Summary

Minor general improvements / bug fixes in v7.16 relating to Quick Select, Documents View, Upload, AI Assist, and the introduction of new features, Auto Bundle Tab, Metadata Field Sync, Workspace Metadata Fields & Bundle Amendments.

Notes

  1. Auto Bundle Tab (ABT) Metadata Field
    1. A system metadata field, 'auto_bundle_tab' that should appear by default and be populated automatically with the Bundle_Tab values.
    2. Will be there for both new workspaces and existing.
    3. Only populates when BOTH Bundle and Tab populated.
    4. Can be searched through using Find.
    5. If Bundle and/or Tab fields are both populated then amended using any of Import Metadata, Properties, Paginate from, the ABT field should update accordingly.
    6. You can amend the ABT field manually if needed, but any subsequent change at 1e would overwrite the manual changes. This is useful for bulk replace, populate ABT with the Doc Name (assuming files are named Bundle_Tab).
  2. Master Metadata Custom Fields Sync
    1. Allows a metadata custom field to be created in the master, to sync down to the mirror workspaces so you no longer have to manually add them to every workspace.
    2. There is a tick box in the mirror workspace to severe the sync for both the custom fields AND metadata columns, if needed. Any existing unticked workspaces should not be affected.
  3. New Input Fields When Creating New Workspaces
    1. Now when creating a new workspace (System Dashboard > New Workspace), you have three options which combine to create the overall workspace name, below examples produce: 12345A - Magnum v Platform [Opus 2]
      1. Title* (Required Field) – Title of the case, i.e. Magnum v Platform.
      2. Case Code – Relevant Opus case code value, i.e. 12345A.
      3. Party Name – The name of the party that the workspaces belong to, populates the square brackets. I.e. Opus 2.
    2. Title field is mandatory as this can house all the relevant information, so existing workspaces do not need to be changed. Case Code and Party should be populated for cases going forward. Long term idea is that these fields allow greater flexibility to using things like Case Code in email subject lines etc, party name is used for Bundle Amendments.
    3. There is a character limit of 100 on both Case Code and Party Name.
  4. Bundle Amendments (BA)
    1. Allows users with specific role to amend certain metadata fields in their mirror + makes available across all workspaces.
    2. Two fold control, workspace level setting (Admin > Settings > Bundle Amendments) and per user role (Admin > Roles > Bundle Amendments)
    3. Steps to implement:
      1. Clients agree to use BA.
      2. Clients send joint instructional email to Opus, requesting BA be enabled.
      3. Respective parties confirm the relevant users who should have the roles amended to allow use.
      4. Opus enable per workspace via Admin > Settings > Bundle Amendments. Enable Bundle amendments in Role, Admin > Roles > Bundle Amendments. Assign role to relevant user.
      5. Doc. Name field is enabled by default and cannot be turned off. If we need to enable changing of any other fields, would need to tweak in Admin > Metadata > enable ‘Allow Bundle Amendments’ on each field.
    4. Once a user makes a change, it will automatically push only that metadata change in that particular field to the master and then sync to all workspaces. Works on a change by change in a queue system so can be overwritten if later changes made. It does not sync anything else down whether on the relevant documents (containing the changes) or any other documents in the workspace.
    5. By default, Doc. Name is the only field available to clients (until we amend the settings of other fields at 4Cv). For now, we should only tell clients that only Doc. Name can be changed as we have to be careful about which fields can be changed by clients, they need to be non-contentious and do not affect practical elements, such as Bundle/Tab and Date would affect position, Document ID is a unique identifier etc.
    6. Log of changes appear in the Bundle Amendments section in Case Dashboard, showing when it was made, by which workspace and what it was previously v what it is changed to.
    7. User Guide (ignore formatting issues for now) – https://magnumsupport-uk.opus2.com/support/solutions/articles/43000743395-using-bundle-amendments
  5. AI - Documents / Transcripts
    1. Improvements + will be rolled out in more force. More info to follow.
  6. Upload - OCR setting set to Ignore
    1. When uploading documents, the default OCR setting will now be Ignore on all workspaces rather than ‘If needed’, with us manually turning it off each time.
    2. Settings can be tweaked in Admin > Settings > under Files, ‘Upload OCR setting default’ dropdown.
  7. Upload – Print to PDF
    1. There is now a built-in process that amends ‘dodgy’ PDFs on upload that we have had to previously print to PDF, so the numbers of documents failing on upload should be reduced (error 16). This will not fix every single error. For those error 16s you still receive, please print to PDF as normal.
    2. If the in-built process is run across a dodgy document, you should get a ‘Recommended action’ flag of, ‘PDF Warning – Auto Fixed. Please check and validate.’ – at the moment there is no warning flag in upload/processing columns or a summary counter at the end, this will be added at a later date. Please give the upload a quick check if the process has run, you can do so by searching in the ‘Find in columns’ box, type ‘PDF Warning’ or something from the error message. If there are any, please treat it like we have printed to PDF offline and send a list + the stock wording to client.
    3. Whilst this process runs, the document upload may take a while across the relevant documents as it still needs to process the ‘fix’, in the same way that printing to PDF takes time – the bigger the document (pages + data) the longer it will take.
  8. Reorder of Purple Tool Bar in Document View
    1. We’ve re-arranged the tools in the purple toolbar when viewing a document to make them more logical in terms of groupings / order. Nothing has been removed as functionality but it may have been moved under the ‘Tools’ menu if it is a less frequently used tool.
  9. Quick Select / Find Document
    1. Have been renamed to be more user friendly
      1. Quick Select = Select Document
      2. Find Document = Find