All the news and latest updates made to the ZenShare UP platform

DOCUMENT REGISTRATION SYSTEM

• Automatic document registration and recipient-based routing:
  The automatic registration of incoming emails and certified emails has been implemented, with automatic routing to the appropriate offices and users, that are identified according to the message recipients. The system thus routes incoming documentation directly to the appropriate entities, reducing assignment times and improving document flow management efficiency.
• Registration of incoming email – date of receipt management:
  It has been introduced the management of the actual date of emails receipt during the automatic incoming registration, ensuring correct temporal traceability of the original message and compliance with regulatory logging requirements.
• Protocol Export to Excel Rework:
  It has been reworked the Excel export functionality of the registration list , with improvements to the output file structure, exported metadata, and overall performance of the bulk export operation.

DOCUMENTARY REFERENCES AND MODELS

• Document Templates – Export to Excel:
  Introduced the new Excel export functionality for document templates, to facilitate analysis, mass consultation, and sharing of templates with users and stakeholders external to the system.

DIGITAL ARCHIVING

• IFIN/Zucchetti Digital Archiving– New Integration via Web Service API:
  The previous FTP-based document transfer system has been replaced with a new Web Service API integration with the IFIN-compliant Digital Preservation provider. This new method ensures greater security, reliability, and speed in the transmission of payment packages, as well as timely monitoring of preservation status.

SCHEDULER

• Start and Stop from Control Panel:
  The ability to start and stop Scheduler processes directly from the user interface has been introduced, simplifying the management and control of scheduled jobs without requiring intervention from the application backend.

INFRASTRUCTURE AND TECHNOLOGY

• ZenDocuments Performance Optimization:
  significant performance improvements have been implemented for the ZenDocuments module, optimizing loading, search, and response times for document operations, especially in high-volume scenarios.

BUGFIXES AND IMPROVEMENTS

• Bug fixes for version 3.4.0:
  The issues reported in the 3.4.0 release cycle have been resolved, with improvements to protocol, digital preservation, document templates, and bulk exports. The overall stability of the platform has been improved.
• General Optimizations:
  General performance and stability optimizations across various system modules, with particular attention to ZenDocuments, Computer Protocol, and Scheduler.

DOCUMENT MANAGEMENT

• Annotations on documents and files:
  management of annotations on documents and files has been implemented, with the ability to insert comments, mention users, and track observations directly within the document context.
• Document activity history:
  a complete history of activities on each document has been added: creation, logging, viewing, sorting, annotations, workflow progress, and sending to storage. Each event includes the date, type of operation, user, and additional notes.
• Permissions Management for Public Documents Registration:
  grained management of Protocol permissions has been implemented for the public protocol category, allowing for more precise control over access based on user profile.

DOCUMENT REGISTRATION SYSTEM

• Automatic registration– main document selection:
  automatic logging from email and certified email has been improved with the option to select the main document from those received, ensuring more flexible and accurate management of incoming documentation.

DOCUMENTARY REFERENCES AND MODELS

• Advanced template and repertoire management: significant improvements have been made to the management of document templates and repertoires: a new repertoire deletion feature, dedicated roles for deleting classification repertoires, the series name being highlighted in the document details, and improved metadata watermark management.
• Repertoires – Additional Features and Permission Modification:
  added additional features to repertoires: sending emails directly from the module and managing permission modifications associated with repertoires.

MULTILINGUAL

• English interface localization: automatic synchronization of the frontend language with the user’s language preference (Zenadmin.users) has been implemented, extending this to both the user interface and the administration area. This improves usability for international organizations operating in English.

HOME PAGE – NEWS SECTION

• New What’s New section:
  a new section dedicated to platform news has been introduced, accessible from the user profile icon. This section presents the latest features released, with the option to remember new features later, improving the communication of updates to users.

