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Contract Review Enhancements
Introducing minor enhancements for the AI-powered Contract Review feature, including:

Enhanced Contract Review with Plexus AI
We have now released Contract Review powered by Plexus AI.

This new feature will help legal users to:

🚀 Speed up legal review
Become more efficient in reviewing documents, even when they are on the counterparty’s paper.
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🌟 Highlight key details
Plexus AI compares a contract with your precedent documents and highlights suggested changes to remove ambiguity or reduce organisational risk.
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📉 Reduce risk
Understand the implications of terms in the contract you’re reviewing.

It will help business users to:

Read the articles on Contract Review and configuring Precedents to get started.

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Document list performance improvements

Introducing improved loading speeds for the Document list. Key changes include:

This improvement has been released to select customers only. Please contact support or your Customer Success Manager if you would like to take place in providing early feedback before this feature is released to all customers.

Send documents for initialling

The Plexus signing workflow now supports documents sent for eSignature which require initials only.

Preview your emails and their attachments in Plexus

We’ve improved your ability to view the email context for your documents and matters without downloading them out of Plexus.

With one click in Contracts, you can view emails when you upload the email threads to your supporting materials.

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Contracts: Edit key facts for documents in bulk
​Edit the key facts for multiple documents in a few quick clicks.

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Streamline document workflow visibility in matters

Documents with workflows can now be linked to Matters created in Plexus.

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*Matters reports are available to members of the Legal team for Matters.

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Introducing linked documents
You can now link all related Plexus documents in the Contract Management module together as Supporting Materials. Linking these documents together ensures that every document in the contract lifecycle is connected, making related files easier to discover and providing richer context to current and future contract owners.

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Introducing AI Contract Summaries for Plexus

Plexus is excited to announce our first AI feature for our contract management solution.

When you create or upload a contract, our "AI Contract Summaries" will swiftly analyse and condense the critical terms into a concise summary. You can conveniently access this draft summary in the Key Facts tab and further customise it to align with your specific requirements.

Whilst this feature will be automatically available to customers with our AI Draft Advice feature, chat to your CSM to enable AI Contract Summaries for your business today!

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Document and matter titles will no longer include special characters such as

[ = < > / & ! @ # $ % ^ * ( )

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Introducing Word Online for Plexus
Plexus is now compatible with your organisation’s Microsoft 365 subscription.

For all organisations, including those without Word Online enabled for their organisation, we’ve expanded our document editing page to give you more room to edit documents.

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Introducing Draft Advice Beta for all Matters customers

We are excited to announce Draft Advice AI BETA, Plexus' new AI-powered feature for matter management, designed to boost the productivity of your team. We have been trialling Draft Advice AI with selected customers to get feedback to help us rapidly improve the feature, and now we are excited to share this next stage BETA test with you.

Let Plexus AI take the legal support request, ask the right questions for additional context, identify the legal issues and auto-populate a draft version of the advice for you to review, without having to lift a finger.

You will have complete control over the advice the business sees, with the ability to review and modify the content as needed. The business will only see advice Legal chooses to publish.

Draft advice is supported by AI-generated questions to help provide context to lawyers, and currently takes into account up to 1 document for the draft of the advice.

We hope that you enjoy using the new functionality and look forward to your feedback!

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Introducing local date formats for the US 🇺🇸

For American customers wanting more transparent date format options within Plexus, we’ll be introducing a localized date format specifically for the US region.

Starting from today, you will start to see updated date formats across the platform.

To show an American date format, ensure that the Country listed under your Company Structure is set to United States to see changes for

We will continue to release additional dates over the coming days.

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AI Generated Questions for Draft Advice - beta

Business users can get their sneak peak of AI from the intake form, with AI generated questions to improve context-gathering during intake.

We’ll now use the responses to your matter description and any best practice custom questions in the Request Legal Support intake form to create tailored, additional AI response questions.

For the legal team, this means more context, less follow up questions for the business and enhanced accuracy from our AI-generated draft response on the Matter details page.

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Creating the future of the law with AI Draft Advice for Matters - BETA

We're thrilled to announce a Beta release of our draft advice feature, which takes information gathered from the Request Legal Support intake form, to provide draft, personalised advice for lawyers to use as a starting point for advising on matters.

To get access to this Beta feature please, contact Plexus support at [email protected].

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Introducing more flexibility for your delegation rule conditions

Clients after more control over their delegation rule conditions can now use a combination of And/or logic to meet their delegation of authority requirements. Previously, clients without a custom solution were limited to either And or Or conditions to replicate their delegation of authority. Our condition groups now allow for combinations of both.

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We’ve enhanced how you collaborate and negotiate on documents, providing more control, compliance, and auditability of documents with tracked changes.

We’ve listened to your feedback to provide a more flexible workflow that supports document negotiation while providing a clear audit trail for added compliance.

You can now:

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Happy New Year from the team at Plexus 🎉

Wishing you a productive and successful year in 2023. For this release, we have a few minor changes to bring us into the New Year:

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Introducing the New Store a Document app!
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We’ve made some improvements to the way you upload your documents for storage! Now you can:

This update also includes improvements to the language on the intake form and a more intuitive alerts section.

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Introducing personalised messaging for document workflows
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Contextualise and personalise your requests for review, approve and sign when uploading to Plexus with new personalised messaging for document workflows.

This new feature will help to:

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Plexus now supports the Docusign 21 CFR Part 11 module for digital signing compliance in heavily regulated industries
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We now support Docusign’s Part 11 module for clients wishing to create signature workflows whilst complying with Food and Drug Administration (FDA) regulatory obligations.

As part of this change, clients can use their own Docusign accounts within a Plexus organisation. Part 11-enabled Docusign accounts will use a modified document workflow designed to help organisations comply with their Part 11 regulatory obligations when obtaining digital signatures.

Other improvements

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Language improvements

Updates to Promotion Wizard

In Release 2.168, we've released enhancements to Promotion Wizard including updates to:

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Improvements to your contract intake process

We’ve made some improvements to the way you upload your contracts for approval and signature. You can now:

As a bonus…

We’re also refreshing the look of your intake form to make your contract briefing process cleaner. These improvements are thanks to the great feedback from our users.

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Streamlining how you view and upload supporting materials

It is now quicker and easier to work with Supporting Material in Plexus.

We’ve tidied up our Document Details page to streamline how you upload new versions to your document, your sub-documents and internal supporting documents.

From the Upload button:

The Supporting materials section is now your sole area dedicated to uploading your:

You’ll also have more visibility on these documents, with new coloured tags to highlight where documents are in the workflow, if relevant.

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We're renaming tasks to matters

Over the years, we’ve had inconsistent references to tasks, matters and legal task management (LTM) scattered throughout the platform.

Now as part of a wider language simplification project, we’re renaming Tasks to Matters to give you clarity and consistency, whilst aligning with the language that lawyers commonly use.

Organisation units and roles

You asked, we listened! Administrators wanted an easier way to visualise and export their user organisation unit and role details, so we've added two new columns to the User list so that you can access this information with ease.

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Custom questions for matters

We heard that legal teams wanted more flexibility and control over the details collected for new matters. So we’ve created custom intake questions for legal matters. Now legal teams can reach resolutions faster by capturing the right information upfront.

Custom questions can be created for specific matter categories, ensuring that the right questions are automatically asked.

What's changing?

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This release includes minor performance enhancements across some of our newer features.

Promotion Wizard

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We're also continuing to build some great new features in the background!

Advanced comments and legal advice on the new-look Activity Feed

We’ve made some updates to commenting on matters via the Activity Feed. You can now format using bold, italic, indent, links, or bullet point text whenever you comment on a matter without needing to revert back to ALL CAPS or exclamation marks!!!

Task details UI refresh

We've also made some minor usability updates to your Matter Management experience that help you understand the facts sooner to make better decisions.

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NEW! Create custom questions for documents in an updated modal

Create and edit your custom questions in a new-look modal. The modal supports optional hint text to be displayed underneath your custom questions, and gives greater visibility over the apps and document types where your custom question will show.

Update your users’ role permissions any time

Admins now have greater control over user role permissions ensuring teams can view and collaborate on the right documents while maintaining confidentiality.

This means admins can now:

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Signature location performance improvements

Performance improvements for signature locations within large documents, and documents with images

Updated counter party portal success page

After a counter party approves, signs or declines to sign a document, they’re taken to an updated page, where they can opt to watch a demo.

Improvements to the Intake Form

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Display the due time on a task’s due date

Request Legal Support users will see a handy update to the due date button, which now includes the due time. If viewed in another timezone, we’ll display that user’s local timezone.

