Legislation (monitoring of regulations and legal compliance)
Overview
The Legislation module monitors changes in legal regulations (acts, government decrees, ordinances and other documents of the Collection of Laws) that concern your company, and helps you keep company directives in line with current legislation. Every night the module checks the Collection of Laws, notifies you of an amendment or repeal of the regulations you monitor, and for newly published regulations artificial intelligence (AI) suggests which legal field they belong to. To each monitored regulation you can link a company directive (a document from the Documents module or a page from the Wiki module), select the sections you are interested in, keep track of the compliance review deadline, and have a revision task created automatically after an amendment. For every amendment you will see exactly what has changed in the text of the regulation.
Key features of the Legislation module
- Automatic nightly monitoring of the Collection of Laws and notifications of amendments and repeals of monitored regulations
- Switching on whole legal fields (occupational health and safety, taxes, GDPR and others) with automatic monitoring of their key regulations
- Finding a regulation by number, by title, and by words in its text (full-text search in e-Sbírka), plus a "Current only" / "All (including repealed)" filter
- Reading the text of a regulation directly in the application, a timeline of all versions and a "What Has Changed" comparison
- Linking company directives from both the Documents module and the Wiki module, and selecting the monitored provisions (sections)
- "Applies to § …", "This may apply to § …" and "Provisions not covered" labels on every change
- A reminder before an amendment takes effect and automatic tasks for revising directives
- A record of compliance reviews as evidence for audits, and a register of legal requirements in Excel and PDF
Access and settings
This chapter describes how to get to the Legislation module, where to find its settings, and which permissions exist in it, from the "No access" level up to full administration of the module settings including the user rights matrix.
How to get to the Legislation module
Navigation path to the Legislation module: Main menu → Legislation. In the menu, the module shows the number of unresolved responses to regulation changes, that is, items in the status "New change" or "Currently being addressed". This number tells you how many changes are still waiting to be dealt with, without having to open the module. A user without permission to read the module will see only a message about insufficient access.
Legislation module settings
Open the Legislation module settings with the Settings link next to the "Legislation" heading on the main screen of the module. The link is visible only to a user who is allowed to change the module settings, or to the module administrator. The settings have a "General settings" card and, for the module administrator, a "User rights" tab.
General settings of the Legislation module
In the "General settings" card you adjust the following options of the Legislation module. Each option is saved immediately after you change it, without a confirmation button.
| Option | What it affects | Default behavior |
|---|---|---|
| Recipients of notifications | Who receives the nightly summary e-mail about new regulation changes and the reminder e-mail before a change takes effect, if the change has no resolver | If you select no one, the notifications are received by all users with the permission to manage monitored regulations and higher |
| Default guarantor | Who handles regulation changes and directives that have no guarantor of their own | Without a selection, a change for which neither the directive nor the regulation has a guarantor remains without a resolver and no revision task is created for it |
| Create tasks for policy review | Whether a task to revise the linked directive is automatically created for the guarantor after an amendment | On. If the Tasks module is switched off, the note "The Tasks module is disabled; tasks will not be created." is displayed |
| Task deadline (days) | After how many days from creation the revision task is due | 30 days; can be set from 1 to 365 days |
| Compliance review interval (months) | How often the guarantor confirms compliance with each monitored regulation | 12 months; the value 0 switches review reminders off |
| Notify before taking effect (days) | How many days in advance the resolver receives an e-mail reminder of an unresolved change that has not yet taken effect. The same value determines when the red "Effective date approaching" label is shown on a change | 14 days; can be set from 0 to 90, the value 0 switches reminders off |
| Notify me of new regulations as well | Whether brand new regulations that AI has assigned to your fields are reported as well, not just amendments of monitored regulations | On |
| Minimum AI confidence level (%) | From what level of confidence a new regulation is considered to belong to your field | 70 %; can be set from 50 to 100 % |
User rights for the Legislation module
The company administrator, or a user who has been given administration of the Legislation module, sees a "User rights" tab in the settings with a permission matrix by job position and by individual user. The resulting permission of a user is always the higher of the right based on their position and their personal setting. Without any setting, new users have the level "No access" in the Legislation module.
