Release 2024 Q3

Introduction

This quarter release contains the following:

• ⛳ Summary Changes
• 🧿 New features
  • 1. Collections 🗄️
    
    • 🔥 1.1 Organise your documents into Collections
    • 1.2 ❇️  Improvements
  • 2. Document Repository 📂 
    • ⚡️ 2.1 Work with filters in a more guided way
    • 🔥 2.2 Filter Documents by Released Version and View Related Metadata
    • 2.3 View and Filter by Document Stage Age
    • 🔥 2.4 Search Modification Documents by Title and Content
    • 2.5 ❇️  Improvements
    •  2.6 💢 Overview of changes in UI and Text
  • 3. Document 📄
    • ⚡️ 3.1 Navigate and manage document versions with ease
    • ⚡️ 3.2 Update Metadata for required Version of the document
    • ⚡️ 3.3 Choose what metadata Fields to show when Transition to Stage
    • 3.4 View metadata changes in the Document Activity
    • 3.5 ❇️  Improvements
  • 4. Configuration Panel ⚙️
    • ⚡️ 4.1 Tune platform configuration via new Configuration Panel
    • 4.2 Control available capabilities
    • 4.3 Tune User Interface for Document
    • ⚡️ 4.4 Configure Default Notification Settings
    • ⚡️4.5 Configure Intro Message with Rich Text for Enhanced User Guidance
  • 5. Workflow 🦾
    • 5.1 Create New Version or Amend Current Version in one click
    • 5.2 View and Resolve Pending Actions to Complete Stage
    • 5.3 ❇️  Improvements
    • 5.4 💢 Overview of changes in UI and Text
  • 6. Metadata 🧾
    • 6.1 Manage what Metadata Fields are Read-Only via Metadata Screens
  • 7. Tagging 🏷️
    • 7.1 Export Tagged Paragraphs Table View to CSV File
    • 7.2 View All Available Tags When Adding to Documents or Paragraphs
    • 7.3 ❇️  Improvements
  • 8. Attestation ☑️
    • 8.1 Export All or Single Attestations in each Document Version
    • 8.2 💢 Overview of changes in UI and Text
  • 9 Automation ⚡
    • 9.1 Use Smart Values in Recipients Field for Send Email Action
    • 9.2 ❇️  Improvements
    • 9.3 💢 Overview of changes in UI and Text
• 🐞 Bug fixes & improvements
  •  ❇️  Improvements
    • Policy Management
    • On Portal
  • 🐞 Important Bugs that were fixed
    • Policy Management
    • Policy Portal
    • Integrations

 

For any questions, please email support@corlytics.com and we will further assist you.

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⛳ Summary Changes

Our latest release, 2024.3, introduces several enhancements aimed at improving client autonomy, metadata management, and document progress tracking:

1. Platform Configuration via UI: This feature allows clients to independently adjust platform settings, leading to faster adoption of new releases without needing assistance from our support team.
2. Enhanced Metadata Management: We've implemented metadata editing for old document versions and advanced controls. This improvement reduces the time spent on metadata activities and enhances data accuracy.
3. Improved Document Progress Tracking: We have upgraded the Search functionality, introduced Collections for better document organisation, and added Smart values to automation. These improvements give users a clearer understanding of their work's scope and progress, resulting in more timely document completions and faster approval cycles.

These enhancements are designed to streamline workflows, increase efficiency, and provide greater control to our clients, ultimately driving better outcomes and satisfaction.

🧿 New features

1. Collections 🗄️

Policy Management & Portal

Collections are now in the Policy Management module.

If you often search for documents meeting certain criteria, you can save that search as a Collection with a custom title, query, filters, sorting, and view. Once saved, this Collection can be easily shared with others, simplifying the workflow and enhancing information sharing within your team.

1.1 Organise your documents into Collections

Policy Management

With the new upgrade, you can create and save collections involving filters, search queries, views, unique titles, and descriptions using the experience we introduced on the Portal.

The update allows you to share these collections with various users and groups. Lastly, the feature offers a view of your actions, such as Pending Approvals. You can also configure to view a Stage Progress that will indicate the number of documents still not in the Released stage.

Manage your Policy Management Collections

1.2 ❇️  Improvements

All Modules

 

1.2.1 ‼️ You now have the power to Rearrange the Order of collections according to your preference.

