Release 2024 Q2

Details

• Use Cases:
  • Convenient saving and retrieval of filter-based searches.
  • Easier and quicker access to your frequently used documents.
  • Efficient management and categorisation for better work organisation.

• Dependencies and downstream impacts:
  • We will also present system collections that will replace folders:
    • All documents
    • Favourite
  • For managers:
    • Ready to Published
    • Published
  • ‼️ We also ensure that new changes in our Portal UI align with accessibility required that we support.
    

• Limitations:
  • What Items will be stored in a collection:
    1. Collection:
       1. Title
       2. Description
       3. View progress option
       4. Share settings
    2. Selected filters and search query:
       1. Advance search options
    3. Sorting
    4. Selected categories
       1. State of the categories sidebar - open/closed
    5. Document view state: List of Table view
       1. Table view configurations:
          1. Columns
          2. Columns order
          3. Columns property:
             1. Pinned state
             2. Size
  • ‼️ Every time when we detect changes in any of the above options, the system will show Reset and Update buttons that you can use to quickly return back to the original configuration of the collection or update the collection to a new state.
  • ‼️ Will not be saved
    1. Collection sidebar - we store the state separately
    2. Minimised state of the Collection panel
    3. ‼️ Show on page selector - number of results per page

Details

• Use Case:
  • Control information flow and ensure the right people have quick access to the right documents.
• Dependencies and downstream impacts:
  
  • The editor of the collection can choose one of the options based on the conditions:
    
    • Private - when a user creates from scratch or duplicates a collection, it will be accessible only to them.
    • Invite Only - The user can specify what users will be able to view and what users will be able to edit the collection:
      • Select specific users.
      • Select specific groups.
      • Select portal Roles: 'Portal Manager', 'Portal Publisher', 'Portal User'.
        • !! Note: This option will be available only for the Portal Manager role.
    • Public - share it with all users that have access to the Portal, as well as specify what users will be able to edit the collection:
      • ‼️ Note: This option will be available only for the Portal Manager role.
  • Users can easily identify the type of collections (private, invite-only or public) on any page:
    • Collection Card
    • Collection View
    • Collections page
  • Owner collection - who created a collection

Details

• Use Cases:
  • Efficient tracking of important document changes.
  • Facilitated communication about document updates.
  • Enabling proactive knowledge management.

• Dependencies and downstream impacts:

  • We suggest turning off the “Added to document” Notification setting for users if they start using collections.
    With collections, they can use better ways to adjust notifications. If they need to subscribe to all documents, they can use the system collection “All documents” to subscribe to such changes.

    We will not remove the “Added to document” Notification setting for now because it will help managers engage new users and inform them about the platform and documents before they can adjust this setting. (Please see related changes with notification configuration enforcement - 7.1 Enforce email notifications setting to your users )

• Limitations:
  • Subscription works according to the period set by the user. I.e. if the user has set a week and the documents will be filtered by publication date: current date - 7 days.
    
    ‼️ Due to the fact that the date filter does not support time, it is possible that a document may appear in the mail 2 times.
    
    For example, a user configured a notification to be sent at 12 o'clock in the afternoon. At 11 o'clock the document was published and it was notified. The next day it will also be in the e-mail because the search is performed in documents that were published from 00:00 start of the period to the present time.

Details

• Use cases:
  • Management of reading compliance
  • Monitoring the progress of document readings
  • Improved productivity and time management for staff members

• Dependencies and downstream impacts:

  • The editors of the Collection can set “View Progress” options to show reading progress for each user with access to this collection.

    Users will see a progress bar indicating overall progress - for example, 10 documents were read from 20. They can view this information:

    • On Collection Sidebar
    • On Collection itself
    • On Home page

• • ‼️ In all Collections (as well as systems), we will present new interactive indicators:
    • Number of Unread documents
    • Number of New Documents
    • Number of New Versions

• Limitation:
  • ‼️ View Progress and other indicator counters will not be recalculated after the new unsaved filters are applied.

Details

• Use Case:
  
  • Seamless Collections management

Details

• Use Cases:

  • Quick navigation to the desired information

  • Fast return to recently opened documents

  • Time-saving on frequent searches by retaining the last query and filters

• Dependencies and downstream impacts:
  • The persistence of search inputs and filters is reset upon starting a new session (for example, the next day) or by manual user clearance.
  • We will show only 40 of the last opened documents.
  • When users type in the search bar, we will show 3 Best Match documents that match strict rules = they have the exact sequence of symbols in the document title.
  • Users can navigate by keyboard:
    • arrow up/down to navigate through the results
    • enter - to open the document in the same window
    • shift+enter - to open the document in another window

• Limitations:
  • The Mac: 'Command+K' or Windows: “Win +K” shortcut only works within the Policy Portal module.
  • ‼️ No matches in modification paragraphs in the document card will be presented.