NEW! Updates to Promotion Wizard for SA

Changes to Promotion Wizard to reflect changes in South Australian legislation for any newly created promotions including:

NEW! Minor changes to the Approve and eSign intake form wording

NEW! Performance improvements on the Document details page

The Document details page has just gotten speedier 🔥. We’ve made some performance enhancements to ensure that the document details page will update in less than 3 seconds for:

NEW! Default Owner role updated to Reviewer

We noticed that teams were sometimes puzzled by references to the owner role, and the document owner. As a result, for any new accounts created moving forward, we've renamed the owner role to Reviewer to minimise confusion.

Let the support team know if you're an admin who would also like this change reflected on your existing account.

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Updated UI for Supporting Materials

We’ve modernised the drag-and-drop section for Supporting Materials for tasks, documents and the bulk upload screen.

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Define your reviewers, approvers and signers from a limited list of users

We’ve made it easier for your users to assign the correct reviewers, approvers and signers to their documents.
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With the new changes, you can define a specific and limited list of reviewers, approvers or signers for users to select from when they define their document workflows.
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Operate with greater confidence that every contract is being sent to the right stakeholders to action and empower users to execute faster.

To define sets of reviewers, approvers and signers head to your Approve, Sign and Store administration settings.

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Release 2.154 was an internal only release, where changes were made to our non-client facing environments for an upcoming feature release. The changes are not visible to users and there will be no client impact.

Clarity on email notifications sent from Plexus

Various emails from Plexus were previously sent from a No-Reply sender. We’ve now updated the sender so that these emails will now reference either the document author or Plexus Gateway for added clarity.

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Onboarding walkthroughs for new users

New users who are logging in to Plexus Gateway for the first time will now see 2 tailored walkthroughs that will help them learn about Gateway. These short walkthroughs are intended to help the user understand how to use Gateway to their benefit.

Performance improvements to the Workflow Timeline

We have made some performance improvements so that the information displayed in the Workflow Timeline loads quicker for users.

Fixes:

A better user experience when submitting a document via some apps

When using Approve and eSign, or an App Builder app, users will experience more informative loading messages so that they are clear on the status of their upload. These messages will provide clearer direction around what to do if there are any issues with the submission.

Users will also be taken directly to the document page once the document is successfully created. Previously the user would be redirected to the Document list.

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Internal:

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We have made a number of performance improvements to the experience of using an app to generate a new contract. This will generate the contract in Plexus Gateway quicker.

We have also improved the performance of the Signature Locations feature to better handle large documents with hundreds of pages in them.

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Changing a document type

Plexus Gateway now supports the ability to bulk re-assign document types from the document list. Individual documents can also have their type changed from the key facts section. This will ensure that users can more easily update a document’s important information when mistakes are made or internal processes change.
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Performance improvements for document updates

Released some performance improvements so that users have a faster experience when uploading documents and updating the document workflow

Deleting sub-documents

Users can now delete sub-documents at any point of the document’s lifecycle until completion. This functionality was previously not possible. This ensures that the documents sent out for approval and signing are always relevant to the master contract.

Fixes:

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More intuitive error messaging when using Bulk Import

We have added hints to the error message that appears when a user makes a typo while entering a document type name into the Bulk Import spreadsheet. This will suggest correct document type names the user can try, making it easier to amend any errors and proceed with their upload.

Remember the user’s navigation preference

Plexus Gateway will now remember if a user has left their navigation expanded or collapsed. This customisation will prevent the user from clicking to change their navigation settings and make the menu easier to use.

Remove the duplicate decline email notification for sub-documents

A user who was the author or owner of a document was receiving multiple email notifications when a document had been declined during the approval round. This was due to the fact that a decline email notification was being sent out for each sub-document in addition to the main contract. There are no longer any instances in Plexus Gateway where a sub-document notification is sent out for any workflow status updates.

Access denied error when switching between master and sub-documents

Previously the system was generating an error if a user’s internet connection was taking longer than 60 seconds to open a document. We have implemented some changes to mitigate this from happening in the future. This will ensure that users working from home who may have internet issues are still able to use Plexus Gateway effectively.

Fix: Error message incorrectly displayed after changing Matter Management categories

We have fixed an error message that was incorrectly appearing when an admin edited the Matter Management categories via the Account Settings page. This would save the changes made by the user, but display an error message. Admins should now see a success message appear instead, removing the confusion around their Matter Management settings.

Fix: Deleted users receiving notifications

We have resolved an issue where users who had been deleted in the system were still receiving Matter Management notifications. Users who are no longer active in the system will no longer receive email notifications.

Fix: Matter Management settings saved instead of discarded

We have resolved an issue where an administrator who edited and then discarded changes in their Matter Management settings would still have the changes saved. This resulted in duplicate effort to manually revert their changes.

Fix: Previous signatures were not being removed after a workflow is restarted

We have resolved an issue where any previous signatures that were obtained via DocuSign were not being cleared when the workflow was restarted. This resulted in duplicating signatures when the document was re-sent for signature.

Fix: Duplicate email notifications for some comments

Users who were both the author and owner of a document were receiving duplicate notifications on comments. This has been streamlined to only one notification, to reduce the amount of emails being received by the user.

Fix: Uploading a document in the Review stage incorrectly marked the document in review

We have resolved an issue where any user who uploaded an amendment to a document while it was in the status “Needs legal review” would mark the document in review. This would not give the user to accept document review, however the information displayed in the timeline was incorrect. Uploading an amendment in the Review phase will now display the correct context in the timeline and workflow modal.

Fix: Icon naming for accessibility

We have improved the labeling that appears on some of our buttons to align with accessibility standards. This ensures that users with any visual impairments or accessibility requirements are able to use Plexus Gateway.

Fix: UI issues when the navigation is expanded

We have resolved an uncommon issue where the navigation was overlaying on top of the page when a user reduced their browser window size below a certain threshold (768px).

New navigation and dashboard

We have uplifted the dashboard and navigation to make it easier for users to navigate through Plexus Gateway. By implementing UX best practices, the new navigation will allow users to focus their attention on the main task on their screen. New filtering options on the dashboard also make it easier to get contracts executed, by sorting document notifications by key tasks such as reviewing, approving and signing documents.

Tooltips for the workflow and save options after editing a document

Users will now see tooltips when using the Close, Close and Notify, Publish and Send for Review buttons. These tooltips will help distinguish the buttons and allow users to action the document with confidence for more effective collaboration and quicker execution. Upon clicking a button, the user will also see a confirmation toast appear that will give them more direction around what to do next.

Publish a document from the timeline

For relevant apps, when there are draft changes to a document, users will be able to publish the document from the timeline. Previously the user had to first edit the document and then publish. This change reduces the time taken to restart a document’s workflow and reduces the risk of documents being sent for review when not required.

Upload amendments without accepting tracked changes

We have made a change so that users can upload an amendment on a document without first needing to accept all tracked changes. Legal teams are now also able to upload an amendment on a draft document in the Review phase of the workflow without first needing to accept review. These changes provide users with a much more intuitive experience as they collaborate on documents.

Fix: Issues with restarting a document workflow after editing approvers

We have resolved an issue where users would experience an error when attempting to restart a workflow after removing all approvers from the document.

In another case the user added approvers to a canceled workflow and restarted it. The workflow previously would restart in the signing stage instead of approval.

Both these scenarios have been resolved so that a user is able to successfully restart a workflow from the correct stage.

Fix: Workflow timeline showing incorrect information in the Review stage

We have resolved an uncommon issue where the incorrect name was displayed as having accepted review for a document. The text in the Workflow modal was also incorrectly saying the document was still waiting to be marked in review.

Both the Workflow Timeline and modal are now displaying accurate details about the Review workflow stage.

Fix: Oops error upon quickly clicking the “Upload” button

We have resolved a minor issue where users would receive an error when they clicked the upload button as soon as their document page was loaded. Users can now upload a document as soon as the page loads without issue.

Fix: Accessibility issue on accept invite page

We have resolved an accessibility issue on the accept account invitation page for new users. This issue was not allowing a new user to use their keyboard to tab to accept terms and conditions. This was preventing users with accessibility needs from signing up.

Fix: Dropdown button edges not clickable

We have resolved a minor issue where dropdown buttons from the document details page were not clickable. Users now have more screen real estate so that selecting a button is easier.

Improved dashboard notifications performance

We have released a number of performance improvements to ensure that dashboard notifications load in a more timely manner for users. This will make it easier for users to use their dashboard notifications as a to-do list of all their actionable documents on Plexus Gateway.

Increase the character limit for the email subject for document alerts.

The character limit for document alerts has been increased from 100 characters to 512. The document title limit in Approve and eSign has also been increased from 73 characters to 275. These changes will allow users to add more descriptive titles to their documents and document alerts for better context.