‼️ On Portal: When you change the ordering in the sidebar, it will also be applied to the Home screen, where we show the first 5 collections in your list.

Collection ordering: When such events happen, we will place the collection at the top of the list:

• • when a new collection is created
  • when the collection is shared with a user
  • when the collection is unhidden

Manage your Policy Management Collections

1.2.2 ‼️ We also introduced the Hide/Unhide option, which lets you manage the visibility of collections.

This provides you with the ability to view all hidden collections in the sidebar.

Collections in the Hidden section will be sorted Alphabetically

1.2.3 🔥 We will now save the state of the In Title and Content filters so you can continue searching within the right scope.

 

On Portal

1.2.4 ‼️ For those interested in their Subscription status, updates are available on the Collections page and the Collection sidebar, enhancing the user experience.

1.2.5 ‼️ To improve email notifications, the subscription feature now considers the Published Date Time information.

This allows sending correct information about new document versions for a selected period.

For example, if you choose to receive updates every day at 14:00, we will send you information about all new documents published between 14:00 yesterday and 14:00 today.

1.3 💢 Overview of changes in UI and Text

In all Modules

1.3.1 ‼️ Changed naming and icon for 'Public' sharing options to All Users in the Collections.

On Portal

1.3.2 What's New section on the Home Page of the Portal:

• We changed the position of the filters to make them more discoverable
• We updated the placeholder text for the empty state.
• ‼️ When users clear filters, we will reset it to the default state: Publication date - None, Collection - All Documents

2. Document Repository 📂 

Policy Management & Portal

We introduce several enhancements to improve information consumption in the Policy Management module. This will help you find key information more quickly.

⚡️ 2.1 Work with filters in a more guided way

Policy Management

You can now work with filter buttons more intuitively, similar to the Portal experience. Furthermore, you can operate with pre-selected filters and configure sorting just the way you're accustomed to on the Portal. This feature also ensures seamless compatibility with our new user interface.

.

Search Policy Management Documents

🔥 2.2 Filter Documents by Released Version and View Related Metadata

Policy Management

With this new upgrade, you can now filter documents in the repository by their "Version Type".

This means you can easily isolate 'Draft' versions, which include all documents whose latest version has not yet been released, and 'Released' versions, which show the document and its exact latest released version with related metadata.

You'll also be able to navigate to the correct version depending on the applied filter. It's all about making your search more efficient!

Search Policy Management Documents

2.3 View and Filter by Document Stage Age

Policy Management

You can now view the number of days each document has been in its current stage, such as "30 days" in a particular stage. Additionally, by hovering over the stage age, you will see the date when the document was moved to that stage.

You can also filter documents based on their stage and age, making document management more informative and efficient.

Search Policy Management Documents

🔥 2.4 Search Modification Documents by Title and Content

Portal

You can now search for modification documents by title and content with high visibility and easy accessibility. This feature ensures that modifications are treated like other documents in searches, with no restrictions on content search.

Search and View Related Original Document or Modifications

2.5 ❇️  Improvements

In all Modules

2.5.1 ‼️ For User Metadata filters: we make it easier to select yourself to find related items quickly.

Your user card will be the first in the list, and the rest will be filtered alphabetically.

On Policy Management

2.5.2 We introduced new System filters: Is Archived, Is Favourite, Is Incomplete

2.5.3 ‼️ We introduced a New Filter: Approval Type. This will help you search for approvals based on their type. For example, you can find All documents that have Pending Approvals.

2.5.4 ‼️ We also improved the view of your approvals to indicate their status: Pending, Rejected, or Approved.

Additionally, we provide clear information about document and paragraph-level approvals.

 2.6 💢 Overview of changes in UI and Text

In all Modules

2.6.1 We added a tooltip on Category numbers, indicating what this number refers to

2.6.2 We updated the UI (made it more compact) for selected filters to clarify which filters and options are chosen.

On Policy Management

2.6.3 Display document version information inside the list view of the document

2.6.4 Improved colour coding of document icons in the table view

2.6.5 Changed icon for Archived documents

2.6.6 ‼️ We have updated the wording we use in the Stage Deadline column from “due to 9 days” to “9 days left.”

On Portal

2.6.7 ‼️ Changed naming and icon for Public Access options to All Users in the Repository

2.6.8 Colour coding has been introduced for "New Documents" and "New Version" quick filters, providing a clearer visual distinction.

