Release 2024 Q1

Vision

We start with improving how you can customise and tune Notifications on the platform.

However, additional No-code automation deliverables are planned for future release;  resulting in your teams being able to directly configure automations to support specific operational models.

• Use cases: 
  • Tailored communication: Send critical workflow updates to select recipients, helping enhance work coordination.
  • Efficient workflow management: Configure email timings to coincide with workflow deadlines or important events.
  • Enhanced Automated Email: Generate automated email notifications based on chosen triggers.
• Dependencies and downstream impacts:
  
  • Users that will have “Manage Automation” platform permissions or Superadmin can configure automation.
  • We will remove these hardcoded emails:
    • Document Release, Document Stages from User Settings.
    • All Metadata Date will be migrated to automation.
      • We create a new automation on the document or template level.
        • If the document has an attached template - then automation will be created on a template level.
      • We set trigger conditions according to Metadata date configuration time.
      • We set Send email settings (Users may need to reconfigure the recipient and content of the email.):

        1. Recipients: Owner of the document.

        2. Email Content:

           When migrating, create content for the email body:

           1. Add metadata date.
           2. Add metadata name.
           3. Add document name.

        3. Context: your current Date Notification email.

  • Notifications tab on the document and template settings will be removed
• Limitations: 
  • If the User only has “Manage Automation” authorities, he will not be able to log in to the Platform. Please ensure that you provide other authorities to allow access to the Platform.
  • For End-users:
    1. You will receive email notifications based on a configuration that your administrator set. There will be no option to opt-out, so contact your administrator if you think that you should not be included in notifications.
  • On UAT instances:
    1. Only Whitelisted users on the instance will receive notifications based on Automation configurations.
       So you can safely test automations with your team without affecting other users.

FAQ

• What will happen to existing emails?

  We will remove these hardcoded emails in the first iterations: Document Release, Document Stages, Metadata Date (Migrate)

• What is our approach to email notifications?

  1. We will remove all generic emails and suggest clients configure required emails via Automation.
  2. After collecting data, we will provide some automation templates to improve time to value and decrease implementation time.
  3. We will continue to develop and support all emails that require a specific person to complete particular actions (where actors and messages are straightforward to identify), like approvals, tasks assigned, comment mentions, etc.

• Who can create automation rules?

  Users that will have Manage Automation platform permissions and Superadmin

• Who can view automation rule executions?

  1. Users that will have Manage Automation platform permissions and Superadmin.
  2. Document Owner.

   

• To what type of documents can we apply automation?

  To any document except templates. However, the Scope section cannot be customized in the current implementation.
  
  So if users create automation on the template, we will automatically populate the Scope section with "documents created from the template". If users create automation on a document, snippet, or modification - we will automatically populate the Scope section with the "document name”.

• Use cases:
  
  • Efficient management and organization of automation rule.
  • Quick deletion or duplication of existing automation rules.
  • Gain insights into a number of executions.
• Dependencies and downstream impacts:
  

  
  Users that will have “Manage Automation” platform permissions or Superadmin can configure automation.

  The automation rule is an instruction to the platform to perform some actions that users can build by combining these 4 building blocks.
  
  

  1. Scope of documents that this rule will apply to:
     1. One document.
     2. Several documents: For example, all documents created from a template.
  2. Events which kick off (Trigger) the execution of the rule:
     1. Document stage changed.
     2. Stage deadlines.
     3. Metadata Date.
  3. Actions that should be done:
     1. Send Email notifications.
     2. Future // Update document metadata.
  4. Future || Condition that must be met for the rule to continue executing:
     1. User is X.
     2. Document has X Metadata value.

  Number of executions - it is the number of times your automation rules were executed (the number of times when the event happened and triggered the automation rule). It is reset each month.

• Limitations:
  •  We are not allowed to change the Scope section in the current implementation.
    So if users create automation on the template, we will automatically populate the Scope section with "documents created from the template".
    
    If users create automation on a document, snippet, or modification - we will automatically populate the Scope section with the "document name”

• Use cases:
  
  • Scheduling automated notifications with varied triggers.
  • Personalising automated email notifications.
• Dependencies and downstream impacts:
  
  1. Trigger:
     • Metadata Date:
       • Metadata date - Draft, Released as well as your Custom stages.
       • Timeframes - you can configure multiple timeframes when you want your rule to execute.
         Also, you can configure it before, after or on the day of the specified deadline in your documents.
     • Stage Changes:
       • Stages/states:
         • Draft.
         • Release.
         • Published.
         • Custom stages.
         • Archived.
         • Unarchived.
         • Non-material changes - when the document is moved to this workflow.
     • Stage Deadline:
       • Stages - Draft, Released, as well as your Custom stages.
       • Timeframes - you can configure multiple timeframes when you want your rule to execute.
         Also, you can configure it before, after or on the day of the specified deadline in your documents.
  2. Actions:
     • Send Email:
       • Email recipients:
         • User
         • Group
         • Document Role - Owner, Editor, Reviewer, Read Released
         • Specific email
       • Email Subject:
         • You can use smart values to provide dynamic information:
           • Document Title.
           • Document Version.
       • Email body:
         • You can use basic formatting to present information in the right way.
         • You can use smart values to provide dynamic information:
           • Document.
           • Document Version.

