Release 2023 Q4

• Use cases:
  1. Enhanced Collaboration: Collaborate effectively with team members, reviewers, and contributors, as everyone can now easily spot and review changes made within tables.
  2. Effortless Tracking: Say goodbye to the tedious task of manually comparing different table versions.
     With this feature, you can view and track table content changes effortlessly.
  3. Suggestions Functionality: Seamlessly use the suggestions functionality for tables, knowing that you can monitor and accept/reject changes with precision.
  4. Version Comparison: Utilize the compare version functionality confidently, knowing that you won't miss any vital table content modifications.
• Dependencies and downstream impacts:
  • When new documents are imported, our system will do additional normalisation (add Cell IDs) to allow table tracking changes.
  • Changes in table content will be available in:
    • Version History
    • Paragraph changes events in Document and Paragraph Activity
    • Suggestions mode

• Limitations:
  • Changes to the table structure, like deleting rows and columns and merging cells are not tracked or marked.
    
    • We will also not highlight that the column or row was created or new cells were created via split cells operation. In such cases, we will only mark the content inside these cells as added (green).
  • We will only migrate the latest version of the paragraphs in the Latest Document revision, so it will allow you to see only new changes in the table and not the previous one.
    • We introduce Cell IDs that allow us to compare cell content. However, we can not set these IDs for all versions of your tables because there is no capability to identify all structural changes between versions of tables.
  • In rare cases when the document was imported with corrupted data:
    • Unnecessary updates might be triggered if a user interacts with a paragraph (even without making changes, for example, clicking on a paragraph), which will create a new paragraph diff where the table will be marked as fully deleted and added again without granular changes view.

• Use cases:
  1. Organise a viewing of multiple file attachments in a document.
  2. Swift spotting and identification of specific file attachments in the list.
  3. Efficient management of a growing number of file attachments over time. 
• Dependencies and downstream impacts:
  • File Attachments
  • Sorting is not applied straightaway to newly uploaded files and will be applied after reopening the modal. These files are first placed at the top of the files list.
    In the previous version, uploaded files are added at the end of the files list. 
• Limitations:
  •  N/A

• Use cases:
  
  1. Simplified review and population of document metadata.
  2. Allow to view metadata-driven documents (like Controls, Obligations, etc) content easily on the platform.
• Dependencies and downstream impacts: 
  • The Info sidebar is removed from all documents.
    The tasks sidebar will be the default sidebar for documents.
    • There will be no sidebars for Read Released role.
  • All documents will have this new panel at the top of the document (Documents, Templates, Snippets, Modifications).
  • What data is presented is configured via Document Layouts, where you can apply Metadata Screens with the proper set of fields.
• Limitations:
  • Custom fields in the metadata at the top of the document are editable by Document Owners. Other Document roles can only view it.

• Use cases:
  
  1. Prompt users to fill in required metadata.
  2. Accurate management and review of required fields.
  3. Rapid identification and rectification of unsaved metadata fields.
  4. Real-time tracking and completion of unfilled metadata.
• Dependencies and downstream impacts:
  
  • Fields that require attention:
    • Unsaved - fields that the user didn’t save yet
    • Unfilled - fields that do not have a value yet
    • To Review:
      • Empty required fields
      • Fields with invalid data:
        • For metadata type Select:
          • Options that do not exist
          • The single select field that has several items
        • For metadata type User Picker:
          • The user who is disabled

• Limitations:
  • Field with type link will be displayed as empty if link address is not fulfilled regardless of the link name.
  • Link metadata field will be marked as Empty if the Link address field is not filled in, regardless of the Link name field.
  • All system read-only fields are excluded from counters like:
    1. Archive at
    2. Archive by
    3. Release at
    4. Release by
    5. Published at
    6. Published by
    7. Modified at
    8. Modified by

• Use cases:
  