INFRASTRUCTURE AND TECHNOLOGY

• On-premises Grafana monitoring: configured Grafana on-premises for more effective and detailed monitoring of system metrics and application performance.
• ARGO Service for Automated Releases:
  the ARGO service for automated releases has been introduced, ensuring a more reliable, controlled, and reproducible deployment process.
• AKS Docker Scaling Optimization: optimized Docker container scaling configuration on Azure Kubernetes Service (AKS), improving resource management under variable load conditions.
• NGINX replacement with new Ingress Envelop Gateway:
  The NGINX component has been replaced with the new Ingress Envelop Gateway, updating the network infrastructure for greater flexibility and performance in traffic routing.
• AKS Update to Kubernetes 1.34:
  Updated Kubernetes clusters on Azure AKS to version 1.33, ensuring compliance with platform update requirements and benefiting from the latest security and performance optimizations.
• High-volume performance optimization:
  Significant performance improvements have been implemented for rapid service startup in high-volume scenarios, reducing response times for large-scale operations.

BUGFIXES AND IMPROVEMENTS

• Bug fixes for version 3.3.0:
  The bugs reported in the 3.3.0 release cycle have been resolved, with improvements to protocol, sorting, annotations, and repertoires. The overall stability of the platform has been improved.
• General optimizations:
  General performance and stability optimizations for various system modules, with particular attention to the document, protocol, and repertoire management modules.

DOCUMENT MANAGEMENT

• New metadata management for files: Implemented advanced metadata management for files, allowing for greater flexibility in categorizing and organizing documentation.
• Customizable inherited permissions: Users can now choose which permissions to inherit on documents, providing more granular control over access.

DOCUMENT REGISTRATION SYSTEM

• Management of PAI correspondents with the IPA Index: implemented a new management system for Public Administration correspondents with office codes and verified for integration with the Public Administration Index (IPA).
• Multilingual and timezone support: introduced dual-time protocol display when the user’s timezone is other than Europe/Rome, improving usability for users in different time zones.

MAILROOM – Email and Certified Email Management

• Email mailbox password management: Added the ability to change email mailbox passwords directly from the Mailroom area in the event of a download error, simplifying authentication troubleshooting.
• Improved automatic logging: Intelligent management of duplicate emails has been implemented, with automatic archiving without logging to avoid duplicates in the system.
• ZenMailroom performance optimization: significant performance improvements to the Mailroom module for more efficient mailbox management.

SORTING

• Sending documents to workflow: the ability to send documents directly to a workflow from the Sorting module has been introduced, simplifying the processing.
• Email notification management: Implemented the functionality to enable/disable email notifications to dispatch offices, allowing for customization of communications.
• Sorting performance optimization: significant performance improvements to the Protocol module for faster and more efficient management.

INFRASTRUCTURE AND TECHNOLOGY

• Upgrade a Next.js 15: updated the Next.js framework to version 15, bringing performance improvements and new features.

BUGFIXES AND IMPROVEMENTS

• Fixed bugs reported in previous releases, improving the overall stability of the platform.
• General performance optimizations on various system modules, with particular focus on Mailroom and Protocol.

MAILROOM – Email and Certified Email Management

• Automatic deletion of emails and certified emails: introduction of the automatic deletion of emails and certified emails from webmail after the download and registration process, optimizing mailbox management.
• Automatic archiving of notifications: implementation of an automatic archiving system for Acceptance, Delivery, and other notifications, improving email organization.

DOCUMENT REGISTRATION SYSTEM

• The option to enter the email address in the office registry has been added to optimize the automatic registration process.

DOCUMENT MANAGEMENT

• Metadata and permissions: advanced metadata management has been implemented, allowing for the dynamic updating of document permissions, ensuring greater flexibility and security in access management.

INFRASTRUCTURE AND SECURITY

• Security Updates: critical updates to address vulnerabilities and improve the overall security of the platform.
• React Vulnerability Fix: addressed critical vulnerability CVE-2025-55182 identified in the application’s React components.
• Sorting Optimization: ModelMapper has been replaced with MapStruct on the Sorting module to improve system performance and reliability.
• S3 Storage: the new S3 document storage protocol has been introduced for more efficient and scalable document storage management.

BUGFIXES AND IMPROVEMENTS

• Fixed bugs reported in previous releases, and improved overall platform stability.
• Ottimizzazioni generali delle performance su vari moduli del sistema.

DOCUMENT PRODUCTION

• Document Templates/Series: Definition of metadata and specific templates for each document type.
• Manage form fields, tags, and approval steps via Workflow.
• Improving the Repertoire management process.
• Workflow/BPM improvements: request history, webform duplication, document and attachment upload management.

