Release 2025 Q3

2025.3: IMPORTANT changes in User Interface, Text , etc

Admin Panel

Export All Categories

Format:

Export Document Types Table View

Export Metadata Table View

Export Metadata Screens Table View

User Management

‼️ User Table view: New “Group” Column

User Table view: View and Export 1000 items

Editor

New icon for the “Apply Content From Template” action

New styling for tables: Vertical Align

‼️ New wording for exported Document Activity events: Permission access level

• Activity Type: Document access level changed (Prev. Access for all users in organisation revoked)
• Before: Invite Only (Prev. READ_ONLY)
• After: All Users (Prev. Empty)

‼️ Consistent version information shown in the version sidebar and the versions dropdown

This update enhances clarity by ensuring you always know whether you're viewing the Released Date or the Published Date. These improvements apply when you export to DOCX, PDF, EXCEL, and Audit PDF, compare versions, or simply explore the version sidebar

New text for the Online user section

Comments

‼️ Enhance paragraph comment markers to filter the correct and intended Paragraph Activity 

For example: when clicking on a "comment' marker, the Paragraph activity should show the "comment" events rather than require the user to perform an additional click to filter comments

Document Repository

Make the wording on the bulk metadata upload screen clear that you MUST have at least the document ID and version number.

Document type

Select any colour with the colour picker for your document type icon.

Notes

• Use cases:
  • Set and manage a default document type to streamline the process of creating new documents.
  • Customise the "Document Type" field naming to match your organisation's terminology.
  • 3. Quickly identify the default document type in the document types list with a "Default" label.
• To Consider:
  • 1. Selecting a Default Document Type that will be pre-selected when users create a document from scratch
    • 1.1 By default: Policy Type will be marked as default
  • 2. 🔥🔥🔥 Users can only customise the name of the system-level “Document Type” metadata field, which will appear in:
    • metadata forms
    • metadata screens
    • filters
    • reporting
    • API

Notes

• Use cases:
  • Restrict document creation to specific team members to maintain data integrity.
  • Allow only certain departments to create specific types of documents, streamlining the workflow.
  • Display or hide document types dynamically in the creation dropdown based on user permissions, thereby enhancing the user experience.
• To Consider:
  • Admins can enable or disable permission control per document type: - Restrict document type creation by user or group permissions. - Flexible permission modes: Allow List and Block List.
  • Two permission modes are supported: Allow List (only listed users/groups can create) and Block List (everyone except listed users/groups can create).
  • If no document types are available, the create button will be hidden.

Notes

• Use cases:
  • Quickly update document types for entire departments when changes in categorisation policy occur.
  • Efficiently correct misclassified documents in bulk to ensure compliance with organisational standards.
  • Reclassify document types when engaging in organisational restructuring or new system implementations.
• To Consider:
  • ‼️ If you have a custom field Document Type, ensure you change its name or the system field name before updating document types for your documents via import functionality.

Notes

• Use cases:
  • Effortlessly identify a document's type when browsing through a list.
  • Quickly understand the type of document you're viewing for better context.
  • View dedicated collections for each Document Type
• To Consider:
  • Document type Collections will be shown based on configuration.
  • Document type labels will be shown based on configuration.

Notes

• Use cases:
  • Access metadata-based documents directly from the Portal in an organised form view, enhancing your reading efficiency.

Notes

• Use cases:
  • Apply default styles to empty paragraphs and cells to ensure consistent formatting throughout your document.
  • Enhance document consistency by maintaining existing styles when expanding tables.
  • Save time and effort in formatting as your style preferences are automatically applied.

Notes

• Use cases:
  • Effortlessly apply diverse styles to enhance the readability and organisation of your bullet lists.
  • Automatically leverage unique styles for nested lists, keeping your documents neat and structured.
•  To Consider:
  • 🔥 New “Reset all styles” option - will update the entire selected list and revert back to the default sequence of styles, resetting all custom configurations.
  • 🔥 When import document - we will use our platform bullet points styles when import documents but maintain customisation by levels.