Fix: Email notifications not displaying with the latest document title

Document titles can be updated using the edit button from the document details page. There was an issue where notifications for documents that had their titles updated were not displaying the new document title. This has now been resolved so that email notifications display more accurate and contextual information.

Fix: Timezone issue with “Store a Document”

We have resolved an issue where the “Store a Document” app was storing the execution date incorrectly for users from a different timezone to AEDT/AEST. The date entered by users in the app is now the date that will be reflected in the Document Details page.

Fix: Issues when adding the owner as a signer in Approve and eSign

Users have the option to add the owner as a signer using the “Add new signer” dropdown in the Approve and eSign workflow step. Once the owner was added, the “Add new signer” button would disappear. This has now been resolved so that users are able to add additional signers to their workflow after adding in the owner.

Fix: Workflow modal showing incorrect status for the Review state

We have resolved a minor issue where the Workflow Modal was saying the document was waiting to be marked in review despite the workflow being complete. This has been resolved so that the Workflow Modal is displaying accurate information about the status of the document.

Streamlined Reviewer notifications based on organisation unit

We have reduced the number of notifications received by default reviewers for a document type. Previously reviewers were receiving notifications for all documents they had reviewer permissions for, regardless of the organisation unit the document was created in. Reviewers will now only receive notifications for documents they have access to review as part of their organisation unit membership.

Restart the workflow of voided documents

Previously, if a document had been voided, it could only be restarted by the Plexus team from the back-end system. It is now possible for users to restart the workflows of voided documents themselves. This will ensure that they are empowered to progress their contract to execution in a more timely manner.

Fix: Incorrect users displaying on the default reviewer list

Previously, the default reviewer list was displaying inactive users. It was also excluding users who did not belong to the same organisation unit as the logged in user. It now displays the details of everyone who has access to the document and has received a notification to review it. This is a more accurate representation of the default reviewer list, ensuring the right people are listed as reviewers and can be contacted where required.

Fix: Workflow recipients prematurely getting notified of their removal from the workflow

Workflow recipients should only receive notifications that they have been removed from the workflow once it is their turn to approve or sign. Prior to this fix, recipients were getting notified they had been removed despite not yet receiving the approval or signing request.

Fix: Workflow of a completed document is editable

We have resolved an issue where a user was still able to edit the workflow of a document that was completed. When the user tried to save the workflow, they would receive an error. After the release of this fix, workflows of completed documents can only be viewed, not edited.

Flexible Review

Organisations now have a range of flexible new options when assigning reviewers to documents. Previously review could only be defined by role and was based on document type. New updates to the Approve, Sign and Store settings app allow administrators to configure review based on any custom fields set up for Approve and eSign.

From the Document details page, users have the opportunity to assign review to specific individuals to ensure only they are notified when a contract gets sent back for review. Multiple assignees can be added to a document, allowing reviewers to collaborate more effectively.

Store larger file sizes in Plexus Gateway

Previously there was a 35mb file size limit on uploads via the Bulk Import tool and the Store a Document app. This has now been removed so that more large historical documents that do not need a workflow can be stored in the system.

Fix: Cannot invite an existing user to a new organisation

We have resolved a minor issue where an existing user could not be invited to a different organisation’s instance of Gateway. New users will now be able to successfully login and will be assigned the default role for their new organisation.

More file formats are now editable from the document details page

We have expanded the types of documents that are editable in Plexus Gateway. Previously only word documents were editable. This list has now been expanded to include excel, powerpoint and rich text format documents. Users are now able to upload and collaborate on more of their key documents, with support to send them through the workflow with signature locations.

Fix: Document comparison app

We have resolved an issue with the Document Comparison app that was preventing people from being able to compare 2 existing documents from their computer. The app is now functioning as expected.
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Fix: Images broken in Step 3 of User Onboarding

We have resolved an issue where some images were not loading in Step 3 of the new user onboarding guide. There was no impact to functionality.

User experience improvements to the document details page

We have made a number of minor improvements to the document details page so that it’s easier to use and navigate. This included:

Fix: Reviewers receiving duplicate email notifications

We have resolved an issue where reviewers were receiving duplicate email notifications when they belonged to roles with an overlap in document review permissions. The notifications are now consolidated so that only one unique notification will be received per document.

Fix: User profile screen doesn’t refresh when updating a user’s roles

We have resolved an issue where you manually had to refresh the screen in order to see the changes made to a user’s role. The page will now update as soon as the changes are made.

Consolidate columns and search for document data more easily

Admins can now consolidate columns with the same name as they appear in the document list. Previously, columns with the same name were still distinguished from each other by the app that was used to generate them. This will allow users to more easily filter and find the right documents.

As part of this change, we will also be removing the App name row from the document list. This will allow more document rows to be displayed on the Document list without the need to scroll.

Plexus UI style updates

As part of ongoing updates to our UI, we have made some minor changes to the dialogue boxes on the Document Details page for uploading an amendment or an executed agreement.

It also includes some layout changes to Approve and eSign so that the app is more responsive on different screen sizes.

Fix: Incorrect activity log after publishing a document

We have resolved an issue where the activity log would incorrectly say that an amendment was uploaded. This was only occurring when the document was published immediately after being edited.

Fix: Welcome email not being received consistently

We have resolved an issue where users were not consistently receiving the welcome email. This welcome email gives them an introduction to the platform to help them get started. All new users who sign up or login for the first time will now receive this email to give them more context about the system.

Approve and eSign button styling change

We have updating the styling of all radio (Yes/No) buttons that appear in the Approve and eSign app. This ensures the app interface is more aligned with the rest of the system, to provide users with a seamless experience.

Fix: Documents in the signature phase being voided

We have resolved an issue where documents that were editing during the signing phase of the workflow were being incorrectly voided. This was preventing users from being able to progress the document to execution. This issue was prioritised and any existing documents impacted were also resolved by our engineering team.
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Fix: App icon display issues on the dashboard

We have resolved some minor issues where apps were not appearing correctly on smaller screen widths. We have also ensured that the text under the app tile is correctly aligned.

Fix: Accept Review modal display issues

We have resolved a bug that was causing display issues on the accept Review modal. This did not impact the functionality, however some labelling on the modal was not appearing. The correct labelling has now been restored to the modal.

Search for approvers and signers from a list of internal users

We have improved the Approve and eSign app so that users can quickly add internal approvers and signers to their workflow. Previously a user would need to manually enter the name and email address of an approver or signer, even if they already had an account on Gateway. Users can now get their document generated even quicker by using the search functionality to select the internal users they need.

Fix: Timezone issue for legal support requests

We have resolved an issue where some users in timezones outside of Australia were reporting that the requested response date of their support requests were being changed to one day earlier by the system. This has now been rectified so that the requests are being created with the correct date.

Fix: Minor button update

We have resolved a minor UI issue where some buttons were not using the updated Plexus styling. All buttons within the platform should now display with the same styling to provide users with a more cohesive user experience.

​Fix: Timeout when signing large files

We have resolved an uncommon issue where the system was timing out when a user tried to sign a contract. This was related to the contract being of a larger file size, although it was still within the 20mb limit. We have increased our system timeout so as to better handle larger file sizes.
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Add an executed date when uploading an executed document via the Store a Document app

When a user uploads a document using the Store a Document app, they now have the ability to define the date of execution. This will ensure the executed document that is uploaded has been uploaded with the correct historical date. Previously the date of execution was automatically being set as the date of upload.

More consistent experience for documents without auto-send

For documents where the user is able to manually start the workflow, we have improved the experience so that the user will be prompted to do so each time Review is accepted on the document. Previously, the user was only being prompted to do so when the workflow was initially started. If the document was then sent back for review, the workflow would be automatically started once Review was accepted. This created an inconsistent experience and made it hard for the document author to review any changes made before sending the document out for approval or signature.

Minor improvements to modals and dialogue for Sharing

We have released some minor UI changes to improve the appearance of Plexus Gateway when using the Sharing feature.

Fix: Counterparty unable to make consecutive document edits

We have resolved an issue where the counterparty was unable to view a document that they had just edited. This was due to an error with the version visibility feature. This has now been resolved so that counterparties can see any draft document versions that they create themselves.

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Minor improvements to modals and dialogue boxes across the system

We have released some minor UI changes to improve the appearance of Plexus Gateway when using modals on the Task details and Settings pages.

Fix: Status of some executed agreements changed to “Void”

We have resolved an uncommon issue where documents that had executed agreements uploaded to them were being marked as “Voided” by our system after the Docusign signing request expired. Any documents where an executed agreement is uploaded will remain in the executed status even if the Docusign request expires.

Fix: Error when uploading executed agreement on voided documents

We have resolved an error where a user could not upload an executed agreement on a document that was voided. Users are now able to update the document to the correct status to match the real-world execution outcome.
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Fix: User keeps receiving emails to activate their account

We have resolved an uncommon issue where a user was receiving activation emails for their account despite already being activated. Activated users will not receive any additional emails asking them to join Plexus Gateway.

