View source for Template:February2025Upgrade

==Overview==
Watch this video to get a general overview of the new features in this release.

{{#ev:youtube|XpPQCgh-ERw}}


''To watch this video in full screen, please click on the '''full screen''' button on the bottom right.''

==Upgrade Highlights==
* A new header experience featuring a simplified and streamlined navigation is available for users to try out (Beta).
* A new '''Test to Production (T2P)''' feature to track and promote configuration changes is available for internal staff to try out (Beta).
* The new interface for '''SmartFolders''' (introduced March 2024) is now enabled for all users.
* The new rich text editor (introduced November 2024) is now enabled for all users.
* Enhanced performance optimization options.
* New configuration settings designed to seamlessly align with your unique processes and preferences.

==Global System Upgrades==
The new features listed below are enhancements to the SmartSimple system and will be immediately available to SmartSimple users upon the application of the upgrade to their server:

===Major Updates===
====New SmartFolders Interface====
In March 2024 we introduced an updated '''SmartFolders''' interface featuring a modern design, consistent UI patterns, and improved performance. This new interface will now be enabled for all users. For a limited time, users will have the option to switch back to the classic interface. However, the classic version will be deprecated and permanently unavailable following the June 2025 upgrade.

[[File:2025-02-ticket-163834-1.png|thumb|none|800px|The new '''SmartFolders''' interface is now enabled for all clients.]]

<!-- 163834 - New SmartFolders toggle on for all -->

====New Rich Text Editor====
The new '''Rich Text Editor''' introduced in November 2024 will be enabled for everyone to ensure a secure editor experience. The classic rich text editor will be deprecated and permanently unavailable following the June 2025 upgrade.

[[File:2025-02-ticket-167158-1.png|thumb|none|800px|The new '''Rich Text Editor''' is enabled for all clients.]]
<!-- 167158 - Enable New Rich Text Editor for All Users -->

===Minor Updates===
====Standardized Lookups====
We have standardized the list of contacts and organizations displayed across AJAX and binocular icon lookups to reduce confusion. Before the upgrade, the AJAX lookup for contacts used the global lookup list view located at '''Global Settings''' > '''Users''' > '''Lookup List Views'''. After the upgrade, you may navigate to the desired '''UTA''' > '''Configuration Settings''' > '''Level 1''' tab > '''Standard Fields''' > Edit “Contacts”. There you can change the lookup list view to be what is desired for both lookups within that UTA. If you are using a linked record list, the lookup list view is chosen from within the custom field.

[[File:2025-02-ticket-166361-1.png|thumb|none|800px|The search input for a contact or organization will now utilize the list view defined within the UTA standard field and will be consistent with the functionality of the binocular icon. For a "Special - Linked Record List," both the search input and the binocular icon will adhere to the settings specified in the custom field configuration.]]
<!-- 166361 - Linked record list filtering improvement -->

====Indexing Pages in Search Engine Results====
Added a new toggle to simplify specifying whether login, signup, or template pages should appear in search engine results. By default, all pages will not be indexed going forward. If you want a login, signup, or template page to appear in search engine results, toggle on the new setting called '''Index page in search engine results'''. Otherwise the system will add a tag that instructs search engine robots not to index or follow links on those pages.

<u>'''Note:'''</u> This feature is only available in production environments.
<!-- 155310 - Meta Tags on login page for Beatrice -->

==On-Demand System Upgrades==
The following features are available immediately with the application of the upgrade, but must first be enabled or configured by a '''Global Administrator''':

===Major Updates===
====ReCAPTCHA V3====
We added a new option to use ReCAPTCHA Version 3. This new option provides bot detection with no user interaction. CAPTCHA Settings are located at '''Global Settings''' > '''Security''' tab.

[[File:2025-02-ticket-160999-1.png|thumb|none|800px|A new option is available to use ReCAPTCHA 3, providing seamless protection against spam and abuse without causing user friction.]]
<!-- 160999 - Upgrade reCAPTCHA to v3 -->

====New Header (Beta)====
We are introducing a new header experience featuring a simplified and streamlined navigation along with a new icon for '''Global Administrators'''. In addition, the area containing the header icons now gets a new accent color and the organization of items in the menus have changed.
Try out the new header on your backup environment by going to '''Menu Icon''' > '''Global Settings''' >''' Branding''' > Toggle on '''Enable new header experience'''.

