Release 2025 Q1/2

2025.1/2: DEPRECATION in Existing Functionality or Behaviour

1. The Read-Released role will be deprecated in future releases.
   
   Please use the Viewer role for providing read-only access to your documents. Compare capabilities of these 2 roles in section 3.1.
   
   
2. 🔥 Document Types now do not directly link to Templates - so you can use one Template for several document types.

Notes

• Use cases:
  
  • Effortlessly update the default document type to align with your organisation's preferences.
  • Experience a seamless document creation process by using the pre-selected default document type. 
• To Consider:
  
  • 🔥 DO NOT DELETE this document type 🔥
    
    • Please avoid deleting the default document type to maintain system stability.
      
      In our next release, we will provide a better view of the default document type and its configuration capabilities.
    • For now Default document type is Policy.
  • 🔥 RegHub (Transfers documents between instances) works solely with the default document type Policy.
  • Deprecated CM API: “Import document”
    
    *nobody use this API and it will be removed in next releases
• Tip:
  • You can rename this document type as "Other" to facilitate iterative migration to document types capabilities.

Notes

• Use cases:
  • Present metadata-based documents on the platform like Obligations, Controls, Risks, etc 1.
  • You can easily configure document views, switching between paper and metadata types as needed for your workflow.
  • Enhance your document viewing with a full-width display of metadata, simplifying data management.
• To Consider:
  • Available sidebars: Document Activity, Tasks, Approvals, Connections, Search
  • Inside export, we will only show the metadata table.
  • Edge cases: When the document was switched from paper to metadata-based and contained content:
    - The document will still be available when searched by content
    - Paper-based document events are not hidden in Document Activities

Notes

• Use cases:
  • Quickly identify and access document type collections with clearly displayed titles and icons.
  • Seamlessly navigate through document types, even when the sidebar is collapsed.
  • Work with default views and columns that align perfectly with your document type configuration.
• To Consider:
  • In this release for document type collections we will:
    • Present additional filter - Document type
    • On documents you will see additional information about document type

Notes

• Use cases:
  • Easily manage document visibility during feature updates or rollouts.
  • Ensure certain document types remain confidential and unseen in the Policy Portal like Risks, Controls, etc
  • Simplify user experience by reducing document clutter in search results.
  • Quickly organise and access relevant document types without the distraction of extra labels.

Notes

• Use cases:
  • Tailor the document table view to highlight essential information from connected documents.
  • Ensure a consistent viewing experience across document collections with customisable metadata options.
• To Consider:
  • You can select any Custom fields.
    System fields will be limited by:
    • Title
    • Document type
    • Version
    • Connection Pickers
    • Dates:
      • Released
      • Published
      • Modified
      • Created
      • Archived
        • And Archived By as well.

Notes

• Use cases:
  • Quickly start new documents with preselected templates.
  • Ensure consistency by using predefined templates for each document type.
• To Consider:
  • On creation modal:
    • 🔥🔥🔥 If you set this option for your document type, the user will not be able to create a document without a template. It will be always linked to this document.
    • 🔥 When a user changes the default template, it does not impact the existing documents, only newly created ones.
    • 🔥 Users can select any template inside the Document Type configuration.
    • 🔥 If users don’t have access to a particular template, it won't be preselected.
  • In the configuration:
    • 🔥 You may select only templates that have at least one released version.

Notes

• Use cases:
  • 1. Help new users get accustomed to document types step by step by hiding advanced options.
• To Consider:
  • You can combine this configuration with a dedicated document type collection, allowing users to use a specific "Create" button for each type of document.
    This approach will also enable you to onboard document types step by step.

Notes

• Use cases:
  • Efficiently work with Document Type as any other metadata fields.
  • Quickly identify changes in document classification by viewing metadata events in the Document Activity section.
  • Customise your workflow by setting the position of the "Document Type" on metadata screens to match your preferences.
• To Consider:
  • 🔥🔥🔥 Document Types now do not directly link to Templates - so you can use one Template for several document types
  • 🔥 The currently selected document types will be transferred to the Document Type metadata.
  • 🔥 To view the newly applied settings from the selected Document Type, users need to reload the page.
  • The Document Type field is always a required field. However, you can make it read-only if you wish to restrict changes to this field, for instance, when the document moves to a certain stage.
  • Templates and snippets will have their own system document types: Template and Snippet.

