Working with Document Shredding

Working with Document Shredding

Once the requirements are identified and listed against the matrix structure, the following actions can be performed:

Select the applicable tab for your edition of Responsive.

• Matrix View Customization

  You can customize the Matrix view to best suit your needs. The following customization options are available.

  1. To configure the columns, click the Customize Column icon.  A list of columns is displayed; the list has been categorized into Columns you have added and Columns you can add to the matrix.
     
  2. To add a header to the matrix view, click the icon.
  3. To remove a header from the matrix view, click the icon.
  4. Use the search feature to find a particular header you want.
     
  5. To reorder the columns from the Customize Column menu, use the six-dot handle to drag a header, or click and drag the header itself to move to the desired location.
     
     Note: You can only reorder the columns that have been added to the matrix.

  To reorder the columns in the matrix view, click and drag the column to the desired location.
  

  View Requirement Details

  1. To view the details of a requirement, simply click on it to bring up the Details pane.
     
     Note: Keywords specified in the dictionary (Default or Custom) will be highlighted in the Details pane.

  Changes made to the details in the pane are auto-saved and will reflect on the matrix immediately.
  
  Note:
  You can use the left-right arrows on the Details Pane to browse through the requirements.
  You can update the standard and custom interactive fields such as Compliance and Notes from this pane.

  Delete Requirement

  Requirements can be deleted from the matrix in the following three ways; individually, in bulk, and offline.

  To delete a requirement individually, follow the steps below:

  1. Click the three-dot menu and select Remove Requirement.
     
  2. A confirmation popup is displayed. Click Remove.
     
     Note: Selecting the Don't ask again option will skip the confirmation popup in the future and delete the requirement right away when the Remove Requirement option is selected.
  3. The requirement is deleted and a success message is displayed.

  To delete multiple requirements, follow the steps below:

  1. Use the checkboxes beside the requirements to select the requirements you want to delete:
     
     Note: Selected requirements count is displayed above the matrix.
     Alternatively, you can use Select all from current page from the dropdown to select all the requirements listed on the page, or you can Select all from all page from the dropdown to select all the requirements in the matrix.
     
  2. Click Remove Requirements above the matrix as shown:
     
  3. A confirmation popup is displayed.
     
  4. Click Remove to remove the requirements from the matrix.

  To delete requirements offline, follow the steps below:

  1. Download the Matrix file using the Export feature as mentioned here.
  2. Open the spreadsheet on your computer.
  3. To mark the item(s) you want to remove, set the corresponding “Is Requirement” value to “False” from the dropdown.
     
     Note: Similarly, requirements with “Is Requirement” set to “True” will be identified as a Requirement during import and will be displayed on the Matrix.
  4. Save the file.

  Upload the file back into the workspace using the Import feature as mentioned here.

  Bulk Updates

  For Document Shredding, you can bulk update any Drop-down and User selection field types.

  1. Select the requirements using their checkboxes.
  2. The Other Bulk Options button appears. Click on it.
     
  3. The Bulk Update pop-up appears.  Make the required updates and click Update.
     
     For User selection fields, you can add new users, remove existing users, or replace the current user with a new one in bulk.
     Note: When there are more than 25 records in a bulk update, the application will update them in batches and will display a progress bar. 

  
  Export

  To export the requirements follow the steps below:

  1. Click Export on the Matrix page. An export popup will appear as shown:
     
  2. Select the preferred view to export.
     Selected Fields: To export the matrix with the columns you have customized, select this option.
     All Fields: To export the matrix with all columns irrespective of customization, select this option.
  3. Next, click Export to download the file.

  Caution: Edits/changes made to the following Columns in the downloaded file will be disregarded during the import process:

  • ID, Requirement, Document Name, Page Number, Paragraph Number, Sentence Number, Category, and Keyword.

  Import

  To import a matrix .xlsx file, follow the steps below:

  1. Click Menu on the top right corner.
     
  2. Click Import to upload a .xlsx file.
     Caution: Import supports .xlsx files that have been exported from the Matrix page only.
  3. Click Upload File to browse the files on your computer.
     
     Locate and select the updated Matrix file and click Open. An Import File popup will be displayed as shown:
     
     Click Import. To start importing the uploaded file.
     Importing may take a while depending on the size of the file and the number of records in the sheet.
     A processing message is displayed while the system imports and updates the database.
     
     A success message with details of the import will be displayed.
     
     

  View Matrix Configuration

  To view the matrix configuration, follow the steps below:

  1. Click Menu on the top right corner.
     
  2. Click View Details. A popup is displayed.
     
     Click the X mark to close the popup.

