Matters Management and Collaboration Tool
Consolidate all documents and matter correspondences, including documents, emails, and notes, across different communication channels from both internal and external sources, into a single channel for correspondence.
Instructions
This page helps you prepare "Solution Requirements" section in Vendor Management Portal and you will see the exact questions and flow.
🔴 Mandatory questions: Must answer "Yes" to continue
🟡 Preferred questions: Can answer either way and continue
Follow the question flow as indicated
Q1 🔴 Mandatory - Cloud and Multi-Device Accessibility
Main Question: Does your solution allow for cloud-based, mobile-based, and/or web-based usage?
🔴 Answer: ○ Yes [Next: Q2] ○ No [⚠️ Cannot Proceed]
Q2 🔴 Mandatory - Matter-Centric Workspace
Main Question: Does your solution have matter-centric functions which allow users to create matters and automatically organise and save any documents, emails and notes to folders in the workspaces?
🔴 Answer: ○ Yes [Next: Q3] ○ No [⚠️ Cannot Proceed]
Q3 🔴 Mandatory - Task Management and Assignment
Main Question: Does your solution allow users to create, assign, and track tasks within each matter?
🔴 Answer: ○ Yes [Next: Q4] ○ No [⚠️ Cannot Proceed]
Q4 🟡 Preferred - Calendar Integration
Main Question: Does your solution include calendar functions with scheduling, reminders, and notifications pertaining to matter management?
🟡 Answer: ○ Yes [Next: Q5] ○ No [Next: Q5]
Q5 🔴 Mandatory - Real-time Collaboration
Main Question: Does your solution enable real-time collaboration features such as document co-editing, commenting, and version control?
🔴 Answer: ○ Yes [Next: Q6] ○ No [⚠️ Cannot Proceed]
Q6 🔴 Mandatory - Communication Tools
Main Question: Does your solution provide integrated communication tools such as messaging, discussion threads, or chat functions within each matter workspace?
🔴 Answer: ○ Yes [Next: Q7] ○ No [⚠️ Cannot Proceed]
Q7 🔴 Mandatory - Access Control and Permissions
Main Question: Does your solution enable users to set granular access rights and permissions for different team members within each matter?
🔴 Answer: ○ Yes [Next: Q8] ○ No [⚠️ Cannot Proceed]
Q8 🔴 Mandatory - Client Portal Access
Main Question: Does your solution provide secure client portal access where clients can view matter progress, documents, and communicate with the legal team?
🔴 Answer: ○ Yes [Next: Q9] ○ No [⚠️ Cannot Proceed]
Q9 🟡 Preferred - External Collaboration
Main Question: Does your solution allow secure collaboration with external parties such as opposing counsel, experts, or consultants?
🟡 Answer: ○ Yes [Next: Q10] ○ No [Next: Q10]
Q10 🔴 Mandatory - Progress Tracking and Reporting
Main Question: Does your solution provide matter progress tracking with status updates, milestone tracking, and reporting capabilities?
🔴 Answer: ○ Yes [Next: Q11] ○ No [⚠️ Cannot Proceed]
Q11 🟡 Preferred - Time Tracking Integration
Main Question: Does your solution integrate time tracking functionality for billable hours within the collaboration workspace?
🟡 Answer: ○ Yes [Next: Q12] ○ No [Next: Q12]
Q12 🔴 Mandatory - Notification System
Main Question: Does your solution provide automated notifications and alerts for task deadlines, matter updates, and team communications?
🔴 Answer: ○ Yes [Next: Q13] ○ No [⚠️ Cannot Proceed]
Q13 🔴 Mandatory - Audit Trail and Activity Log
Main Question: Does your solution maintain comprehensive audit trails and activity logs for all matter-related activities, document changes, and user interactions?
🔴 Answer: ○ Yes [Next: Q14] ○ No [⚠️ Cannot Proceed]
Q14 🟡 Preferred - Mobile Collaboration
Main Question: Does your solution provide full collaboration functionality through mobile applications for iOS and Android devices?
🟡 Answer: ○ Yes [Next: Q15] ○ No [Next: Q15]
Q15 🟡 Preferred - Integration with Legal Software
Main Question: Does your solution integrate with other legal software such as Practice Management Systems, Document Management Systems, or Legal Research tools?
🟡 Answer: ○ Yes [Next: Q16] ○ No [Next: Q17]
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Q16 🔴 Mandatory Follow-up - Integration with Legal Software - Elaboration
This question appears only if you answered "Yes" to Q15
Main Question: List the legal software and systems that your solution can be integrated with.
🔴 Answer: ○ Yes [Next: Q17] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q17 🟡 Preferred - AI Features
Main Question: Does your solution incorporate AI in your core features and functions?
🟡 Answer: ○ Yes [Next: Q18] ○ No [Next: Q19]
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Q18 🔴 Mandatory Follow-up - AI Features - Elaboration
This question appears only if you answered "Yes" to Q17
Main Question: Describe your AI feature and its benefits. Examples are:
a. Generate output, identify items, or provide recommendations based on training models to improve decision-making b. Recognise text, images to shorten time taken for manual inputs of forms c. Others, please specify
🔴 Answer: ○ Yes [Next: Q19] ○ No [⚠️ Cannot Proceed]
Text Elaboration Required: [Text Box for Description/Details]
Q19 🔴 Mandatory - Business Data Extraction
Main Question: Can your solution enable SMEs to efficiently extract business data in various discrete formats such as CSV, XLSX, XML, and TSV?