[[File:2025-02-ticket-166763-1.png|thumb|none|800px|Compare the optional New Header released in beta (top) to the old header (bottom). Some notable changes include the new accent area for icons, the gear icon for <strong>Global Administrators</strong>, and the language and organization switchers moved under the user menu.]]

[[File:2025-02-ticket-166763-2.png|thumb|none|800px|If the new header contains more links than the available space, the extra links will now be grouped under a dropdown labelled "More".]]
<!-- 166763 - Header Redesign - UI/UX Advancement Project -->

===Minor Updates===
====New Test to Production Feature (T2P - Beta)====
Added a new '''Test to Production (T2P)''' feature designed to track and promote configuration changes on a project-by-project basis online without relying on the existing desktop tool. This enables teams to implement changes independently within a project and later promote those changes easily to another SmartSimple environment. For example, you can seamlessly transfer a subset of changes from a dedicated development environment to a production environment.
This beta feature is now available for clients to explore and test. Let us know what you think while we finish polishing up the feature for a full production release. To learn more, read [[T2P (Test to Production)| our latest T2P article]]. Note: You can use this tool alongside the existing desktop tool as we continue testing, refining, and preparing this new tool to be production ready.

[[File:2025-02-ticket-150254-1.png|thumb|none|800px|The look of the new <strong>Test to Production(T2P)</strong> tool while it is recording configuration changes. Note the button to pause recording is located inside the orange banner message.]]
[[File:2025-02-ticket-150254-2.png|thumb|none|800px|On the export screen, you can choose a subset of changes to export from a project. Optionally, you may also promote changes not recorded against a specific project.]]

<!-- 150254 - Convert T2P to online version of T2P -->

====Transfer Files Between Upload Fields====
Added the ability to transfer files between “Upload - Multiple Files Storage” custom fields. This can be done manually with access to this feature managed through role permissions. Additionally, files can be moved automatically based on the selected date range, status, and type. Clients utilizing the '''Data Exchange''' feature may want to use this new option to minimize the size of exchanged packages and avoid including all files with each transfer.
[[File:2025-02-ticket-133388-1.png|thumb|none|800px|New optional functionality allows you to manually transfer files between two "Upload - Multiple Files Storage" custom fields.]]
<!-- 133388 - Upload Multiple File Storage enhancement to resolve data exchange package sizes issue (transfer files between fields) -->

====Language Selection Within Settings Pages====
Added a new configuration option to enhance efficiency by allowing you to filter the list of available languages displayed on settings pages. Navigate to '''Global Settings''' > '''System''' tab and specify the languages you want to make available on configuration pages.
Once set, the system will display ''only'' the selected languages when entering translations on settings pages. This eliminates the need to scroll through a list of 100+ languages, saving time and improving usability.

[[File:2025-02-ticket-160951-1.png|thumb|none|800px|A new optional language filter for settings pages, designed to save administrators time by simplifying the selection of your preferred languages.]] 
<!-- 160951 - Make it easy to select a language translation -->

====Dock Mode Visibility====
Added a new feature to control the visibility of '''Dock Mode'''. This mode (which is available on Level 1 records such as grant applications) allows users to open related items (such as '''Notes''') in a right-hand panel. To configure role-based permissions for the availability of '''Dock Mode''' across the system, go to:
'''Global Settings''' > '''Security''' tab >''' System Feature Permissions''' > '''Features''' > '''Enable Dock Mode'''.

[[File:2025-02-ticket-165195-1.png|thumb|none|800px|A new option to hide Dock Mode for a simplified user experience.]]
<!-- 165195 - Add ability to hide Dock Mode feature -->

====Options for Improved Performance====
To enhance performance in systems handling large volumes of data, you now have additional options to process updates asynchronously. When enabled, formulas, status triggers, auto-assignments, and workflows will now run in batches asynchronously.
This feature is accessible in two locations:

* SmartConnect API settings: Within the update function.
* Autoloader settings: Located on the '''Process''' tab.
<!-- 168511 - Include other post update processing to execute asynchronously with the batch workflow queue -->

====Options to Enhance System Performance====
We've introduced a new option to hide the record counts displayed in the left navigation for Level 1, Level 2, User, and Organization records.

