Overview:

This release delivers significant improvements across Smart Suite, including a new permissions system, major AI enhancements and critical bug fixes. Key highlights include comprehensive role-based access control with organizational unit scoping, AI-powered document editing capabilities in SmartDocs, enhanced Summary of Changes functionality, and improved platform stability with error logging integration.

What's New

Platform

1. Permission System - Assignable Scoped Roles

Implemented a comprehensive permission system combining system-defined roles with hard-coded administrative permissions and an attribute-based permission system for document access. This system introduces scoped roles - the ability to assign users a role bound to a specific organizational unit (e.g., "Pilot - UK AoC") for precise access control. Access rights can be granted by role, organizational unit, or scoped role for specific documents or all documents of a given type.

System Roles

System Admins receive full administrative access to the Access Management Module, enabling complete user management, role assignment, and organization unit configuration. The System Admin system role can be assigned to users within the Access Management module.

• Users

  • Create, View, Update, Delete

• Roles

  • Create, View, Update, Delete

• Organization Units

  • Create, View, Update, Delete

• Seats

  • Assign, Unassign

Document Managers gain administrative control over all SmartDocs functionality and full permissions to all documents in the system. The Document Manager system role can be assigned to users within the Access Management module.

• Reference Settings: Create, View, Update, Delete

• Folders: Create, View, Update, Delete

• Document Types: Create, View, Update, Delete

• All Documents

  • Create, View, Update, Delete

  • Manage permissions

  • Publish

  • Manage tags (add/remove)

  • View change requests (CRs)

  • Create CRs

  • Manage CRs (edit/delete)

  • Change CR status

Document Owners gain automatic full permissions over documents they create, with ownership assigned at document creation.The Document Manager is defined within the manage screen for each document.

• Owned Documents

  • Create, View, Update, Delete

  • Manage permissions

  • Publish

  • Manage tags (add/remove)

  • View change requests (CRs)

  • Create CRs

  • Manage CRs (edit/delete)

  • Change CR status

User Defined Roles and Scoped Roles

Beyond standard role and organizational unit assignments, administrators can now assign scoped roles - binding a specific role to a specific organizational unit for users who belong to both. This feature is designed to address situations where users perform a role in a specific organization unit only. For example, a user might be both a Safety Manager and a Pilot, working across UK AoC and Canada AoC organizational units. However, their pilot role may only apply to UK operations.
 

When assigning access rights, administrators can target different levels of specificity:

Assigning Document Permissions

Document Type Permissions Document Managers can control access to entire document categories through the Permissions option in the sidebar menu, enabling bulk permission management (e.g., providing read access to all safety manuals).

Individual Document Permissions Specific document access is controlled through the Permissions tab in the document management screen, allowing granular control over individual document access rights.

2. Enhanced Error Logging

Added comprehensive error reporting integration with NewRelic for actor actions and system operations. This provides detailed error tracking and debugging capabilities, enabling faster issue resolution and better system monitoring.

SmartDocs

1. AI-Powered Document Interaction

The SmartDocs editor agent that can directly edit document content within the chapter editor. The agent provides intelligent document editing capabilities while maintaining user control by requiring users to confirm changes before they are committed to the document. Users can turn on editing mode by select it at the bottom of the AI Chat window (SmartDocs must be editor mode).

2. Advanced AI Context Management for Large Documents

Implemented dynamic context loading for large chapters and documents to prevent token limit issues during AI interactions. The system now intelligently restricts context passing when documents exceed certain token thresholds and forces dynamic information fetching instead of loading full context, allowing for more extensive conversations with AI agents on large documents.

3. Enhanced AI Agent Status Messaging

Improved the status messaging system for AI agents with more meaningful progress indicators during tool execution. Users now see detailed status updates about what the AI agent is currently processing, including specific tool names and operation descriptions, providing better transparency into AI operations.

4. Summary of Changes

The Summary of Changes (SoC) provides readers with a a high-level overview of changes made to a document in the most recent version, including the section which changed, and a narrative description of that change. SmartDocs will provide the SoC in two forms: 1) a SoC table when viewing the document as a digital or printed PDF (the location of this table is shown with a placeholder in the digital editor/reader) and 2) a separate digital SoC embedded in the version comparison screen the SmartDoc reader.

5. AI Template Improvements

Update the prompts for AI Templates so the feature can create better quality outputs for a wider range of documents, and improve the depth of those templates. Added comprehensive document type knowledge to the template agent, enabling it to understand different aviation document types (Operations Manual, Safety Management System Manual, Training Manual, etc.) and their specific structural requirements. This allows for more accurate template generation based on document type and jurisdiction requirements.

Bug Fixes & Improvements

Platform

• Fixed SmartDoc seat assignment issue where user attributes were being overridden causing loss of user groups

• Resolved document permission management issues for non-system admin users

• Updated UserGuiding integration to point to production environment

• Fixed performance issues with permissions endpoint using bulk checking

• Resolved organization unit role binding issues for Document Managers

• Fixed resource set removal issues during user service startup

• Resolved System Admin access issues to Access Management module

• Fixed migration column clashes and synchronization issues

• Fixed incorrect principal counts in permission configuration

• Improved empty state handling for document type permissions

• Removed legacy guards from smart controllers to improve new permissions system compatibility

SmartDocs

• Resolved multiple customer-reported issues with PDF document loading and AI converter functionality

• Fixed intermittent failures when navigating the application due to dynamic module loading issues

• Fixed heading level selection display in dropdown menus and resolved link functionality issues

• Fixed image caption inclusion in PDF exports and resolved list formatting inconsistencies

• Fixed "Delete Document" functionality from context menu and resolved "Go to Target" button errors

• Fixed AI Template population issues and improved editorial comment resolution

• Fixed Summary of Changes locking and calculation issues

• Improved version comparison capabilities and document processing reliability

• Fixed infinite loop of failed requests on Change Requests page

• Resolved sidebar structure normalization issues and implemented cache workarounds

• Fixed chapter name preservation during document import process

• Enhanced document elements caching with version ID support for better performance

• Improved context management for large chapters with dynamic loading

• Enhanced AI agent status messaging and tool integration

• Better editor experience with single active tab enforcement

• Enhanced template agent capabilities with research-only regulation tools

• Improved document type context and knowledge integration

• Enhanced suggestion clearing on navigation and better workflow integration

• Implemented a system that ensures only one document editing tab can be active at a time

• Enhanced the document elements caching system to include version ID support, ensuring that cached content is properly aligned with specific document versions

SmartRegs

• Updated Maldivian aviation regulations to current May 2025 version

End-User Impacts

• Feature Availability: The permission system is currently disabled in beta/staging environments during final integration testing. Users will receive a system notification when the feature is activated.

• Known Issue: Users may occasionally encounter chapter sync errors when using the AI agent. This issue is under active resolution and will be addressed in an upcoming hotfix release.

Support Impacts

• While the permission system remains disabled in beta/staging environments, support teams should monitor for and escalate any permissions-related issues, including:

  • Users unable to create, view, or update documents

  • Loss of access to previously available screens or menu options

  • Unexpected permission-related error messages

Notes

• No notes for this release.

Contact

TrustFlight Helpdesk