Details

• Use Cases:
  • Revisiting recent documents: Save time searching through documents by accessing your most recently opened documents right from the Home page.
  • Navigate to favourite documents: Get immediate access to your favourites in one place.
  • Navigate to Collections: See your document collections, easily accessible right from the Home page.
  • Know the latest updates with the 'What to Do' section outlining all unread documents

• Dependencies and downstream impacts:
  • Structure of the Home page:
    • Greetings to the current user with the information when the user logged in last time
    • Shortcut to access quick search
    • Recent documents
      • up to 6 recent documents sorted: Viewed Date
    • Favourites documents
      • up to 5 favourite documents sorted: Alphabetically
    • Collections
      • Up to 6 collections sorted: Alphabetically
      • !! Only custom collections. System collections (like all documents, published, etc.) will be hidden.
    • What To Do section
      • Up to 15 unread documents filtered by Collections and Publications date
• Limitations:
  • Configuration - 🧑🏻‍💻 via a request to the Support or CS teams:
    • This page can be Turned on/ Off.
      • By default, this page will be turned on
    • This page can be the starting page for users.
  • ‼️ By the last login date, we mean the first previous date the user logged into the platform.
    
    The reason is that the default inactive timeout after login is 30 minutes, so if you return after login in 31 minutes, you won’t see the previous state.
  • ‼️ What happens when the user selects Collection with Publication date filter: We will override this filter Value based on what is selected on the Landing page.

Details

• Use cases:
  • Focus on the required things for you.
• Dependencies and downstream impacts:
  • You can change the order of sections as well as hide some widgets to ensure that you focus on the most relevant information.

Details

• Use cases:
  
  • Quick identification of unread documents
  • Tracking the last access of specific documents
• Limitations:
  • ‼️ Read status will be captured based on whether the user opens the document.
  • The last viewed time and read status updates might not be instantaneous and might need a few minutes to reflect.

Details

• Use cases:
  • Stay updated on new versions of documents
  • Quick access to recently published policies 
• Dependencies and downstream impacts:
  • Available in list and table views
  • ‼️ Labels calculate depend on the user Read status:
    • New version - the user didn't read this version but has access to the previous document versions and read them
    • New Documents - the user didn't have access to this document, and now it is available to them
  • Reset collection button has been redesigned in patches 144.6+ to stand out more positionally and has been renamed to Reset Filters & View.

Details

• Use cases:
  
  • Quick identification of document visibility type
  • Efficient filtering and sorting of policy documents based on visibility
• Reset collection button has been redesigned in patches 144.6+ to stand out more positionally and has been renamed to Reset Filters & View.

Details

• Use cases:
  
  • Sorting through unread documents quickly
  • Tracking down recent changes, such as a new version
  • Identifying new documents in the repository
• Dependencies and downstream impacts:
  • Now you can filter documents by new fields:
    • For all users
      • Is Favourite: Can easily filter the list of favourite document
      • Last Viewed time: To get previously opened documents
      • Read Status: To get all Unread or Read documents
      • Changes: To get all New documents or focus on the New version
        • Note: 4.2 View changes of a document: New version, New Document
    • Managers can quickly find
      • Published: Documents that were published on the portal or not
        • Is Public access: Documents that are publicly accessible or restricted (available only for specific groups of users)

• • You can also use shortcuts from the top of the collection: Unread, New Documents, New Versions to set a filter with required options quicker.
  • Reset collection button has been redesigned in patches 144.6+ to stand out more positionally and has been renamed to Reset Filters & View.

Details

• Use cases:
  
  • A quick comparison of documents and their metadata
  • Efficient sorting of documents based on various parameters
  • Better organization and accessibility of documents
• Dependencies and downstream impacts:
  • Default columns:
    • Title
    • Version
    • Category
    • Published Date
    • Stage
    • Published
      1. Published
      2. Ready to Published
      3. Modification Ready to Published
    • Read Status
    • Changes
      1. New Document
      2. New Version
    • Viewed
    • Favourites
    • Actions
  • Reset collection button has been redesigned in patches 144.6+ to stand out more positionally and has been renamed to Reset Filters & View.

Details

• Use cases:
  
  • Tracking and management of the document approval process
  • Scheduling and monitoring of stage due dates
  • Streamline workflow by filtering documents based on stage deadlines or approvals
• Dependencies and downstream impacts:
  •  Stage deadline progress
    • How do we calculate progress:
      • In Draft stage: (Due Date - Current date) / (Due Date - Moved to stage Date = Created date of version)
      • Other stages: (Due Date - Current date) / (Due Date - Moved to stage Date = Completed date of the previous stage)
      • In the Release stage
        • do not show progress
        • do not show formatting
        • show only the value of the Due Date as an exact date - 21.04.2024

• • • Formatting colours:
      • 0-50% - green line
      • 50-100% - orange line

      • 100% - read line (when overdue)

• • • If there are 0 days left - we will show the "Today" text
  • How we work with groups
    • Search - we will allow to search approvals by group name
      1. Limitation: no search by users in groups for now
    • View in column - group name
    • Progress column - group approval = 1 approval (because current logic is any for group approvals)
    • In details view of approvals:
      1. If pending: Group name
      2. If rejected or accepted: 1. Group name 2. User name who approved/reject

• Limitations:
  • Document permissions will be considered because a user might have restricted permissions to approval visibility.