Fix: UI button spacing issue when approving or signing a document

We have resolved a minor UI issue where there was incorrect spacing between the primary action buttons when approving or signing a document.

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Improved experience when reviewing a document in the Review stage of the workflow

Based on user feedback, we have improved the user flow when a document with tracked changes is sent for Review. Previously, users were being asked to review and accept or reject all tracked changes before they could mark the document in review. The flow has now been updated so that reviewers can first mark the document in review and then be prompted to review any changes.

Improved experience when inviting deactivated users

We have made it easier for a user to decide what to do when they have invited the email address of a deactivated user. Previously, the new invite buttons were automatically discarding invites to deactivated users. The end user will now be asked if they want to re-invite deactivated users.

Removed invite button from the User list

As part of the new invite buttons added to the navigation panels, we have removed the invite button on the User list. This will encourage users to only use the navigation invite buttons, which are easier to access. This provides a better user experience.

Fix: Insights reports including sub-documents in the count

We have resolved an issue where sub-documents were being included in the Insights counts. This led to some figures double counting contracts. All Insights reports now only count master contracts in their data.

Fix: Yes/No questions appearing as True/False in the documents list

When answering Yes/No question types created using the productivity tools, user responses were appearing as “True/False” in the document list. This has been updated so that the user response in the app matches the document list.

Document Alerts

We have released a new feature called Document Alerts. This will replace the “events” tab on the document details. Alerts created by any app can now be edited up until the moment they are sent. New alerts can also be created at any point in the document’s lifecycle. Users can use various date triggers to create alerts based on key document activity or specific milestones within their business.

Updated Onboarding experience for new users

We have created a new Onboarding experience for all new users who join Plexus Gateway. This will allow us to learn more about the new user, including what business department they belong to and why they joined Plexus Gateway. This will allow us to provide them a more tailored onboarding experience and realise value within the system quicker.

Easy access to user invitation

User invite buttons have been placed more prominently on the navigation panels. This was based on feedback that users were unsure how to invite their colleagues. The new buttons make it quick and easy for a user to invite their teammates. This will create a more seamless, collaborative experience for the team when using Plexus Gateway.

Docusign void expiry timeout updated

Previously, documents that were sent for signature were being voided 120 days after being sent for signing. After feedback from users, we have updated this timeout to 999 days. This will give signers more time to action their documents without the risk of needing to restart the workflow.

Fix: Document details page buttons not appearing correctly on small device widths

When accessing the Document details page using the Timeline view, some buttons on the document tab were overlapping with the navigation bar or being cropped off the page. This was only occurring on small device widths and has now been resolved.

Improve the performance of the dashboard notifications

Based on recent user feedback, we have made some performance improvements to the Notifications panel of the dashboard. This will load the notifications that a user needs to action quicker, allowing them to easily review and progress these documents.

Updated description text on login page

We have made some updates to the text that appears on the login page. This will give users who are logging in or signing up a clear understanding of what Plexus Gateway is and the value it adds.

Improve the loading performance of the User list

We have updated the user list so that admins with large numbers of users to manage have a better experience. The user list is now displayed in a table format with significant improvements to performance.

Improved the performance of the Document list

Minor improvement to the Document list performance so that documents on the list load quicker for users.

Fix: User able to upload a sub document without providing a document name

We have resolved an issue where a user was able to upload a sub document from the document details page without providing a document name. This resulted in the document being uploaded, but not selectable from the Supporting Materials section or from the document list. Validation has been added to prevent this from occurring in the future.

Fix: Email logo causing emails with the receipt of email notifications

We have resolved an uncommon issue where a signatory was unable to receive the signing request. This was due to an issue with the type of image uploaded for the client’s custom email notification banner.

Updated button appearance across Plexus Gateway

As part of the broad piece of work to improve the user experience and design of Plexus Gateway, we have updated the appearance of all buttons on the platform. This will provide users with a more consistent and aesthetically pleasing look as they use the product.

Fix: Double scroll bar appearing on the dashboard

We have resolved a minor issue where a double scroll bar was appearing on the dashboard. The unnecessary scrollbar has now been removed.

Fix: Incorrect text alignment in Edit Workflow modal

We have resolved a minor design issue where the text was not centre aligned in the Edit Workflow modal.

Update Insights calculation for documents being sent for Review

A change was made to the Usage page of Insights when calculating how many documents were sent for Review. Previously, this figure only included executed documents in the count. This has now been updated to include all documents, giving legal teams greater clarity around how much work is being sent to their function.

Browser update message for IE11 users

A non-obstructive banner message will now appear for any users of IE11. This is to encourage them to move to a modern, supported browser. Plexus Gateway will no longer ensure feature compatibility for IE11, and users who continue using this browser may have a degraded experience.

Fix: Recently viewed documents not appearing consistently on dashboard

We have resolved an issue where the recently viewed panel on the dashboard was not consistently displaying the last viewed document. This panel now updates to correctly reflect the user’s recently viewed documents.

Fix: User unable to sign document after signing locations were updated

We have resolved an issue where a user experienced an error while trying to sign a document. This error was due to signing locations being added to the document after it was already sent out for signature. Users will now be able to add signing locations without their signatory experiencing this error.

Updated buttons appearing on the Settings tabs

We have released a minor UI uplift of the buttons on the Settings tabs. This is part of the ongoing UI/UX work to improve the user experience and visual appearance of Plexus Gateway

Fix: Counterparty 500 error after editing and pausing workflow

We have resolved a rare error that was occurring after a series of specific actions were completed on a document. These actions were invalidating the signing request. This has now been resolved to prevent counterparties from experiencing such errors in the future.

Improved error messaging when a user’s account is blocked

We have updated the login screen to display more informative error messaging when a user’s account has been blocked. Previously the user would get a generic error. This change provides instructions on how the user can quickly get this issue resolved and sign in.

Fix: Gateway users receiving unrequired emails for actions they triggered

We have resolved an issue where users were receiving email notifications for actions that they had completed in the platform, such as sending a document for review. The user who completed the action will now no longer receive a notification. This reduces the number of notifications received by users. The notifications that are received are more meaningful, informative and actionable.

Fix: User unable to see the app icon

We have resolved an uncommon issue where certain users could not see the app icon for some apps on their dashboard. The description text under the icon was still visible. The app icons are now visible to all users who should see them, making it easier to find the right app.

Fix: Validation error clearing correct fields on Accept Invitation page

Previously, when a new user signed up to the platform via invitation, submitting the form with invalid details would clear all fields. This has been resolved so that only invalid fields are cleared, making it quicker and easier for the user to sign up.

Fix: Updated error messaging when saving a blank comment

We have updated the error message that appears in Matter Management when a user tries to save a blank comment. Previously a generic error was displayed. Users will now more clearly understand what is causing the error.

Fix: Misplaced label when selecting a user to share a document

We have resolved a UI issue which was occurring after adding a new share contact. It led to the field placeholder text overlapping with the contact’s name. Users are now able to add new contacts without any visual obstructions appearing.

Fix: Unable to edit company structure details

We have resolved an issue that was preventing admins from saving any edits (such as unit name change) related to their company structure via the Accounts settings page. Any changes made on this page will now save as expected.

Improved counterparty portal experience

We have updated the screens a counterparty sees after approving, signing or declining to approve or sign a document. It is now much easier for the user to understand that they have completed the process, and what will happen next. Counterparties who are interested in learning more about Plexus Gateway for their own organisations are able to submit an expression of interest for a demo.

A confetti celebration button has also been added to provide a moment of delight for users who have successfully approved or signed.

Improved animation when opening the View/Edit Workflow modal

We have improved the animation that flashes to highlight a person’s name when viewing them in the View/Edit Workflow modal. This creates a smooth transition from viewing a person in the Workflow Timeline to opening their details up in the Workflow modal.

Removed Plexus onboarding screens from displaying for new sign ups

We have removed the onboarding screens that appear for new user sign ups. This came from client feedback that the screens were confusing for users and disrupted their onboarding flow. They will be replaced with more contextualised screens in the upcoming weeks.

Fix: Cut-off text in the document details page Signature Locations viewer

When viewing Signature Locations, the instructional text in the left hand side panel was being cut off for some large screen sizes (1200-1400px). We have updated this so that users can now fully see the instructional text that guides them on the best way to place their signature tags.

Updated login and sign up experience

We have enhanced and simplified the look of the login and sign up pages when accessing Plexus Gateway. This will ensure that users have a more streamlined and visually appealing experience when trying to access the platform, and are more quickly able to login or join without confusion. New users will have more context around what Plexus Gateway is and how it will add value for them.