DOCUMENT MANAGEMENT

• Integrated online editing component for Word, Excel, and PowerPoint documents.
• Integrated a component for document acquisition via Scanner in WebTwain mode.

DIGITAL ARCHIVING

• Integration with the compliant digital archiving services provided by the Unimatica provider.

DOCUMENT REGISTRATION

• When registering incoming email/PEC, it is now possible to define the main document and attachments among those received.
• Automatic sending of an email/PEC notification to the sender of successful registration
• Management of sub-bundling during the registration phase.
• Improvements to the automatic registration process.

ENTI ED AOO

• Optimized search filters for more effective management in multi-Agency and multi-AOO scenarios.

MODELS/SERIES

• Read-only metadata management.

MASSIVE EXPORTS

New bulk export features are available for key lists such as Registrations List, User List, Group List, Entities, AOO, Lookup and Correspondents.

SORTING

• Viewing of sorting notes entered during the registration phase, now available in the Sorting area.

HOME PAGE AND NAVIGATION MENU

• Advanced Search: feature now highlighted in the Documentation area.
• Sorting: Feature now highlighted in the Registration area.
• Document Production: A new section for document production and draft documents is planned.
• Home Page Notifications: Draft Documents

INFRASTRUCTURE

• Identity Management System Update.
• Replacing Azure Service Bus with RabbitMQ.
• Model Mapper replacement.
• Ingress version update.

SUAP – Sportello Unico per le Attività Produttive

• SUAP Integration: interoperability with SUAP systems has been implemented for smoother administrative procedures. The solution has been certified by AgID as a third-party IT component.

Document Management

• Current Archive: optimize access, consultation, and collaborative editing of Office documents such as Word, Excel, and PowerPoint.
• Electronic Invoice Preview: quick view of invoice content directly from the interface with Ministerial and Assosoftware formats.
• Document Sorting: introduction of the ability to permanently remove deleted documents still present in storage, for more secure and compliant management.

Digital Archiving

• Integration with Namirial Archive has been implemented for the compliant storage of documents such as daily registration logs.

Document Research

• Global Search: enhancement of the cross-sectional search across all content, with classification by registrations, correspondents, files, sorting, folders, documents, and workflows.

Document Sorting

• Rejection of sortings: possibility to consult the sortings that have been rejected by the competent office.
• Office Sorting: visibility reserved for office managers who can consult all documents being processed by their office’s operators.

Access and Login

• Login News System: view communications and updates directly on the login screen.
• Portal in Maintenance: introduction of the option to place the portal in ‘maintenance’ mode for individual tenants or for the entire system.

Home page

• Homepage Notifications: new integrated notifications for workflows to be processed, payment packages in error (PDV), and security alerts.

BPM – Business Process Management

• Process Designer (Admin): export and re-import the entire process, including associated WebForms.
• WebForm Admin: new feature for producing documents via forms or Word editors.

User Workflow

• Document production with footnote management.

UP Infrastructure

• Partner Branded Version: Ability to create customized UP instances for partners.

Registration Logs

• Registration Log Without Records: registration logs are generated even when there are no new protocol records.

Correspondents

• Correspondent details have been improved, with the introduction of dedicated tabs to view the list of registrations associated with the correspondent.

Document search

• In the advanced search for templates and series, a new interface has been created to search for documents based on document templates and series, file series and folder templates.

Sorting

• The reassignment of the sorting by jurisdiction to a new office has been planned.

BPM – Designer Admin Porcesses

• The workflow for determining expenditure commitments has been implemented.

Login

• Improvements to login management with the introduction of ‘brute force detection’ mechanisms to limit any anomalous logins.

Safety

• The ‘Security Module’ has been introduced, allowing for alert management, browsing data transmission, and logins. A dashboard is available for viewing security alerts from a third-party SIEM (Security Information and Event Management).

Infrastructure

• Infrastructure improvements, optimized Scheduler functionality, and data cache management.

Main Features

• Development of a new microservice dedicated to digital signature, integrated with the Namirial provider.
• Configuring user profiles and personal data for managing digital signatures.

