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→Updated Workflow Behavior
Watch this video to get a general overview of the new features in this release.
{{#ev:youtube|wRXxVNACzW8}}
===Major Updates===
====Password Variables to be Deprecated in November====
: ''Main Article: [[Password Variables to Set or Reset User Passwords]]''In the upcoming November 2023 release, password variables will be deprecated for improved security. All systems will Instead of using the soon to be required to use the activation link deprecated password variable (<code>@activationlinkpassword@</code>) which sends a password in the email, all systems will be required to use the following activation link variable to send the user to a page where they can enter their desired password instead of using the soon-to-be deprecated password variable (: <codepre>https://@passwordurl@@activationlink@</codepre>) which sends a password in the email. Therefore, the following variables will be deprecated and will not work after the November upgrade: <code>@password@</code>, <code>@checkportalpassword@</code>, <code>@checkactivatedpassword@</code>, <code>@randompassword@</code>, and <code>@passwordresetlink@</code>.
If you need help updating email templates for new users or password resets, reach out to our Support team. These email templates are located at '''Menu Icon''' > '''Global Settings''' > '''Security''' tab >''' Password and Activation Policies''' > '''Activation Emails''' tab. Clicking the '''Sample Template''' link will update the templates with the desired variable. Make sure to check any existing workflow emails for these soon-to-be deprecated variables.
<!-- 148245 - Make the file uploader draggable area smaller and less cluttered -->
[[File:2023-07-ticket-148245.png|thumb|none|800px|The look of multiple file upload fields will change slightly in November. For example, you will be able to drag and drop files inline, instead of opening a modal window.]]
====Updated Workflow Behavior====
Updated the behavior of workflows to run in a serial, single-threaded manner where child workflows are triggered during the processing of a workflow. Previously when stepping through a workflow, if another workflow was triggered, a new thread would be created to process the child workflow simultaneously and asynchronously, as the original system thread would then return to the original workflow and continue to step through its tasks without waiting on the child workflow to complete. This could lead to inconsistent results if the system was configured to run multiple workflows against the same object, or if the order of operations of their tasks needed to be preserved, but results would vary due to race conditions of the workflows.
After this upgrade the default behavior of workflows has now been changed to instead process multiple workflows in a serial synchronous fashion so that their order of operations and behavior are more consistent and predictable. Now when a workflow triggers another workflow, the system will process all child workflows fully to completion in the original system thread rather than passing each new workflow to a new separate processing thread. This means that child workflows will be processed in a serial fashion, and their order of tasks will be preserved, before the system returns back to working on the original workflow. This may impact systems where workflows are configured to launch other child workflows, and you may now experience an increase in the runtime of such workflows. If the areas in your system that trigger multiple workflows, do so with different target objects for each of the workflows, then it should be safe for you to revert back to the previous mode of operation by enabling the new '''Run Asynchronously''' toggle that is now available inside the configuration of a workflow, and to enable this option on the initial workflows that are instantiating child workflows.
Examples and notes. After the upgrade, the task process order will be:
# If the workflow is a trigger workflow task, go to the trigger workflow
# If the connector is connected to a task, go to that task
# If the connector is connected to a workflow, go to that workflow
Workflow completion time may be affected and can vary depending on the configuration.
In general, "chained" workflows that are triggering against the same object should remain synchronous. For example, if the Level 1 record triggered workflow A and one of its task triggers workflow B on the same Level 1 record, then the workflows should remain running synchronously. Therefore, do not toggle on the '''Run Asynchronously''' option). However, if the Level 1 triggers workflow A and then one of its tasks is to trigger workflow B on all of the associated contacts on the Level 1, then this workflow can run asynchronously and the '''Run Asynchronously''' option should be enabled on workflow B to optimize performance.
<!-- 142898 - Revamp trigger workflow task -->
===Minor Updates===
[[File:2023-07-ticket-141365-1.png|thumb|none|800px|When video is playing in the docking well, you can resize the video by dragging the bottom right corner.]]
====Updated Organization Verification Settingsfor Australian Organizations====
Updated the organization signup page verification settings for the Australian Business Number (ABN) to return and allow field mapping for ACNC registration, TCC status (which exempts charities from having to pay income tax) and DGR1 status (for charities that are endorsed as a deductible gift recipient).
<!-- 133453 - Australian Charities and Not-for-profits Commission as Org Verification Service -->
===Major Updates===
====Added AI Features====
: ''Main Article: [https://wiki.smartsimple.com/wiki/AI [AI]]''
'''SmartSimple Cloud +AI''' integration gives you the ability to utilize large language models (LLM) from within our business process automation platform. LLMs are often utilized to improve productivity, processes, and outcomes. This integration has two modes: interactive and automation.
