As the result of our ongoing customer support follow-up, we have identified three issues that we believe warrant a HotFix release. The key defects addressed by this HotFix are:

• Duplicate Email Handling – In certain circumstances, Outlook’s handling of message formatting prevents Newforma Project Center from properly identifying all duplicate filed copies of an email message. This can result in duplicate copies of messages being retained in project files. Our detection and handling of duplicate emails in this case and in the case of filing via Drag and Drop have been improved in this HotFix. Addressing this defect requires updating both servers and the client application.

  Note: Due to the fact that Newforma has improved/changed the way that duplicate emails are detected, if the same email is filed both before and after the Hotfix is applied, it may not be de-duped. For this reason, it is required that when you choose to update ONE client, you MUST update them all or duplicate emails will be created.

• International Content in Project Email Messages – Prior to this HotFix, filed email messages that contain non-Western language alphabets may lose some content in the process of being filed. This problem has been addressed in this HotFix by storing all filed messages in Unicode format. Addressing this defect requires updating both servers and the client application.

• Searchable PDF Content Not Being Indexed – This defect refers solely to hybrid PDFs containing searchable content created via OCR of scanned documents. This defect was a regression, introduced in the original release of Fifth Edition, and results in Searchable PDFs, that have been created or updated since the installation of Fifth Edition, not being properly indexed. This defect has been addressed by this HotFix.

  Note: you must rebuild the Newforma Project Center search index if you want to assure that all Searchable PDF content is included in Project Search results. This defect can be addressed by updating the servers only.

If these issues have been reported as a concern by your users, you will want to install this HotFix. If you have not already installed HotFix 1, installing this HotFix will address all defects fixed in both HotFixes. The items addressed in Hotfix 1 are as follows:

• Prevent or reduce the impact of network time synchronization errors on replication of data between the Newforma Project Center and Newforma Info Exchange Servers. This defect can be addressed by updating the servers only.

• Allow commas in the names of projects and project folders. Addressing this defect requires updating both servers and the client application.

• Reduce or eliminate spurious email notifications of failure of the project email service. This defect can be addressed by updating the servers only.

• Correct an issue where Include / Exclude filters on document set folders do not properly apply wildcard characters. Addressing this defect requires updating both servers and the client application.

• Prevent an application crash associated with very long names used for the transmittal / file transfer subject and record copy folder location. Addressing this defect requires updating both servers and the client application.

Note that the server must be updated with this HotFix before you can update the client application. You may choose to update only the servers (Newforma Project Center and Newforma Info Exchange Servers) as indicated above to address the Searchable PDF defect. Addressing many of the other defects involves updating the servers and the client application. You cannot update the client application only. It is our strong recommendation that the server and all clients be updated with this HotFix.

Additionally, one recently reported defect has not been addressed in this HotFix that we want to call to your attention. Automated (Server-Side) Filing of Email from the “Newforma – Items to File” folder in Outlook does not work in a Hosted (outsourced) Microsoft Exchange Server environment. The workaround is to continue using the “File Items” button in the Newforma Project Center toolbar to sweep email that has been dragged and dropped into the “Newforma - Items to File” folders onto the central file server, just as you did in Fourth Edition. This is due to important differences in how authentication works in a Hosted Exchange Server environment and is likely to be a continuing limitation for customers who have outsourced their Microsoft Exchange Server.

As always if you have any questions or concerns, please feel free to post a topic on the Newformant user community website, email us at .(JavaScript must be enabled to view this email address), or contact your Newforma Account Manager.

Regards,

Newforma Support & Services