Release 2025 Q4

2025.3: IMPORTANT changes in User Interface, Text , etc

Document Permissions

Display “Archived” label for archived groups in Document Permissions

Now you can view archived groups within document permissions, enhancing your ability to manage access effectively.

This addition promotes transparency and eases the process of identifying and managing outdated permission assignments, ensuring your workflow remains streamlined and efficient.

Editor Improvements

• Formatting panel disappears in “suggesting” mode when clicking a paragraph is now fixed - formatting will remain accessible.
• Editing links: Users can now edit inserted links via menu buttons in the editor.
• Tab key in tables: Pressing the Tab key inside tables no longer makes the page freeze or unresponsive.
• Subscript/superscript formatting: You can no longer accidentally apply both formats to the same text at once.
• Paragraph selection after formatting changes is retained; heading/font actions now keep paragraphs selected as expected.
• Error feedback: Trying to insert a large image in header/footer paragraphs now shows a proper error message.
• Undo/redo reliability: Undo/redo now works after splitting merged cells in tables, after moving paragraphs, and when changing paragraph types.
• Search highlight: Search will reliably keep highlighting words after scrolling.
• Table navigation: Moving to the next cell with Tab works with lists inside tables.

Notes

• Use cases:
  • Quickly identify document templates in the collection table without opening individual documents.
  • Filter documents based on template type to streamline your search.
  • Perform bulk operations on grouped documents by templates.

• To Consider:
  • 1 🔥 Template information now accurately reflects the template used for each specific document version. When filtering or viewing documents, please note that filters such as Version Type directly impact which template details are shown.
• Tip:
  •  
    1. Create specific collections that will allow you to quickly access:
    • Documents without Templates
  • 2. Apply a filter by Template to perform any bulk operations such as:
    • permissions
    • export
    • *metadata changes

Notes

• Use cases:
  • 1. Automatically get an up-to-date view of documents based on the current date and your role, without managing individual collections.
  • 2 View personalized document results that adapt dynamically as your context changes.
  • 3 No need for creating and maintaining individual collections - shared collections update dynamically for every user, driving greater scalability and efficiency.
• To Consider:
  • Date filter ranges always start with today's date; for example, "Next 3 days" means today plus the next three calendar days. The same logic applies for past ranges: "Past 3 days" is today and the three prior days.
  • 2 The filter resolution for user-based and date-based rules is automatic, but filter results may vary depending on individual user time zones.

• Tips:
  • 1. Upcoming Reviews: Instantly see documents owned by you that require review in the next 30 days based on the Next Review date
  • 2. Recent Publications: Access all documents published in the last 7 days for quick auditing and updates.
  • 3. My Owned Documents: View only documents where you are listed as the owner.
  • 4. Upcoming Deadlines: Track documents due soon, filtered by dynamic dates in the Stage Due Date

Notes

• Use cases:
  • 1. Seamlessly manage frequently used metadata values across document content.
  • 2. Ensure document displays are consistent by viewing metadata inline with proper formatting.
  • 3. Simplify the document creation process by inserting metadata placeholders that auto-populate with real values.
  • 4. Save time and ensure accuracy by managing and updating metadata directly through metadata form rather than manually.

• To Consider:
  • 1. 🔥 This capability will be available only in UAT instances or within the Beta space initially. We encourage you to explore and provide feedback during this phase. This ensures you have enough time to evaluate the new workflow.
  • 2. Metadata inserted within document content is styled as plain text and can be searched in the content. Changes to metadata values will update their inline display, potentially altering released document content. 🔥 Administrators should review metadata editing permissions (via Metadata Screens) to ensure proper governance.
  • 3. Multiline text metadata fields cannot be inserted within document content in this iteration.
  • 4. Metadata cannot be added when working in suggestion mode or compare version mode - these features are only available in standard editing mode.
  • 5. Metadata field changes are not visible in timeline paragraph change events.

Notes

• Use cases:
  • 1. Organize metadata with parent-child structures to improve document categorization.
  • 2. Modify existing select fields to introduce or adjust hierarchy for better data organization.
  • 3. Search documents effectively using hierarchical filters, returning comprehensive results quickly.
  • 4. View metadata in a tree structure for a clearer understanding of relationships among categories.

• To Consider:
  • 1 🔥 This capability will be available only in UAT instances or within the Beta space initially. We encourage you to explore and provide feedback during this phase. This ensures you have enough time to evaluate the new workflow.
  • 2 Existing select metadata fields will automatically become compatible with the new hierarchical structure.
  • 3 Alphabetical sorting is applied within each level of the hierarchy; sort order for parent/child categories follows this rule.
  • 4 Behaviour for hierarchical filtering and selection closely matches prior category functionality, supporting intuitive multi-level filtering and document retrieval.
  • 5 Search. Selecting a parent option in search or filter menus will automatically retrieve documents tagged with any subcategory beneath that parent, providing comprehensive results.
• Tip:
  • 1. Filter documents by selecting a parent department to view all related documents, including those tagged to specific sub-teams.
  • 2. Filter documents for "APAC" to instantly access items linked to Asia-Pacific subregions like Japan, Australia, or Singapore.

Notes

• Use cases:
  • 1. Conduct Advanced Searches: Quickly locate documents by filtering based on specific metadata values, such as document type or status.
  • 2. Optimize Workflow Automation: Automate retrieval processes by using specific metadata filters, ensuring the right documents are easily accessible.

• To Consider:
  • 1. Limitations of Number of Metadata Fields:
    • As metadata search is implemented using a GET request, the total number of metadata fields you can use is restricted by the maximum allowed URL length.
      
      Excessive length will cause truncation or failed requests.
  • 2. Available Filter Options by Metadata Type:
    • Supported filter operations vary by metadata type:
      • Text: EQUALS, CONTAINS
      • Number: LESS_THAN, EQUALS, GREATER_THAN, EMPTY
      • Date: FROM, BETWEEN, TO, EXACT, EMPTY
      • Boolean: EQUALS
      • Enum: ALL, ANY, NONE, EMPTY
      • Link: EQUALS, CONTAINS
      • User: ALL, ANY, NONE, EMPTY
      • Select: EQUALS
  • 3. Current and Future Improvements:
    • Unknown metadata IDs return a 400 error.
    • Filtering logic uses AND between different metadata fields.
    • The new metadata parameter is optional;
    • In future releases, more advanced logic and expanded filter capability will be introduced using the POST method rather than GET, removing many current limitations.
• Tips:
  • 1. Use this new approach for simple use cases like filter by document types
  • 2. Use these new search capabilities to quickly find documents related to a specific document type.

Notes

• Use cases:
  • 1. Compare document versions to quickly spot changes in metadata fields.
  • 2. Filter fields that have been altered to focus on what's important to you.
  • 3. Effortlessly switch between current, new, and changed states to understand changes clearly for multi-select fields like Metadata Select, User Picker, or Connection Picker

• To Consider:
  • 1. 🔥 The Connection picker is not versioned yet. When you compare different document versions, the latest Connection picker value is shown for all versions, instead of showing the actual value from each version. This means version-specific values can't be viewed until the feature is updated.
  • 2. Changes in Select, User Picker, and Connections fields are now clearly shown when comparing metadata versions. You’ll see which options were added or removed. You can also switch views to see either all data, only changes, or the new state.
  • 3. Edge Cases: When you create and publish multiple versions of a document on the same date, system fields like Released Date and Publication Date may show differences, even if the dates appear the same visually. This is because internally they have different times that are not displayed on the interface.