Permissions and access rights to the Legislation module
Permissions for the Legislation module are granted in levels; each higher level also includes the activities of the lower levels.
| Permission level | What it allows |
|---|---|
| No access | The user does not see the Legislation module at all |
| Viewing amendments and regulations | Opens all four tabs, browses the detail of a regulation and of a change, reads the text and versions of regulations, sees the "What Has Changed" comparison, searches within the text of regulations and downloads the register of legal requirements. Also sees the information bar on a linked directive. Changes nothing |
| Addressing the Impacts and Links to Directives | In addition, changes the status of a response to a change, writes a note to the response, marks changes in bulk as "No impact", links, edits and removes links to directives including the monitored provisions, and records a compliance review |
| Management of Monitored Regulations | In addition, switches fields on and off, adds and removes monitored regulations, restores monitoring by field and sets the guarantor and the note on a regulation |
| Legislation Module Settings | In addition, changes the general settings of the module |
Note: you can link a directive from the Documents or Wiki module only if you are allowed to read it. For a document this means the permission to read the folder it is stored in; for a Wiki page it means the Wiki module is switched on and you have the permission to read the folder where its latest version is stored.
User interface of the Legislation module
The main screen of the Legislation module is divided into four tabs: Changes, Monitored Regulations, Fields and Collection of Laws. Next to the "Legislation" heading there is the Settings link and, where available, the Quick Start link. The following sections describe each tab as well as the detail screens of a regulation and of a change.
The Changes tab in the Legislation module
The Changes tab is the default screen of the Legislation module. At the top there is a note that the module monitors the Collection of Laws every night and that, for linked directives, a revision task is created for the guarantor. The "Unresolved" / "All" switch filters the displayed changes. The table has the columns ID, Published, Regulation being monitored, Amendment / Repeal, Effective Date, Guidelines, Resolver, Status and a column with action icons (an eye "View detail", a check mark "No impact" for unresolved changes). The rows can be sorted and searched, the table can be exported to Excel, and the visibility of columns can be changed.
With the permission to address impacts, the rows have check boxes and above the table there is the button Mark selected items as having no impact (N).
Labels in the Guidelines and Effective Date columns
In the Changes tab of the Legislation module, labels help you recognize which changes are important for you. In the Guidelines column, below the name of a directive for which you have selected monitored provisions, there is a red label "Applies to § …", a yellow "This may apply to § …" or a grey "Provisions not covered". The label is not shown for directives without selected provisions, for the repeal of a regulation, or until the comparison of versions is ready. A task icon next to a directive means that a revision task has been created for the impact.
In the Effective Date column, an unresolved change whose effective date falls within the number of days set in "Notify before taking effect" shows a red mark with a clock, "Effective date approaching". A bulk amendment with gradual effect shows all the dates one below the other.
The Monitored Regulations tab in the Legislation module
The Monitored Regulations tab shows the regulations the company monitors: the key regulations of the switched-on fields and the regulations added manually. You can stop following a regulation that does not concern you. The table contains the columns Regulation, Why we track (field labels or "Added manually"), Latest amendment, the number of linked Guidelines, Guarantor, Note on the regulation (shortened) and Next compliance review (a red label after the deadline). Each row has the icons "View detail", a link to e-Sbírka and, with the permission to manage regulations, also "Stop following".
Above the table are the buttons Add regulation (switches to the Collection of Laws), Legal Requirements Register (Excel) and Register of Legal Requirements (PDF). If there are regulations that have been excluded from fields, a card "Excluded from the industries" with the button Resume tracking is displayed below the table.
The Fields tab in the Legislation module
The Fields tab contains tiles of legal fields. By switching a field on, you start monitoring its key regulations as well as newly published regulations that AI has assigned to the field. Each tile has a check box (saved immediately, without a Save button), a list of key regulations and a section "New regulations added by AI:" with at most eight regulations and a confidence percentage. Without the permission to manage regulations the check box is inactive; the module administrator may always change it. Available fields: occupational health and safety, Taxes, Transport and vehicles, GDPR and cybersecurity, Payroll and labor law, Commercial and corporate law, Waste and the environment, Fire protection, Construction, Accounting and audit, Public procurement.
The Collection of Laws tab (regulation catalog) in the Legislation module
The Collection of Laws tab is used to search the entire catalog of regulations. The filter row contains the following elements:
- Regulation number or name: for example 262/2006 or part of a title, at most 100 characters; the Enter key also starts the search.
- Regulation type: All types of regulations, acts, government decrees, ordinances, notices, Constitutional Court judgments, consolidated texts.
- Year of promulgation of the regulation: from 1918 to the current year.