For users who are able to access multiple organisation units, the organisation unit selector page has also been updated with the same styling.

Editing Signature Locations from the document details page

We have improved the experience of changing the Signature Location tags for a document from the document details page. It is now much clearer and easier to find the Edit button, which will allow users to more quickly update their Signature Locations and move on to their other tasks.

“Last edited at” field for documents

We have added more user actions that will trigger the “last edited” column in the Documents list to update. Previously this field only updated when a key fact was updated on a document. The field will now update when:

Fix: Handle invalid email addresses for DocuSign

Previously, if a user accidentally added punctuation such as a semicolon to a signer’s email address, the signer would experience an error while attempting to sign. We have improved the error validation to make it clear to the signer why they are unable to sign the document and how to resolve the issue.

Fix: Editing a user’s profile displays an error message

We have resolved an intermittent “Oops” error that was appearing when editing a user profile. Admins can now edit any profile and save their changes without obstruction.

Fix: Loading a user’s profile briefly displays “Page not found” error

We have resolved an issue that was causing a “Page not found” message to briefly appear when loading a user’s profile. This did not prevent the user profile from loading, however has been fixed in order to improve the user experience.

Viewing email addresses in the workflow timeline

From feedback we received regarding the workflow timeline, we have updated it so that the email address of an approver or signer is always visible to the user. Previously the user had to hover over a name in order to see the email address. This will make it easier for users to verify and use this information as required, while they are working on the document.

Editing a user from the workflow timeline

Following feedback from users, we have added the ability to edit the details of an approver or signer by clicking on their name. This makes the experience quicker and more obvious for users who want to delegate, move or delete a recipient. Previously the user would need to first open the Workflow Manager modal and select the recipient they wished to update.

App icons still not appearing in some cases

Previously, we had released a fix to ensure that app icons would still display for clients who had a lot of apps. There were some cases where the app icons were still being rendered with a gray placeholder image instead. This has now been resolved so that all app icons are rendered correctly.

Fix: Approver unable to approve after a document workflow has been restarted

We have resolved an uncommon issue where an approver or signer was unable to action the document, if the document’s workflow had been restarted. Trying to approve or sign would generate an error and the user would be unable to proceed. Approval and signing workflows can now be restarted and followed to completion without error.

Approve and eSign - Signature locations viewer

When adding signature locations to a document via the Approve and eSign app, we have removed the need to first apply the changes before being able to proceed to the next step. Any changes made in this viewer will now be saved automatically. This will provide users with an even quicker, more seamless experience when adding signature locations via the Approve and eSign app.

Counterparty portal version visibility control

The counterparty portal has been updated with the new version dropdown styling that was recently added to the document details page. This styling provides users with more detail on the creation time of each version and a clearer UI.

Document list

We have removed the collapsible button that was hiding the document contents search field. We have also updated the copy of that field to make it easier to understand what the search field is for.

Task list title

We have added a title to the task list, so that users who land on the page immediately understand that they are looking at the task list.

Add new contact field

We have improved the experience for adding a new contact. It is now possible to add a new contact before searching for an existing contact or while searching for an existing contact.

Fix: “Receive notifications” button appearing as unchecked

We have resolved an issue where the “Receive notifications” checkbox on a user’s profile was appearing as unchecked. This was purely a display issue, and did not actually prevent users from receiving notifications.

Fix: Some signers unable to view a contract’s sub documents

We have resolved an intermittent issue where some signers were unable to view a contract’s sub-documents. This issue was not occurring with documents submitted via the Approve and eSign app.

Send a reminder to the next approver

Reminders can now be sent to the approvers that are next in line to approve a document. This works similar to the send signature reminders functionality. A user can add a comment to their reminder, which will be then sent as an email notification to the approvers in the current approval round.

Executed email notification to include sub documents

Previously, once a document was marked as executed, recipients of the executed agreement would only receive the executed master document. This has been updated so that if there are any sub documents associated with the master contract, these are also sent out to all relevant parties (any signers, the author, owner and sharers). This will ensure that users receive the complete set of contract materials and all required signatures via their email.

Improved UX for the “Add new contact” button

We have improved the user experience when adding a new contact to share, delegate or add an external recipient to a document’s workflow. Previously, once a user clicked into the field the option to add a new contact would be hidden under the list of internal recipients that appeared as a drop down list. This option is now more clearly visible even when a user clicks into the field, making it more obvious how to add someone who is not on the list of internal recipients.

Improved UI for the “View workflow” button

The “View workflow” button that is visible on the Workflow Timeline now dynamically updates to read “Edit workflow” when the user who is viewing the document has the correct permission to edit the document’s workflow. This will make it more obvious to users how to edit a document’s workflow.

Update legal review emails with new language

We have updated all emails that referenced the term “Legal review” to read as “Review” only. This is to ensure consistency between the language in the productivity tools, document details page and email notifications.

Update bulk import spreadsheet

A previous update of the bulk import spreadsheet would lead to users downloading and opening a spreadsheet with their cursor in the incorrect position. This would force the user to scroll multiple rows up the page in order to find content. This has been updated with a spreadsheet using the correct cursor positioning.

Fix: Edit of signature locations not working when the document is in signature stage

We have fixed an issue where editing a signature location while a document was awaiting signature would not actually update the signature locations for the relevant signer. This has been resolved so that users can now update the signature locations for a signer right up until the moment they have signed the document.

Approve and eSign improvements

We have updated the language in the app to make it more consistent with the rest of Plexus Gateway. This will provide users with a more consistent experience when using the platform.

Approve, Sign and Store Settings app improvements

We have updated the settings app to allow admins to define delegation rules where the Review step should be mandatory. This will provide the confidence that documents submitted via the Approve and eSign app have the appropriate level of review.

We have also added explanation text so that users understand the purpose of the app and how they can use it.
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Contract import instructions

We have updated the instructions that appear on the Contract Import spreadsheet so that users can more easily understand how to populate the spreadsheet for their Contract Import.

UI improvements

Fix: Ability to edit the workflow of a sub document

We have resolved an issue which was allowing users to edit the workflow of a sub-document, which should not be possible. When attempting to save the changes, a user would see an error message. The Edit Workflow window has now been updated to provide clear messaging to instruct the user to edit a sub document’s workflow via a link to the master contract.

Fix: Activity log for signature not updating when wet signed

We have resolved an issue where the activity log for a signer actioning a document was not displaying when the document was wet-signed. We have also updated the activity log for signing to appear on every document that is sent out for signature - master and all sub documents. Previously the activity log was only appearing on the document that had the signature placed on it, which presented users with an incomplete picture of the contract activity.

Counterparty version visibility control

We have updated Plexus Gateway’s document version functionality so teams can easily manage external visibility of multiple document versions. This allows internal-only draft versions to be set as invisible to counterparties and collaborators outside the organisation. All users within an organisation who can see a given document can make these changes, and documents hidden from external parties will only be visible to Gateway users from within the organisation.

Signature locations tab with document draft versions

We have added user friendly alerts that will display when a user is viewing the Signature Locations tab. This is to encourage users to review the positions of their signature locations after their draft document has been published, to ensure that the signature locations are correct.

Performance improvements

We have achieved a 20% improvement in the response time for the document workflow state transitions. This will improve the user experience when a document is transitioning between two workflow states, such as from approval to signing.

Fix: Docusign error when trying to sign after a wet signed document has been uploaded

We have resolved an issue where users were seeing a generic Docusign error when trying to sign a document after the previous signer had wet-signed. Users can now sign the document regardless of who else has wet-signed the document.

Fix: Approve and eSign submission error

We have resolved an intermittent issue that was preventing users from submitting their document via Approve and eSign due to either being a large file (multiple documents over 10mb in size in one submission) or a file without an extension in the name.

Fix: Document list load issue

We have resolved an internal server error that was being generated on the page when a user loaded the document list at the same time a document was being created and added into the list.

Performance improvements for documents list and dashboard notifications

Performance improvements to reduce the load time for the document list have been released, resulting in a 70% reduction in the load time for the document list. Additional improvements to reduce the load time for dashboard notifications have resulted in a 50% reduction in the load time for dashboard notifications.

Improved handling of signature locations on deleted pages

We have resolved an error that was occurring when a signatory tried to action a document that contained signature locations on a page that had been deleted. After editing and publishing the document users will be notified to review the Signature Locations tab. This is because now the previous locations will automatically be removed from the document to prevent the error from occurring.

We have also added more user friendly alerts to appear when an error does occur, so that users have a clearer understanding of what the issue is and how to resolve it.

Universal search performance improvements

Improvements were made to reduce the time taken to load results.

Fix: Universal search not generating complete set of results

Issues with universal search were preventing some clients from getting a complete set of results when searching for a contract using the Universal Search. This has now been fixed to ensure that all relevant results for that organisation unit were appearing.