  Delete Matrix

  To delete the matrix, follow the steps below:

  1. Click Menu on the top right corner. Then, click Delete Matrix.
     
  2. A confirmation popup is displayed as shown:
     
  3. Click Delete. The matrix will be deleted.
     
     

  Assigning Owners

  Ownership of a requirement can be assigned to the members of the project. To assign an owner follow the steps mentioned below

  1. Click the '+' icon as shown:
     
  2. The Owner popover is displayed as shown:
     
  3. You can look for users by typing in the box. As you start typing, the system will display a list of matching suggestions to choose from.
     
     Note: Use the '%' to view a list of users associated with the project.
  4. To add a user, select the desired user from the list and click Save.
     
     Note: Multiple users can be assigned as owners to a requirement.
  5. The owners of a requirement will be displayed under the Owner column as shown:
     

  View Requirement Owners

  To view the list of owners of a requirement follow the steps below:

  1. To view the owner(s) of a requirement, click on the avatar(s).
  2. The list of owners will be displayed as shown:
     
     
     

  Removing Ownership

  To remove an owner of the requirement follow the steps below:

  1. Click on the avatar(s) to view the list of owners.
  2. Next, determine the user(s) you want to remove from the list and click the delete icon as shown.
     
  3. Click Save.
     
     

  Source View

  While working on the matrix view, there may arise a need to refer to the source document for contextual clarity. The Source View feature in Requirement Analysis can assist in accessing the document without exiting the platform. Furthermore, this feature enables navigation to the precise location of the requirement within the document. This enhances efficiency and streamlines the workflow.

  To view the source document, click Source View at the top-right corner of the matrix.
  

  The Source View panel is displayed at the bottom of the page.

  

  1. Name of the document that the selected requirement is from is displayed. If multiple documents were used to generate the matrix, you can switch between them using the drop-down menu.
  2. Undock the Source View to its own window
  3. Icons indicating the sections, sub-sections, and requirements on the source document
  4. Highlights the precise location of the selected requirement within the document.
  5. Navigate to the previous or next requirement.
  6. Displays additional actions that can be performed on the selected requirement(s). For more details on the actions that can be performed in the Source View, refer to Actions you can perform from Source View.
     
     

• Essentials features are subscription-based and may not be available for all users. Contact your account manager, or accountmanagers@responsive.io, for more details.

  Matrix View Customization

  You can customize the Matrix view to best suit your needs. The following customization options are available.

  1. To configure the columns, click the Customize Column icon.  A list of columns is displayed; the list has been categorized into Columns you have added and Columns you can add to the matrix.
     
  2. To add a header to the matrix view, click the icon.
  3. To remove a header from the matrix view, click the icon.
  4. Use the search feature to find a particular header you want.
     
  5. To reorder the columns from the Customize Column menu, use the six-dot handle to drag a header, or click and drag the header itself to move to the desired location.
     
     Note: You can only reorder the columns that have been added to the matrix.

  To reorder the columns in the matrix view, click and drag the column to the desired location.
  

  View Requirement Details

  1. To view the details of a requirement, simply click on it to bring up the Details pane.
     
     Note: Keywords specified in the dictionary (Default or Custom) will be highlighted in the Details pane.

  Changes made to the details in the pane are auto-saved and will reflect on the matrix immediately.
  
  Note:
  You can use the left-right arrows on the Details Pane to browse through the requirements.
  You can update the standard and custom interactive fields such as Compliance and Notes from this pane.

  Delete Requirement

  Requirements can be deleted from the matrix in the following three ways; individually, in bulk, and offline.

  To delete a requirement individually, follow the steps below:

  1. Click the three-dot menu and select Remove Requirement.
     
  2. A confirmation popup is displayed. Click Remove.
     
     Note: Selecting the Don't ask again option will skip the confirmation popup in the future and delete the requirement right away when the Remove Requirement option is selected.
  3. The requirement is deleted and a success message is displayed.

  To delete multiple requirements, follow the steps below:

  1. Use the checkboxes beside the requirements to select the requirements you want to delete:
     
     Note: Selected requirements count is displayed above the matrix.
     Alternatively, you can use Select all from current page from the dropdown to select all the requirements listed on the page, or you can Select all from all page from the dropdown to select all the requirements in the matrix.
     
