Definely 2025 Q1 Release Notes

Here at Definely we’re continually working on improving our product suite. This document outlines changes in the latest v9.2 product release (and summarises changes made across versions 9.0 and 9.1, all of which are present in v9.2).

If you have any questions or want access to v8.10, please email us at support@definely.com.

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‍Definely Draft

Extract Changes from Footnotes

Previously, when generating an issues list using the Extract Changes feature, any comments tracked as footnotes were ignored and not included in the final report, potentially leading to incomplete reports.

Users can now include footnotes when creating an issues list. When selected, the Extract Changes feature will incorporate the content of footnotes into the final report.  

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Definely Proof

Proofread Changes Only (Available by Request)

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The proofreading engine is more context-aware of tracked changes.  

Previously, the proofreading engine would flag all potential errors in a document, regardless of whether they were introduced by recent changes or not. 

The proofreading engine now offers a new, optional mode that focuses exclusively on errors introduced by tracked changes. Specifically:

• Inserted Text: Errors within newly-inserted text will be flagged
• Deleted text: If a deletion causes an error (e.g. removing a definition, thus making terms undefined), that will be flagged.‍

This targeted approach allows reviewers to quickly identify and address any errors they may have introduced, without being overwhelmed by pre-existing issues in the document.  

House Style/Phrase Checker (Available by Request)

The House Style Checker allows the firm's knowledge or administrative team to upload and manage a list of preferred phrases and associated guidance. For each phrase, administrators can specify:

• Phrase to Search For: The specific word, phrase, or pattern to be identified in documents.

• Guidance Note: The recommended guidance to be displayed to the lawyer when the phrase is detected.

• Correction Options: Multiple potential corrections can be provided, allowing lawyers to easily implement the recommended style.

This enables firms to enforce house style guidelines, ensuring consistency in terminology, tone, and preferred phrasing across all legal documents.

This feature is currently available only in the local version of the product.

Faster Cross-Reference Fixing

Definely now gives the ability to fix Manual Cross-References in one click. Within this feature, there is a new toggle that will let you switch between the manual cross references and the new auto behaviour.  

In this mode, when Definely can determine where a cross-reference should point to, it will colour the ‘Fix’ button in blue. Clicking the ‘Fix’ button will automatically apply a cross-reference to that location. If there is uncertainty about where the cross-reference should point to, the ‘Fix’ button will remain yellow and the previous behaviour will remain available for choosing the correct location.

Definely Vault

Improved Clause Insertion with formatting options

Users inserting a clause can now choose between plain text or Vault’s auto-formatting.

When inserting a clause, you will see a new formatting option:

• Plain Text: Inserts the clause without any formatting, keeping it as raw text.

• Vault Auto-Formatting: Ensures the inserted clause follows the document's predefined styling rules. (BETA)

Simply select the preferred option before inserting the clause to maintain consistent formatting throughout your document.

Favourite and Save Searches

You can now save and reapply search filters within the Advanced Search interface. Users can now save up to five searches, each with a custom name, for quick access to frequently used filter configurations.

A new “Saved Searches” section is available at the bottom of the Advanced Search filter tray. Saved searches store all selected filters. Clicking on a saved search automatically applies the stored filters to the current session.

Users can save a new search by clicking the “Save your filter” checkbox, entering a name, and confirming. If the user reaches the limit of five saved searches, the system prompts them to confirm the deletion of the oldest saved search before adding a new one. Saved searches are user-specific and cannot be shared.

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SharePoint Integration

Users can now connect their personal SharePoint accounts and import documents directly into Vault.

Once connected, imported documents remain synchronised - any changes made in SharePoint will automatically update in Vault. Users can set up the integration through the settings, authenticate their SharePoint account, and browse or select documents for import. Updates in SharePoint will be reflected in Vault without requiring manual re-uploads.

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My Files Tab for Personal Vault

The Personal Vault functionality has been moved to a dedicated My Files tab, providing a clearer separation between personal and shared documents. Users can now add and manage their private documents and folders directly within this new tab.

Bulk Labelling in Add-in and Admin Panel

This release introduces bulk labelling functionality.

For regular users, when adding documents to the add-in, there is no longer a need to select labels or contract types for each document individually. Once the labels are selected, they will be automatically applied to all documents selected for upload.

Admins can select a batch of documents and apply labels, contract types, and other relevant details to all of them simultaneously. This simplifies the management of document metadata and reduces manual effort, especially when handling large volumes of documents.

Local Bulk Upload & Simplified Document Upload in Admin Panel

This update introduces enhanced bulk upload capabilities in the admin panel, enabling admins to upload entire folders, including subfolders and documents, directly from their local machine into Vault while preserving the internal folder structure.

In addition to the bulk upload functionality, admins no longer need to select document details (such as labels, contract types, etc.) individually for each document during the upload process.  

Bulk Import via CSV File

This update expands the Admin Panel's Bulk Import functionality by enabling administrators to import specific NetDocuments items - folders, documents, or workspaces - into Vault using a CSV file.

Admins can now upload a CSV file containing item details, ensuring precise control over the import process. The system validates the file and applies configurable settings to streamline the transfer.  

DMS Login Option on Homepage

Users can now access their DMS accounts directly from the main login screen, simplifying the authentication process and ensuring quick access to managed documents.

Bulk Import with Rules

Administrators can now automate the retrieval of documents from NetDocuments and iManage by setting up custom import rules. Instead of manually selecting files, they can define criteria such as specific workspaces, time periods, or document labels to determine which documents should be imported.

Each rule can include multiple filters and include and exclude certain items (e.g, only documents from selected workspaces should be imported while excluding those with certain labels – these can then be labelled ‘Gold Standard’).

Once a rule is configured, the system continuously synchronises with the document management system. Newly added files that match the rule are imported automatically, while those that no longer meet the criteria are removed. Before confirming an import, admins can preview the list of documents, folders, or workspaces that will be processed.

This feature simplifies bulk imports, reduces manual work, and ensures that only relevant documents are brought into Vault.

Semantic Search

This feature enhances document search by allowing users to select a specific piece of text and find clauses or definitions with similar wording and meaning.

Instead of relying solely on exact keyword matches, the system analyses the context and intent behind the selected text to deliver more relevant results. This makes it easier to locate variations of the same clause across different documents, ensuring consistency and accuracy in legal and contractual reviews.

To use this feature, simply highlight a clause title, clause, or definition within a document and click the "Find Similar" button. The system will then retrieve and display relevant clauses or definitions that closely match the selected text.

We hope that these changes will improve your experience with Definely. If you would like to find out more about any of these products, migrating to the cloud, or the latest version, contact us today.