Fix: Counterparty unable to view minor versions

We have resolved an error where counterparties were unable to view minor versions when viewing a document. Any published versions were still visible as per expected behaviour. Counterparties are now able to view any published and minor versions via the counterparty portal.

Fix: Unable to update the custom email logo via the Accounts UI

We have resolved an issue preventing admins from updating the email brand logo for their account to a custom brand logo. The functionality was still available by contacting Support. Admins are now able to self-service any email logo updates via the Brand Settings tab on the Accounts page.

Fix: Reminders sent from the dashboard do not contain custom brand logos

Previously, signing reminders sent from the dashboard did not contain an account’s custom logo in the email notification. This has been updated so that any signing reminders sent from the dashboard contain the correct custom brand logo.

Custom brand logo for internal email notifications

Updating the custom brand logo displayed on emails will now display when sending to internal users in addition to external users. Previously only external email addresses (counterparties) would see the custom logo. This change brings the custom logo to the following emails for internal as well as external users:

Fix: App icons not loading

We have resolved an issue where some app icons would not load when the user had a large number of apps on their dashboard. They would appear as grey icons. All apps should now display with the appropriate icons regardless of how many apps are on the dashboard.

Fix: Sending a signature reminder from the dashboard

We have resolved an issue where clicking the “Send reminder” button via the Dashboard would not send a signature reminder out. There was no impact to the button from the document details page. All signatories in the current round who have not yet actioned the document will now be sent an email notification reminding them to sign.

Fix: Powered by Plexus logo appearing twice

We have resolved an issue where the “Powered by Plexus” logo was appearing twice on some emails that had a custom brand logo uploaded.

We have released a number of performance improvements so that:

Some technical debt and system maintenance items were completed.

Fix: User with correct permission unable to delegate non-editable workflows

We have resolved an issue where a user who had permission to delegate could not delegate a document that had a fixed workflow. Documents with non-editable workflows can still be delegated by the correct users.

Fix: Deleting the only recipient from an active round

There was an issue with the new Workflow Manager where adding a new round and then deleting the only recipient from the currently active round would not allow the workflow to proceed. This has been resolved so that the document can proceed along the workflow with the newly added round.

Fix: Incorrect action status appearing against users of a workflow

We have resolved an issue where new users added to a workflow would have a tooltip saying they had already actioned the document when they had not. The tooltip has been updated to reflect the correct status information for the recipient.

Workflow Manager

The ability to edit a document’s workflow is now available to all users who have access to the Approve and eSign app. This will give users the flexibility to add and remove approvers and signers from the document’s workflow without needing to delete and re-upload the document. Users can also create parallel rounds to speed up the approval and signing process, which was previously not possible for documents generated by Approve and eSign. This will be available for all new Approve and eSign documents from the 19th of Feb, where the document does not have any delegation rules that have been applied to it.
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Fix: Error when editing a user’s profile

We have resolved an issue where admins were receiving an Oops! error when trying to edit a user’s profile by clicking on the edit icon in the user list page. Admins were still able to edit the profile by clicking on the user’s name and going directly to the profile. Admins can once again use the edit pencil to edit a user’s profile.

Fix: Legacy status mapping for Review

We have resolved an issue where some clients were using a legacy document status for the workflow Review stage (formerly known as Legal Review), which has not been mapped to the new Document Timeline. This meant that the timeline showed the document as not requiring Review. This has been resolved so any custom applications using that status correctly display the Review stage as being required.

Users can now download the Certificate of Completion from their executed documents. The certificate provides identifying information about the envelope, including e-signatures, and complete details of the envelope events. It is effectively an audit trail. Previously a user would have to contact Plexus Gateway Support in order to get a copy of this certificate. These certificates are available from this date forwards. Historical copies can still be obtained by contacting Plexus Gateway Support.

Development work was released internally and some technical debt and system maintenance items were completed.

Fix: Rare server error causing login issue

We have resolved a rare issue where some users received an “Unexpected server error” and were unable to login due to the system treating them like they were not associated to an organisation unit.

Fix: Issue when declining signature via Docusign

Previously, if a signer had declined a document via Docusign instead of using the Plexus Gateway decline button, the workflow would not update and would still appear pending on that signer’s signature. This has been updated so that declines though Docusign are reflected correctly on the platform.

Document Timeline toggle on

The toggle that allows users to turn the new Document Timeline view on and off has been switched on by default. As we move to making the Document Timeline the only view of a document’s workflow this change is to allow more users to experience the benefits of the new view - a much clearer, easier to understand view. Users can still toggle back to the old view by switching the toggle off. In the future the toggle will be completely removed. If you have feedback please email [email protected] or reach out through the in-app intercom button in the bottom right of the screen.

Fix: User list not loading for accounts with large numbers of users

We have resolved an issue where the user list was not loading when an account had thousands of users in their user list. This has now been fixed so that accounts are able to search for users and manage their roles and units via their profile.

Fix: Completed signing data not being sent back from Docusign

We have resolved an uncommon issue where information about a completed signature was not being sent back to Plexus Gateway (PG) from Docusign. This meant that information around the document being signed, who it was signed by and when was not automatically sent back to PG and had to be manually republished by the support team in order to be sent back to PG. This has now been fixed so that all signatures automatically send their signing data to PG from Docusign.

Created by column in Matter Management task list now filterable as a list

The “Created by” column in the task list was previously searchable as a free text field. We have updated this to be filterable as a list, which means that users can now select and filter the column by multiple people from a dropdown list, instead of just 1-2 people. This will make it easier to filter tasks created by multiple users at once.

Fix: Activity log for sending a signing reminder from the dashboard

We have resolved an issue where an activity log was not being generated when users sent a signing reminder from the dashboard. Signing reminders sent from the dashboard will now appear as activity log entries, providing a complete history of activity of any reminders sent for the document.

Fix: Round not marked as signed after delegating a signer

We have resolved an issue where a document was not marked as signed despite the signer having actioned the document in docusign, which was then preventing the document from progressing through the workflow. This was due to the delegation of a signer in a future round while a current round is in progress. Signers in any round can now be delegated at any point in the workflow.

Fix: Send for review from sub document does not reset the workflow

There was an issue where sending a sub document for review would not reset the document’s workflow. This was incorrect behaviour as any changes to the sub document will also impact all related sub and master document’s workflow and should reset the workflow. This has now been resolved so that when a sub document is sent back for review, all related sub and master documents follow the same workflow.

Fix: Task value disappearing after being selected

When a user clicked on an uneditable task field such as “Created by”, the field value would disappear. This has been fixed so that the user is able to see all the information related to the task

Fix: UI issue with the SSO configuration page

We have resolved a minor UI misalignment issue that was occurring with two buttons found on the SSO configuration page, which is available to some admins. This error was only occurring in IE11 and has now been resolved.

Improved how uploaded executed documents are displayed

We have improved the user experience so that is clearer to the user that an executed agreement was uploaded. Previously, the action of uploading an executed agreement while a contract is in the middle of its workflow would not be clearly reflected in the document timeline, creating confusion among users as to how the document’s workflow was completed without specified approvals and signatures being actioned.

Improved processing times for contracts

We have improved the system performance to reduce the time it takes to change a contract status. This covers sub documents in a contract, activity logs and updates to the workflow timeline. With this improvement changes are processed and reflected on the UI quicker.

We have also improved the performance speed of the system when a signer clicks the sign button and is redirected to Docusign. These improvements will create a quicker, more seamless experience for the user.

Fix: Search not working on numerical columns in the Document list

There was previously an issue where the search field was not working on numerical columns in the Document list, such as “Contract value”. When a user searched for a numerical value, it would not display any results in the list, despite there being matching results. This has now been resolved so that users receive the correct results for their numerical search query.

Fix: Request Legal Support app showing an incorrect date warning

When a user selects a due by date within 24 hours of their request submission, the Request Legal Support app for Matter Management displays a warning message. If the user then amended their date to be more than 24 hours in the future, the warning message would still appear. This has been resolved so that it is clearer to users that the warning message is only applicable when the due date is within 24 hours of the request.

Fix: Receiving reminders for deleted documents

We have resolved an issue where users were still receiving expiry reminder notifications for documents that had been deleted. This has been resolved so that users no longer receive reminders for documents that cannot be actioned.

Fix: Unable to delete a newly created sub org unit

We have resolved an issue where account admins were unable to delete sub org units they had just created via the Company Structure tab in Account settings. Users were getting an error that said "Cannot delete an organisation with attached data" despite the unit having no data associated to it yet. Admins can now delete any sub org units they may have accidentally created, ensuring their org unit structure remains clean.

