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Document Compliance and Consistency Checks Guide

Introduction

Welcome to the Hapax AI Document Compliance and Consistency Checks guide. This document will help you understand how to use this feature effectively to ensure document consistency and compliance with regulations.

What Are Document Compliance and Consistency Checks?

Document Compliance and Consistency Checks help you identify inconsistencies between sections in different documents and ensure compliance with regulations. Hapax AI analyzes your documents, flags potential issues, and allows you to review and resolve them efficiently.

Using Document Compliance and Consistency Checks

This guide will walk you through:

  1. Navigating from a compliance notification to the document.
  2. Reviewing and interacting with AI-generated comments.
  3. Using the side-by-side document editor to compare conflicting sections.
  4. Editing and updating content manually or with AI assistance.
  5. Verifying compliance updates and finalizing changes.

Step-by-Step Walkthrough

Step 1: Navigating to Compliance Issues

When Hapax detects an inconsistency or compliance issue, and you have edit access to the document, you’ll receive a notification. Clicking on it will direct you to the affected document, where you will find an AI-generated comment highlighting the issue.

Each comment includes:

  1. A summary of the inconsistency.
  2. A link to open the Compliance Editor for an in-depth comparison.

Step 2: Compliance Editor Overview

Inside the Compliance Editor, you will find:

  1. A title summarizing the issue.
  2. Action buttons at the top:
  3. Double Check: Verify if your changes ensure compliance.
  4. Ignore: Dismiss the issue if it is not applicable.
  5. Mark as Complete: Confirm that the issue has been addressed.
  6. Close: Exit the editor without marking the issue as complete.
  7. A detailed explanation of the issue.
  8. A side-by-side document comparison view.

Step 3: Reviewing Conflicting Sections

The Compliance Editor consists of two document panels:

  1. Left Panel: Displays the current document.
  2. Right Panel: Shows the reference document or regulation.
  3. Highlighted text: Conflicting sections are marked in gray to help you quickly identify discrepancies.

Step 4: Editing the Document

You have two ways to resolve compliance issues:

Manual Editing

  1. Click on the highlighted section and edit the text directly.
  2. Changes are saved automatically in the edit version of your document.

AI-Powered Assistance

  1. Click the Generate Text button next to the document name.
  2. Hapax AI will generate a revised section ensuring compliance.
  3. If unsatisfied with the AI-generated text, use Ctrl + Z (Windows) / Command + Z (Mac) to undo the change.

Once the updates are made, you can request Hapax AI to recheck compliance.

Step 5: Compliance Verification

  1. Click the Double Check button at the top.
  2. If checks turn green, your document is compliant.
  3. If checks turn red, additional edits are required.
  4. Once resolved, click Mark as Complete to finalize the update.

Step 6: Access Control & Permissions

If you do not have access to the reference document:

  1. A Request Access button will appear to allow you to request permissions.
  2. If you have view-only access, the right panel will be locked, but you can request edit permissions.
  3. If you have edit access but no edit version exists, a Create Edit Version button will be available.

Step 7: Finalizing & Exiting

After resolving all issues:

  1. Click Mark as Complete to close the issue.
  2. Press X to exit and revisit the issue later if needed.

Conclusion

Hapax AI helps streamline compliance, maintain consistency, and ensure accuracy across documents. By following this guide, you can efficiently manage document compliance and consistency, saving time and improving document integrity.