  Smart values

  A list of values that will dynamically insert current values in time when automation is executed.
  
  

  Name	Value
  Document	Link with the title of the document
  Document Title	Text with the title of the document
  Document Version	Text with version of the document

  
  
  

• Limitations:
  • We will send 1 email with a list of recipients.
    All recipients will be added to the BCC field (blind carbon copy - a copy of the message is sent to that recipient, but that name is not visible to other recipients of the message).
  • Email formatting options are limited to font size, bold, italic, underline, align options, color and link. 

• Use cases:
  
  • Monitor and track the application of automation rules.
  • Auditing changes made by these rules.
  • Troubleshooting failed automation actions.
  • Inspecting the status and details of ongoing automation.
  • Testing automation rules before deploying.
  • On-demand execution of automation rules.
• Dependencies and downstream impacts:

  • View executions

    1. Document Owner will be able to view the execution log that shows what automation rules were executed on his documents with these details:
       1. Automation Name.
       2. Automation Description.
       3. Time - when automation was executed.
       4. Created By - who created this automation.

    Testing

    1. The “Run” automation button will trigger automation and execute actions.
       1. Will impact the execution counter.
       2. It will skip trigger information and execute actions now.
       3. For automation created on the template level - it will use Template context to provide smart values inside the Email Subject or Body.
       4. For automation created on the document level - it will use Document context to provide smart values inside the Email Subject or Body.
    2. You can review the log for each automation separately:
       1. Date - when automation was executed.
       2. Duration - time that it takes to complete execution.
       3. Executions statuses:
          1. Successful - when all actions are completed with 100% (for example, sending email to 10 people out of 10).
          2. Failed - when 0 actions are completed (for example, sending an email to 0 people out of 10).
          3. Some errors - when actions completed less than 100% (for example, sending an email to 6 people out of 10).
       4. Associated Document - information on what document this automation was executed.
    3. Also, you can view details about the specific execution of each action in your automation execution:
       1. Time - when the action started.
       2. Name - nqme of the action (Send email).
       3. Statuses:
          1. Successful - when action is completed with 100%.
          2. Some errors - when action completed less than 100%.
          3. Failed when 0 were completed.
       4. Results - Information about the auction results.
       5. Details - Additional detail that should help users define the reason for issues.
    4. You also will be able to view that your automation right now is in progress with these details:
       1. Time - when the automation started.
       2. Associated Document - information on what document this automation was executed.
       3. Status - In Progress.
• Limitations:
  •  N/A.

• Use cases:
  

  • Quick access to essential user information.

  • Streamlined collaboration by understanding user roles.

• Dependencies and downstream impacts:
  • The order and number of fields depend on what Metadata Manager is configured.
    • By default, we show All fields in the User Card.
  • Default information that will be displayed:
    • User online status.
    • User Disabled status.
    • User Full Name.
    • User Email.
    • All user metadata are ordered alphabetically (A-z).
• Limitations:
  
  1. Admin panel: The user card wasn't implemented for: Metadata > Custom fields table and All Documents > Document List.
  2. Using a multiline text field for User Metadata: Inserting a table inside such a field will cause a horizontal scroll.
     So it is advised to not insert them.
  3. Accessibility is not supported for these cards.
  4. No possibility to set custom order of User Metadata.

• Use cases:
  
  • Improved Internal and External Reporting Capabilities.
  • Effective Audit and Review Processes.
• Dependencies and downstream impacts:
  • Allow to export table view content in CSV format with selected columns and order.
  • Filename format example: "Users - November 25, 2021 at 10-20"
  • The exported state will contain the state that the user configured and sees on the platform. It will have the same columns and their order.
  • We use “;“ as a delimiter in CSV file. 
• Limitations:
  • We allow to export only those items that users see on the page. Data from other pages will not be included.

• Dependencies:
  • Default page size - 50 Users.