Fix: Error message when saving a Matter Management or Document grid view with Firefox

Firefox users were receiving an error which said “Unable to show table view” despite the view being saved. This has now been resolved to prevent any confusion for users around the status of the saved view.

Fix: Error when enabling a Document list field with a name longer than 25 characters

We have resolved an issue where admins for the Document list page were receiving an error message when enabling a custom field that had a name longer than 25 characters. These field names are automatically generated based on the custom field name created via the Approve, Sign, Store settings app. The field names are now automatically truncated at 25 characters so that users will no longer receive this error.

Fix: Minor UI improvement of the Notifications tab

We have updated a label misalignment that was occurring in the Notifications tab of the Accounts page.

Document Timeline

We have added a number of improvements to the UI and UX for the new Document Timeline to make it easier to use.

Matter Management improvements

We have made some improvements to the Matter management settings tab - formerly known as Task settings. This is accessible via the Accounts page. Admins can now:

This will give teams the flexibility to decide how the legal team is set up to work on matters. It will also ensure that tasks are immediately assigned to the right person, giving the legal team and business users the confidence that each request will be looked at. Once task assignees have been set up it is possible to then adjust who receives new request notifications. Making this change will reduce the number of notifications an individual may receive.

The new Document Timeline feature was rolled out to select accounts. This feature makes it much easier to understand what progress has been made on the document’s workflow and what else is required to progress the document to completion, and by whom. The workflow is also now visible via a unique diagram view that displays the workflow more intuitively. Delegation of approvers and signers, as well as adding additional reviewers as assignees will now be done in this view.

If you are interested in having this view turned on for your organisation, get in touch with your Customer Success Manager.

Adding document facts from Approve and eSign and Store a Document apps

When using the Approve and eSign app, previously the additional facts fields for optional custom questions would only be populated if the user answered the question. This has been updated so that any custom question that is displayed to a user when completing the app will populate even if the question was not answered at creation time. This will give users the ability to complete this field later when they have more information.

Fix: Part signed document button showing up incorrectly

Previously, the part signed document was appearing on the document details page even if there was not a part signed document available for download. No action would occur after pressing the download button. This has now been fixed so the button only appears when there is a part signed document available for download.

Fix: Editing supporting material in Matter Management

We have fixed an uncommon issue where a supporting material file that had special characters in its name would become an unsupported file type that could not be previewed or edited. Supporting material with special characters in the title can now be edited without issue.

Fix: Error when adding long names to a document column

Previously an unclear error message would display from the document list admin page when a document list admin would try to save a field name that was longer than 25 characters. The field has now been limited so that the user is unable to type beyond 25 characters.

Fix: Updated activity log for deleting attachments

We have resolved an issue that occurred when a user deleted an attachment they did not upload, which resulted in an inaccurate activity feed entry that stated the author deleted the attachment instead. The correct user is now listed against the activity log for deleting an attachment.

Owner column added to document list

When viewing the document list it is now possible to filter the document list by the key fact field “owner”. This will allow users to easily identify documents that they or another user owns. This can be helpful in a number of scenarios, for example, a user can then go and update this field if the owner has left the organisation or business unit. When combined with a saved view this also provides a quick way to see the documents that members of a team own.

App Drafts

Applications based on our latest Automation Framework now have the ability to automatically save a user’s session as a draft. The draft is automatically created and updated as a person progresses through an application. This provides users with the flexibility to leave their current app editing session without the risk of losing the work they have completed so far. When they come back to the app if there is a previously saved draft they can continue with the submission or start a fresh submission. If you would like this functionality for your current apps please speak to your Customer Success Manager for details of how to make this happen.

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Search for an internal sharing recipient by email address

We have added the ability to search for an internal sharing recipient by email address. Previously users could only search by name. This will make it even easier for users to find the right person to share with.

Fix: Custom notifications URL not working for some external users

We have resolved an uncommon issue where custom notifications sent to some external users were not opening the document correctly, displaying an error saying the resource could not be found. All URLs for custom notifications are now working correctly.

Fix: Intermittent auto send issue

We have resolved an intermittent issue where auto send didn’t work when sub documents get processed by our system uploader before master documents.

Fix: Document could be shared to the same person multiple times.

We have fixed a bug where internal users could have a document shared with them multiple times, which would then result in the user still having access to the document even when it was unshared with them. It is now only possible to share a document once with the same person and when they are removed from sharing they will no longer have access through sharing.

New sharing functionality

Collaborating on a document with your colleagues has become even easier with the new Sharing feature. This feature allows users to add colleagues or other trusted advisors to work with them on a document at any point in the workflow.

New signing locations field

We have further expanded the use cases for the signing locations feature with the addition of a text box field. This will give users the flexibility to define their own text box size, which can then be populated by signers with text suitable to the document being completed.

We have improved the experience of moving documents from Matter Management to Approve and eSign by making the “Create workflow” button more visible against each applicable piece of supporting material. In addition multiple items can be selected to use them in the same workflow at creation time. Previously users would need to hover over each document in order to see the button, which was not discoverable.

Signature location improvements

We have expanded the capabilities of the signature locations feature to accommodate a greater number of use cases for our users. Users are now able to add tags for the following fields:

Fix: Handling signature locations for documents with landscape mode

We have resolved an issue where users would receive an error when trying to sign a document with signature tags. This was because some of the pages were in landscape mode, which disrupted the positioning of the signature tags.

FIx: Changing the document uploaded for signature locations

We have resolved an issue where the document displayed in the signature locations viewer would not update when new or additional documents were uploaded in Step 1 of Approve and eSign.

Activity logs for signing locations

We have added activity logs to appear whenever a signature location is added, updated or deleted from the document details page. This will provide a clear audit trail of any changes made to the signature locations of a document.

Fix: Close and notify for external users

We have resolved an issue where the “Close and notify” button was not sending notifications out to users when an external user made changes to the document via the counterparty portal. Email notifications will now be sent out to alert the relevant users of changes to a document made by an external party.

Fix: Usage of signing locations feature on IE11 and Edge

The signature locations viewer was not visible for users using IE11 and older Edge browsers. While this has now been remedied, we recommend all Plexus Gateway users use the latest Google Chrome for the best experience.

With this release it is possible, for suitable use cases, to define the location that a person should sign their contract. The ability to define the signing location is available to all contracts and documents uploaded through the Approve and eSign tool. This new functionality makes signing easier and quicker, it makes it more accurate and removes the risk of signing in the wrong location.

When uploading a document through Approve and eSign there is a new step 3 where the signing locations can be defined. After definition they can be redefined and when the document is sent for signing the locations are sent with it.

With this release the signer signature, signer initials and date signed fields are supported.

We have added a label next to the sort icon of all Task Insights charts so that users can clearly see how the data in the chart is being sorted. It will be sorted by Total (High-Low) by default. Previously there was no label to determine this.

We have resolved an issue where the “Created at” and “Executed at” columns were not appearing in the document list if the user was using IE11. These columns will now be visible.

It was previously not possible for tasks to be migrated from one organisation unit to another. This would become a problem in the event an organisation unit was deleted, or there was an organisation unit hierarchy restructure which required task migration. It could impact all tasks causing them to remain in the incorrect organisation unit. This can now be facilitated by our Engineering team, when required by clients.

We have resolved an occasional bug where some users were unable to sign documents due to an error that occurred after delegating a signer.

We have resolved a bug where organisation admins could not delete users that matched certain conditions. The conditions were when a user was created in the system via user seeding and had not yet logged in.

We have improved the Task insights page so that the leaders of legal functions can gain a deeper understanding into how their function is managing the business demand for legal task and matters. Users with access to this feature will now also be able to filter by status in addition to date and task category.

We have also introduced two new charts for better visualisation of how task assignees are managing their workload, and which organisation units are generating the most legal support requests. Users will also be able to export the data being represented into an excel sheet for deeper analysis with their own BI reporting tools.

If you currently don’t have access to Legal Task Management or the Task Insights please speak to your Customer Success representative or Plexus Support.

The Contract Import feature allows clients to bulk upload their historical contracts onto the Plexus Gateway platform. It has been updated to support the ability to upload a document with the status of “Executed”, where previously only “Authored” was supported. This will allow historically executed contracts to be uploaded with the correct status information for record keeping in Plexus Gateway.

Using this feature makes it simple and straightforward for clients to migrate their existing contracts into Plexus Gateway to create a single source of truth for their organsiation.

We have resolved an issue where the date range picker used across a number of pages such as Insights, document details and task details, would not allow IE11 users to select dates. This has now been resolved across all pages.

We have resolved a rare bug where when a user renamed a document shortly after it was marked as executed in the system, causing the document list to show the document’s previous status instead of displaying as executed.

We have updated the user interface of the SSO self configuration page which is available to administrators. This will improve the overall experience and make it easier for administrators to navigate the page.