- Regulation validity: "Current only" (default) or "All (including repealed)".
- Search in: "title and regulation number" or "text of regulations (e-Sbírka)". The switch is present only when full-text search is available for your company.
Without a search, the last 30 regulations are shown under the heading "Newly Published Regulations"; with a search, "Search Results" are shown (at most 50; if the list is truncated, a message asks you to narrow the search).
Validity filter: Current only and All (including repealed)
In the Collection of Laws of the Legislation module, the validity filter determines whether you see repealed regulations. The "Current only" option is the default and hides repealed regulations; regulations with a future effective date remain visible. A regulation whose status the module has not yet determined is not hidden. If you enter an exact citation, for example 65/1965, the validity filter is not applied and you will get even a repealed regulation, with a badge. The "All (including repealed)" option shows repealed regulations with a grey badge "Repealed regulation". The choice is remembered for the duration of your login; after you log in again, "Current only" applies once more.
Search results and regulation status badges
A result row in the Collection of Laws of the Legislation module shows the date of publication (or the year), the title of the regulation as a link to the detail, and on the right a green label "Monitored" or the button Follow (with the permission to manage regulations). The grey badge "Repealed regulation" marks a repealed regulation, and the yellow badge "Future version" a regulation with a future effective date. A regulation that the catalog does not know yet (published today) is shown only as a link to e-Sbírka without the Follow and Text buttons.
Regulation detail in the Legislation module
You open the regulation detail in the Legislation module with the eye icon or by clicking the title of the regulation in any list. The left column shows a card with the title of the regulation. If the regulation is repealed, a red bar "The regulation was repealed by: … (date)" or "Repealed regulation" is displayed above it. Below you see the rows Published, Effective as of, Latest version (with the label "Future version" for a future version) and Fields (the AI label has a tooltip with the percentage and the reason for the assignment). The buttons Text of the regulation and Open in e-Sbírka open the text in the application and the official page of the regulation, respectively.
The right column contains the cards "Tracking", "Compliance Review" and "Linked Guidelines".
Timeline of versions of a regulation
The "Timeline of Versions" card in the regulation detail of the Legislation module lists all versions of the regulation. It loads with the message "Loading the text of the regulation…"; if that fails, you will see "The version history could not be retrieved from the e-Collection." The table shows the effective date (from – to), the version label, the column "Amendments effective in this version" and buttons. Only the eight most recent past versions are shown; you open the rest with the button "View all versions (N)".
| Version label | What it means |
|---|---|
| Current version (green) | The version that applies today |
| Future version (yellow) | A version that has yet to take effect |
| Published text (blue) | The original text at the time the regulation was published |
| Previous version (grey) | A version that no longer applies |
For an approaching effective date there is also a red label "Effective date approaching". For an amendment for which the company has a record, there is a bell with the tooltip "Company's Response" that leads to the detail of the change. The button What Has Changed opens the comparison with the previous version, and the button Text opens the text of that version.
The Linked Guidelines card in the regulation detail
The "Linked Guidelines" card in the regulation detail of the Legislation module shows all directives that you have linked to the regulation. The icon before the name tells you where the directive comes from: a sheet of paper is a document from the Documents module, a book is a page from the Wiki module. The name is a link that opens in a new tab, and the guarantor is in brackets. The row "Provisions under review: § …" shows the selected sections. Each row has the icons Edit (pencil) and Delete record. The button Link a directive adds another one; for a regulation that is not yet monitored, a note warns you: "By linking the guideline, you will begin tracking the regulation."
Text of the regulation in the Legislation module
The Text of the regulation screen in the Legislation module lets you read an entire regulation without leaving the application. You open it with the "Text of the regulation" button in the regulation detail, with the "Text" button on a version in the timeline, or from a result of a full-text search. At the top you choose the version in the drop-down list (the date and the label of the version) and into the field Search within the text of the regulation you type the expression you are looking for (at most 100 characters). The Previous and Next buttons and the match counter take you through the occurrences; the Enter key works the same way. Without an exact phrase, individual words are highlighted.
On a wider screen there is an outline of the regulation on the left (parts, chapters, sections); clicking an item scrolls the text to that place. The row "Version: from – to" is complemented by the link "Open in e-Sbírka". If the text cannot be loaded, you will see the message "The text of the regulation could not be retrieved from the e-Collection." and a button to open the regulation directly in e-Sbírka.
