Release Updates - April 2025

Custom Document Expiry Behavior Updated

*This update only applies to Custom Documents, not TraceGains Standard Documents or Online Forms.

TraceGains is restoring the original expiry behavior for Custom Documents created through Supplier Management (SM), where greater flexibility is needed to support diverse business-specific needs.   

When SM Users configure Custom Documents:

• If the Days Effective field is left blank, users must enter both the Effective Date and Expiration Date (date-specific expiry).
• If the Days Effective field is populated with a number, users only need to enter the Effective Date. The system will calculate the Expiration Date from the date of attestation (fixed-term expiry).

Automatic Application:

The updated behavior will automatically apply to all or new updated custom documents moving forward. No action is required unless you need to apply updated expiry logic to existing custom documents.

Applying Updated Logic to Existing Custom Documents

Enterprise Users:

• If shared from Gather: Update the document status and request the supplier to revise the expiry.
• If created in Enterprise: Edit the expiry directly from the Documents grid or Manage Document page.

Gather Users:

• Use Edit or Replace in the Document Library (Location & Item Files) or Customer Management (Locations/Items Documents).

Coming in May

Greater flexibility. Smarter Workflows. Full Alignment Across the Network. 

TraceGains is expanding expiry options for all fixed-term documents to better reflect how documents are issued and managed in the real world. Starting in May, all fixed-term documents will support two expiry formats. 

Fixed-Term

• Document does not show an explicit expiration or next review date. 
• Expiration calculated with 365, 730, or 1095 days from the date of Attestation.

Date-Specific

• Document shows explicit expiration or next review date.
• Effective and Expiration Dates are manually entered from the document itself. 

This enhancement is designed to bring greater clarity, accuracy, and adaptability across the TraceGains network, supporting both Enterprise and Gather users. 

Why this matters:

Many documents vary in how expiration is determined. A one-size-fits-all approach does not always work. 

• Some controlled documents list explicit expiration or next review dates, others do not. 
• Some Statements (like GMO-Free or Gluten-Free) include explicit expiry, others do not. 
• Some Documents (like Letters of Guarantee) may follow either expiry type, depending on supplier practices. 

By allowing both expiry formats, TraceGains ensures documents can be tracked and maintained with the accuracy and flexibility your organization requires. 

Terminology update for clarity: 

To best support this enhancement, TraceGains is additionally updating the terminology currently used with the Gluten, GMO, Halal, Kosher, and Organic documents. Moving forward, this updated terminology will be extended to all fixed-term documents. 

Specifically: 

• The term Certificate will now be referred to as Date-Specific. 
• The term Statement will now be referred to as Fixed-Term. 

This change reflects our ongoing commitment to improving collaboration between customers and suppliers. They ensure that expiry logic works seamlessly for any document type, across any workflow. 

Note: Existing date-specific documents will remain date-specific only. Some examples include Audit documents, FDA Registration, Insurance, and Non-Disclosure Agreements. 

Renew Fixed-Term Documents

TraceGains Gather® users can now renew existing fixed-term documents in the Document Library and Customer Management. Note: This action is not available in the Supplier Management. Enterprise users already have this capacity.

This enhancement applies to fixed-term documents linked to a location or item. PostOnce logic remains unchanged.
Note: This renewal process is not available for date-specific, online forms, or unassociated documents, or when the status is Rejected, Awaiting Approval, or Approved. 

How to use this feature for Location Files: 

1. Under the Document Library, navigate to the Location Files.
2. Select on the desired document you wish to renew by checking the box to the left. 
3. Click on the Actions button.  
4. Select Renew from the options available. 
5. A pop-up window will appear. The details will need to be completed prior to selecting the Save Changes button. Comments are optional. 
   

How to use this feature for Item Files: 

1. Under the Document Library, navigate to the Item Files.
2. Select on the desired document you wish to renew by checking the box to the left. 
3. Click on the Actions button.  
4. Select Renew from the options available. 
5. A pop-up window will appear. The details will need to be completed prior to selecting the Save Changes button. Comments are optional. 

