Who is this article for?

Users who want to learn more about the 2026 Ideagen Procedure Management releases.

No elevated permissions are required.

If you have questions about a release, please reach out to your key contact or lodge a ticket with our team.

Version 3.8.0

Release date: 27 August 2026

Enhanced privacy for Secret Shopper submissions

You can now choose whether Secret Shopper submissions appear in the Connect Module (Relationship Manager) Activity Logs. Switch this on or off via System Settings > Secret Shopper. Turn it off to keep survey details and shopper information confidential, visible only to those with the permissions you've set in the Secret Shopper Module. 

Custom document numbers for Manuals and Policies

You can now add a custom document or policy number to any Manual or Policy in Work — ideal for cross-referencing your own internal numbering system. It's optional for each policy or manual, and you can add one via Policy > Edit > Details.

You can decide on your preferred field label in System Settings > Operations Manual (note this may be different based on the module name you have selected) — this is the title that will appear on the field itself, and it will show consistently across the policy title, version control, PDF exports, and reporting. This makes it easier for your team to cross-reference documents against your own internal systems and quickly confirm they're viewing the right version.

Mazlan Home

Get ready: a faster, smarter, AI-powered Ideagen experience is on the horizon.

Ideagen Procedure Management is connecting to Mazlan Home, and it's a powerful shift. This isn't just an upgrade. It's your gateway to the future, your new command center that brings your tools together to transform the way you work.

Why Mazlan Home?

Mazlan Home is the engine powering a new era of capability. Here's a glimpse of what you can expect:

• Seamless, unified access: One login connects you to your entire Ideagen ecosystem, with Luminate customer support integrated, no separate login for the support you already use. No more barriers, just instant connection.
• Secure, modern architecture: Built on our most secure and modern architecture yet.
• Immediate value, continuous innovation: Enjoy a smarter day-to-day experience and position your business to capitalise on every new capability as it launches.

What's next?

You don't need to take action now. We're putting you in the loop early so you know exactly what's coming, and we'll send full preparation steps and your exact migration date closer to the time. In the meantime, here's a little about what to expect.

Your migration itself comes with minimal downtime, and you'll notice a new navigation banner once you're moved over, your gateway to Mazlan Home and everything else in your Ideagen ecosystem.

Discover more below:

• One hub, endless possibilities
• Find out what the migration means for you

You'll also receive this update by email from no-reply@ideagen.com — so keep an eye out in your inbox.

Version 3.7.0

Release date: 24 July 2026

This month we have one small but important release, as we've been busy behind the scenes.

Since joining Ideagen, Procedure Management has become part of a much bigger picture — a connected ecosystem spanning compliance, quality, EHS and productivity. We're now preparing Procedure Management to join that ecosystem through Ideagen Mazlan Home (formerly Ideagen Hub), alongside our first Mazlan AI agents — available as an advanced subscription, starting with the Work Module.

As part of that groundwork, we've updated how phone numbers are validated: all phone numbers must now include the country code (e.g. +614XXXXXXXX), helping keep your data accurate and migration-ready.

What this means for you

• Existing users — no action needed. We'll update phone numbers automatically as part of the migration.
• Editing a record — if you edit a user record that includes a phone number, country code validation will now apply.
• Using our public APIs — Important: please update your API to include the country code, or pass this on to your IT team to action, so new users continue to be added seamlessly.

What's next?

Migrations to Ideagen Mazlan Home will take place in September. Next week, we'll be in touch with more detail, including a first look at the new header banner coming to your site, plus a list of FAQs to help you prepare.

Version 3.6.0

Release date: 29 June 2026

There are two new updates live this month. Additionally, we're busy behind the scenes improving our technical architecture, enhancing workflows and preparing for Mazlan Home — a hub which will unlock our Agentic AI capabilities.

Configurable Default Font for Editors

A new Editor Default Font setting is now available under System Settings > Branding. Choose from a selection of browser-standard fonts to apply consistently across all rich text editors platform-wide — including PDF exports. Any content created using the default font will stay in sync if you ever update it — only content where a font has been manually selected will remain unchanged.

Work Module API: Role-based permission mapping

We've added two new endpoints to the Work module API that expose role-based access permissions at both the manual and policy level — helping organisations keep their external systems in sync with the permissions configured in the platform.

Coming Soon: Mazlan Home

We're currently working on connecting Procedure Management with Mazlan Home — your command centre for smarter, faster workflows across all your Ideagen solutions (formerly known as Ideagen Hub).