3. Document 📄

Policy Management

With this new update, you can now manage metadata for the published versions of a document even after a new draft has been initiated. This means that you can modify and update metadata independently on the live document and draft, ensuring better accuracy and relevance of the data.

⚡️ 3.1 Navigate and manage document versions with ease

🔥 Changes in the current way of working 🔥

You’re now empowered to manage your documents with a better-organised versioning system. You will be able to easily identify what version of a document you’re working with, thanks to headers coloured differently according to the document state - white for drafts, blue for the latest released, and dark for other versions.

When hovering over the version, you'll see vital details like Creation, Release, and Publication dates. Major versions like 1.0 and 2.0 will also be highlighted easily for recognition.

View and Compare Versions on Policy Management

⚡️ 3.2 Update Metadata for required Version of the document

🔥 Changes in the current way of working 🔥

With our new improvements, you are no longer limited to the current version of documents when making metadata adjustments. You can now freely update the metadata on any version of a document based on the configuration provided by the Metadata Screen. Combined with the ability to specify read-only fields, you now have full control over managing updates to the published versions of your documents.

These capabilities are helpful when you are working on a new draft version of the document and need to update some fields, like contact information, for a version published on the portal.

View and Compare Versions on Policy Management

⚡️ 3.3 Choose what metadata Fields to show when Transition to Stage

Our latest version gives you additional options to specify what metadata fields you need to work with. Now you can choose Metadata Screens for Transitions, such as 'Move to Draft', 'Move to Release', and 'Move to [Custom stage]'.

This feature helps you define exactly what fields need completion while moving to other stages. We have also added helpful tooltips and naming descriptors to ensure you understand when and where the metadata screen will be applicable.

 

Select Document Layout

3.4 View metadata changes in the Document Activity

You can now see metadata change events directly in the Document activity. This includes viewing the details of changes: the differences before and after updates. You can also filter metadata events to view all changes and easily navigate to the required metadata field.

 

View Document Activity Timeline

 

3.5 ❇️  Improvements

3.5.1 ‼️ We have unified the version selection dropdown to provide clear information on the version type: Draft, Latest Released, Other, and clearly indicate the version number. This will affect the Compare Versions dropdown and the version selection dropdown in export models.

3.5.2 We removed restrictions in export models that prevented you from selecting different versions to export when you were using an older version of a document.

3.5.3 ‼️ Since we only allow versions to be compared to older versions, we have hidden the version comparison button for the first version of a document.

3.5.4 ‼️ Accurate Document Linking in Exported XLSX Files

You can now ensure that links in your exported XLSX documents lead directly to the correct version of your document.

When you export your document to XLSX format, any links to paragraphs will accurately point to the right version of the document, just as expected.

3.5.5 🔥 Title Page: Keep Your Content on the Same Page

You can now ensure your content stays on the same title page as displayed in the UI. We've made sure that when your content reaches a height of 880 pixels, a new indicator will show you that any additional content will continue on the next page. Images and tables crossing this line will also be moved to the next page, keeping your layout neat and tidy.

We will removed warning messages when the content reaches a height of 880 pixels.

3.5.6 ‼️ Normal Text Styles Apply to Title Page

You can now ensure that the text on your title page inherits the font style you set under "Text Styles" for "Normal." So when you create a document and personalise Normal text style, it will automatically apply to the title page as well, keeping your document's look consistent.

3.5.7 ‼️ Edit Metadata when moving snippets to Draft

You can now fill in metadata when moving snippets to draft ! Previously, moving a snippet to draft didn’t prompt you to edit metadata. This ensures you can update all necessary information efficiently.

4. Configuration Panel ⚙️

Admin Panel

To address challenges in adopting new releases or features due to the need for additional controls and time, we introduced platform configuration via UI, enabling you to adjust platform settings independently.

You can now discover and adjust platform capabilities without contacting the Support team.

⚡️ 4.1 Tune platform configuration via new Configuration Panel

Great news! With this new release, you get enhanced control over platform capabilities. Based on your requirements and usage, you can now choose which functionalities you want on and which ones you want turned off.

You can also customise how the functionalities appear on your user interface, ensuring a smoother, more personalised user experience. Moreover, all changes will instantly go into effect for users.