* '''Interactive Mode''': This mode of operation occurs on a single object such as a grant application or review. In this scenario, the user can interact with the AI in a call-and-response kind of model. The user might ask the AI to help them rewrite content, translate content into another language, or make content more concise. The user can ask questions (prompts) and follow up with more related questions. The user can also be presented with optional predefined templates to streamline common tasks.
* '''Automation Mode:''' This mode of operation can occur in various areas of the platform, such as web page views or workflows. In this scenario, the system is configured to automatically interact with your chosen 3rd party LLM vendor to do something with or without manual intervention. For example, the system can be configured to automatically generate an executive summary of an application or a summary of the reviewers’ comments. Applications could be prescreened and recommended or the AI could suggest reviewers with subject matter expertise related to the application. In this mode, prompts may be pre-configured and responses may be stored inside your system.
To configure this setting, go to '''Global Settings''' > '''Security''' tab > '''System Feature Permissions''' >''' Features''' tab. "Under the Delegation - Roles That Can Delegate" section, set which roles will have the ability to delegate users to temporarily emulate them. Under the "Delegation - Roles to Delegate to" section, set the roles that can be selected as delegates. To use this feature, the roles that have permission to delegate can go to '''User Menu''' > '''Personal Settings''' > '''Other''' tab > Toggle on''' Enable Delegation'''. You will be required to choose the specific users who may emulate you and a date range. Additionally, you can specify a message that will appear on your user profile letting people know who your delegate is and how long you may be out of office.
<u>'''Note:'''</u> * '''Global Administrators''' can only delegate to other '''Global Administrators''' and internal users can only delegate to other internal users.* Delegation is not visible in Emulation Mode. <br />
<!-- 143373 - Delegation, out of office functionality (temporary targeted emulation) -->
[[File:2023-07-ticket-143373-1.png|thumb|none|800px|Users with permission may go to personal settings and delegate to another user while they are out of office.]]
Added the ability to link an "Aggregate" type shortcut to a section within a portal. This allows aggregate shortcuts to link the user to a list view with customized search criteria options.
<!-- 125548 - Allow custom search for aggregate shortcuts to a list view -->
[[File:2023-07-ticket-125548-3.png|thumb|none|800px|Aggregate shortcuts with '''<strong>Link to List View''' </strong> toggled on, will open the list view and display the default portal search.]][[File:2023-07-ticket-125548-2.png|thumb|none|800px|Aggregate shortcuts with '''<strong>Link to List View''' </strong> toggled off can be set to point to a list view section that has custom portal section search setup. The custom search allows you to specify which columns you want a user to be able to search on. ]][[File:2023-07-ticket-125548-1.png|thumb|none|800px|If you are configuring an Aggregate shortcut and you do not select '''<strong>Link to List View'''</strong>, you can have the shortcut open a portal section that contains a list view with a custom search.]]
====Added Role Permissions to Shortcut Visibility====
The new settings can be found at '''Menu Icon''' > '''Workflows''' >''' Task''' tab > Open a task with a '''Task Type''' set to “Create New Activity”. The 3 toggles appear under '''Activity Status'''.
<!-- 148315 - Data Exchange not pulling L2s created via WF/Autoloader -->
====Updated Default End Date for Level 2/3 Workflows====
Updated the '''System Security Summary''' to flag any backup environments that have access open to all roles. To view the security summary, go to '''Menu Icon''' >''' Global Settings''' > '''System''' tab > '''System Security Summary'''. The role-based setting is located at '''Menu Icon''' >''' Global Settings''' > '''Security''' tab > '''System Feature Permissions''' > '''Feature''' tab.
<!-- 149672 - Access to the backup environment should be flagged in security summary -->
====Updated Personal Settings to Hide Common CV Field by Default====
Updated the user personal settings to hide the '''Common CV''' field by default. This field was previously located at '''User Menu''' > '''Personal Settings''' > '''Other''' tab.
<!-- 150597 - Can we hide common CV under personal settings by default -->
====Deprecated Classic Options from Global Settings====
Deprecated several classic options found at '''Menu Icon''' > '''Global Settings''' > '''Classic Options'''. The following features will no longer be available:
* Use Classic Note Save Button
* Use Classic Tooltip
* Use Classic Association Entry View
* Enable Copy to Existing Records
* Use Classic Shortcut Panel <br />'''<u>Note:</u>''' If you do not see icons on your shortcuts, navigate to '''Global Settings''' >''' Users''' tab >''' Portals''' > Edit the desired portal > '''Shortcuts''' > Edit the desired shortcut > Pick an '''Icon''' '''Style''' (Light /Regular/Solid/Brands) > Select an icon and click '''Save'''.
