VisibleThread for Docs 2.13 - What's New - VisibleThread 2016 Users Conference

1. VisibleThread for Docs 2.13 -
What's New
Jason O’Connell, VisibleThread Co-Founder & CTO

2. • The VisibleThread engineering team would like to say
a big Thank You to all the users that provided feedback in the last year.
• Your comments and suggestions feed directly into our product planning.
• Keep ‘em coming
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3. • VisibleThread for Docs 2.13 is available now !
• 12 months in the making and lots of exciting new features.
• Live in the cloud.
• Available for on-premise upgrade.
• We sent on-premise customers an invitation to download the upgrade.
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4. 1. Document Compare
2. Annotated Documents
3. Clear Language Enhancements & New Reports
4. Responsibility Matrix
5. Move Document to Folder
6. Dictionary Performance Improvements
7. Acronym Report Enhancement
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5. 1. Document Compare

6. 1. Document Compare
Do we need another compare tool ???

7. • Let’s look at an example.
• I’ve used Word to compare a draft RFP against the final revision of the RFP.
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9. • Some issues with Microsoft Word Compare :
- designed to merge documents, not compare differences side-by-side
- difficulthard to seeread all ofthe merged documents paragraphs
- hard to identify and line up the related paragraphs in each document revision
- Word performance seems to be a problem
- once important changes are identified, how do you assign tasks & manage the
workflow ?
• Let’s see how VisibleThread “compares”…
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11. • Easy to read side-by-side comparison
• Compares text changes only, ignores formatting
• Quickly see which paragraphs have changed – Identical, Modified, Deleted
• Use Excel to filter on Modified, Deleted paragraphs
• Add additional columns to manage workflow e.g. status, owner
• Ability to exclude text/patterns from the comparison e.g. page numbers, dates,
renamed products, entities
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12. • “WINNER! We love it. So much easier to read than the output of Word and
Adobe.”
• Director of Proposals – Top 10 Government Contractor
• “Will probably cut down our review time by 60%”
• Proposal Manager – Minority Business
• “Awesome, I just spent 6 hours doing exactly this”
• Senior Proposal Manager – Top 10 government contractor
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13. Folder Summary Document Summary
Compare is available from two areas :
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14. • Check the baseline and latest documents to compare, then click Compare
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15. • Check the baseline and latest documents to compare, then click Compare :
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16. • The comparison is downloaded in Excel format
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18. Questions ?

19. 2. Annotated Documents

20. • Your Word document annotated with VisibleThread comments e.g. Clear Language
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21. • Your Word document annotated with VisibleThread comments e.g. Quality Analysis
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22. • Users often said to us: “the Clear Language PDF report is great but how do we fix the
issues ? How does this fit into our workflow ?”
• Previously, the answer was to navigate/edit your Word document with the Clear
Language PDF close by for reference.
• We think an Annotated Document is a much better way to fix the issues.
• Also, you get to see the issues in their high fidelity context (native Word document).
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23. • Available in Document Clear Language
• Available in Document Concept Tracking & Quality Analysis
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25. • We only annotate Word .docx files
• For Concepts & Quality we output the Dictionary term description (if available) in
the comment
• For Clear Language we create comments with multiple “users”, e.g.
“VisibleThread (L)”, “VisibleThread (P)”, so that issues get separate colors
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26. Questions ?

27. 3. Clear Language
Enhancements & New Reports

28. • Customize your Clear Language report, pick & choose metrics.
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29. • Lots of customers asked for a way to exclude “Long Words” from their Clear
Language report.
• We decided to make each of the Clear Language metrics optional when
generating reports.
• By default, “Long Words” is not selected.
• Customization is offered when generating a Clear Language report for each
format – Annotated Document, Excel & PDF.
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30. • Annotated Document (as seen previously)
• Excel Clear Language report for a Document
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32. • Clear Language PDF report for a Folder
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33. • PDF Clear Language report for a Folder
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34. Questions ?

35. 4. Responsibility Matrix

36. • A responsibility assignment matrix (also known as RACI matrix) describes the
participation by various roles in completing tasks or deliverables for a project.
• Allows you to assign responsibilities to the necessary teams, companies, or
individuals.
• Useful in clarifying roles and responsibilities in cross-functional/departmental
projects and processes.
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A traditional responsibility matrix created by hand :

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• The VisibleThread Responsibility Matrix is a simplification of the traditional matrix.
• We replace the R, A ,C & I with a simple X

39. • The responsibility matrix is based on a Quality dictionary search.
• We use the dictionary categories to represent the responsible parties (person,
team, company).
• We highlight matching dictionary terms with an X in the relevant row/column to
assign responsibility.
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• Document Summary

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• Document Quality Analysis

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 You can omit pages (if a PDF)
 Or omit paragraphs containing text, eg: headers and footers.

44. Questions ?

45. 5. Move Document to Folder

46. • You can now move a document to another folder !
• Let’s you reorganize your documents…
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47. • Select a folder to move your document to :
• When complete :
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48. 6. Dictionary Performance
Improvements

49. • In VisibleThread 2.12 when you saved changes to a dictionary, VisibleThread
would immediately re-check all documents and folders that used that dictionary.
• In environments with large amounts of documents, this could result in long wait
times.
• We redesigned this process for version 2.13
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50. • In 2.13 when you save any edits to a dictionary, the changes are saved
immediately.
• Any documents or folders that use the modified dictionary are flagged as
'requiring reanalysis' allowing you to choose when you would like the documents
re-checked.
• When you click on Re-analyse we will only search the current
document/folder so it runs quickly.
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51. Questions ?

52. 7. Acronym Report
Enhancement

53. • VT Docs 2.12 identified when there were “Multiple Definitions” for an acronym.
• A customer suggested to us that we should further differentiate between
- Repeated definitions i.e. where the definitions are identical
- Conflicting definitions i.e. where the definitions are different
• We treat repeated definitions as a warning but conflicting definitions as an issue.
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54. • Repeated definition
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55. • Conflicting definition
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56. • Conflicting definition, Excel report
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57. Questions ?

58. 1. Document Compare
2. Annotated Documents
3. Clear Language Enhancements & New Reports
4. Responsibility Matrix
5. Move Document to Folder
6. Dictionary Performance Improvements
7. Acronym Report Enhancement
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59. Thank you