The "What Has Changed" comparison of versions in the Legislation module
The "What Has Changed" window in the Legislation module shows which parts of the text of the regulation were changed by an amendment. At the top there is the row "Comparison of versions effective as of [date] → [date]" and a list of amendments that took effect in that version. Each changed part has a label: "Inserted" (green), "Deleted" (red) or "Changed" (yellow), a citation of the provision and a link to e-Sbírka. For a modification, the "Original text" (struck through) and the "New wording" (highlighted) are shown side by side.
A provision that you monitor in one of the linked directives has a red label "You are monitoring" and a red stripe. An explanatory message may also appear:
- "This is the first version of the regulation; there is nothing to compare it to."
- "In this version, the text of the regulation has not changed."
- "The comparison of versions is being prepared – e-Sbírka has not yet published the version of the regulation after this amendment." (the comparison appears with a delay after the amendment is published)
- "The comparison of versions could not be created. You can find the changes in the text of the amendment in e-Sbírka."
- "The comparison was created by comparing both versions provision by provision…" (the changed provision is shown in full, without highlighting of individual words)
Change detail and the Company's Response card in the Legislation module
You open the change detail in the Legislation module with the eye icon in the Changes tab. The card at the top shows the type of change (Amendment, Repeal of the regulation, New regulation), the regulation being monitored, the amendment, and the date of publication and of effect (there may be several). The card "Summary of the Amendment (AI)" carries the label "A fundamental change" or "A formal change" and a note that the summary was created by artificial intelligence and that only the wording in the Collection of Laws is binding. Until the summary is available, you will see "The summary is being prepared." Only for an amendment is there the card "What Is Changing in the Regulation" with the comparison of versions. If several amendments took effect on the same day, the comparison includes their changes as well and warns you about it.
The right card "Company's Response" contains, for each linked directive, a block with the status, a link to the directive, a conformity label ("Applies to § …", "This may apply to § …", "Provisions not covered"), the resolver, the link "Revision task", a note and status buttons. At the bottom there is the button Link a directive.
Record statuses in the Legislation module
The Legislation module works with several kinds of statuses: the status of the company's response to a regulation change, conformity with the monitored provisions, the status of the regulation in the Collection, the tracking status and the result of a compliance review.
Status of the company's response to a regulation change
For every change of a monitored regulation (an amendment or a repeal), the Legislation module records the status of the company's response. You see it in the Status column of the Changes tab and on the "Company's Response" card.
| Status | What it means | How a record gets there | Who is allowed |
|---|---|---|---|
| New change | The company has not yet decided about the amendment or repeal | Created automatically during the night after an amendment or repeal of a monitored regulation is published | Created automatically |
| Currently being addressed | The company is working on the change | By clicking "Currently being addressed" | Addressing the Impacts and higher |
| Guideline Revised | The linked directive was checked or modified after the amendment | By clicking "Guideline Revised"; only if a directive is linked to the impact | Addressing the Impacts and higher |
| No impact | The company has assessed that the change does not concern it | By clicking "No impact", individually or in bulk | Addressing the Impacts and higher |
The button "Reopen" returns a record from a closed status to the status "Currently being addressed".
Conformity label for the monitored provisions
The conformity label in the Legislation module is not a status but a hint as to whether an amendment changes the sections you selected for a directive. The label filters nothing: both the change and the revision task are always created. After you edit the link, the label is recalculated.
| Label | What it means |
|---|---|
| Applies to § … (red) | The amendment changes at least one provision selected for the directive; the list is shown in the label |
| This may apply to § … (yellow) | The change of the monitored provision is in a version in which another amendment also took effect, so it cannot be said which one caused the change |
| Provisions not covered (grey) | The amendment changes none of the selected provisions |
| No label | No provisions are selected, it concerns a repeal or a new regulation, the impact has no directive, or the comparison of versions is not ready yet |
Status of the regulation in the Collection and the tracking status
In the Legislation module you see two independent pieces of information for every regulation. The first is the status in the Collection: a repealed regulation (the badge "Repealed regulation" in the catalog and a red bar in the detail), a regulation with a future effective date (the badge "Future version") and an otherwise valid regulation without a badge. The module determines the status itself; for some regulations it may not be known yet, and such a regulation is not hidden. The second is the tracking status:
| Tracking status | What it means | How it gets there |
|---|---|---|
| Monitored: "The regulation falls within the field you are monitoring." | It is monitored because it belongs to a switched-on field | Automatically when a field is switched on |
| Monitored: "Added manually" | It is monitored regardless of the field | With the "Follow" button in the catalog or in the detail |
| Not monitored | It is not monitored | With the "Stop following" button or by switching a field off |
| Excluded from a field | It belongs to a switched-on field but was excluded manually | With the "Stop following" button on a regulation from a switched-on field |
Result of the compliance review of a regulation
Every record of a compliance review in the Legislation module is independent and stays permanently in the history as evidence for audits.