 

4.2 Control available capabilities

We understand your need for a clean and organised workspace. That's why we provided you with new options to manage the visibility of such capabilities as Tasks and Connections.

With this new feature, you can customise your workspace by toggling the Tasks, Connections, Tags, Portal Dashboard, Home Page, Attestation, and Q&A functionality on and off.

Configure Document Page and Tasks

Configure Policy Portal for your Users

Configure Notifications, Connections & Tags for your Users

4.3 Tune User Interface for Document

You will now have flexibility in adjusting the Document interface to suit your preferences.

With this new configuration feature, you can define the default view option for metadata visibility in each document, establish the order of sidebars in your document, and even have an option to hide the connection bar in a document.

Configure Document Page and Tasks for your Users

Configure Notifications, Connections & Tags for your Users

⚡️ 4.4 Configure Default Notification Settings

With this feature, you can control notification settings more precisely. You can define default notification preferences for users and enforce configurations for selected users. You can also switch notifications on or off for each module.

Additionally, you can decide which specific system emails, such as "User Added to Group" or "You have been invited to Clausematch," are turned on or off.

 

Configure Notifications, Connections & Tags for your Users

⚡️4.5 Configure Intro Message with Rich Text for Enhanced User Guidance

Portal

You can customize the Intro Message for all Portal users, using rich text to deliver clear and engaging communication.

This lets you provide essential information about what to expect on the Portal and include links to valuable resources, enhancing the user experience.

Configure Policy Portal for your Users

5. Workflow 🦾

Policy Management

Your day-to-day workflow management just got easier.

5.1 Create New Version or Amend Current Version in one click

🔥 Changes in the current way of working 🔥

With our latest update, you can now streamline your document workflow more efficiently. By clicking on the "Create New Version" button, you will instantly initiate the process of creating a new draft version of a document.

Additionally, for clients using the NMC (Non-Material Changes**)** workflow, the "Amend Current Version" button allows you to begin amending the existing document version seamlessly. Both workflows bypass all intermediate modals and take you straight to the point of creating a new version or amending an existing one, making it quick and direct.

Draft a New Version

5.2 View and Resolve Pending Actions to Complete Stage

With our latest update, you can review all pending actions that prevent documents from transitioning to other stages. This feature is especially handy for Document Owners who want to ensure nothing has been missed or left incomplete.

Anticipate any possible issues like Document and Paragraph approvals, paragraphs awaiting deletion, or incomplete metadata in advance before moving on to the next step.

 

View and Resolve Pending Stage Actions

5.3 ❇️  Improvements

5.3.1 🔥 Approvals: Document approvals now maintain status after template enforcement.

You no longer have to worry about your approval status getting reset each time someone releases a new template. Now, when someone updates a template, your approval stays without moving back to pending or sending a second notification. This means your workflow will remain smooth and uninterrupted.

5.4 💢 Overview of changes in UI and Text

5.4.1 🔥 We changed the text of the button: “Move to Draft” to “Create New Version”.

6. Metadata 🧾

Admin Panel

You get advanced controls to customise editable metadata across each document version and prevent unwanted changes.

6.1 Manage what Metadata Fields are Read-Only via Metadata Screens

The new feature gives you more options to manage your metadata fields. You can now control which metadata fields are read-only directly from the metadata screen. This feature adds flexibility and allows for more efficient management of field editing workflows.

 

Manage Screens

7. Tagging 🏷️

Policy Management

Working to provide you with more insights on content and help you to tag document content data efficiently.

7.1 Export Tagged Paragraphs Table View to CSV File

You now have the power to quickly and precisely export tagged paragraph content within Tags > Paragraphs. With this enhancement, you can efficiently transform your data into a CSV file, streamlining work processes and allowing for easy data manipulation.

 

View Added Tags Across Policy Management

7.2 View All Available Tags When Adding to Documents or Paragraphs

With this new feature, you can easily see all the available tags when adding them to any document or paragraph.

No more guesswork or the need to type out possible tags—you can now discover all your tagging options upfront.

 

Add or Delete Tags from Documents and Paragraphs

7.3 ❇️  Improvements

7.3.1 🔥 Tagging: Manage Tags in Released version of the document

🔥 Changes in the current way of working 🔥 You now have the flexibility to update document and paragraph tags at any stage of a document. You no longer need to return to the initial stages just to manage tags; you can do it right in the Release stage!