Once live, you'll be able to access Procedure Management alongside your other Ideagen solutions and Luminate in one place, with a single login and central permissions management. It also unlocks Ideagen Mazlan agentic AI capabilities — currently in development for our Work Module, with more details to come soon.

Connecting to Mazlan Home will require a migration for user authentication. We'll be in touch with more details and plenty of notice ahead of time.

Version 3.5.0

Release date: 29 May 2026

This month's release brings some meaningful additions across policy management and APIs.

Work Module: New Policy Owner Field

Assigning clear ownership is a cornerstone of a well-governed policy library — and now Procedure Management makes it even easier.

You can now assign one or more Policy Owner(s) to any policy via the Details tab. Once assigned, Policy Owners are automatically added to the Schedule Review notification list in the Verification tab and cannot be removed from it — ensuring they're always notified when a review is due or any edit is made to the policy.

You can also add a Policy Owner as a participant in a workflow step at any time, giving you full flexibility in how you structure your review and approval processes.

A note on best practice: In a robust policy management system, every policy should have a clearly identified owner — someone accountable for keeping content accurate, relevant, and up to date. The Policy Owner(s) field makes that accountability visible across your whole library, so nothing slips through the cracks.

Learn Module: New Workshop APIs

Three new API endpoints are now available as part of the Learn module (Training), giving you more control over workshop management from external systems:

• Workshop Session List - Retrieve a list of your workshop sessions.
• Workshop Session Attendee List - Retrieve a list of attendees for a given workshop session.
• Workshop Session — Add Attendee - Enrol a user into a workshop session directly via the API.

For full request parameters and example responses, navigate to Profile > API Documentation. If you can't see it, please reach out to our Support Team for help.

User and Location Management: System and Custom Field Import Notifications

If your organisation has system and custom field update notifications switched 'on' for User and Location Management, those notifications will now also trigger when content is imported into a custom field via the API — consistent with how they behave when a field is updated manually. The notification keeps your team in the loop regardless of how data enters the platform with no manual follow-up needed.

Version 3.4.1

Release date: 27 May 2026

Important Billing Update

We're updating our billing platform for Procedure Management, bringing it in line with the rest of the Ideagen platform. The change goes live at 9.00pm on Friday 29 May (AEST).

If you pay by credit card, your payment details have been migrated automatically, so no action is needed on your end. Your invoices will continue to be accessible via the Profile > Billing menu (permission required). After 29 May, you'll see invoices generated by the new platform only. If you need a copy of a historical invoice, we recommend downloading these before Friday. You can also request them from our Finance Team at ccqueries@ideagen.com.

If you're currently on manual invoicing or bank transfer, your billing arrangement is changing, and you will have received a separate email from our Contract Renewals team with specific instructions. If you haven't received anything, no action is required for your account. If you have questions, please contact contractrenewals@ideagen.com.

Updating your payment details: One thing to note is that with this change credit card details can no longer be updated directly within the platform. If you need to make changes to your payment details, please contact the Finance Team at ccqueries@ideagen.com.

Future invoices: Future invoices will be sent from customer.invoices@Ideagen.com, so we recommend adding this address to your safe senders list.

For full details, visit Billing Platform Update (May 2026) – Ideagen Luminate.

Version 3.4.0

Release date: 24 April 2026

This month’s release is all about reducing friction — for your users in the platform and for your team when managing training. We’ve got three updates that make day-to-day tasks run smoother.

Learn Module: My Training & Reporting Improvements

Suggested For You is now on My Training

Optional training programs are now surfaced directly on the My Training page under a Suggested For You section — so users can see and enroll in available optional programs without navigating to a separate page. Less clicking, more learning.

Mandatory vs Optional Progress are now split in Reporting

Training completion data in Reporting now separates Mandatory Progress and Optional Progress into distinct columns. This gives you a clearer picture of where your team is tracking on required training, while still keeping an eye on optional uptake.

Note: The Suggested For You section is visible to users based on the optional training programs available to their role. No additional setup is required for the reporting update — it will appear automatically. If there is no optional training, this section of the page simply won't appear.

Training: New ‘Can Complete Training Programs’ Role Permission

A new Can Complete Training Programs permission is now available in Role Settings, allowing roles beyond Admin to manually complete or revert training records on behalf of users. Previously limited to Admins only, this is a handy bit of added flexibility for managers and coaches. To enable it, go to System Settings > User Roles.