| Result | What it means |
|---|---|
| The company is in compliance with the regulation | The review confirmed that the company fulfils the requirements of the regulation |
| Compliance requires action | The review found that something needs to be adjusted |
Basic operations in the Legislation module
This chapter describes step by step the most common activities in the Legislation module: switching on a field, finding and monitoring a regulation, linking a directive, handling an amendment and recording a compliance review.
Procedure: Switching on a legal field in the Legislation module
In the Legislation module, you switch on monitoring of a whole legal field as follows:
- Open the Fields tab.
- Tick the tile of a field that concerns the company (or clear the tick of a field that does not).
- The change is saved immediately, without a Save button.
By switching a field on, its key regulations and the new regulations that AI assigns to the field above the set minimum confidence start to be monitored.
Procedure: Finding and monitoring a specific regulation in the Legislation module
- Open the Collection of Laws tab (or click Add regulation in the Monitored Regulations tab).
- In the Regulation number or name field, enter the number or name, optionally narrowing the selection by regulation type and year of promulgation.
- If you want to see repealed regulations as well, switch Regulation validity to "All (including repealed)".
- Click Search and then, on the regulation found, click Follow. The label "Monitored" appears.
Procedure: Finding a regulation by words in its text (full-text search)
Full-text search in the Legislation module finds regulations by words in their text, even if you do not know them by number or title. The switch is available only when search in e-Sbírka is switched on for your company.
- In the Collection of Laws tab, choose "text of regulations (e-Sbírka)" in the Search in field.
- Enter the expression you are looking for (at least 2 characters), optionally narrow the selection by type, year and validity, and click Search.
- In the list "Regulations containing the search terms (N)", click Text on a regulation. The text of the regulation opens with the matches highlighted and arrows between them.
- You display further results with the Next button and go back with the Previous button.
Note: if e-Sbírka does not respond, the message "The search for text within the regulations was unsuccessful; please try again later." is displayed. Try again later or search by name.
Procedure: Stopping and resuming the monitoring of a regulation in the Legislation module
- In the Monitored Regulations tab, click the Stop following icon on the regulation.
- A regulation that the company monitored only manually disappears from the list.
- A regulation belonging to a switched-on field moves to the card "Excluded from the industries", from which you bring it back with the Resume tracking button.
- In the detail of a regulation with a manual choice, the button "By field" is also offered. It cancels the manual choice, and only the switched-on field then decides about monitoring.
Procedure: Setting the guarantor and the note for a monitored regulation
In the detail of a monitored regulation in the Legislation module, you set the responsible person and your own note.
- Open the regulation detail.
- In the "Tracking" card, select an employee in the Guarantor field, or leave "Default guarantor".
- In the Note on the regulation field, write why you monitor the regulation or which sections it concerns (at most 5000 characters).
Both fields are saved automatically when you leave the field. Without the permission to manage regulations, the note is read-only.
Procedure: Linking a directive from Documents or Wiki to a regulation
In the Legislation module you link a company directive to a regulation so that a response and a revision task are created for you after every amendment. A directive can be a document from the Documents module or a page from the Wiki module.
- In the regulation detail (the "Linked Guidelines" card) or in the change detail (the "Company's Response" card), click Link a directive. The window "Link a directive" opens.
- In the Directive field (required), choose an item. The offer is grouped by folders: first "Documents: …", then, if the Wiki module is switched on, "Wiki: …". The latest version of a document or page is offered, and only what you are allowed to read. Items that are already linked are inactive.
- Optionally select a Guarantor. The guarantor receives a task to revise the directive after an amendment. Without a selection, the default guarantor applies.
- Optionally, in the field The guideline applies only to these parts of the regulation, select one or more parts, chapters or sections (see the following procedure).
- Click Save.