  1. Protecting metadata from unintentional overwrites
  2. Increasing the overall collaboration efficiency
• Dependencies and downstream impacts:
  • The Lock command is sent when editing of the metadata field starts, so other users will see that someone has started editing metadata and cannot add their changes.
  • The unlock command is sent in 4 cases.
    • When saving changes.
    • When resetting the form to its original state (update fields to it previous state) except multiline text metadata field.
    • When rendering another view in the editor or reloading the page. (For example - switching to the mode of adding data connection)
    • When a user is idle for 30 minutes.
  • If a user changes metadata and doesn't interact with a form for more than five minutes, we will notify that the metadata needs to be saved.
  • Updating metadata values via the Clausematch API does not lock the metadata box.
  • Field values updated via Clausematch API are displayed in the metadata box in real-time. 
• Limitations:
  1. These changes only relate to the Metadata at the top of the document. These forms still do not support real-time updates, and users will need to reload them to see up-to-date results (if changes happened after opening any of the below forms):
     • Metadata form in Document Settings
     • Metadata form in Document creation modal
     • Metadata form in Move to Stage modal
     • Metadata form in Data connection view on the left-hand side
     • Metadata form in Version history view
  2. Changing fields via the document-settings modal and move-to-stage modal does not lock the form, and ⚠️ will override unsaved changes ⚠️.
  3. Not all updates will trigger changes in the Metadata form in real time:
     1. Changes in the Document role to Owner will require the page reload to allow a user to edit fields.
  4. In very rare cases, we have noticed the remaining lock on metadata fields persisting beyond 30 minutes. If you suspect that nobody edits the metadata, attempt to reload the page. If no one edits, this should become evident upon reloading.

• Use cases:
  • Design and manage screen layout at each stage of a document.
    •  Set mandatory metadata fields based on the stage of the document.
  • Enable users to control what metadata shows up when for better management of documents.
    • To configure what metadata users need to fill in when Creating documents → use the option On Creation
    • To configure what options users need to fill in before moving to the Release stage → use the option Draft or any other Custom stage, to allow users to understand what fields are required and fill them during the working on stage and not while transitioning to stage.
• Dependencies and downstream impacts:
  • When the user sets a Metadata Screen to the Default Layout that will be used in ANY document Stage or State Layouts if the user does not specify another Metadata Screen for them.
    • If the user does not specify the Metadata Screen for the Default Layout, then the platform will display All metadata fields available for the document.
  • The inheritance logic:
    • All Document Metadata < Metadata from Default Layout < Metadata from specific Stage or State (action) Layout
    • All places where we will display metadata should follow the rules of the assigned Metadata Screen that is defined in the Stage or State Layout or inherit it from the Default Layout:
      • Form on top of the Document
      • Document Settings > Metadata
      • Export
      • Connections Mode
  • Configuration options:
    • Document Actions or States
      1. On Creation
      2. Published on Portal
    • Layout for document stages
      1. Draft
      2. Release
      3. Custom stages (that users created in Templates)
  • When a document is created from a template, then the Document Layout configuration will be copied from a template.
  • When a document is created from another document, then the Document Layout configuration will be copied from this document.

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For all cases with document metadata updates, we now have these approaches:

1. When users need to update some metadata for their Latest Document Released version on Policy management, they can update it, which will instantly be reflected in the same version that is Published on the Policy Portal. This should help solve cases by editing non-material metadata (like cases with Contact person)
   1. Current gap we will consider in the next iterations is what to do with Documents that already have a new version and Users need to update the current Published version. Suggested solution: We also should allow editing metadata and do NMC for the Latest published version.
2. When the user needs to update metadata used in the document (or other material metadata), we suggest using NMC workflow to create changes without impacting the versioning.

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• Limitations:
  
  • For Templates: the metadata is not configurable, and we only show system fields.
  • For NMC workflow, we will use the screen that is specified in the Default Layout.

• Dependencies:
  • Metadata
  • Metadata Screen
  • Export to PDF/DOCX

• Use cases:
  
  • Quick and efficient search of content while suggesting edits.
  • Faster review process by honing in on specific content areas.
• Dependencies and downstream impacts:
  • Editor
  • Suggesting Mode
  • Track changes
• Limitations:
  
  • When you edit content in “Suggesting mode” or “Track Changes” mode, highlights and search do not apply to the content in the paragraph you are editing.
    To view search results for this content complete its editing.
  • The search function will only work with text and does not encompass Embedded files.

For example, you could capture additional data in your Documents: Author, Key Contact, and for each User: Line Manager.

