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Generating a Matrix Using Document Shredding
Updated 3 months ago

Overview

A Matrix can be generated within a Workspace in Requirements Analysis. Click here to learn more about Workspaces and how to create one.

Once you have a workspace set up and are on the Workspace page, you can create a Matrix.

Select the applicable tab for your edition of Responsive.

  • Creating a New Matrix

    1. In the Workspace page, click on the workspace for which you want to create the Matrix. The selected workspace's page appears.
    2. Next, click the Create Matrix icon in the Document Shredding section. The Generate Matrix page appears and an interactive, step-by-step configuration process is initiated.
    3. Specify a name for the matrix.
    4. Enter a description for the matrix (optional).
    5. Select the document you want to shred and generate the matrix for.
    6. Click Next in the upper-right corner. The Mark Sections page appears.

      • When a new matrix is created with a document that was configured for another matrix, you can opt to carry the configurations from the previously shredded document to the new matrix. You can edit the configuration, if required.
      • During matrix creation, sections and sub-sections are now auto-identified for the documents that have Table of Content (TOC) or have the sections and subsections with proper heading formatting.
    7. Mark Section(Optional): The system processes the selected document and automatically identifies and marks the sections.
      You can either accept the suggested marking or additionally customize them further by clicking on a heading and marking the selection as a section or sub-section using the floating toolbar. 
    8. Click Next in the upper-right corner. A pop-up as shown below appears. You can either select the content from the Table of Contents on the left pane or from the Preview.
    9. Click Got it. The Select Content page appears.
    10. Select Content: At this step, you can select the content you wish to shred. You have the option to shred the entire document or choose specific segments to shred.
      • Entire Content: Selects the entire content of the document for shredding.
      • Partial Content: Allows you to manually select the document segments you wish to shred.
        1. To mark a segment for shredding, simply click on the paragraph, click Mark End Point, and select Mark Content.
        2. To select multiple paragraphs at once, click and drag over them, and select Mark Content.
    11. Alternatively, you can select the sections from the Table of Contents. If a parent section is selected, all child sections will be selected by default. Similarly, when a parent section is removed, the child sections are also removed.
    12. Click Next in the upper-right corner. The Configuration page appears.
      Configuration: Select how you want the document to be shredded:

      • Sentence: Breaks the document(s) down into sentences and each sentence is listed as a requirement on the matrix.
      • Paragraph: Breaks the document(s) down into paragraphs and each paragraph is listed as a requirement on the matrix.
    13. Optionally, you can specify a dictionary you wish to use to shred the document.
    14. Additionally, you can leverage the Machine Learning feature that takes a second pass at the document for any additional requirements the dictionary may have missed.
    15. Click the Preview icon to view the contents of the dictionary.
    16. Select a Compliance Matrix Structure from the list.
    17. Click the Preview icon to display the details of the selected Matrix Structure as shown.
    18. Click Generate to initiate the matrix generation process. The matrix will be generated and displayed as shown below:
      Note: The time to generate the matrix depends on the size and number of the document(s). You will receive an email notification when the matrix is ready.

  • Essentials features are subscription-based and may not be available for all users. Contact the Customer Success Team, or customersuccess@responsive.io, for more details.

    Creating a New Matrix

    1. In the Workspace page, click on the workspace for which you want to create the Matrix. The selected workspace's page appears.
    2. Next, click the Create Matrix icon in the Document Shredding section. The Generate Matrix page appears and an interactive, step-by-step configuration process is initiated.
    3. Specify a name for the matrix.
    4. Enter a description for the matrix (optional).
    5. Select the document you want to shred and generate the matrix for.
    6. Click Next in the upper-right corner. The Mark Sections page appears.

      • When a new matrix is created with a document that was configured for another matrix, you can opt to carry the configurations from the previously shredded document to the new matrix. You can edit the configuration, if required.
      • During matrix creation, sections and sub-sections are now auto-identified for the documents that have Table of Content (TOC) or have the sections and subsections with proper heading formatting.
    7. Mark Section(Optional): The system processes the selected document and automatically identifies and marks the sections.
      You can either accept the suggested marking or additionally customize them further by clicking on a heading and marking the selection as a section or sub-section using the floating toolbar. 
    8. Click Next in the upper-right corner. A pop-up as shown below appears. You can either select the content from the Table of Contents on the left pane or from the Preview.
    9. Click Got it. The Select Content page appears.
    10. Select Content: At this step, you can select the content you wish to shred. You have the option to shred the entire document or choose specific segments to shred.
      • Entire Content: Selects the entire content of the document for shredding.
      • Partial Content: Allows you to manually select the document segments you wish to shred.
        1. To mark a segment for shredding, simply click on the paragraph, click Mark End Point, and select Mark Content.
        2. To select multiple paragraphs at once, click and drag over them, and select Mark Content.
    11. Alternatively, you can select the sections from the Table of Contents. If a parent section is selected, all child sections will be selected by default. Similarly, when a parent section is removed, the child sections are also removed.
    12. Click Next in the upper-right corner. The Configuration page appears.
      Configuration: Select how you want the document to be shredded:

      • Sentence: Breaks the document(s) down into sentences and each sentence is listed as a requirement on the matrix.
      • Paragraph: Breaks the document(s) down into paragraphs and each paragraph is listed as a requirement on the matrix.
    13. Optionally, you can specify a dictionary you wish to use to shred the document.
    14. Additionally, you can leverage the Machine Learning feature that takes a second pass at the document for any additional requirements the dictionary may have missed.
    15. Click the Preview icon to view the contents of the dictionary.
    16. Select a Compliance Matrix Structure from the list.
    17. Click the Preview icon to display the details of the selected Matrix Structure as shown.
    18. Click Generate to initiate the matrix generation process. The matrix will be generated and displayed as shown below:
      Note: The time to generate the matrix depends on the size and number of the document(s). You will receive an email notification when the matrix is ready.
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