If the regulation has not been monitored so far, it starts to be monitored. If the linking concerns an amendment that you are handling right now, the new directive is added to it and a task is created. If you try to link a directive that you are not allowed to read, "You don't have access" is displayed.
Procedure: Selecting the monitored provisions of a linked directive
The monitored provisions in the Legislation module tell which sections of a regulation a directive concerns, so that for every amendment you see at once whether it affected them.
- In the window "Link a directive" or "Edit link to directive", click the field The guideline applies only to these parts of the regulation.
- Select one or more items from the list of parts, chapters and sections of the current version. An empty field means the entire regulation.
- Click Save.
Tip: both the change and the revision task are always created; the selection of provisions only adds the label "Applies to", "This may apply to" or "Provisions not covered" and marks your sections in the comparison of versions. If the outline cannot be loaded, the message "The list of provisions could not be retrieved from e-Sbírka – the directive will be linked to the entire regulation." appears. Loading the outline can take a few seconds when the window is opened for the first time.
Procedure: Editing the link to a directive in the Legislation module
- In the regulation detail, in the "Linked Guidelines" card, click the Edit icon (pencil) on the row.
- In the window "Edit link to directive", change the Guarantor or the monitored provisions. The directive is displayed only as text and cannot be replaced.
- Click Save.
If you want to link a different directive, delete the link and create a new one. A provision that has meanwhile disappeared from the regulation stays in the selection if the link already had it.
Procedure: Removing the link to a directive in the Legislation module
When the company stops linking a directive to a regulation, remove the link as follows:
- In the regulation detail, in the "Linked Guidelines" card, click the Delete record icon on the row.
- Confirm the question "Do you really want to delete this record?".
Removing the link cancels only the connection in the Legislation module. The document in the Documents module and the page in the Wiki remain unchanged.
Information bar on a directive in the Documents and Wiki modules
If a directive is linked to a monitored regulation, a blue bar "The directive is linked to regulations" with links to the regulations is shown in the document detail in the Documents module and above the content of a page in the Wiki module. The link opens the regulation detail in the Legislation module. If an unresolved response is waiting after an amendment, a red text "It is awaiting revision due to an amendment to the regulation." is added, with the number of responses in brackets and a link to the Changes tab. The bar is visible only to a user with permission to read the Legislation module and it cannot be closed. It is not shown in a publicly shared Wiki.
Procedure: Recording a compliance review of a regulation
In the Legislation module, a compliance review can be recorded only for a regulation that the company monitors.
- In the detail of a monitored regulation, in the "Compliance Review" card, click Record compliance review.
- Fill in the required field Date of compliance review; it is preset to today, and a date in the future is shortened to today's date.
- Select the required field Result of the compliance review: "The company is in compliance with the regulation" (default) or "Compliance requires action".
- Optionally fill in the Note (at most 5000 characters).
- Click Save.
The record stays in the history (Date, Result of the compliance review, The review was conducted by) and moves the deadline of the next review. The "Compliance Review" card is shown for a monitored regulation if the review interval is non-zero, or when a history already exists. After the deadline, the label "The compliance review is past due" is displayed on it.
Procedure: Responding to an amendment (change) of a monitored regulation
- In the Changes tab, open the change detail with the eye icon.
- Read the summary of the change and the card "What Is Changing in the Regulation". The conformity label tells you whether the amendment affected your sections.
- In the "Company's Response" card, click Currently being addressed on a new change. When the revision is finished, click Guideline Revised; if the change does not concern the company, click No impact.
- You can write a note into the Note field at any time; it is saved by itself.
- You return a closed item to the status "Currently being addressed" with the Reopen button.
Procedure: Finding out what an amendment changed in the text of a regulation
In the Legislation module you can find the changed provisions in two ways. First: in the change detail, in the card "What Is Changing in the Regulation". Second: in the regulation detail, in the "Timeline of Versions" card, click What Has Changed on the relevant version. If you want to go through the entire version, click Text on it. After an amendment, the comparison may appear with a delay, once e-Sbírka publishes the new version.
Procedure: Marking changes in bulk as "No impact"
- In the Changes tab, tick the rows that do not concern the company, or the box in the header to select all.
- Click Mark selected items as having no impact (N), where N is the number of selected rows.
- Confirm the question "Mark the selected regulation changes as No impact?" with the Yes button.
- A message with the number of marked records is displayed and the table is refreshed.