Notes

• Use cases:
  • Rearrange your table by dragging and dropping columns or rows to the preferred positions.
  • Arrange columns to display the information in the correct order.
  • Use the Tab key to smoothly navigate within tables, ensuring your workflow remains uninterrupted.
  • Instantly add new rows or columns, enabling flexibility in adjusting data dynamically.

• Key Capabilities:
  • Drag & drop columns/rows
  • New floating table, column, row, cell and context menus
  • Column sorting options
  • Smooth Tab navigation
  • Quick addition of rows/columns
• To Consider:
  • 🔥 Sorting: If you have merged cells that impact several columns, then sorting will be disabled.
  • We introduce the normalisation of merged cells to prevent unnecessary colspans or rowspans - resulting in fewer hidden restrictions when reorganising the table.

Notes

• Use cases:
  • Easily access up-to-date regulatory content within the Clausematch without leaving your workflow.
  • Link policy documents to relevant regulations seamlessly, ensuring compliance and clarity.
• To Consider:
  • This is a beta phase.
  • 🔥 This phase includes a one-off integration of Regulatory content. The next phase will provide synchronisation that will allow you to work with updates to Regulations on the Clausematch module.
  • If you want to opt in, please contact your customer-success contact. 
     

Notes

• Use cases:
  • Identify locked document types and understand the integration source preventing edits at a glance.
  • Instantly see which metadata fields or screens are managed by integrations.
• To Consider:
  • In future updates, we will enable partial management of these items. Please share your feedback with us if you are interested in these features.
  • Share your thoughts on what ready-to-use integrations will help you gain more value: https://clausematch.notion.site/2234cdcd8fe880aeab37ec957ba4f02c 

Notes

• Use cases:
  • Integrate new document types into Clausematch via the API by quickly creating new documents without populating the content.
  • Present metadata based documents like Controls, Obligations, Risks.
  • Set up a document using a Template, Snippet, or Modification.
• To Consider:
  • 🔥 The initial owner of the document will be API User. Use “Add user or group permission to document” endpoint to adjust ownership
  • 🔥 After creation, the document will be in the Draft stage.
  • Once the document is created, it will be marked as “completed”.

Notes

• Use cases:
  • Prevent unauthorised modifications to critical data that you use
    in your integrations.
• To Consider:
  • Locked data behaviour:
    • If data is locked, users will not be able to change or delete details from the Admin panel.
    • Users will be able to utilise this data to fill in values within documents.
  • Locked by will be set based as the API user (that was set for you to access the API).

Notes

• Use cases:
  • Configure what document metadata to show and when for each document type.
  • Ensure consistent document presentation.
  • Integrate other document types and control how you want to present their metadata.

Notes

• Use cases:
  • Move the documents to the required stages.
• To Consider:
  
  • 🔥Not related to Archive/Unarchive & Publication operations.
  • 🔥🔥🔥 This API will provide options to control document workflow progression with certain allowances, such as bypassing restrictions, to ensure flexible and efficient document management across integrated systems:
    • Metadata Completeness Bypass: Will bypass required metadata fields, allowing documents to move through workflow stages without full metadata completion. Use the Document Metadata API to manage changes in metadata.
    • Approval State Management: - Pending Approvals: Will be deleted - Rejected Approvals: If any approvals are rejected, the API will show an error.
    • Automatic Archiving of Soft-Deleted Paragraphs: Will archive all soft-deleted paragraphs automatically.
    • Incomplete State: Allows moving to any stage and automatically “completes” the document. We created an incomplete state mainly for UI usage to help users fill in all required fields when initially creating a document.

Notes

• Use cases:
  • Create Custom Document Types: Easily set up new Document Types with tailored fields like name and description, ensuring they fit your specific requirements.
  • Visually Distinguish Documents: Assign unique icons and colours to Document Types for easy recognition and organisation.
  • Control Document Actions: Enable or disable actions such as creation, archiving or cloning to maintain control over document handling.
    CONSIDER
    
    
• To Consider:
  
  • The documentTypeId field is mandatory for document creation.
  • 🔥🔥🔥 “Display and View Configurations” configuration is in Experiment mode and would be potentially moved to the Collection API. Please do not use in Production!
  • API behaviour will mirror UI functionality.