• Use cases: 
  • Simplified process for listing user information in Document or User metadata.
    • Assignment and tracking of individual responsibilities in documentation.
    • Streamlining document owner identification process for seamless reporting.
  • Enhanced accuracy in name spelling and usage.
  • Quick discovery of documents associated with specific users.
• Dependencies and downstream impacts:
  
  • Updates to users’ information will be dynamically reflected in the User Picker fields in real-time.
  • Document Owners will be able to:
    • Populate this type of field with single or multiple users selected from a list of all users available on Clausematch.
    • We allow to keep disabled users as a value, but we don’t give the option to find and select disabled users.
      • We will highlight such fields with users that were disabled on the platform to spot inconsistency in data potentially.
  • Users with Create metadata fields or System admin permissions will be able to:
    • Create a user picker custom field that contains the names and email of all users (including disabled users) that have access to Clausematch in the instance so that Document Owners can accurately capture this information in the document.
    • We don’t allow to set default values with disabled users.
  • When filtering documents by new User Picker fields:
    • We allow to choose a user regardless of their disabled/enabled status.
  • Impacted areas
    • Metadata administration
    • Document Reporting
    • Document metadata
    • Document Search
    • User metadata
• Limitations: 
  • Users will be able to select only users that have access to CM.
  • There is no option to control whether it is a multi or single-select field.
  • There is no possibility to select a User Group.
  • There is no possibility to choose what information about User to display - currently it is Full name and Email.
  • In document filters:
    • We will not provide any visual indication regarding the user's disabled status.

• Use cases:
  
  • More efficient data administration: The ability to create and modify User metadata.
  • Ingest HR data in the platform to personalise user experience and support the business process.
• Dependencies and downstream impacts:
  • New steps, “Entities” for creating and updating the Custom fields, were introduced.
    • The configured Entities for each custom field should be defined and cannot be empty.
    • Custom fields can be used in different Platform Entities like User, Document, or both.
      • Additional capabilities were introduced in the Admin module > Custom Fields tab to allow you to manage these capabilities:
        • New column - Entities to observe where Customs fields are used.
        • Quick filter - to view fields related to specific Platform Entities.
        • Sorting - to sort fields by Platform Entities.
  • All existing Custom fields will be automatically migrated to the Platform Entity: Documents.
  • Exiting API will be impacted - See changes in the API section.
  • Creating metadata with the entity type User creates values for all users in the system.
  • Deleting metadata or revoking the User entity type archives related to user metadata values.
  • Metadata with only the User entity type will not be displayed in the Documents.
  • Document filtering based on metadata will not work in cases when the metadata had the Document entity type but then it was revoked.
  • Revoking the Document entity type should cause a removal of the metadata from Metadata Screens that used that metadata. 
• Limitations:
  • There is no possibility to view this User metadata on the platform except the Admin module. This will be addressed in the next release.
  • Certain types of sensitive information may be restricted from editing to maintain user privacy and data security.
  • ⚠️ For clients with more than 40,000 users: When adding a new custom field for the User entity, please note that it will take additional time for the backend to process the request before you can view and use this field for your users. Due to performance limitations, adding metadata may lead to a timeout error. In such cases, it's important to note that the system is still in the process of handling the request, and the newly created field will eventually be added to all users. 

• Dependencies and impact:
  • Converting a highly used "multi-select" custom field to a "single-select" field may cause conflicts with previously selected multiple options, affecting the integrity and validity of the data.
    Therefore, administrators must carefully consider factors such as field usage and data consistency before initiating the conversion.
  • When you convert the "multi-select" field to "single-select", this will impact all documents that use this field.
    We will highlight to Document Owners that this field contains invalid data, and they need to select only 1 option.

• Dependencies and impact:
  • Migration: Migration will add IDs to Options that you have in your Select metadata so you can address specific Options and update their values.
  • Changed API: Create / Update metadata Select field. This applies to both the internal API and the Clausematch API.

• Examples of behavior:

  • Choice - A, B, C

    Case One

    • The document has B - as selected
    • Action: Delete Choice "B"
    • Current - Choice B is shown as selected - Show validation issues (Required to fix)
    • Old Version - Choice B is shown as a selected

    Case Two

    • The document has an A - as selected
    • Action: update Choice A to AX:
    • Current - Choice is presented AX
    • Old Version -  Choice is presented A

• Dependencies and impact:
  • Admin panel
    • Description field was added to the Screen edit form.
    • Description field was added to the Screens table.
  • Document/Template settings
    • Description was added to screen select in the Layout tab.

• Limitations:
  • The search functionality is case-insensitive, meaning it will retrieve results regardless of whether the keyword is in uppercase or lowercase letters.

• Limitations:
  • The search functionality is case-insensitive, meaning it will retrieve results regardless of whether the keyword is in uppercase or lowercase letters.