  2. Click Remove Requirements above the matrix as shown:
     
  3. A confirmation popup is displayed.
     
  4. Click Remove to remove the requirements from the matrix.

  To delete requirements offline, follow the steps below:

  1. Download the Matrix file using the Export feature as mentioned here.
  2. Open the spreadsheet on your computer.
  3. To mark the item(s) you want to remove, set the corresponding “Is Requirement” value to “False” from the dropdown.
     
     Note: Similarly, requirements with “Is Requirement” set to “True” will be identified as a Requirement during import and will be displayed on the Matrix.
  4. Save the file.

  Upload the file back into the workspace using the Import feature as mentioned here.
  
  

  Bulk Updates

  For Document Shredding, you can bulk update any Drop-down and User selection field types.

  1. Select the requirements using their checkboxes.
  2. The Other Bulk Options button appears. Click on it.
     
  3. The Bulk Update pop-up appears.  Make the required updates and click Update.
     
     For User selection fields, you can add new users, remove existing users, or replace the current user with a new one in bulk.
     Note: When there are more than 25 records in a bulk update, the application will update them in batches and will display a progress bar. 
     
     

  Export

  To export the requirements follow the steps below:

  1. Click Export on the Matrix page. An export popup will appear as shown:
     
  2. Select the preferred view to export.
     Selected Fields: To export the matrix with the columns you have customized, select this option.
     All Fields: To export the matrix with all columns irrespective of customization, select this option.
  3. Next, click Export to download the file.

  Caution: Edits/changes made to the following Columns in the downloaded file will be disregarded during the import process:

  • ID, Requirement, Document Name, Page Number, Paragraph Number, Sentence Number, Category, and Keyword.

  Import

  To import a matrix .xlsx file, follow the steps below:

  1. Click Menu on the top right corner.
     
  2. Click Import to upload a .xlsx file.
     Caution: Import supports .xlsx files that have been exported from the Matrix page only.
  3. Click Upload File to browse the files on your computer.
     
     Locate and select the updated Matrix file and click Open. An Import File popup will be displayed as shown:
     
     Click Import. To start importing the uploaded file.
     Importing may take a while depending on the size of the file and the number of records in the sheet.
     A processing message is displayed while the system imports and updates the database.
     A success message with details of the import will be displayed.
     
     

  View Matrix Configuration

  To view the matrix configuration, follow the steps below:

  1. Click Menu on the top right corner.
     
  2. Click View Details. A popup is displayed.
     
     Click the X mark to close the popup.
     
     

  Delete Matrix

  To delete the matrix, follow the steps below:

  1. Click Menu on the top right corner. Then, click Delete Matrix.
     
  2. A confirmation popup is displayed as shown:
     
  3. Click Delete. The matrix will be deleted.
     
     

  Assigning Owners

  Ownership of a requirement can be assigned to the members of the project. To assign an owner follow the steps mentioned below:

  1. Click the '+' icon as shown:
     
  2. The Owner popover is displayed as shown:
     
  3. You can look for users by typing in the box. As you start typing, the system will display a list of matching suggestions to choose from.
     
     Note: Use the '%' to view a list of users associated with the project.
  4. To add a user, select the desired user from the list and click Save.
     
     Note: Multiple users can be assigned as owners to a requirement.
  5. The owners of a requirement will be displayed under the Owner column as shown:
     

  View Requirement Owners

  To view the list of owners of a requirement follow the steps below:

  1. To view the owner(s) of a requirement, click on the avatar(s).
  2. The list of owners will be displayed as shown:
     
     
     

  Removing Ownership

  To remove an owner of the requirement follow the steps below:

  1. Click on the avatar(s) to view the list of owners.
  2. Next, determine the user(s) you want to remove from the list and click the delete icon as shown.
     
  3. Click Save.
     
     

  Source View

  While working on the matrix view, there may arise a need to refer to the source document for contextual clarity. The Source View feature in Requirement Analysis can assist in accessing the document without exiting the platform. Furthermore, this feature enables navigation to the precise location of the requirement within the document. This enhances efficiency and streamlines the workflow.

  To view the source document, click Source View at the top-right corner of the matrix.
  

  The Source View panel is displayed at the bottom of the page.

  

  1. Name of the document that the selected requirement is from is displayed. If multiple documents were used to generate the matrix, you can switch between them using the drop-down menu.
  2. Undock the Source View to its own window
  3. Icons indicating the sections, sub-sections, and requirements on the source document
  4. Highlights the precise location of the selected requirement within the document.
  5. Navigate to the previous or next requirement.
  6. Displays additional actions that can be performed on the selected requirement(s). For more details on the actions that can be performed in the Source View, refer to Actions you can perform from Source View.