We have updated the error message that appears when Promotion Wizard users change their jurisdiction within the app. It was unclear to users how to resolve the error, leading them to reach out to our Promotions team for assistance. The clearer message will allow users to quickly correct the error themselves and proceed with their application.

We have resolved the error that occured when a user was disabled rather than deleted from Gateway, the user would still receive notifications for any workflows or event emails they were part of. This error has been resolved so disabled users will no longer receive notifications.

We have resolved an issue where administrators of Promotion Wizard clients saw an error when they tried to review their credit balance with Plexus Gateway via a billing page in the Accounts menu. Users will now be able to see their credit balance where relevant, helping them to manage their account’s spending on Promotion Wizard. Users who are interested in seeing this page but currently cannot should contact their Customer Success Manager or [email protected] for assistance.

IE11 users were seeing an error message when they tried to open the Accounts page which prevented them from seeing the page at all. This has now been resolved.

When a user uploads an amendment to a document, this will restart the workflow - clearing any approvals or signatures that were carried out on the document. We have added an alert message to warn users their document's workflow will be restarted after an amendment is uploaded. This will allow the user to decide if they want to proceed and prevent any confusion around workflow behaviour.

While the ability to upload a new version appears under the “Upload” button on the document details page, previously this was accessible under the “Sign” button when a signer was viewing the document. This has been moved back under the Upload button to provide a more consistent experience for users.

We have resolved a bug where admins with permission to manage their organisation’s user list were unable to edit or remove users that belonged to different sub units to themselves. Admins can now manage users that reside anywhere in their organisation’s hierarchy.

There was an issue where SSO users who clicked the activation link in their email despite already being logged in would see a 401 error on the page. We have improved the experience so that users no longer see this error.

As part of our effort to resolve a number of formatting issues with the OnlyOffice PDF viewer, we have upgraded the PDF viewer in Legal Task Management. This follows an earlier upgrade of the PDF viewer in Contract Management which has reportedly resolved the formatting issues that were being experienced.

Previously, when a user uploaded an amendment to a document with a comment, there was no reference in the activity log to the user who uploaded the amendment, or that their workflow had been restarted if any recipients had already approved or signed the document. This change removes the confusion by clearly indicating why the document workflow has been restarted.

All email notifications originally displayed the name of the document type and document title in the same line. This often led to duplication if the document type was listed in the title. We have updated the format of our email templates to move document type and title onto separate lines, so that users can easily differentiate between the two.

Two new columns, “Last modified by” and “Last modified at”, have been added to the Task list to give users more information regarding the status of their tasks and when they were last worked on, which they can use to improve their reporting and prioritisation.

We have resolved an issue where documents that had been declined via Docusign could no longer be signed after the workflow had been restarted. Now, when users decline a document via Docusign, the workflow will restart and they will be able to sign the amended document.
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We have resolved an issue where users were still able to log into organisation units that had been deleted.

Some users were experiencing an issue where they were unable to open .msg files attached as Supporting Material against tasks without removing a date field that had been added to the file extension. This has been resolved so that .msg files can be directly opened without any changes required from the user.

We have resolved an issue where users could not download certain Supporting Material files as numbers were added to the file extension. All supporting material will now download with the correct file extension.

Legal Task Management admins are now able to manage notification recipients and custom categories themselves. This is a significant improvement to the previous process where changes had to come through as a request to the Plexus team. The addition of this capability will empower admins to make changes whenever they want and adjust the setup of task categories to fit their organisations needs.

With the new updates, admins are now able to:
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Control triage notifications

Custom categories

Private categories

There were changes made to the Plexus Promotions app in line with NSW legislation changes required from 1 July 2020:

We have resolved a minor UI issue where if the user selected the longest values for status, priority and due date on a task, the assignee field would shift to another line. The assignee field will now always stay on the same line as the other task facts.

We have resolved an uncommon bug where if a user tried to download a partially signed document 3 months after it was sent out for signature, there would be no signatures available for download.

Numerous users were reporting formatting issues when viewing PDF documents on the platform that were preventing them from being able to read the document properly. We have updated the document viewer to provide a better experience for users viewing PDF documents from the Document Details page.

Previously when an individual was invited to join Gateway by their colleague, they only received one email notification which could easily be missed or forgotten about. This would then create delays in the amount of time taken for the invited person to sign up and collaborate with their colleagues on Gateway. We have now implemented email reminders to encourage people who are invited by Gateway users to join their colleagues and sign up for the platform.

Cleaned up an email notification for legal review, to remove the reason for review field from appearing when no reason was supplied. This ensures the information provided in email notifications is succinct and useful.

New column “Executed at” was added to appear for all users as a default column option in the document list, however this was not visible in the list without the user manually checking this. A change was made to ensure that any new columns that are added to the list will appear in every user’s profiles.

When a user was on the document details page, and they used the universal search to navigate to another document, the newly opened document would not display anything in it’s Activity Feed. The user was still able to view the Activity Feed upon refresh of the page. The Activity Feed will now correctly populate on first load each time.

Fixed a rare bug where for some clients, exports from the Document list did not have the .csv file extension. Every export file from the Document list or Task list will now have the .csv extension.

A beta version of the new document list was released. See Version 2.71 for full details of the new document list.

Private tasks allow specific categories of tasks to only be visible to certain roles or individuals. This is useful for keeping sensitive tasks limited to a specific audience. Legal Task Management admins could previously only add roles to a private task category, but with this update it is now possible to add individual users, providing greater flexibility and making it easier for admins to manage this themselves.

There was an issue with the Legal Task Management plugin on Microsoft Outlook where the cursor would always jump to the end of the text box in the task details section, making it difficult to edit. This is now resolved and the task details can be edited before the task is created.

Logging back in after session expiry

When a user was previously automatically logged out they would need to click a login button to go back to the login page. We’ve now made it easier to log back into Gateway when a user has been automatically logged out after their session has expired. Users will now be redirected to the login page. This will reduce the number of clicks a user has to do to login again and reduce frustration.

Fix: Version History in Only Office

Some document versions were not loading correctly in the OnlyOffice minor version history. This has been fixed so that all users can access the complete history of updates to their document.

Fix: Contract value on some external emails

Contract value was appearing on emails to external users where the user had a Gateway account with another company. External recipients without accounts on Gateway were not affected.

Fix: Email notification for multiple users in a rejected approval round

When there were multiple approvers in an approval round where one approver rejected the document, the other approvers were not receiving the correct email notification. This has been amended so that all users receive the correct email, with useful information to provide context on the rejected document.

Fix: Apps on the dashboard

Fixed a rare bug that could cause apps from all of a user's accounts to display on the dashboard from multiple accounts. This only happened if the user was a member of different Plexus Gateway accounts. This will ensure users only see apps in the context of the company they are logged in to.

There was an issue where reminders from the dashboard on approval and signing requests were not being sent to recipients.

Users can now save multiple views and apply it to their task list, saving time and allowing them to easily switch between different views depending on their workload for the day.

When receiving email notifications about comments, when the original comment had been edited, there was a bug that was displaying the original comment in the email notification instead.

Any user who comments on a document will now receive email notifications when someone else replies to their comment. Previously this was limited to authors, owners and workflow recipients. This will improve the ability to collaborate with colleagues, ensuring users don’t miss any communication directed at them.

Newly joined users will now receive a welcome email when they have successfully logged in for the first time, to help them realise the benefits of joining Plexus Gateway. The email will include a link to our help section to get them started.

Released a hotfix to remedy an issue where non-SSO users were not receiving activation emails after signing up.

Admins now have visibility of the organisation unit structure for their company’s Plexus Gateway account. Admins will also be able to create new organisations and update the structure of their unit hierarchy, giving them greater autonomy to self configure their organisation’s Plexus Gateway account. 

This will provide admins with greater control around the unit set up - which is important for managing contract visibility rules for users.  The feature can be found on the Accounts page for admins. 

It is now possible to see tracked changes in the preview pane of the document, where previously, a “draft changes” overlay would appear. With this update, users can see what changes were made to the document without having to open it in the editor, saving time and reducing the complexity. 

Replaced the user sign up form to provide a better user experience, including an informative message when a user attempts to login without first activating their account via the activation email. Previously the user would get stuck and need to re-open their browser.

Fixed an issue that was generating an error when a user tried to update the name of a signatory on an existing document. 

SSO users will now enjoy a more streamlined authentication process when being invited to join Gateway by an existing user. Their email address will be automatically populated and SSO enabled for login when using the invitation link. 

A number of improvements have been made to the admin app “Approve, Sign and Store Settings”, which can be utilised to create a simpler experience when using the Approve & Sign and Store a Document apps. 

Improvement 

Fix

Improvements