• Use cases:
  

  1. Quality control assessment of document metadata.

  2. Custom view of document information (metadata) in table format.

  3. Identification of missing or incorrect data in documents.

• Dependencies and downstream impacts:
  • In the Table Column settings:
    • You can find all system and custom fields that you have on the platform.
    • The selected columns are ordered in display order, while the unselected columns are ordered alphabetically.
  • All metadata columns can be dragged, resized and pinned.
  • The user can view multi-line text metadata by clicking the metadata cell.
  • All table settings are stored in local storage and are not deleted after a reload or logout.
  • ‼️ When you select a lot of columns, the table will have a horizontal scroll, so do not forget to scroll.

• Limitations:
  •  The initial loading time of the Table view could be up to several seconds if there are more than 40 document Custom fields.

• Use cases:
  
  • Quality control assessment of document metadata.
  • Custom view of document information (metadata) in table format.
  • Different column configurations for Archived and other Folders.
  • View the Retired document for the period.
    • You need to filter documents by Publication Date: Before: Today AND by Archive Date: After: Specify date or period.
• Dependencies and downstream impacts:
  
  • Archive At and Archive by showing information about a user who archived the document and when this event happened.
    • Archived action is not stored in Document Activity and does not impact the last modified date. However, it is the last User action that happened with the document.
• Limitations:
  •  Users can have 1 configuration of columns for table view for the Archive folder And 1 configuration of columns for table view for other folders.

• Use cases:
  
  • Addition of new users to archived documents to be able to unarchive them.
  • Rapid response to urgent document recovery requests.
  • Reduced dependence on external support for document access control.
• Dependencies and downstream impacts:
  •  N/A
• Limitations:
  • Document Managers and Superadmins will be able to manage these bulk actions on Archive and Incomplete documents.

• Default configuration for Archived folder: 
  • Document title
  • Categories
  • Archived At
  • Archived By
  • Released At
  • Released By
  • Published At
  • Published By
  • Actions
• Default configuration for Other folders:
  • Document title
  • Version
  • Stage
  • Categories
  • Modified At
  • Modified By
  • Released At
  • Released By
  • Published At
  • Published By
  • Favourite
  • Actions
• Dependencies and downstream impacts:
  •  The “Favourite” column was moved closer to the Actions column.

Hotkey: Cmd/Ctrl + \

• Dependencies and downstream impacts:
  • The left panel's content and state will persist across page refreshes and navigating to other pages, ensuring that your chosen layout preference remains consistent.
  • When you expand the left panel, it will restore its previous state, including the category filter.

• Use cases:
  
  • Streamlined Management of Document Deadlines with accurate timeframes.
  • Seamless integration of templates and draft documents.
  • Accurate generation of workflow notifications following revision of documents.
• Dependencies and downstream impacts:
  • The recalculation of stage deadlines applies only to documents created from templates and moved back to "Draft" mode.
  • Deadlines are recalculated based on predetermined Deadline intervals as specified in the template settings and can be manually adjusted in the document. 
• Limitations:
  •  The deadline recalculation does not apply to non-material changes drafts.
    These are designed for swift execution and do not require adjusted deadlines.

• Use cases:
  
  • Swift identification of users with disabled access.
  • Efficient management of document permissions.
  • Easy role change implementation for Portal Users.
• Dependencies and downstream impacts:
  
  • Information about Access level will be visible:
    • in the user card in the Document settings or in the Bulk invite modal.
    • in the list of added users in the Document settings.
  • Information about Disable status will be visible in the list of users added to the document.
• Limitations:
  • Users cannot be added to documents unless they have been granted access permissions in Policy Management software.
    1. This feature does not allow configuring additional document permissions for users who don't have access to the Policy Management module.
  • This feature doesn't automatically grant permissions to the module. It is required for you or a User manager/System Administrator to adjust user permissions manually. 

• Use cases:
  
  • Personalised task views based on user needs.
    • Improved task management by segregating tasks based on various attributes.

• • Increase productivity by focusing on type-specific tasks.
  • Manage deadlines by sorting tasks by due date.
• Dependencies and downstream impacts:
  
  • User assignee is set as a default option.
  • Applied filters will be saved even if the page is reloaded or the user goes to other pages.
  • Reset Filters - will clear all filters and set Assignee to Current User.
• Limitations:
  • If the ‘Due Date’ filter is applied, tasks without a due date will be filtered out.
  • Document filter allows the selection of only 1 document.

• Use Cases:
  • Collect additional detail for Evidence type of tasks.
• Limitations:
  • The allowed video file formats MP4, AVI, MOV.
  • The file size is limited to 50 MB.
  • Current version does not include the functionality to adjust the file size limit.