The button becomes active only after you select a row and is visible only with the permission to address impacts. Without a selection, the message "You have not selected any pending rule changes." is displayed.
Export of the register of legal requirements
In the Monitored Regulations tab of the Legislation module you will find the register of legal requirements, that is, an overview of all regulations monitored by the company, suitable as a basis for an audit (for example under ISO). The register is based on the same data as the table and you can download it in two formats. Both exports are available to anyone who is allowed to read the module. The header contains the title "Register of Legal Requirements", the company, the date of preparation and the line "The register was prepared by" with the name of the person who prepared it.
Export: Legal Requirements Register (Excel)
Export of the register of legal requirements from the Legislation module into a workbook for further processing or archiving outside the application. Columns: Regulation, title, Why we track, Guarantor, Note on the regulation, Linked Guidelines (each on a new row), Latest amendment, Impacts of amendments (unresolved / total), Most recent compliance review, Result of the compliance review, The review was conducted by and Next compliance review.
- In the Legislation module, open the Monitored Regulations tab.
- Click the button Legal Requirements Register (Excel) above the table.
- The file is downloaded to your computer.
Output format: XLSX
Export: Register of Legal Requirements (PDF)
Export of the register of legal requirements from the Legislation module into a printed form in A4 landscape format, intended as evidence for an audit or for archiving.
- In the Legislation module, open the Monitored Regulations tab.
- Click the button Register of Legal Requirements (PDF), right next to the export to Excel.
- If the company monitors more than one field, you can use the drop-down arrow next to the button to choose the register for just one field.
- The file opens in a new browser tab.
Output format: PDF
Automatic monitoring and notifications in the Legislation module
The Legislation module does a large part of the work by itself in the background: it monitors the Collection of Laws, creates responses to amendments, calculates comparisons of versions, sends e-mails and reminds you of deadlines.
Nightly monitoring of the Collection of Laws
Every night the Legislation module finds out what has changed in the Collection of Laws, and for new and monitored regulations it recognizes an amendment, a repeal or a new regulation. AI assigns newly published regulations to fields and writes, in Czech, a summary of what the amendment changes. If a comparison of versions is available, the summary is written from it. The module also continuously determines which regulations are repealed, so that the "Current only" filter works.
Creating a response to an amendment and a revision task
As soon as an amendment or repeal of a monitored regulation is published (or a new regulation in your field, if notification is switched on), the Legislation module creates a "New change" item separately for each linked directive, or once without a directive. If "Create tasks for policy review" is switched on, the resolver (the guarantor of the link, otherwise the guarantor of the regulation, otherwise the default guarantor) receives a revision task due according to the settings. Both the task and the e-mail contain a sentence saying whether the amendment changes the monitored provisions, for example "The amendment modifies the provisions in question: § …" or "The amendment does not change the provisions covered by this directive". A task is also created when the label is "Provisions not covered". You open the task from the change detail with the link "Revision task".
Reminder before an amendment takes effect
The Legislation module watches open changes (New change, Currently being addressed) that have not yet taken effect. When the nearest effective date falls within the number of days set in "Notify before taking effect", it sends the resolver one e-mail "The effective date of the regulatory changes is approaching" with a list of changes: the effective date, the regulation, the amendment, the directive and a link to the detail. If the change has no resolver, the e-mail goes to the recipients of notifications. A reminder is sent once for each effective date, so a bulk amendment with a further effective date later is announced again. The reminder ends when the change is closed (revised or no impact).
Summary e-mail about changes and the compliance review reminder
Once the AI summary of an amendment is ready, the Legislation module sends the recipients of notifications one summary e-mail for all new changes. If a non-zero review interval is set, the module watches, for every monitored regulation, the deadline of the next review (the last review, otherwise the start of monitoring, plus the interval). After the deadline, one summary task with a list of regulations is created for the guarantor and an e-mail is sent; if the guarantor does not record a review, the reminder is repeated after 30 days.
Automatic selection of fields when the Legislation module is first switched on
A company that switches on the Legislation module and has no settings of its own yet gets fields preselected according to which other modules it already uses. For example, the occupational safety module switches on the fields occupational health and safety and Fire protection, the accounting module the fields Taxes and Accounting and audit, and the vehicle fleet module the field Transport and vehicles. The fields Payroll and labor law and GDPR and cybersecurity are always preselected. Changes from the last 30 days are loaded retroactively, and the user who switched the module on becomes both the recipient of notifications and the default guarantor.