Details

• Use cases:
  
  • Browsing through document lists with detailed information at a glance
  • Minimising time spent retrieving information for each document
• Limitations:
  
  • We will not show Document Details cards on the hover:
    • in any Document, search inputs
    • on Questions page
    • on Attestations page

• • ‼️ There will be no possibility of configuring what fields to display in this Document Details card in this release. By default, in this release, we will show metadata that is filtered by the current Screen of the Document.
  • ‼️ In the following locations, the document version is not available, so the latest version will be displayed:
    • Tasks sidebar
    • Automation > Audit table
    • Compliance tab
    • TOC Link
    • TOC Snippets
    • Tags (Documents, Paragraphs, Connections)
    • Report (Corresponding documents sidebar)

Details

• Use cases:
  • Transferring important content, including images, between documents
  • Simplifying and speeding up the document creation process
  • Easy Sharing of screenshot-based images 
• Dependencies and downstream impacts:
  •  Work in Editing and Suggestion modes
• Limitation:
  • If user hover over the paragraph that is blocked for editing (for example other user editing this paragraph or it was locked) we will show message that user can not insert image in such paragraph.

Details

• Use cases:
  
  • Streamlined metadata field visibility and management
  • Quick navigation within the editor
  • Enhanced control while editing metadata fields
• Dependencies and downstream impacts:
  
  • By default, metadata stays on top of the document, and the user can configure it locally across the platform by applying the required view option.
  • ‼️ Default behaviour could be adjusted via a request to Support or CS teams.

Details

• Dependencies:
  • Name of the file:
    • For document activities:
      1. PM: document name v 1_0 activity - march 27 2024 at 12-41.csv
      2. PP: document name v 1_0 user activity - march 27 2024 at 12-41.csv
    • For MI reports
      1. Name of the report - march 27 2024 at 12-41.xlsx
    • Connection report (Excel report)
      1. Document name v 1_0 connections - march 27 2024 at 12-41.csv
    • For document export
      1. Document name v 1_0 - march 27 2024 at 12-41.pdf

• For Released documents:
  • ‼️ When exporting files from the File > Export to (DOCX, PDF) menu, the old filename will still be used if the document was already in the released stage before this feature was introduced because the file had already been created and cached.
  • ‼️ The document release date will be used instead of the exported date for newly released documents.

Details

• Use cases:
  
  • Avoiding outdated or irrelevant information
  • Ensuring seamless cross-version document navigation
• Dependencies and downstream impacts:
  • Show a new message that the user is viewing an old version
  • ‼️ New indicators in the version selector:
    • Type of version:
      • Current
      • Old
      • Unpublished

• • • Version color coding:
      • Minor versions - grey
      • Major versions - dark

• • ‼️ If the back-end feature 'CAN_COMPARE_WITH_ALL_PREV_VERSIONS' is turned off, :
    • For Portal Users, we will show a new dropdown with a version selection
    • The “Compare” toggle will be shown only on the Latest version of a document

• • Go to the latest version button:
    • For User: will lead to the latest published version
    • For Manager: will lead to the latest unpublished version (if it exists)

• • ‼️ Old messages in sidebars were removed.

Details

• Use cases:
  
  • Provision to apply email configurations for users
  • Offering custom email configurations to specific user groups/roles
  • Enhancing communication efficiency and reducing administration load
• Dependencies and downstream impacts:
  
  • Email Notification settings can be enforced:
    • To all users
    • To new users - who have never opened the app
    • To specific users or groups
    • To specific Platform Roles - like Portal Managers, Portal Users
• Limitations:
  
  • 🧑🏻‍💻 Available only via Support or CS team
  • ‼️ This functionality is only about applying notification settings to existing users. It is not about overriding the default setting.
  • ‼️ When you enforce email notification settings for Portal users, it will only be enforced for those with access to Portal. For those users who do not have access to the Portal at the moment of applying this setting, nothing will happen.