• Use cases:
  • Improve decision making process by providing additional context about your users.
    • For example: you can add information about the Line manager for the Escalation or approval delegation process.
  • Enrich your report with User data.
    
    • For example: you can get more insights into what departments viewed your documents based on the User information.
• Dependencies and downstream impacts:
  • Sorting of fields:
    • First name
    • Last name
    • Email
    • Username
    • External ID
    • Custom fields sorted alphabetically

• Limitations:
  • The save button will save both tabs, Metadata and Permissions, and will close the form.

• Use cases:
  • Ability to view and review existing document connections.
  • Quick identification and resolution of connection gaps.
  • Efficient creation of new document connections directly from the sidebar.
• Dependencies and downstream impacts:
  
  • The old way of adding a connection through the Data connection menu and the connections modal was removed.
  • The tag section was removed from the connection sidebar.
  • We introduce a new UI for the connections sidebar
    1. The new way to create a document-to-document or paragraph-to-document connection - Inline: simply start typing the document name.
       1. Users can connect documents regardless of view/edit access to this document.
       2. Users can start adding paragraph connections by clicking the “Open document in Split View” icon when searching for the document name.
       3. If a document is already connected to another document, the user sees a ‘link’ icon to highlight that the document is already connected.
    2. All connections will be grouped by document.
       1. All paragraph connections will have a label on how they were connected (paragraph to paragraph or paragraph to document)
       2. If a document has connections only on the paragraph level - we will show additional icon and information to highlight this
    3. Users will be able to filter and identify what connections exist within the Document types hierarchy, Status of connection and Tags.
  • We also allow exporting Paragraph connections on the document (File → Export to XLSX) via an Export button in the sidebar.
• Limitations:
  
  • User does not gain access to the document by adding it – they must go through the normal ‘request access' process if they want to do that e.g. add paragraph connections.
  • The following has been removed:
    • pop-up box to see the categories & documents and then link to multiple documents.

• Use cases:

  • Enhanced visibility of document types associated with respective connections.

  • Simplified discovery and management of document-connection relationships.

  • Efficient identification and filling of gaps in document hierarchies.

• Dependencies and downstream impacts:
  • The filter supports multiple document type selection.
  • Document type capabilities could be turned on/off on the instance.
    • By default this feature is disabled.
      To request this feature to be enabled, please contact Clausematch Support at support@clausematch.com.

• Limitations:
  •  N/A

• Dependencies and impact:
  • We remove the pop-up that requests confirmation of changing paragraphs with ongoing connections.
  • We remove the pop-up that requests confirmation on the document level when the connection changes.

• Use cases:
  
  • Simplified and quick search of policies based on their publication dates.
  • Improving the ease of access to freshly published policies.
• Dependencies and downstream impacts:
  •  The ‘Publication Date Filter' will be displayed by default but won't have any pre-set value.
• Limitations:
  • N/A 

• Use cases:
  
  • Mass creation and management of metadata fields.
  • Updating metadata fields swiftly in line with changes.
  • Deleting metadata fields at scale when they're no longer necessary.
  • Automated syncing of metadata fields between the Clausematch and your internal tools.
• Dependencies and downstream impacts:
  • No impact on existing API
  • Metadata
  • Document Metadata
  • User Metadata

• Limitations:
  
  • No bulk operations. There is no possibility of creating or updating several custom fields at once.
  • The success of these operations heavily depends on the accuracy and regular updates from the clients's internal systems.
  • There are no rollback options.
    • It is recommended to test your integration before applying it to the real data.

• Use cases:
  • Consolidation of user-related information.
  • Enhanced user data management.
  • Synchronisation of User's HR data with a source of truth. 
• Dependencies and downstream impacts:
  
  • Updated existing API for search users. Response object is extended with User metadata.
  • Updated existing API for bulk update users to request model for update added.
• Limitations:
  •  ⚠️ Breaking change, required field metadataValues must be added to CreateOrUpdateUserPayload:
    
    • POST https://dev.clausematch.com/api/public-api/v0.0.1/users.bulk
      Authorization: Bearer <token>
      Content-Type: application/json
      
      [
        {
          "action": "createOrUpdate",
          "payload": {
            "email": "test@example.com",
            "firstName": "Lorem",
            "lastName": "Ipsum",
            "externalId": "test@example.com",
            "authorities": ["user", "superadmin"],
            "metadataValues": []
          }
        }
      ]