Types of qualified electronic signatures supported:

• Electronic seal
• Remote digital signature
• Automatic digital signature

Signature formats supported:

• XAdES: signing XML documents
• PAdES:signing PDF documents
• CAdES: signing documents in P7M format
• JAdES: signing JSON documents

BPM – Process Designer (Administrator User)

• New Module BPM/Workflow with BPMN 2.0 compliant graphic designer.

  Available features:

• Creating, modifying and deleting BPMN processes.
• Graphical interface with support drag & drop.
• Management of the following components:
  • Areas, Collaboration, Lanes
  • Start Task
  • User Task
  • Service Task
  • End Event

BPM – User Workflow

User features:

• View and manage requests to be approved, with details and approval of assigned tasks.
• View the history of tasks worked on by the administrator.
• Automatically start the BPM process when creating a file in the archive.

Production process of a determination:

• Document generation from DOCX preview.
• Creation of the PDF file of the determination.
• Send to manager for approval.
• Send to digital signature.
• Generation of the “Omitted” copy for publication on the public notice board.

BPM – Webform (Administrator User)

New Module Webform for managing requests within the BPM.

Funzionalities:

• Creating, editing and deleting Webforms.
• Graphical interface with support drag & drop.

Components manageable in Webforms:

• Input: Text field, Text area, Number, Datetime, Expression, File picker, Quill editor
• Selection: Checkbox, Checkbox group, Radio group, Select
• Presentation: Text view, Image view, Table, HTML view, Document preview, Spacer, Presentation
• Containers: Group, Dynamic list
• Action: Buttons, including those for digital signature

Document register system

Additional Features:

• Management of the electronic seal on the signature.xml file.
• Improvements and bug fixes.
• Consultation of the protocol history in read-only mode.
• Automatic fodering during logging.

Functional chart

• Introduced new module for office function chart management.

Job description

• Introduced new module for managing user job descriptions.

Sorting

• Possibility to re-sort to other users and/or offices directly in the sorting area.

Document register system

• Introduced sorting status information within the document registration detail.

Mailroom

• Introduced functionality for managing signatures in the email footer.
• Introduced functionality for mass deletion of emails from the mailroom area.

Import of registation history

• Introduced module for importing protocol history from an Excel file.

Safety

• Introduced APIs for tracking Logins, User Navigation, Downloaded Documents.

Backup

• Optimized database backup procedures for each tenant.

Administrative Procedures

• Introduced the new module for mapping, implementation and management of administrative procedures.

Login

• Implemented authentication procedure using Google Accounts.
• Management of both concurrent accesses and named users (with multitab access) has been added.

Mailroom

• Email and Certificated Mail – New management of error notifications for email and certifiacted mail
• Sending of Email and Certificated Mail – Added the address book for selecting/searching email/certificated mail addresses in the main recipients (to) and in the recipients in copy (cc).

Email

• In case of shipping via email, ZenShare UP pre-selects an email address and not a certified email.

Scheduler

• Introduced stop/start functionality of the process scheduler.
• Manage email notifications in case of scheduler failure.

Sorting

• Added enablements for the Reply and Log functionality in the sorting module.

Scheduler

• Automatic closing of daily protocol logs for sending to storage

Sorting

• Document processing and automatic collation ‘miscellaneous’

Document register system

• Outgoing protocol: if the main document is not uploaded, it is possible to send an email/PEC which becomes the main document of the protocol.

Mailroom – Mail and Certificated mail

• When sending an email, if they are PEOs, it is possible to enable hidden copy
• When sending an email, you can allow an additional document to be attached to the email without it appearing among the protocol documents, but only as sent via email.

Document register system

• Creating a reply email and saving it as a master document has been enabled

• LOGIN
• HOMEPAGE
• SETTINGS

DOCUMENT MANAGEMENT AREA

• Current Archive
• Deposit Archive
• Historical Archive
• Private Archive
• Documents
• Files
• Sorting
• Document Research

REGISTRATION AREA

• Document register system
• Correspondents
• Registration Logs
• Repertoires

ARCHIVING AREA

• Digital Archiving

ADMIN AREA

• Organizational chart
• Offices and Permissions Groups, Users
• Entities, AOO, Owners
• Models/Series and Lookup table
• Mail and Certificated mail
• Autoimport
• Repository Admin
• Scheduler
• Infoservice, Infrastructure, Master