Rubex Enhancements

We’re always working to improve the Rubex experience. Here’s are our latest enhancements:

October 2022 | What’s New

Cabinet Level Folder Templates

Folder templates have been updated and can now be applied at the Cabinets, as well as at the Drawer, and Folder level. This frequently requested enhancement gives you more flexibility in how you use folder templates in your environment.

Note: you will not be able to apply a template that would put documents at the cabinet level.

Workflow Audit Logs

Audit logs have been updated to now include workflow steps. This feature will give more comprehensive logging on actions taken by the workflow engine, and will be visible alongside the current suite of logged document actions.

Limited Licenses and Feature Assignment

License types have been updated to now enforce Limited Licenses and Compliance Users. Admins can also configure Rubex feature permissions for individual users or roles based on preset configurations or at a granular level. This will allow you to give users access to the features they need while restricting access to certain other features where necessary.

File Version Visibility Restrictions

Users can now set viewing permissions at the file version level. When configured, you will be able to restrict who is able to view and access certain versions of a file. This is useful when some versions contain sensitive or confidential changes.

Enhanced Password Reset Experience

We have greatly simplified and improved the process of resetting your password to create a much smoother user experience.

Q3 2022 | What’s New

Over the last quarter, we’ve been listening to your feedback about what features and enhancements would most improve your Rubex experience . We’ve had several releases over the last three months, many of which contained meaningful changes to the user experience. In case you missed some of them, we’ve put together a list of some of these enhancements that may enhance your experience with Rubex and how they benefit you.  

Improved User Management (Guests and Users)

The user management page has been updated to make it easier to assign the correct license and apply system permissions. Guests are also no longer treated as a completely different user type in our system, which means if you ever need to transition a guest user to a full user with a paid license, you can now do that.

System Permissions

Along with improvements to user management, there are a few new system permissions that allow even more flexibility and customization for what users can do in Rubex if needed. Additionally we’ve improved visibility and definitions around each of the system permissions included in the presets for standard licenses.

Active Directory (LDAP) Sync tool

With the new Rubex Directory Sync tool you can connect to your Active Directory or other directory service (compatible via LDAP) to make provisioning and removing users in Rubex a breeze. Using a directory service saves time as well as improves employee onboarding as well as eliminates risk of exposure by former employees still having access when they shouldn’t.

Downloading Drawers and Folders

Users can now select a drawer or folder and download it and the contents to a .zip file. Previously to download contents in a folder it required individually selecting all of the files and starting a download, or dragging out of the Rubex desktop app.

Enforce Share Expirations at the Account Level

We know that file security and controlling access is extremely important. You can now enforce that an expiration date be required when files are shared at the account level, decreasing unintentional exposure risk and reducing extra management of files and folders that have been shared from Rubex.

Public Access Links

Some files stored in Rubex are actually meant to be accessed by a broad group of people. Whether it be general forms or applications to be filled out, newsletter updates, documentation, public meeting minutes etc. We’ve made it even easier to share those types of files via Rubex by allowing you to generate an access link that is meant to be public and doesn’t require a name or email address to access.

And more…

We’ve also resolved a number of bugs and made numerous tweaks and improvements to the user interface. For a full list of release notes, click here.

August 2022

August 2022 | What’s New

ISO 27001 Certification

eFileCabinet takes threats to the availability, integrity, and confidentiality of our clients’ information seriously. As such, we’re excited to announce that eFileCabinet is now an ISO/IEC 27001:2013 certified provider whose Information Security Management System (ISMS) has received third-party accreditation from the International Standards Organization.

July 2022

July 2022 | What’s New

LDAP Integration

Rubex now supports integration with directory services compliant with the Lightweight Directory Access Protocol (LDAP). LDAP is a protocol used by most major directory services, including Microsoft’s Active Directory, for setting up users in multiple systems. This integration streamlines onboarding and offboarding employees and helps ensure security, compliance and governance. Rubex’ new LDAP integration is now available for all Rubex Cloud users, and is easy to set up. To learn more about our new LDAP integration, please visit this blog post.

Q2 2022

Q2 2022 | What’s New

Over the last quarter, we’ve been listening to your feedback about what features and enhancements would most improve your Rubex experience . We’ve had several releases over the last three months, many of which contained meaningful changes to the user experience. In case you missed some of them, we’ve put together a list of some of these enhancements that may enhance your experience with Rubex  and how they benefit you. 

Document OCR and Indexing Enhancements

Improvements have been made with our system’s ability to queue and process documents that need to be run through our OCR and Indexing services, making it more efficient and reliable for our customers. 

Copy Permissions from Groups & Users

Working with groups in Rubex makes managing your users quicker and easier. We have added the ability to copy access permissions from Users or Groups to a new or existing group.This eliminates the need to manually create and add desired permissions, improving the experience of managing your Groups and Users.

Document Requests Improvement

A few changes were made to the document request experience that removed some unnecessary friction with completing requests. These changes should improve the time it takes to complete these requests.

Workflow stage names 

We’ve added the ability to name workflow stages for each step of a workflow. This small but meaningful addition will allow workflow users to better track the different steps of a workflow, rather than remember which stages accomplish specific tasks. 

Rubex Reports

There is a lot of data associated with your file structure, files, and metadata in Rubex and we have launched a reporting tool that now allows you to leverage that data into generating reports and dashboards that can help you make better business decisions. To learn more about Rubex Reports, please visit our blog post.

Improved Guest User Experience

When guest users interact with Rubex we previously required that they accept an End User License Agreement (EULA). Guest users are no longer required to review and accept an EULA before they can access the file. 

eFileCabinet Online migration tool enhancements

A new migration tool that enables our eFileCabinet Online customers the ability to move to our flagship product Rubex was introduced this year and has been refined to address even the most complex and largest instances that need to be migrated. 

And more…

We are constantly improving our product, oftentimes with the little things that would make this list too long. We have resolved a number of bugs and made numerous tweaks and improvements to the user interface of Rubex and will continue to do so.