* Use Classic Status or Type Coloring for List Views <br />'''<u>Note:</u>''' The status/type color will be displayed as a band on the left-hand side of each row within the list view. If you also have the type icon displayed, the color will also correspond to the status/type color.<br /> [[File:2023-07-ticket-143366-1.png|thumb|none|800px|A list view where the status color is displayed both in the band and in the type icon.]]
The following features are no longer supported and will not be available to new systems. However, if you have any of the following already enabled, they will continue to work as normal:
Deprecated the '''Global Search''' feature which formerly appeared under the “Tools” heading of the '''Menu Icon''' if enabled.
<!-- 144661 - Deprecate or revise Global Search -->
==Service Packs==
===October 19th 2023 (202310.02)===
====Fixes====
*Fixed an issue with the display of Google reCaptcha where the window was not resizing as expected.
<!-- 154076 - Scroll bars in Request Password screen when captcha displayed -->
*Fixed an issue where the GuideStar Charity Check option was not showing up under the '''Tools''' menu.
<!-- 154425 - GuideStar Charity Check Not Available -->
====Other Changes====
* Updated default translation message in Spanish and Catalan for mandatory fields.
<!-- 154183 - Translation of default message for mandatory fields being empty -->
===October 12th 2023 (202310.01)===
====Fixes====
* Fixed visual alignment issues with the display of the '''Display - Countdown Timer''' custom field.
<!-- 151532 - Display countdown timer field alignment issues -->
* Fixed an issue with the '''System Performance Summary''' page where the list syntax was not properly highlighted. The custom field ID was also added after the custom field name under the '''Category''' column.
<!-- 152611 - Highlight list syntax in System Performance Summary -->
* Fixed an issue where a double alert message was displayed when using a custom batch update button.
<!-- 153029 - Double alert messages when batch updating -->
* Fixed an issue where deleted Level 1 records were not being displayed in the listview of deleted records.
<!-- 153617 - UBC -Unable to see deleted records -->
* Fixed an issue with the user’s personal language setting where selections were not always saved.
<!-- 153866 - Language setting on personal settings does not work -->
====Other Changes====
* Updated email access settings located at '''Menu Icon''' > '''Global Settings''' > '''Communications''' > '''Email Options and Security'''. Prior to this release, there were only disable settings for email and instant messaging access. These older settings have been replaced with two new settings, an '''Allow''' permission and a '''Deny''' permission. After this release permission will need to be explicitly granted to access email and instant message functionality.
<!-- 152391 - Negative permissions model for email functionality -->
* Added the option to assign people when creating a task of the type “Update Standard field” on L3 workflows.
<!-- 145118 - Deloitte Product - Add Assign Person to workflow task -->
* Updated the '''Special - Basic Data Table''' custom field to no longer use Angular JS.
<!-- 147755 - Update basic data table code after discontinuation of AngularJS -->
===September 21st 2023 (202309.02)===
====Fixes====
* Fixed an issue with Level 3 workflows failing to trigger.
<!-- 153530 - Workflows in L3 are not working/ getting triggered -->
====Other Changes====
* Added the ability to specify an alternate login page ID for the activation link variable. This new activation link mimics the login action from the specified alternate login page while carrying over attributes after activation such as primary role. The variable will take on the format <code>@activationlink(1234)@</code> where “1234” is the page ID of the alternate login page. Such variables can be called from workflow emails.
<!-- 153075 - Need help with the activation links as they are not working -->
===September 14th 2023 (202309.01)===
====Fixes====
* Fixed an issue with the '''Lookup - Autocomplete Options''' custom field where only date fields were available under the '''Option Caption Field''' dropdown.
<!-- 149708 - L2 CF - Citi Staff Involved -->
* Fixed an issue with '''Quick Edit''' where date fields were not saving properly.
<!-- 151141 - Quick Edit date field is not working correctly -->
* Fixed an issue with PDF generation from a '''Special – Web Page View''' field when the file name contained single or double quotes.
<!-- 149757 - Filename issue - apostrophe in client name -->
* Fixed an issue where user records, created using the SmartConnect API, would not open as expected from the organization hierarchy.
