Make Non-Material Changes

Contents

• Overview
• Pre-conditions
• Steps
• Supplementary Information
• Notes

Overview

Document stages are organised in workflows. Existing stages for document are called Default workflow.

In addition to the existing stages, there is also Non-Material Changes functionality available that allows document owners and editors to make small insignificant changes (e.g. grammar fix, small correction, change relative content or tags) without creating a new version.

The Non-Material Changes mode is characterized by the following:

• Edits* can be made in the same way as in typical draft mode;
• All changes logs will appear in the Document Activities tab;
• The user who moved this document to Amendment mode will be logged;
• There is no template and snippet enforcements, no attach/detach template or no snippet inserting functionality available in this mode.

After the Non-Material Changes mode has been applied, the following events will occur across different modules of Clausematch:

1. Policy management module notifications: all users who have been added to the current document will receive email notifications that Non-Material changes were applied.
2. Policy portal module notifications: all users who have been added to the current document will receive email notifications that Non-Material changes were applied.
3. Portal: Portal Manager will see the newly released version in the Portal Management tab. Document questions and accesses will remain unchanged. Attestations will need to be completed again.

The following document related entities are moved to the new amended version:

• Questions and answers;
• Activity log/views;
• Accesses (if unchanged during publication process);
• Tags;
• Related content.

Pre-conditions

• Document Level Permission: 'Owner'.
• The document must be released.
• Applicable to documents only, not templates.

Steps

Move Released Document to the Non-material Changes Stage:

1. Click the arrow next to Create New Version* on the top right corner.
2. Select Amend Current Version.
3. Fill out required custom metadata fields and if needed optional metadata fields.
4. Click Apply.
5. (Optional): Add a note that will show in the Document Activity Timeline next to the release activity.
6. Click Confirm.

Edit a Document While in the Non-material Changes Stage:

1. Perform edits to the document.

Release a Document (Without Creating a New Document Version)*:

1. Click Change Stage on the top right corner.
2. Select Release stage.
3. (Optional): Change the document name.
4. Click Continue.
5. Fill out required custom metadata fields and if needed optional metadata fields.
6. Click Continue.
7. (Optional): (De)select categories to assign document from/to.
8. Click Complete.
9. (Optional): Add a note.
10. Click Confirm.

Update Non-material Changes or Release Stage Settings:

1. Click the arrow next to Create New Version.
2. Select Show workflow
3. Click Set workflow.
4. Select Non-material changes.
5. Click on the tree dots icon.
6. Click Go to stages settings.
7. Select Non-material changes stage.
8. (Optional): Select Release stage.
9. Update deadline or tick the box for the Mandatory stage field.
10. Click Save.

Supplementary Information

A document need to be released first before it can be moved to the Non-material changes stage.

While editing, the document will remain in the Non-material changes stage as displayed on the right top corner.

Once the non-material changes were applied, the document can be moved to the Release stage. The document will automatically reflect the latest content of the document on the Policy Management and Policy Portal modules.

The document can remain in the Release stage until the document needs to be reviewed and updated with material changes. Once the document needs to be updated, this can be done by moving the document back to the draft stage and creating a new document version.

Notes