This setting can be found under '''Global Settings''' > '''System''' tab > Scroll to the "System Performance Options" section.

Additionally, this section includes two other performance-enhancing options:

* The ability to load records only after performing a list view search.
* The option to restrict list view searches to a single column.

These features are designed to help improve system efficiency and responsiveness.

<!-- 169174 - Add option to disable list view count on left nav tabs within a record -->

==Note for Admins==
====Special Button Custom Field====
Added the ability to create a Level 2 from a Level 1 or 2 within a UTA using the "Special - Button" custom field and the <code>@opportunityid@</code> variable. This may be achieved with the following syntax:

<pre>/Apps/app_editevent.jsp?appid=@apptype@ &islevel2=1&objecttype=23&nextlevel=1&companyid=@companyid@ &objectid=@ opportunityid@ &eventtypeid=83216&eventid=0
</pre>
<!-- 168675 - Unable to create Level2 from field type Special - Button -->

====SmartConnect API Enhancements====
We’ve introduced two new interface options to the '''SmartConnect API''' settings:

* '''Run in Background''': This option queues changes to run in batches, enhancing overall performance.
* '''Bypass Field Type Validation''': This allows updates to records even when the data format does not match the expected field type such as number or date.

Additionally, we’ve added the ability to skip creating a new record if a matching record already exists using fields values as record identifiers, for improved performance.
For example, suppose you sent the following request for a user record:
<code>othersettings : {"uidfields": "sf_Phone;;cf_fieldintitle2", "noupdateifexist":1}</code>

If the phone field (sf_Phone) and the custom field (cf_fieldintitle2) match a user record, the record will not be created. Update operations are not processed when using record identifiers. Note: the above are update functions only.
<!-- 168516 - Add option to API calls to skip if exists on insert record calls -->

====Enhanced Keyboard Focus====
Enhanced keyboard focus on checkboxes and radio buttons to improve visibility and accessibility.
[[File:2025-02-ticket-165776-1.png|thumb|none|800px|Improved visibility for focus state on checkboxes.]]
<!-- 165776 - Visibility of check box focus -->

====Office365 Email Relay Setup and Support====
Failed emails will now be requeued up to 2 times if Office365 timeouts when used as an SMTP relay.
Additionally, also fixed an issue regarding setting up Office365 SMTP OAuth 2.0.
<!-- 167934 - Message Queue Email Error -->
<!-- 168427 - Exception reading response error in message queue -->

====Report Export====
Updated the report export to include support for system variables and basic variables, such as <code>@currentdate@</code> within the header and footer.
<!-- 167975 - Custom Export Report Header and Footer Limitations -->

====Execute Workflow on Upload====
Updated workflows linked to the "Multiple Upload Files" custom field to execute only once for files uploaded in a batch.
<!-- 168573 - Workflow on Upload being triggered multiple times -->

====AI Vision====
Updated the AI Vision feature to use GPT-4o for improved performance.
<!-- 168662 - gpt-4-vision-preview -->

====Session Timeout====
When a user’s session times out and they logged in using '''Single Sign-On (SSO)''' with assertion enabled, the system will now send a logout assertion.
<!-- 168672 - Log out when session time out expires when using SSO -->

====Deprecated Email Broadcast Link====
The email broadcast link previously available on the settings page of user signup pages has been deprecated and is no longer accessible.

