Legislation

What amendment tracking does and who it saves work

Every night the Legislation module goes through the Collection of Laws, compares it with the regulations your company tracks, and each morning shows which of them were changed by an amendment or repealed. For every change you see right away what actually changed in the text, from when it applies, and which internal policy needs a check.

It pays off wherever one person has to follow several regulations at once: the HR officer (labor code, payroll rules), the safety technician (occupational safety, fire protection), the accountant (taxes, accounting) or the managing director who carries responsibility for all of it. Until now these people often kept a spreadsheet with a "last checked" note and hoped nothing slipped past. The module replaces the spreadsheet and does what a spreadsheet cannot: it alerts you, creates the task itself, and keeps proof that the company responded to the change.

• Switching on a field (occupational safety, taxes, GDPR and others) starts tracking its key regulations, so you do not have to look them up one by one.
• Every amendment comes with a summary written by AI in Czech; the binding text, however, remains the wording in the Collection of Laws.
• The labels "Concerns § …", "May concern § …" and "Outside tracked provisions" tell you whether the amendment touched sections you care about.
• Every compliance review and every response to a change stays in the history as audit evidence.

How the module handles an amendment, step by step

Overnight the module detects what changed in the Collection of Laws and, for tracked regulations, recognizes an amendment, a repeal or a new regulation in your field. For every linked policy it creates an item with the status "New change"; if the regulation has no policy, a single item is created. In the morning you find it in the Changes tab, where the "Unresolved" switch hides everything already handled.

The assignee opens the change detail with the eye icon. They read the summary, the "What changes in the regulation" card and the match label, then choose one of three steps: "In progress", "Policy reviewed" or "No impact". The note on each response saves itself. A closed item goes back to "In progress" with the "Reopen" button.

If "Create policy review tasks" is switched on in the settings, the assignee gets a ready-made task with a due date based on the number of days you set (30 by default). The assignee is the owner of the link, otherwise the owner of the regulation, otherwise the default owner. Both the task and the email contain a sentence saying whether the amendment changes the tracked provisions, for example "The amendment does not change the provisions tracked for this policy". The task is always created, even when the label says "Outside". The decision that a change does not concern you therefore stays with a person, not with the module.

Policies from Documents and from Wiki, and tracked provisions

To a tracked regulation you link the policy that the amendment is most likely to affect. That policy can be a document from the Documents module or a page from the Wiki module, if your company uses it. Companies that keep their operating rules and safety procedures in the Wiki do not have to move anything into documents.

In the "Link a policy" window the choices are grouped by folder: first "Documents: …", then "Wiki: …". You see only the latest version and only what you are allowed to read. For a document that means permission to the folder it sits in; for a Wiki page, permission to the folder holding its latest version. If someone saves a new version of the page into a different folder, both access and the link follow the new folder. The icon in the "Linked policies" card shows where the policy comes from: a sheet of paper is a document, a book is a Wiki page.

The choice "The policy concerns only these parts of the regulation" is optional. For a large labor code you select just the parts, chapters or sections your policy touches; an empty field means the whole regulation. The selection filters nothing, it only marks: a red "Concerns § …" label means the amendment changes the selected section, a yellow "May concern § …" appears when another amendment took effect in the same version and it is not possible to say which one caused the change. A gray "Outside tracked provisions" label saves you from reading amendments that do not concern you.

The linked policy is visible from the other side as well. In the document detail and above the content of a Wiki page a blue bar "The policy is linked to regulations" shows links into the Legislation module. If an unresolved response is waiting after an amendment, a red "Awaiting review due to a regulation amendment" appears with the number of responses. Only people allowed to read the Legislation module see the bar; it is not shown in a publicly shared Wiki. The task and the email after an amendment lead straight to the document or the Wiki page.

What changed: version comparison, text and timeline

The regulation detail contains a "Version timeline" card with all versions, with effective dates from and to, and the labels "Current version", "Future version", "Promulgated version" and "Past version". The eight most recent past versions are shown; you open the rest with "Show all versions". For an amendment your company has a record for, a bell icon leads straight to its response.

The "What changed" button opens a comparison with the previous version. Every changed part is marked "Inserted", "Deleted" or "Changed"; for edits, the struck-through old wording and the highlighted new wording stand side by side. A provision you track in some policy carries a red "Tracked" label and a stripe. The comparison appears with a delay after an amendment is promulgated, because e-Sbírka has to publish the new version first; until then the module says "Version comparison is being prepared" and you find the changes in the text of the amendment. The AI summary is then written from exactly this comparison.

The "Text" button opens the whole regulation inside the application. On the left is the outline (parts, chapters, sections), at the top a version dropdown and the Search in text field with Previous and Next arrows; without an exact phrase, individual words are highlighted. So you do not need to open a separate website to verify a single provision.

What the module can do: four tabs and searching the Collection

The "Regulation validity" filter has two options. "Current only" is the default and hides repealed regulations; regulations with a future effective date stay visible. "All (including repealed)" also shows repealed ones with a gray badge. If you enter an exact citation, such as 65/1965, you get the regulation even if it is repealed. The "Future version" badge marks a regulation whose wording has yet to take effect.

The "Search in" field switches between title and number and searching by words in the text of regulations, so you can find a regulation whose number you do not know. The switch appears only if full-text search is available to your company; searching by number and title always works. In the "Regulations containing the searched words" list, the "Text" button then opens the regulation with the matches highlighted.