8. Attestation ☑️

Portal

Now you are just a click away from having all your attestation details in the palm of your hand, neatly organized in one CSV file. This will enhance your analysis, decision-making, and compliance reporting capabilities

8.1 Export All or Single Attestations in each Document Version

You can now export detailed attestation reports in CSV format for all or single attestations in the document. The reports include document attestation details and users' information, including their attestation status.

This covers document information, attestation data, and user details.

Additionally, you can see the latest modifications to your attestation, such as the attestation modification date and who made these changes. All these features are designed to meet your reporting needs and save you valuable time for important decisions.

 

Manage Attestations

8.2 💢 Overview of changes in UI and Text

1. New arrow button to navigate back to the list of all attestations in the document.
2. Use standard UI elements for input fields in the Attestation form.
3. Change naming for button: “Add a deadline” to “Add Attestation”
4. Change naming for Attestation sidebar:
   1. when adding new: “Add Attestation”
   2. when update: “Update Attestation”
   3. if passed attestation: “Attestation”

9 Automation ⚡

More options to customise email recipients in automation rules

9.1 Use Smart Values in Recipients Field for Send Email Action

You can now use smart values in the Recipients field when configuring the Send Email action. This makes it easier for you to send targeted emails with instructions, reminders, and other important notifications to users who need to take action at specific stages.

Approval Recipients: Automatically send emails to approvers based on their status on the specific stage they are involved in.

Dynamic Recipients: Select recipients using document User picker metadata values

Configure Automations

9.2 ❇️  Improvements

9.2.1 Include Date Time Locale in Automation Emails

To improve the clarity and usability of our automated emails, you will now see the date and time localized to your specific region. We have also added a timezone stamp. This ensures that all time-related information is clear and accurate, regardless of your location.

‼️ Note this only relates to system metadata that includes time information like publication date, modified date, etc.

9.2.2 Unified Smart Value for Document Version

You can now use a single smart value, @document_version, for document versions in your automated messages. This update removes the confusion of having both @document_version and @Version, making it simpler for you to manage your document references.

9.3 💢 Overview of changes in UI and Text

9.3.1. ‼️ We have changed the placeholders metadata names to [No Data] in emails when any of the following scenarios occurs:

1. There is an empty value.
2. The field has its Document entity removed.
3. The field has been deleted from the system.

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🐞 Bug fixes & improvements

 ❇️  Improvements

Policy Management

• Notification Center: The "User and Groups" tab was renamed to Bulk Permissions to indicate what bulk operation was applied.
• Notification Center: View Clear Error Explanation When Deleting Users
  
  In an effort to make our Policy Management more user-friendly and informed, we have released a new feature that provides clear error explanations when trying to delete users.
  Now, when you attempt to delete users that are part of a group or are automatically assigned to various templates or documents, you will receive a detailed error message.
  
  This feature is designed to enhance understanding and control within user management processes.
  
  Errors were added for this cases:
  
  • When a user tries to delete users who are part of the group
  • When a user tries to delete users who are automatically added to Template, Modification, or Original documents (also if the user was added as part of a group)

On Portal

• [Document Repository] We updated the "Last Viewed" time to consider your timezone.
  
  Previously, the "Last Viewed" time didn't consider where you were in the world, which meant you'd see inaccurate timing like "Viewed an hour ago."
  
  But now, wherever you are, the time displayed will make perfect sense, providing a more reliable and accurate reference point.

🐞 Important bugs that were fixed

For details on each fix listed below, please visit this details page.

Policy Management

• Fixed an issue where the NMC Stage Deadline didn't extend to 7 Days from the Move Date.
  • This fix will only impact new NMC transitions and will not affect current documents that are in the NMC stage.
• Fixed an issue where the system occasionally failed to upload images to a document.
• Fixed an issue where when a template had different stages in the draft version, it was impossible to create a modification of a document derived from that template.
• Fixed an issue where text metadata values displayed HTML code in reports.
• Fixed an issue where template automations did not apply to documents that got attached post-creation.
• Fixed an issue where text styles were not applied to the title page.
• Fixed an issue where paragraph tags search failed if there were no paragraph tags in the platform.

Policy Portal

• Fixed an issue where the last viewed time on Policy Portal did not account for the user’s timezone.

Integrations

• Fixed an issue where the Onecert app duplicated the suffix for MRK files.