[[File:2025-02-ticket-168303-1.png|thumb|none|800px|The email broadcast link on user signup pages has been deprecated.]]
<!-- 168303 - Deprecate the email broadcast link on user signup pages -->

====PDF Validation====
Added malicious content detection for uploaded PDF files.
<!-- 164068 - BreachLock Web Application penetration test vulnerabilities (2024-07-02) - Unsanitized File Upload -->

====Upcoming Changes to Legislative Lookup Service====
The Legislative Lookup service, which has relied on free data from Google, will be changing within the coming weeks due to Google sunsetting their Civic Information API (targeted for April 2025). We will continue providing state legislator data for both the upper (Senate) and lower (Assembly) houses using a feed from openstates.org however Federal Legislator Data: This will no longer be available. If you have organization mappings with entries like city\X in the mapping column, those fields will stop returning data in the coming weeks. You may wish to remove these mappings and hide the associated custom fields. This setting can be adjusted under: Global Settings > Organizations. The specific fields to review are listed in the "Custom Field" column. To learn more visit [[Legislative_Information_Lookup|Legislative Information Lookup Article]].

====Other Fixes====
Fixed an issue with Adobe Sign signer's sequence.
<!-- 169365 - Copy of 169356 - Adobe Esign request sending Emails in incorrect order -->

Fixed an issue in Chrome on iPhone that prevented users from uploading files to the multiple file upload custom field.
<!-- 169077 - Copy of 167416 - Unable to upload files on an application - iPhone Issue -->

Fixed an issue in SSO with modifying roles when Role Mapping is configured.
<!-- 169516 - Copy of 168024 - SSO Removing Role -->

Fixed an issue where users could not open messages when clicking on a system notification under the bell icon.
<!-- 169556 - Copy of 169401 - New Notification Bell Feature -->

Fixed an issue in archived emails list view.
<!-- 169618 - Copy of 169587 - Archived emails are not showed -->

==Service Packs==
====February 14th 2025 (202502.02)====
Temporarily reverted a change regarding the behavior of variables <code>@fieldname.value@</code> and <code>@fieldname.combovalue@</code>. As of the February 2025 upgrade, if these variables were not found, they returned empty; now, they will display the variable name like they did before the February upgrade when no data is found. This reversion was made to accommodate clients running template formulas referencing custom fields that share duplicate names within the same object. Note that custom field names should always be unique within the same object. If you wish to hide these variables when empty you can still append them with the code to hide if not found.

<pre><!--hideifnotfound-->@fieldname.value@</pre>
<!-- 170020 - Copy of 170007 - Payment field issues -->
====February 20th 2025 (202502.03)====
* Fixed an issue where the enforced language setting (located at '''Global Settings''' > '''Users''' tab > '''Default Personal Settings''') was not being enforced as expected in some scenarios.
<!-- 170033 - Copy of 169876 - Portal language issue when MFA is enabled -->

* Fixed an issue where some emails on hold went directly into the '''Failed''' tab and displayed the "Invalid address" error message.

<!-- 170118 - Copy of 170028 - Failed Emails: Workflow Emails on Hold -->
====March 13th 2025 (202503.01)====
* Deprecated the Classic tab located under '''Global Settings''' > '''Branding''' tab > '''Colors and Styles'''. The '''Label Alignment''' setting remains available.
<!-- 119953 - Deprecate the branding, colors & styles, classic tab -->

* Updated the messaging for a batch update in progress so that it automatically hides a few seconds after the batch update completes.

<!-- 165645 - Hide batch update message after a few seconds -->
* Updated the '''Field Change History''' (found on Level 1 records under the '''Logs''' link) to include a "Source" column. This is useful for viewing where a change was initiated and for tracking changes that may not have been made directly by a user.

<!-- 165988 - Should field Change History include the Source value -->
* Added new variables to validate pages and word counts on documents uploaded to the multi-file and single file storage custom fields. For example, you can now use '''SmartCheck''' validation on application submissions to ensure a client uploaded a document that contains at least two pages of information or contains at least 100 words. File types that can be checked include Microsoft Word (.doc, .docx), Rich Text (.rtf) and Adobe Portable Document Format (.pdf). <br/>The syntax to retrieve this information from the uploaded files based on the field name is: <code>@field.pagecount@</code>, <code>@field.wordcount@</code>. <br/>The syntax to retrieve this information from the uploaded files based on the field ID is: <code>@#fieldid.pagecount#@</code>, <code>@#fieldid.wordcount#@</code>. <br /> <br /> '''Note:''' If there is more than one uploaded file, you will get an aggregate of pages and counts across all files. PDFs must contain searchable and selectable text. If using these variables in '''SmartCheck''' validation, custom field validation, browser scripts or comparisons, be sure to wrap the variables with the parse number syntax: <code>ssParseNum(@#fieldid.pagecount#@)</code>

<!-- 167042 - Add Page and Word Count Validation for Uploaded Word Documents -->
* Added a new option to exclude the date-timestamp from the file name on e-signature documents that are saved to an upload field after the signing process. To see the new setting, navigate to the "Special - Web Page View" custom field where the document is generated for e-signature. The new setting is called '''Append date-timestamp to signed document file name'''.

