflows with external signers and
convenient and audit-proof document processing using PDF/A conversion – including conversion options for Word documents.
This article provides a concise overview of the most important new features compared to MOXIS 4.53, with links to further information in the administrator and user documentation.
1. MOXIS 4.54 Enterprise: The new features
XiTip
As usual, information on bug fixes, performance optimisations and minor adjustments relating to MOXIS 4.54 can be found in the corresponding release notes or in your customer area.
The complete documentation for MOXIS 4.54 Enterprise (user guides) can be found here:
MOXIS 4.54 Enterprise Cloud & On Premises User Guide
The administration documentation can be found at:
MOXIS 4.54 ADMIN Guides
Now let's get started: Here are our new features.
1.1 Delegation for external signers in MOXIS Guest
With MOXIS 4.54, MOXIS Guest has been expanded to include a delegation function for external signers. External recipients can now forward orders specifically instead of just signing them themselves. This makes your signature processes with external parties much more flexible – especially in multi-level approval or substitution scenarios.
There are two options available:
Simple delegation
The external person forwards a received order to another person without signing it themselves.Sign & delegate
The external person first signs the order themselves and then delegates it to another person.
Some highlights:
Delegations can be made several times in succession (in so-called delegation chains).
The feature focuses on transparency and is recognisable as a delegated job for both the first external person and further delegation recipients.
Notifications to other external recipients are sent automatically by email with a link to the job.
XiTip
Please note: The delegation function must be configured and activated on the process side. To do this, contact your MOXIS administrator.
Further details and use cases can be found in this article.
1.2 PDF/A conversion directly in job creation
From MOXIS 4.54 onwards, .pdf, .doc and .docX documents can be converted directly into PDF/A format. This means that MOXIS can provide you with even better support in implementing compliance requirements.
What are the benefits of PDF/A conversion?
Conversion of PDFs or Word documents (.doc/.docx) to PDF/A format within the signature process.
Clear indication in the order creation when a process uses PDF/A conversion.
Clear documentation of the conversion in the log and in the detail view of the job.
Important conditions and restrictions
Signature sheet: In processes with active PDF/A conversion, the ‘Signature sheet’ option is no longer selectable.
Pre-signed documents: PDFs that have already been signed cannot be converted to PDF/A, as pre-signatures would be removed during the conversion process.
PDF containers: PDFs that are part of a container process are not supported.
Already converted PDF/A documents: These can only be used if the existing PDF/A standard exactly matches the target format (e.g. PDF/A-2u → PDF/A-2u).
and much more
XiTip
PDF/A conversion is available in all Enterprise versions, but must be explicitly enabled and configured by administrators (e.g. at process level).
Detailed explanations can be found in this article.
1.3 Doc/DocX conversion: Process Word documents directly in MOXIS
In addition to general PDF/A conversion, MOXIS 4.54 introduces specific Doc/DocX conversion. This allows you to upload Word documents directly to MOXIS and convert them to PDF/A during the process.
How Doc/DocX conversion works:
Once the feature is active, users will see these file types as permitted formats on the job creation page.
During upload, the document is converted to PDF/A in the background; and a note is made in the log that a conversion from .doc/.docx to PDF/A format has taken place (including specification of the standard).
Notes for users:
Embedded objects may be pixelated or displayed with restrictions in the converted PDF/A.
Recommendation: If possible, do not use embedded objects.
XiTip
If you plan to work with Word templates on a standardised basis, we recommend running a test with your typical documents (including tables/graphics) before rolling out the function in production.
Further details can be found in this article.
2. Next possible steps
To make the most of the new features in your MOXIS environment, your instance must be upgraded to MOXIS 4.54. Please contact your MOXIS administrator for assistance with this.
To ensure the successful introduction of the new features, we would like to share the following tips and tricks with you.
Plan delegation for external signatories
First, identify the processes in which external persons are frequently forwarded/represented (e.g. invoice approvals, contract countersignatures).
Have the delegation option activated in the relevant processes and communicate this internally.
Activate PDF/A conversion on a process-specific basis
Select processes with increased requirements for long-term archiving and audit compliance (e.g. contracts, HR documents).
Take all technical conditions into account (no signature sheet, no encrypted PDFs, restrictions on containers/pre-signatures) and communicate the changes to your team.
Pilot Doc/DocX conversion
Test the job creation process with Word templates typical for your company/entity, especially those with embedded tables or graphics in MOXIS.
If necessary, adjust the templates to achieve optimal display in PDF/A.
3. Questions about the MOXIS 4.54 Enterprise release?
XiTip
If you have any questions or suggestions about MOXIS 4.54 or the new features, please contact your XiTrust representative.
For support enquiries, you can also reach us at any time:
by email at servicedesk@xitrust.com or
by telephone on +43 699 14 10 20 33.