• Use cases:
  
  • Bulk export of documents for audit purposes.
  • Sharing of multiple documents externally.
  • Retrieval of numerous documents in preferred format.
• Dependencies and downstream impacts:
  • Redesign of Document Bulk Operation and provide new action - Export.
    1. Allow to export Latest version of several documents from the “All Documents” page:
       1. Export to DOCX
       2. Export to PDF
       3. Export Audit Report
    2. The operation will provide an Archive of Documents for users to download with the name “Export - 10 PDF Documents - November 25, 2021 at 10-20” (number of successfully exported documents + format of export + date and time of export).
  • Add a new Export menu item in the Document Quick Actions menu.
    1. Allow to export a single document with defined version from the “All Documents” page
       1. Export to DOCX.
       2. Export to PDF.
       3. Export Audit Report.
       4. Export to XLSX.
  • In the notification centre, you should clearly see what documents were included and what had errors.

• Limitations:
  
  • We will not allow users to select which document version to export. We will always be exporting the latest version of the document.
  • Bulk Export to XLSX and Document Activity is out of scope.
  • Read Published configurations that do not allow exporting documents will be ignored.
  • When users exported 1 Document via Bulk actions - we will use the bulk approach to create a zip file and use the same naming ex. The name of file is “Export - 1 PDF documents - November 02, 2023 at 15-48”
  • Recommended max number of documents that user can select: 150 document.
  • If there are several documents with the same name and exact version, we will add numbers to such documents to overcome potential file system errors where there are files with the same name:
    
    test_v_1_0.pdf
    1_test_v_1_0.pdf

• Use cases:
  
  • Improved Internal and External Reporting Capabilities.
  • Effective Audit and Review Processes.
• Dependencies and downstream impacts:
  
  • Allow to export table view content in CSV format with selected columns and order.
  • Name of the: Documents - November 25, 2021 at 10-20
  • The exported state will contain the state that the user configured and sees on the platform. It will have the same columns and there order.
  • We use “;“ as a delimiter in CSV file.

• Limitations:
  • We allow to export only those items that users see on the page. Data from other pages will not be included 

• Dependencies:
  • You will be able to select all documents on the page.
    You can then navigate to another page and select more.

• Dependencies:
  • Default page size - 15 Documents.

• Use cases:

  • Speeding up task allocation to different assignees.

  • Time-efficient creation of repetitive tasks with different assignees. 

• Dependencies and downstream impacts:

  • What will be copied:

    1. Title = “Copy” prefix + Title
    2. Type = same
    3. Status = To-Do
    4. Due Date = same
    5. Reporter = ****user who Duplicated the task
    6. Assignee = unassigned
    7. Description = same
    8. Comments - not copied
    9. Attachments - not copied
• Limitations:
  
  • Only the task on the dashboard can be duplicated.
    The feature to duplicate tasks on the document sidebar is currently out of scope.
  • If the user tries to duplicate tasks that have a link to a document the user does not have access, we will show an error.

• Use cases:
  • Improved Internal and External Reporting Capabilities.
  • Effective Audit and Review Processes. 
• Dependencies and downstream impacts:
  
  • Allows exporting table view content in CSV format with selected columns and order.
  • Name of the: Tasks - November 25, 2021 at 10-20
  • The exported state will contain the state that the user configured and sees on the platform. It will have the same columns and their order.
  • We use “;“ as a delimiter in CSV file.
• Limitations:
  •  We allow to export only those items that users see on the page. Data from other pages will not be included.

• Dependencies:
  • Default page size - 25 Tasks.

• Use cases:
  
  • Easy integration of visual content into policy documents.
  • Efficient import of charts from Excel into policy documents.
• Dependencies and downstream impacts:
  •  N/A
• Limitations:
  
  • Available for:
    1. Office 365 Word and Excel
    2. standalone Word and Excel on Windows and Mac OS
  • You can copy shapes from Word only if you select the current shape without the text.

• Use cases:
  • Editing multiline text fields that contain a heavy amount of information.
• Dependencies and downstream impacts:
  • N/A.
• Limitations:
  • N/A.

• Use cases:
  
  • Identify broken links.
  • Identify links moving to the archived documents.
• Dependencies and downstream impacts:
  • Exported data:
    • Document Name.
    • Connected Document Name.
    • Link Name.
    • Link URL.
    • Link Type.
    • Paragraph URL.
    • Paragraph Number.
  • Name of the file: [Document Name] Links - December 20, 2023 at 14-36.csv
  • If you need information about All links from All documents, ask your Customer Success manager to provide it. 
• Limitations:
  • Export: will always export all links, internal (Clausematch documents/paragraphs) and external (non-Clausematch website).

• Limitations:
  • The state for each document is saved separately within a browser.

• Dependencies:
  • Policy Management
    
  • Policy Portal
    

• Dependencies:
  
  • New texts for the notification on Document when a new version of Template is released.

• Use cases:

  • Quickly directing team members to specific comments in shared documents.

  • Efficiently responding to comments left by colleagues.