<!-- 167631 - E-signature downloaded file names -->
* Added the ability to specify the visibility of the "Special – Like Button Rating" custom field within SmartFields which is used to generate PDFs.

<!-- 168980 - Copy of 168047 - Like Button Rating does not have the ability to exclude from Smartfield -->
* Added new syntax to use the identity verification feature in DocuSign, allowing clients to request the recipients/signers verify their identity. <span data-teams="true">This includes options for ID verification using government IDs, bank IDs, phone authentication, access code authentication, and knowledge-based authentication.</span><br /><br />'''Note:''' Clients must configure workflows in their DocuSign account and update their existing Web Page Views with the new syntax, including the DocuSign identity verification workflow IDs. To learn more, read our article on identity verification for DocuSign: https://wiki.smartsimple.com/wiki/DocuSign#Identity_Verification
<!-- 169161 - DocuSign integration with Bank ID -->

* Added a count for invitations within the left-side panel of object pages.

<!-- 169248 - Copy of 169133 - Collaborator Count is Missing -->
* Updated the "i" icon tooltip on workflow task connectors to show conditions on hover.

<!-- 169334 - Copy of 169282 - Workflows and tooltip for Conditions -->
* Updated system uploads to check that the uploaded file's extension matches the actual file type.

<!-- 169698 - Copy of 169584 - Backup not receiving CSV file uploads in SmartFolders -->
* Updated single sign-on (SSO) with more precise and consistent date/time management across time zones.

<!-- 169879 - Copy of 169702 - B2C FHLBC -->
* Updated copy behavior so that when a record is copied, the associated media files are reprocessed automatically by the media library, allowing them to be played inline without manual intervention.

<!-- 170203 - Media library video files remain in an endless 'processing' state when a record is copied. -->
* Updated the autoloader to improve error handling when incoming data contains unexpected JSON data formats.

<!-- 170269 - Copy of 170205 - FHLBC - Salesforce Autoloader Stopped running. -->
* Fixed an issue with the <code>@objtoken_loginurl@</code> variable where it was not taking the user to the desired record if the user was not already logged in.

<!-- 167807 - Object token URL - not opening object when not logged in -->
* Fixed an issue where the axis was not displaying correctly when creating a custom field with the "Chart" type set to "Horizontal Bar".

<!-- 170180 - Horizontal Bar Chart Axis Labels Issue -->
* Fixed an issue where workflows were not automatically triggered when the status of a Level 1 record was updated using a P3 script.

<!-- 169595 - Copy of 169287 - PHEAA - P3 Script Status Change Not Triggering WF -->
* Fixed an issue with the rich text editor in workflow emails where the styles did not load as expected.

<!-- 170294 - Initializing new rich text editor -->
* Fixed issues around creating and updating associations using SmartConnect API version 1.

<!-- 170410 - Copy of 170395 - PHEAA - Issues in Organization Association API -->
* Fixed an issue where rich text fields were not rendering in '''Edit Mode''' when accessed through alternate login pages.

<!-- 170466 - Copy of 170200 - Rich Text fields value not editable when accessing through alternate login page -->


====March 20th 2025 (202503.02)====

* Fixed an issue where the first character of historical field values was being truncated in the stored data during updates made via API calls. 

<!-- 171044 - PHEAA - Field history cutting off first character --> 

 

* Fixed an issue with the new '''Data Exchange (DEX3)''' where packages failed to send with the error message: "Source import settings not found." 

<!-- 171160 - Erroneous Data Exchange Emails Being Triggered -->