Notes

• Use cases:
  • Configure metadata screens effortlessly for use in document layouts.
  • Retrieve metadata screen details for verification and analysis.
  • Update existing metadata screens to align with changing requirements.
  • Remove obsolete or redundant metadata screens with ease.

Notes

• Use cases:
  • Integrating various types of documents into Clausematch and ensuring they are kept up to date.
  • Effortlessly modify paragraph content to keep documents current and relevant.
  • Reorder paragraphs to improve document flow and readability.
  • Update paragraph numbering to maintain consistency across your documents.
• To Consider:
  
  • You can insert multiple paragraphs at once, but you can only position all these paragraphs in one place rather than put each paragraph into different positions throughout the document.
  • Delete operation is not yet supported.
  • 🔥 When I can create or update paragraphs: Document should be: Not Archived, In any Editable stages.

Notes

• Use cases:
  • Ensure complete metadata updates are captured for accuracy in reporting.
  • Access a detailed historical record of document approvals for compliance purposes.
  • Track paragraph-level modifications maintain a comprehensive edit history.
  • Analyze changes in document tags over time for thorough audit trails.

Notes

• Use cases:
  • Determine if specific metadata should be shown on the Portal to manage information visibility.
  • Quickly identify which metadata is available on the Portal by checking the new "Available on Portal" column on the Metadata page.
• To Consider:
  
  • By default all metadata fields are available on Portal.
  • If Metadata visible on the Portal then:
    • Metadata can be used as filter.
    • Metadata can be used as option for Table columns.
  • Configuration layers
    • Metadata Field - Decide whether you want to see this field on the Portal side; this will affect the metadata view inside the document, as well as filters and columns.
    • Metadata Screen - Specify which metadata fields, in what order and sections, should be displayed on the Portal for a specific document. (For example, this allows users to define different metadata views for different document types.)
      
      We have provided visual indicators to help you understand that some fields may not be accessible on the Portal.

Notes

• Use cases:
  • Quickly access organisation key filters.
  • Enhance onboarding for new users by presenting essential information without manual guidance.

Notes

• Use cases:
  • Set a default view (Table or List) for the All Documents page to suit user preferences.
  • Choose required metadata fields to enhance user navigation.

Notes

• Use cases:
  • Quickly download a list of all documents with selected details for offline review or reporting.
  • Simplify data sharing by exporting document information in a widely-used file format.
• To Consider:
  
  • 🔥 Exporting may take a few minutes to complete , and in the meantime, someone may update or archive documents. These changes will be included or not depending on which batch of operations they are related to (see details below).
    • This depends on which batch (as an export process can be composed of multiple batches) the affected document(s) belong to.
      
      

• • 🔥Time to export depends on number of documents and number of columns and could take up to 30 minutes.
     

Notes

• Use cases:
  • Publish multiple documents simultaneously to ensure timely updates.
  • Modify access permissions for several documents at once to streamline access management.
  • Change document visibility for selected documents to either 'Invite Only' or 'All users' depending on the audience needs.
• To Consider:
  
  • 🔥 Will only show the notification centre on the Portal when the user receives at least one notification. When the user clears all notifications, the notification centre will be hidden.
  • Users who have access to both modules will see events from both modules in the notification centre. One from Portal will have a small indicator “P”. 
     

Notes

• Use cases:
  • Identify who did what and when with your users.
  • Quickly sort users by creation and update timestamps or by the individuals responsible for these actions.
• To Consider:
  
  • ‼️ Update at - will be changed when any information about the user has been modified, such as Permissions or Metadata.
  • ‼️ Create at/by and Updated by - For some users, we will not display this information because it was not previously stored on the platform.