How to use this feature for Customer Management Document Requests: 

1. Under Customer Management, Document Requests, navigate to In Process or Expiring Soon, the steps are identical.
2. Select on the desired document you wish to renew by checking the box to the left. 
3. Click on the Actions button.  
4. Select Renew from the options available. 
5. A pop-up window will appear. The details will need to be completed prior to selecting the Send Document button.  Comments are optional. 

How to use this feature for Bulk Renewals: 

1. Select multiple eligible documents.
2. Click on the Actions button.  
3. Select Renew from the options available. 
4. If there are ineligible documents included in the selection, the Renew action will be blocked. 
   
5. A pop-up window will appear. The details will need to be completed prior to selecting the Send Document button.  Comments are optional. 

Formula Management 

Significant improvements have been introduced to Formula Management, focusing on decimal preference and nutrient preference controls. These enhancements are designed to streamline workflow and ensure precision in formula calculations. They are part of our commitment to meeting contractual obligations and complying with the new regulation changes, such as Canada supplemented labels for 2026. The goal is to provide a comprehensive solution that supports your needs and ensures compliance with industry standards. 

Unit of Measure Enhancements

The functionality has been expanded to include more imperial weight options, allowing the use and formulation with different units and measures in your regular ingredients. This enhancement provides additional flexibility and accuracy in your formula management. 

Supplier Management

Sync CRUD Permission Checks

We have introduced an update to the Supplier Management system that aligns the CRUD permission checks for managing document requirements across different sections. 

Key Features: 

• Aligned Permissions.: The supplier/items supplied grids now match the TraceStation behavior, requiring either document requirements create or update permissions to make changes. 
• Consistent Management: This enhancement ensures consistent permission checks for managing document requirements, whether you are working in the TraceStation or the supplier/items supplied grids. 

Dynamic Display Template tool tip

We have updated the visibility to match the rest of the Enterprise suite. With this update, the status is now visible in the upper right corner of the window. 

Fractional Values in Calculations

This update to Supplier Management system allows for fractional values (floats) to be used in points allocated for sum total calculations. This enhancement ensures more precise calculations and accurate results. 

Key Features: 

• Fractional Values: You can now use fractional values (e.g. 0.5, 1.75) in points allocation.
• Accurate Calculations: The system will return calculated results based on these fractional values. 

How to use this feature:

1. Access Supplier Management section of your application. 
2. Select Calculations within the Configuration panel. 
3. Input the desired fractional value for points allocation.
4. The system will automatically calculate and display the sum-total based on the entered values. 

Audit Management

Customizing Column Width in Table Templates

We have introduced an update that allows you to define and customize column widths in table templates and generated action forms using percentages. 

Key features: 

• Define column widths: Specify the width of each column using percentage values. Note: The total must equal 100%. If all are left blank, it will divide the columns equally. 
• Customize Action Forms: Apply the same customization to action forms for improved layout. 

How to use this feature:

1. Under the Configurations, navigate to the Table Templates section.
2. Click on the split view icon to open the pop-up window.
3. Enter the desired width for each column as a percentage. 
4. Save changes by clicking on Apply Width button to see the updated column widths. To remove the settings to revert to equal column widths, click on the Clear Width button.  

To see the changes implemented, search for that table template within the Audits tab. 

NutriCalc

Costings Report 

Set the Costings Currency and choose Currency Symbol or Currency Code under My Preferences. Remember to click save after making changes. 

Select the desired recipe and open the Reports tab.

Select the Costings report. The chosen currency will appear within the Ingredient Cost Breakdown as well as in the Summary. 

Edit Nutrient Preferences

The Nutrient Preferences feature (My Preferences > Nutrients) enables you to manage how and which nutrients are displayed within the Nutrition tab and in the Nutrition Summary Report. This functionality is particularly useful for obtaining a more precise nutrient breakdown or displaying only specific nutrients. 
Note: These options will not affect labels or the Nutrition Report, which is based on label nutrients. 
This update includes: 

• A Show/Hide option for each nutrient
• Customizable decimal amounts 

By default, all nutrients are displayed with decimal points set to 0, 1, or 2 places. This is a comparison displaying Vitamin C with the updated settings, comparing 3 decimal places to zero decimal places. 

Previously, the decimal places were set by default and unchangeable.