VisibleThread for Docs 2.13 -What's New

Jason O’Connell, VisibleThread Co-Founder & CTO

• The VisibleThread engineering team would like to say a big Thank You to all the users that provided feedback in the last year.

• Your comments and suggestions feed directly into our product planning.

• Keep ‘em coming

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• VisibleThread for Docs 2.13 is available now !

• 12 months in the making and lots of exciting new features.

• Live in the cloud.

• Available for on-premise upgrade.

• We sent on-premise customers an invitation to download the upgrade.

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1. Document Compare

2. Annotated Documents

3. Clear Language Enhancements & New Reports

4. Responsibility Matrix

5. Move Document to Folder

6. Dictionary Performance Improvements

7. Acronym Report Enhancement

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1. Document Compare

1. Document CompareDo we need another compare tool ???

• Let’s look at an example.

• I’ve used Word to compare a draft RFP against the final revision of the RFP.

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• Some issues with Microsoft Word Compare :

- designed to merge documents, not compare differences side-by-side

- difficulthard to seeread all ofthe merged documents paragraphs

- hard to identify and line up the related paragraphs in each document revision

- Word performance seems to be a problem

- once important changes are identified, how do you assign tasks & manage the workflow ?

• Let’s see how VisibleThread “compares”…

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• Easy to read side-by-side comparison

• Compares text changes only, ignores formatting

• Quickly see which paragraphs have changed – Identical, Modified, Deleted

• Use Excel to filter on Modified, Deleted paragraphs

• Add additional columns to manage workflow e.g. status, owner

• Ability to exclude text/patterns from the comparison e.g. page numbers, dates, renamed products, entities

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• “WINNER! We love it. So much easier to read than the output of Word and Adobe.”

• Director of Proposals – Top 10 Government Contractor

• “Will probably cut down our review time by 60%”

• Proposal Manager – Minority Business

• “Awesome, I just spent 6 hours doing exactly this”

• Senior Proposal Manager – Top 10 government contractor

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Folder Summary Document Summary

Compare is available from two areas :

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• Check the baseline and latest documents to compare, then click Compare

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• Check the baseline and latest documents to compare, then click Compare :

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• The comparison is downloaded in Excel format

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Questions ?

2. Annotated Documents

• Your Word document annotated with VisibleThread comments e.g. Clear Language

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• Your Word document annotated with VisibleThread comments e.g. Quality Analysis

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• Users often said to us: “the Clear Language PDF report is great but how do we fix the issues ? How does this fit into our workflow ?”

• Previously, the answer was to navigate/edit your Word document with the Clear Language PDF close by for reference.

• We think an Annotated Document is a much better way to fix the issues.

• Also, you get to see the issues in their high fidelity context (native Word document).

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• Available in Document Clear Language

• Available in Document Concept Tracking & Quality Analysis

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• We only annotate Word .docx files

• For Concepts & Quality we output the Dictionary term description (if available) in the comment

• For Clear Language we create comments with multiple “users”, e.g. “VisibleThread (L)”, “VisibleThread (P)”, so that issues get separate colors

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Questions ?

3. Clear LanguageEnhancements & New Reports

• Customize your Clear Language report, pick & choose metrics.

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• Lots of customers asked for a way to exclude “Long Words” from their Clear Language report.

• We decided to make each of the Clear Language metrics optional when generating reports.

• By default, “Long Words” is not selected.

• Customization is offered when generating a Clear Language report for each format – Annotated Document, Excel & PDF.

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• Annotated Document (as seen previously)

• Excel Clear Language report for a Document

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• Clear Language PDF report for a Folder

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• PDF Clear Language report for a Folder

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Questions ?

4. Responsibility Matrix

• A responsibility assignment matrix (also known as RACI matrix) describes the participation by various roles in completing tasks or deliverables for a project.

• Allows you to assign responsibilities to the necessary teams, companies, or individuals.

• Useful in clarifying roles and responsibilities in cross-functional/departmental projects and processes.

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A traditional responsibility matrix created by hand :

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• The VisibleThread Responsibility Matrix is a simplification of the traditional matrix.

• We replace the R, A ,C & I with a simple X

• The responsibility matrix is based on a Quality dictionary search.

• We use the dictionary categories to represent the responsible parties (person, team, company).

• We highlight matching dictionary terms with an X in the relevant row/column to assign responsibility.

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• Document Summary

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• Document Quality Analysis

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You can omit pages (if a PDF)

Or omit paragraphs containing text, eg: headers and footers.

Questions ?

5. Move Document to Folder

• You can now move a document to another folder !

• Let’s you reorganize your documents…

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• Select a folder to move your document to :

• When complete :

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6. Dictionary Performance Improvements

• In VisibleThread 2.12 when you saved changes to a dictionary, VisibleThread would immediately re-check all documents and folders that used that dictionary.

• In environments with large amounts of documents, this could result in long wait times.

• We redesigned this process for version 2.13

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• In 2.13 when you save any edits to a dictionary, the changes are saved immediately.

• Any documents or folders that use the modified dictionary are flagged as 'requiring reanalysis' allowing you to choose when you would like the documents re-checked.

• When you click on Re-analyse we will only search the current document/folder so it runs quickly.

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Questions ?

7. Acronym Report Enhancement

• VT Docs 2.12 identified when there were “Multiple Definitions” for an acronym.

• A customer suggested to us that we should further differentiate between

- Repeated definitions i.e. where the definitions are identical

- Conflicting definitions i.e. where the definitions are different

• We treat repeated definitions as a warning but conflicting definitions as an issue.

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• Repeated definition

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• Conflicting definition

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• Conflicting definition, Excel report

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Questions ?

1. Document Compare

2. Annotated Documents

3. Clear Language Enhancements & New Reports

4. Responsibility Matrix

5. Move Document to Folder

6. Dictionary Performance Improvements

7. Acronym Report Enhancement

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Thank you