<!-- 151238 - SmartConnect API Issue with new users on org hierarchy -->
* Fixed the duplicate check screen when creating an '''Organization''' to use standard field language translations for the '''Name''', '''City''', and '''Phone''' captions.
<!-- 152102 - Symbol appearing on field in translation -->
====Other Changes====
* Updated Guidestar Charity Check and Charity Navigator Check workflow task types to be available only for '''Workflow Type''' of "Company".
<!-- 148273 - Guidestar Charity Check Configuration -->
* Updated the '''Field Change History Log''' so users with permission to see the change log will now be able to view the details of that log as well.
<!-- 151339 - Add the ability for any user to veiw the full fields history -->
* Updated '''System Performance Summary''' to restrict note creation to '''Global Administrators'''.
<!-- 151043 - Netcraft pentest vulnerabilities 2023-07-06_Low&Med -->
* Updated the Report export in JSON format to return file paths as relative links.
<!-- 147760 - Report export to JSON -->
* Added accessibility improvements to tabs, search, jump to menu, and the text color in the non-production banner.
<!-- 151340 - Portal Accessibility Issues - A11Y -->
* Updated available language options. Translations can now be added for 187 languages.
<!-- 151521 - Update languages database table for AI translations -->
* Updated CSI Web Integration endpoint and calls.
<!-- 151281 - Update CSI Web Integration -->
* Updated available region options for Denmark.
<!-- 151696 - Update Danish Regions -->
===August 17th 2023 (202308.02)===
====Fixes====
* Fixed an issue where workflows calling RESTFUL API requests were not working as expected after the August 10th 2023 Service pack.
<!-- 152205 - Workday Integration not Working -->
* Fixed an issue with the search where a wrench icon would appear inside the ‘Recent Searches’ box.
<!-- 151489 - QA Issue: Seeing a wrench icon when I click in Quick Search area. -->
====Other Changes====
* Updated behavior of workflows so that when an initial workflow triggers a new workflow, a new thread will be created if the subsequent workflow is set to be asynchronous.
<!-- 151827 - Scholarship Batch - Unresponsive message -->
===August 10th 2023 (202308.01)===
====Fixes====
* Fixed an issue where the '''From Address''' was still set to a default address on the “Compose Email” page when '''Enable Default From Address''' was toggled off.
<!-- 150325 - ADMS upgrade email feature issue -->
* Fixed an issue where the '''Sort Order''' tab was locked on personal list views if the '''System Configuration Lock''' was toggled on.
<!-- 150731 - Personal List View - Sort Order tab locked by Instance Lock -->
* Fixed an issue with the '''Paper Size''' setting on web page views.
<!-- 151325 - Paper size setting in web page view field is blank -->
* Fixed an issue where a file uploaded on the organization level wasn't displayed in the Level 1 list view for records connected to the organization.
<!-- 151185 - File uploaded on Org Level, Doesn't show up on L1 List View for applications connected to that org -->
* Fixed an issue where users saw an "Invalid Login Token" message on the login screen when the page was idle for too long.
<!-- 150580 - Invalid Login Token on Login Page -->
====Other Changes====
* Added support for “Lookup - Organization and People” to the custom fields that can be copied.
<!-- 150611 - Payee Contact - need to add field to Copy Payment -->
* Updated the font size of the contact suffix to be the same as the contact name on user profile records for easier readability.
<!-- 151531 - Contact suffix should display as the same size as the first name and last name in the title -->
* Updated the autoloader to execute one query to update/import all the custom fields per record. In addition, updates were made for efficiency.
<!-- 150576 - Modify autoloader on its method to update records -->
===August 4th 2023 (202307.03)===
====Fixes====
* Fixed an issue where portal file links for files were not rendering when the setting '''Ignore Field and Record Permissions When Serving Files''' was toggled on.
<!-- 151662 - Proposal PDF Not Accessible in Reviewer Portal -->
===July 27th 2023 (202307.02)===
====Fixes====
* Fixed an issue where fields with visibility controlled by '''Dynamic Visibility Field Controls''' would not display when the record was in '''View Mode'''.
<!-- 151440 - Dynamic Field Visibility Control not working in View mode -->
* Fixed an issue with the delegation feature to improve system load times.
<!-- 151500 - Slow loading times across system -->
* Fixed an issue that was causing authentication problems with DocuSign.
<!-- 151522 - DocuSign Access Issue -->
* Fixed an issue where a workflow task to generate PDFs was stuck in a pending status.
<!-- 151597 - Generate PDF workflow task stuck at pending -->