How to choose a change-tracking tool: what to ask before buying

• Who decides that an amendment concerns the company? In the Legislation module it is not the system but the owner. The "Concerns § …" label only hints, and the task is always created; check that with a competing product a change does not get lost just because a filter judged it irrelevant.
• Can I see what exactly changed in the text? A notice that "an amendment was published" is not enough. The "What changed" comparison shows inserted, deleted and changed parts, with the old and new wording side by side for edits.
• Where does internal documentation link to? A policy can be a document from Documents or a page from Wiki. Ask whether the tool forces you to keep policies in one prescribed place.
• Can I also track a regulation outside the ready-made fields? In the Collection of Laws you search for any regulation by number, title or words in the text and add it with the "Track" button.
• What about a reminder before the effective date? An amendment is often promulgated months ahead. The module sends the assignee an email "Effective date of regulation changes approaching" at the lead time you set, 14 days by default.
• What does the auditor get? The register of legal requirements in Excel or PDF with owners, policies and the latest compliance reviews.

A module for a small team and for a company with several fields

A twenty-person company that out of eleven fields really cares only about Payroll and labor law, GDPR and Taxes switches on three tiles and leaves the rest off. One person, for example the accountant, then handles all changes; it is enough to name them as the default owner. Nothing else needs configuring.

A manufacturer with a vehicle fleet and a production hall switches fields on gradually: Transport and vehicles with the first company car, Fire protection and occupational safety with the start of operations, Waste and environment with the first waste register. The owner can be set separately for each regulation and each policy link, so the safety technician handles occupational safety amendments and the payroll accountant handles labor law amendments, each in their own task queue. Switching a field off deletes nothing: the regulations move to the "Removed from fields" card and come back with the history of links and reviews.

Rights are divided into four levels above "No access": reading, handling impacts and policy links, managing tracked regulations, and module settings. The managing director can just read and download the register, the owner handles responses, a chosen administrator manages the fields. The resulting right is always the higher of the one derived from the job position and the one set individually.

Where the module gets its data and where its outputs go

There is a single input and it runs without any work from you: every night the module downloads the current state of the Collection of Laws. You retype nothing and monitor no mailbox with a gazette. AI assigns newly promulgated regulations to fields and writes summaries of amendments, and for new regulations it adds how certain the assignment is. You set the minimum certainty from which a new regulation counts as yours, between 50 and 100 percent. The module also keeps checking which regulations have been repealed, so that the "Current only" filter does not lie.

You need no hardware; the module runs entirely in the application.

Outputs: email, task, register and a link to e-Sbírka

There are four ways out. Notification recipients get a single summary email for all new changes, not a separate message for each. The assignee gets a review task in the Tasks module, but only if that module is switched on; otherwise the need for a review is communicated by email and the Changes tab. Each tracked regulation has a link to e-Sbírka with the official wording. The fourth way is the register of legal requirements: an Excel file with the columns Regulation, Linked policies, Amendment impacts, Last compliance review and Next compliance review, or an A4 landscape PDF that, with several fields, can be printed for a single field. The header carries the register name, the company, the date and the name of the person who produced it.

You log a compliance review on a tracked regulation with the "Record compliance review" button: date, result ("The company complies with the regulation" or "Compliance requires measures") and a note. The record is never overwritten or deleted. With an interval set (12 months by default), the module creates a summary task for the owner and sends an email after the deadline; if the review is not logged, it reminds you again after 30 days.

What change tracking costs

The module is not paid for separately. It is included in every plan, which is billed per user per month; the number of fields or tracked regulations does not change the price. The detailed price list is on the page /en/pricelist.

A model case: fourteen people have access to the application, that is the managing director, the payroll accountant, the safety technician, the head of transport and other colleagues. On the Normal plan at EUR 2.5 per user per month that is 14 × 2.5 = EUR 35 a month excluding VAT, and that covers the whole application including Legislation. You need no hardware.

The more interesting question is how many people actually use the module. Everyone can read changes and download the register, while only selected owners handle impacts. Because you pay for access to the application, not for a role in the module, there is no point in rationing rights.

Free change tracking: when a spreadsheet is enough and where the limit is

A company that follows three or four regulations can keep up with amendments on its own. Browse the Collection of Laws once a month, note the result in Excel and you need nothing else. A spreadsheet with links to e-Sbírka, a "last checked" column and a calendar reminder is within anyone's reach and costs nothing.

The limit comes when you have to prove a response, not just awareness. A spreadsheet will not create a task for the policy owner, show which sections the amendment changed, remind you of an approaching effective date, or keep a tamper-proof history of compliance reviews for an ISO auditor. Full-text search of regulations and a timeline of all versions are missing from a free solution too; manual reading of e-Sbírka can replace them, but not quickly.

You can try the Legislation module free for 14 days and compare it with what you do by hand today.

How to set up the module in one afternoon

A company switching on the module for the first time does not start from a blank screen. Fields are preselected according to the modules it already uses: the Occupational Safety module adds Occupational safety and Fire protection, the accounting module adds Taxes and Accounting and audit, vehicle records add Transport and vehicles. 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 on the module becomes both the notification recipient and the default owner. Whoever the module is switched on for gets full rights to it.

It is usually done in an afternoon. Over the first few weeks the Changes tab shows whether you are tracking the right regulations, and the bulk button "Mark selected as no impact" clears those that do not concern you.