🔴 Answer: ○ Yes [Next: Q20] ○ No [⚠️ Cannot Proceed]
Q20 🔴 Mandatory - Personal Data Protection
Main Question: Can your solution demonstrate compliance with the following Personal Data Protection requirements?
Requirements: Digital solutions that collect, use, disclose, process or dispose personal data should incorporate features that support the obligations under the Personal Data Protection Act (2020).
Compliance Requirement: To comply with this requirement, you MUST complete the Personal Data Protection Requirements form at https://go.gov.sg/pdp.
🔴 Answer: ○ Yes [Next: Q21] ○ No [⚠️ Cannot Proceed]
Q21 🔴 Mandatory - Vulnerability Assessment/Penetration Testing (VA/PT)
Main Question: Has your solution undergone a comprehensive security vulnerability assessment/penetration testing (VA/PT) conducted by a qualified third-party within the last 12 months? The scope of the VA/PT must cover network security; application security; data protection measures and access control (if applicable); API security testing (if applicable); Cloud security configuration review (if applicable). Specifically, for web application security, the scope must cover minimally all OWASP Top 10 vulnerabilities.
Submission Requirements: Please submit the VA/PT report (dated maximum 1 year from the checklist submission date). The VA/PT Report must include Executive summary; Detailed findings and risk ratings; Remediation recommendations; Evidence of vulnerability fixes or mitigation plans; Testing methodology used; Scope of assessment; Assessor's qualifications and certifications.
Additional Information: If you are the reseller of the solution, please obtain the VA/PT report from your product principal. SOC 2 Type II report can be accepted if the detailed technical vulnerability assessment results are part of the SOC2 Type II scope.
Qualified Third-Party Definition: Qualified third-party refers to: CREST-certified companies [ https://www.crest-approved.org/members/] or companies with security professional with relevant CREST certifications; Security professionals with recognised certifications such as: Offensive Security Certified Professional (OSCP); EC-Council Certified Penetration Testing Professional (CPENT); GIAC Penetration Tester (GPEN); or other equivalent industry-recognised certifications.
🔴 Answer: ○ Yes [Next: Q22] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload] Text Elaboration Required: [Text Box for Description/Details]
Q22 🟡 Preferred - Cybersecurity Compliance - Cyber Essentials Mark (CEM)
Main Question: Are you the Product Principal of the solution that you are submitting for pre-approval?
🟡 Answer: ○ Yes [Next: Q23] ○ No [Next: Q25]
Q23 🟡 Preferred - CEM for Product Principal
Main Question: Has your organisation achieved CSA Cyber Essentials for ICT Vendor Mark certification or equivalent recognised cybersecurity certifications (including but not limited to Cyber Trust Mark or ISO27001) that validate the implementation of appropriate security controls against common cyber threats in your organisation and the solution you are submitting for pre-approval?
Requirements: Vendors are encouraged to comply at application and are required to meet this requirement by the Annual Review, where it will be assessed as mandatory.
Additional Information: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q24] ○ No [Assessment Finished]
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Q24 🔴 Mandatory Follow-up - CEM for Product Principal - Elaboration
This question appears only if you answered "Yes" to Q23
Main Question: Please specify the following information: i. The certificate demonstrating your organisation has attained Cyber Essentials for ICT Vendors ii. The cybersecurity certification the organisation has met iii. The scope of the certification
Submission Requirements: Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload] Text Elaboration Required: [Text Box for Description/Details]
Q25 🟡 Preferred - CEM for Resellers
Main Question: Has your organisation achieved CSA Cyber Essentials Mark certification or equivalent recognised cybersecurity certifications (including but not limited to Cyber Trust Mark or ISO27001) that validate the implementation of appropriate security controls against common cyber threats in your organisation and the solution you are submitting for pre-approval?
Requirements: Vendors are encouraged to comply at application and are required to meet this requirement by the Annual Review, where it will be assessed as mandatory.
Additional Information: For more information on Cyber Essentials mark, please refer to https://www.csa.gov.sg/cyber-essentials/
🟡 Answer: ○ Yes [Next: Q26] ○ No [Assessment Finished]
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Q26 🔴 Mandatory Follow-up - CEM for Resellers - Elaboration
This question appears only if you answered "Yes" to Q25
Main Question: Please specify the following information: i. The cybersecurity certification the organisation has met ii. The scope of the certification
Submission Requirements: Please also upload a copy of the Certification and indicate the Certification Issuance Date in the date field.
🔴 Answer: ○ Yes [Assessment Finished] ○ No [⚠️ Cannot Proceed]
Date of Issue Required: [Date Field] Upload Supporting Document Required: [File Upload] Text Elaboration Required: [Text Box for Description/Details]
Preparing for submission?
Your submission should contain screenshots and write-ups that clearly demonstrate compliance with each mandatory requirement sub-point. Contact us if you need help.
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