Search: Find Modules and Settings Faster

The platform search now returns module links and System Settings alongside content results. Type what you’re looking for — for example, “Forms” — and you’ll see the module and related System Settings appear instantly. No more navigating menu by menu.

Version 3.2.0

Release date: 27 February 2026

This release brings some great improvements to two areas your team uses every day: search and audits.

Search Enhancements

What's new

• Spelling suggestions: Made a typo? Search will now suggest the correct spelling so you can find what you're looking for without starting over.
• Last updated date: Each search result now shows when the item was last updated, so you can quickly identify the most current content.
• Tags and categories visible in results: Where a tag or category has been assigned to a content item, these will now appear alongside the search result — giving you more context at a glance.
• Navigate directly to a user's profile: Users with access to User Management can now click through to a user's profile directly from search results, saving time navigating through the User Management menu.

Audit Sub-Status

We heard from many of you that once an audit is marked as Submitted/Complete, it can be tricky to track what happens next — is it awaiting manager review? Are there still outstanding action items? The new Audit Sub-Status field is here to help you better track and report on the state of submitted audits.

This is our first step towards bringing stronger audit workflows to the platform later this year, and we'd love your feedback to help shape what comes next.

This optional field lets you assign an additional status — Open or Closed — to completed audits, giving your team a clearer picture of where things stand.

What you need to know

• Set sub-status on any completed audit: Simply select Open or Closed from the dropdown on the audit's View page, above the Comments section. The field is optional and defaults to blank — your existing audit data is unaffected.
• Visible in Reporting: Audit Sub-Status appears as a column in both the Completed Audit and Action Item tabs under Reporting > Audit Reporting, so you can filter and analyse by sub-status.
• Permission-based editing: Only users with Edit Submission permission can set or change the sub-status. Other users can see the field but won't be able to modify it.
• An addition to your current processes: Sub-status is a standalone field — it doesn't trigger any changes or affect your current audit framework.

Version 3.1.1

Release date: 17 February 2026

Scheduled Maintenance: Server Upgrade

When: Friday, 20 February 2026 from 10:00 PM to 1:00 AM AEDT

Procedure Management will be unavailable during this three-hour window whilst essential server upgrades are completed. This maintenance has been scheduled outside standard business hours to minimise disruption to your operations.

Please plan any time-sensitive tasks outside of this window. Access will be restored automatically once the upgrade is complete.

Version 3.1.0

Release date: 30 January 2026

This month brings more control for users using our mobile app and easier certificate access for managers — designed to reduce noise, celebrate achievements, and keep records accessible when you need them.

Mobile App: Customisable Push Notifications

Control what you hear about

Users can now choose which push notifications they want to receive — reducing unnecessary noise while keeping critical alerts front and centre.

Previously, enabling push notifications meant receiving everything. This update gives users control over three categories: Required tasks, General updates, and Comments & Mentions.

To enable, navigate to Profile > Notifications in the mobile app. All categories are enabled by default. If users attempt to disable Required tasks, a warning message appears to ensure they understand they may miss mandatory actions.

To control delivery timing throughout the day, use your iOS or Android device settings (Focus, Do Not Disturb, or notification scheduling). This is available now in both iOS and Android mobile apps.

Learn: Certificate Downloads for Admins and Managers

Celebrate achievements and keep records accessible

Managers can now download and print completion certificates for their team members directly from Reporting or User Management — perfect for presenting at team meetings, celebrating milestones, or maintaining compliance records.

Previously, only learners could download their own certificates. This enhancement gives Admins and Managers direct access when they need them, whether recognising someone's achievement in person or providing proof of certification for former employees.

Certificates can be downloaded from Reporting (view a user's completion status and look for the download icon next to the "View" button) or User Management (select the user, navigate to the Training tab, and download available certificates).

Gilroy Font Rollout

We've rolled out Gilroy font across Procedure Management to meet Ideagen's licensing requirements and ensure compliance with font licensing obligations.

Menus and buttons now display using Gilroy exclusively for a professional, consistent appearance. Rich text formatting areas (such as policy content in the Work module) continue to offer open-source font choices in addition to Gilroy, so you'll still have complete control when designing manuals, training, policies, and other content.

Your existing content, branding, and colours remain unchanged. This update standardises fonts in navigation and interface elements only.