Integration with other modules
The Legislation module is connected with the Documents, Wiki and Tasks modules. From the first two it draws the company directives linked to regulations, and in the third it creates revision tasks.
Documents
The Legislation module selects directives to be linked to a regulation from the documents of the Documents module. It offers only documents from folders that you are allowed to read, and only their latest version. In the detail of a document linked as a directive, an information bar "The directive is linked to regulations" is displayed at the top, and possibly the notice "It is awaiting revision due to an amendment to the regulation." with a link to the Changes tab. The link to the directive in the regulation, in the list of changes, in the e-mail and in the task leads directly to the document.
Wiki
A directive in the Legislation module can also be a page from the Wiki module, if the Wiki module is switched on. Pages are offered according to the permission for the folder where the latest version of the page is stored; if a new version is saved to a different folder, the permission and the link follow the new folder. The link leads directly to the Wiki page and above the page there is the same information bar as for a document. After an amendment, the task and the e-mail refer to the Wiki page in the same way as to a document. A deleted directive is displayed only as a number without a link.
Tasks
Creating tasks for revising directives after an amendment is optional in the Legislation module (the setting "Create tasks for policy review") and works only if the Tasks module is switched on. Otherwise the Legislation module points out the need for a revision only by e-mail. You open the created task from the change detail with the link "Revision task". The summary task for the guarantor is created in the same way when a compliance review reminder is sent.
Troubleshooting
This chapter summarizes the most common questions and messages in the Legislation module and tips for everyday work.
Frequently asked questions about the Legislation module
Question: Why do I see the message "You don't have access" in the Legislation module?
Solution: You do not have sufficient permission, or you are trying to link a directive that you are not allowed to read yourself. Ask the module administrator to grant you the permission, or choose a different directive.
Question: Why can the link not be saved in the window "Link a directive" and the message "Select a directive." is displayed?
Solution: Nothing is selected in the Directive field. Choose a document from the Documents module or a page from the Wiki module. The offer contains only what you are allowed to read.
Question: Why do I not see Wiki pages in the directive selection?
Solution: The Wiki module must be switched on in the company and you must have the permission to read the folder where the latest version of the page is stored.
Question: Why can I not find an old repealed regulation in the Collection of Laws?
Solution: The "Regulation validity" filter is set to "Current only". Switch it to "All (including repealed)" or enter an exact citation, for example 65/1965.
Question: Why is the "Search in" switch missing in the Collection of Laws tab?
Solution: Search within the text of regulations is available only when it is switched on for your company. You can always search by number and title.
Question: Why do I see "The comparison of versions is being prepared" on a change?
Solution: e-Sbírka has not yet published the version of the regulation after the given amendment. The comparison will appear by itself once the version is available. In the meantime you can find the changes in the text of the amendment in e-Sbírka.
Question: Why can a compliance review not be recorded, and the message "A compliance review can only be recorded for a tracked regulation." is displayed?
Solution: The company does not monitor the regulation. First start monitoring it and then record the review.
Question: Why, after clicking "Mark selected items as having no impact", is "You have not selected any pending rule changes." displayed?
Solution: No unresolved row is ticked in the Changes tab. Tick at least one, or use the box in the table header.
Question: Why did a "New change" item appear in the Legislation module even though I did nothing?
Solution: The module created the item automatically during the night after an amendment or repeal of a monitored regulation was published. Decide whether it concerns the company, using the buttons "Currently being addressed" or "No impact".
Tips for working efficiently with the Legislation module
- Tip: In the Fields tab, switch on all the fields that concern the company. The module will monitor their key regulations by itself.
- Tip: To every monitored regulation, link the relevant directive from Documents or Wiki. After an amendment, the person responsible for the directive then receives a revision task.
- Tip: For extensive regulations, for example the Labour Code, select for the directive only the sections it concerns. The label "Applies to § …" will immediately show you which amendments are worth reading.
- Tip: Set a default guarantor so that no change or task is left without a resolver.
- Tip: Go through unresolved changes in the Changes tab with the "Unresolved" switch. Mark changes that do not concern the company in bulk as "No impact".
- Tip: Set "Notify before taking effect" to the number of days the company needs to adjust a directive, and you will not be surprised by the effective date of an amendment.
- Tip: Before an audit, download the register of legal requirements in Excel or PDF. It contains the current monitoring status and the latest compliance reviews.