Details

• Use cases:
  
  • Efficient policy distribution among team members
  • Personalising email communication based on metadata
• Dependencies and downstream impacts:
  
  • System and custom metadata in Body and Title Email fields will be displayed as follows:
    • Text field → Value of the field
    • Number field → Value of the field
    • Checkbox → Checkbox field name + Value of the field
    • Enum → Value (if multiline: Value, Value)
    • Link → Value
    • User → Full Name + Email
    • Date → Value
• Limitations:
  
  • ‼️ The email title will not display selectable metadata such as links or multiline text fields
  • ‼️ If the metadata field has an empty value or was archived (or removed from the Document entity) - we will at least show the name of the metadata field. That way, it will be clearer that there is something wrong with the email.

Details

• Use cases:
  
  • Efficient management of users across numerous documents
  • Quick addition or removal of users to existing documents
  • Streamlining leaver and joiner processes
• Dependencies and downstream impacts:
  •  The order of operations matters: To prevent errors, add/change operations will be applied before any Remove operations.
• Limitations:
  • ‼️ The system will not allow you to remove all users from a document.
  • Bulk operations that have failed will not be applied to the document.
  • Disabled users cannot be added to a document.
  • At a time, you cannot apply different bulk operations to the same users (like adding and removing at the same time). 

Details

• Use cases:
  
  • Improved data management and analysis via paragraph tagging
  • Enhanced navigation through a simplified user interface
• Dependencies and downstream impacts:
  
  • We introduce a Table view to present a list of paragraphs grouped by documents with the following information:
    1. Document:
       1. Title
       2. Version
       3. Stage
    2. Full paragraph content
    3. Paragraph tags and their tag groups
    4. Nearest paragraph section - nearest heading paragraph.
    5. Updated in version:
       1. Current - if the paragraph was updated in the current version of the document
       2. Previous - if the paragraph was updated in the previously released version of the document
    6. Content updated at
    7. Content updated by
  • ‼️ We remove the “All” tab in because the data presentation is different.
• Limitations:
  
  • No sorting capabilities for paragraph metadata will be provided.
  • ‼️ Pagination will be based on the document (not paragraphs).
  • ‼️ Section is a heading paragraph - we take the nearest heading whose level is higher or the same as that of the paragraph:
    1. We will show only text without formatting
    2. If there is no heading - then we show an empty value
  • To show some results, users need to select Tags.

Details

• Use cases:
  • Improving Report Accuracy
  • Streamlined Version Control 
• Dependencies and downstream impacts:
  • We will migrate all reports that have filtered "Released" documents to show metadata from the released version only.

Details

• Use cases:
  
  • Share and collaborate on documents' connection with external stakeholders.
  • Easily analyze the relationships of documents and versions at a glance.
  • Improve traceability and understanding of your documents.
• Dependencies and downstream impacts:
  • Provide a CSV file - “Connections - march 27 2024 at 12-41.csv “ in which every row contains a document according to the applied filter and all its connections on the next columns.:
    • Name of column 1
    • Version
    • Stage
    • DocID
    • Name of column 2
    • Version
    • Stage
    • DocID
    • Name of column 3
    • Version
    • Stage
    • DocID

• Limitations:
  • If the column name is not specified in UI (like not category or document type), we will use this naming: “Column 1”…
  • ‼️ We will only show connections documents in exported files. So, if you have a paragraph to paragraph connections - we will display the names of the document 

Details

• Use cases:
  • Seamless Document Management: You can now manage your documents more efficiently by eliminating unwanted documents.
  • Removing test or dummy documents from the application instance.
  • Compliance with Data Retention Policies: Improve your compliance with data retention policies by deleting unneeded documents, reducing potential security risks. 
• Dependencies and downstream impacts:
  • IDs of documents have to be provided if they are to be permanently delete from the platform.
  • ‼️ Deleting a document permanently removes it and cannot be recovered. Always ensure that critical data is backed up before deleting.
  • Deleted documents will not appear in any reports or search results.
  • ‼️ What will be deleted
    • Categories - there will be no such Document-Category
    • All related to this document artefacts will be deleted:
      • Comments
      • Data connections
      • File Attachments
      • Approvals information
      • Document and Paragraph Activity
      • Metadata values
      • Notifications
      • Portal Actions
      • Portal Attestations
      • Portal Q&A
      • Tasks
      • Smart fields
    • All document Versions will be deleted
      • All content (as well as suggestions) in each version will be deleted
    • Information about modifications
    • User Activity report - all records related to this documents
    • From all Reports, information about this document will be removed

• Limitations: 
  • Only available via request to our CS or PS teams
  • ‼️ We do not delete:
    1. Templates → due to connections to other documents, template enforcement, locked paragraphs
    2. Snippets → due to usage in other documents
  • Backup data stays untouched on AWS.

Details

• Use case:
  • Automating user management activities, facilitating bulk user enablement, and integrating user management processes into existing system workflows.
• Dependencies and downstream impacts:
  •  User Management API
• Limitations:
  •  ‼️ When the user is disabled, all their platform permissions are removed. To properly enable users, consider also providing the required platform permissions for them.