Notes

• Use cases:
  • Quickly find, view and export connection details for documents directly in the Table view.
  • Include connection information seamlessly when exporting document lists.
  • Improve workflow efficiency by integrating key connection data into your document views.
• To Consider:
  • You can select any Custom fields.
  • System fields will be limited by:
    • Title
    • Document type
    • Version
    • Connection Pickers
    • Dates:
      • Released
      • Published
      • Modified
      • Created
      • Archived Date and By

Notes

• Use cases:
  • Effortlessly search and link documents from specific types directly within metadata forms.
  • Manage connection fields with familiar metadata settings, such as required or read-only settings.
  • Admins can configure and manage connection fields consistently alongside other metadata fields.
  • Easily identify when a document linked to your connection has been archived or its type changed.
• To Consider:
  • 🔥 We use this format to name Connection Pickers fields: “Connection: [Name of document type].” We will provide the capability to customize this naming in the future.
  • 🔥 Connection Picker fields will be created automatically for each document type.
  • 🔥 Data entered via Connection Picker fields will automatically create a connection with this document, which will be available via the Connection sidebar and vice versa.
    ‼️ Note: we will show only document-level connections. If a user has only a paragraph-level connection, we do not show the document in the Connection Picker.
  • 🔥 If you utilise Metadata Paragraph: For the Connection picker, we will only display the Document Title and the Internal Version Number.
  • Connection pickers are versioned fields.
  • To search by document, we will only consider the document title.
  • We will show errors in connection pickers when:
    • The document that was linked was archived.
    • The document that was linked changed its document type

Notes

• Use cases:
  • Easily configure the order and selection of metadata fields to enhance document clarity.
  • Quickly access required data directly in the metadata form without navigating through unnecessary fields.
  • Streamline your document review process by tailoring metadata views to suit specific needs.
• To Consider:
  • You can select any Custom fields.
  • System fields will be limited by:
    • Title
    • Document type
    • Version
    • Connection Pickers
    • Dates:
      • Released
      • Published
      • Modified
      • Created
      • Archived Date and By

Notes

• Use case:
  • Grant targeted access to Editors while maintaining controlled viewing access.
• To Consider:
  • 🔥 This role will replace the Read Released role in the future.
  • 📈 REPORTING
    • User document primary role column is Maximum Document role based on the document permission hierarchy: Owner → Editor → Reviewer → Viewer (All Users) → Read Released
    • If User document primary role is “All Users” → We consider that the user has a Viewer role
    • MI Report was updated:
      
      • User Roles Report → New Column Document Viewer.

Notes

• Use cases:
  • Quickly add, update or remove permissions for multiple users/groups at once to streamline your workflow.
  • Easily view and manage existing user permissions with detailed information at your fingertips.
  • Seamlessly navigate to users in the permission table to check or modify their access.
  • Start searching for users by typing just one symbol, saving time and effort.

Notes

• Use case:
  • Effortlessly enable all users' access to specific document types or templates.
• To Consider:
  • The new column "Access" on the document Table view provides information about the overall access level: "Invite-only" or "All users."
  • New filter “Access" that allows to show documents with All users access and Invite only.
  • With the All Users Access level, all users who have access to the Policy Management module will have access to the document as Viewer, with hidden Comments and Approvals permissions.
  • A new timeline event in the category "Document Event" was added, which will highlight who changed the document access level and when. Also available in exported Document Activity.

Notes

• Use cases:
  • Quickly assign the Viewer role or right Access level, saving time and ensuring consistent access permissions.
  • Revoke Viewer access from multiple users simultaneously to maintain up-to-date document permissions.

Notes

• Use cases:
  • Quickly revert formatting changes made in several paragraphs.
  • Quickly revert unwanted formatting changes to ensure document consistency. 
• To Consider:
  • 🔥 You can revert only your changes — If other users modify or delete paragraph content, your change history for that paragraph will be removed.
  • 🔥 You can only revert changes made during the current session; if you reload the page or switch to another document, the undo/redo actions will reset.
  • 🔥 Not available in suggestion mode, where each paragraph has it’s own history.

Notes

• Use cases:
  • Easily reverse or reapply changes when restoring or deleting paragraphs in your document.
  • Undo or redo moving sections of text for better document organisation.
  • Seamlessly correct mistakes as you create or modify paragraph structures.
  • Adjust paragraph levels without worry, knowing you can easily reverse any unwanted changes.  
• To Consider:
  • 🔥 You can revert only your changes.
  • 🔥 You can only revert changes made during the current session; if you reload the page or switch to another document, the undo/redo actions will reset.
  • 🔥 Not available in suggestion mode, where each paragraph has it’s own history.
  • 🔥 Undo/Redo doesn’t work for add/delete snippets.
  • 🔥 Undo/Redo doesn’t work for numbering.
  • Undo/Redo works for apply suggestions, but doesn’t restore suggestions.

Notes

• Use cases:
  • Highlight Important Information: Make key points pop with bold or italic text in your comments.
  • Seamlessly navigate: Add links to comments to provide direct pathways to related documents, saving time and effort.
  • Enhanced Collaboration: Use diverse text formats to share and emphasise tasks or actions, fostering clearer communication among team members.