  • Streamlining team communication within shared documents. 

• Dependencies and downstream impacts:
  • N/A. 
• Limitations:
  • Link to the Paragraph comment will always open the document Activity. However, by clicking on the comment, we will scroll and highlight the required paragraph.
  • If there are more than 480 comments - it could take up to 2-3 seconds to load comments. 

• Use cases:
  

  • Immediate navigation to receive comments.

  • Improved comment visibility on larger documents.

  • Efficient document review and approval.

• Dependencies and downstream impacts:
  •  N/A.
• Limitations:
  1. Link to the Paragraph comment will always open the document Activity. However, by clicking on the comment, we will scroll and highlight the required paragraph.
  2. If there are more than 480 comments - it could take up to 2-3 seconds to load comments.

• Use cases:
  
  • Oversee and manage all connections in a document.
  • Efficient tracking of changed connections.
• Dependencies and downstream impacts:
  
  • When users add a new connection, we will add an Ongoing status as a value for the filter so that users can see this added connection
  • Default filters:
    1. Ongoing
    2. Changed
  • If there are changed connections on a paragraph level, we will highlight them with:
    1. Specific indicators on a document level
    2. New icon on a paragraph level
  • Users can select and apply bulk operations to any type of connection that is ongoing, changed, or suggested.
• Limitations:
  • N/A.

• Use cases:
  
  • Improved cross-referencing of related policy documents.
  • Tracking and managing document connections for better organisation.
• Dependencies and downstream impacts:
  
  • We will detect links used in the document's content to the PM documents and allow users to easily create connections for better navigation, reporting and change management.
  • We will allow you to filter links by:
    • Internal - links to content on Clausematch platform.
    • External - other links.
  • We will show an indication in the document connection bar and Left Sidebar - that there are some non-connected documents that are mentioned in the content.
• Limitations:
  • Counters will display only a unique number of documents that are not connected.
  • The feature does not automatically create connections but only provides suggestions. The user will still need to manually confirm and establish the connections.

• Use cases:
  •  The whole interface used by our colleagues needs to meet the digital accessibility requirement of content reflow when resized. The requirement is that a page can zoom to 400% without losing readability or functionality and without needing to scroll horizontally.
    • Ensures compliance with Level AA accessibility requirements of WCAG.
    • Facilitates resized text and reflow to maintain readability.
    • Allows for text spacing customisation.
• Dependencies and downstream impacts:
  • New supported Level AA requirements on the Policy Portal:
    • 1.4.10 – Reflow
    • 1.4.4 – Resize Text
    • 1.4.12 – Text Spacing
  • Added button “Go to content“ in DETAILS sidebar - to allow to navigate to content quicker.
  • Added “Expand/Collapse” button in the QUESTIONS sidebar - to allow to adjust the view.

• Limitations:
  • These changes are only applicable to the Policy Portal.
    
    Please bear in mind that while these updates enhance the software’s overall accessibility, content view areas may still appear small, and there might be challenges in incorporating all content into view when zooming beyond 175%.
    This browser interface zoom limitation can potentially result in some UI crowding. Likewise, changes made to the default font size may affect text spacing customisation.
    • All tables will have a horizontal scroll.
    • Some advanced features might still lack full accessibility support
    • Minor differences might exist in the user experience on different device types, though we're actively working to minimise this.

• Use cases:
  •  Manage consistency of document metadata.
• Dependencies and downstream impacts:
  • We have a unified experience with metadata form, so with this new update, you can manage metadata via a familiar UI that allows you to view fields that require attention and filter them.
  • Users will be able to see the number of fields that require attention on other screens:
    • Metadata stage on Creation modal.
    • Metadata stage on Move to stage modal - New Modal.
    • Document settings > Metadata tab.

• Limitations:
  • N/A. 

• Use cases:
  
  1. Custom timeframe setting for peculiar workflow stages.
  2. Flexibility and control over your workflow stages.
  3. Management of stage deadlines in Workflow Templates.

• Dependencies and downstream impacts:
  •  N/A.
• Limitations:
  •  Current possible day values: 1 - 10000.

• Use cases:
  • Find and work with specific document versions based on their system metadata.
  • Generating comprehensive document histories.

• Dependencies and downstream impacts:
  
  • We will allow you to get all document system metadata in document endpoints:
    • Created at and Created by.
    • Modified at and Modified by.
    • Released at and Released by.
    • Published at and Published by.
    • Archived at and Archived by.
    • isArchived.

• • Impacted endpoints:
    • /public-api/v0.0.1/versioned-documents/search
    • /public-api/v0.0.1/documents/{documentId}/versions
    • /public-api/v0.0.1/documents/{documentId}/versions/{documentVersion}
• Limitations:
  •  N/A.