Difference between revisions of "Upgrades by Category"

• The Instance Lock-Down provides the ability to remove access to all settings in your copy of SmartSimple using a global system-lock password.
• This will prevent creation, deletion or modification of Standard or Custom Fields, changes to any of the Settings or Application Configuration pages, changes in permissions, portal views, etc.
• The lock will be in effect for all users, including Global Administrators. It can only be unlocked by re-entering the global system-lock password.
• This can be configured and enabled on the Global Settings page in the Login & Security Settings section.

• You can disable system access for multiple internal users all at the same time.
• This is accessed through Global Settings > Licensing (at the top of the page) > Licenses > Then click on the hyperlink for the number of enabled Internal Users.
• Select the check box(es) to the left of the users from which you wish to remove system access and click on the Disable Button.

• Global Administrators can instantly disconnect a logged in user if required for security reasons.
• This is performed by clicking on the name of the user in the People Online pane and selecting Terminate User Session from the top of the Quick Message Window.

• You can now set visibility logic on standard fields at all levels in the same manner that you set these conditions on custom fields.
• To set the visibility logic, navigate to the appropriate standard field screen and enter the condition into the Visibility Condition column.

• If you associate a large number of contacts or accounts (companies) with Level 1 items, you can now display different users based on roles on different tabs (and different accounts based on account roles on different tabs).
• You can access the feature within the UTA Settings tab - Contact Tabs and Account Tabs hyperlinks in the Level 1 Settings section. You can associate as many tab names to roles as required. Tabs can also be deleted through the same screen.

• You can define who can see which contacts and accounts (companies) at Level 1 based on role membership. To implement these features, navigate to Settings > Application Configuration and within the Security Settings panel, select the check boxes beside Enable UTA Contact Filter and Enable UTA Account Filter.
• Once the feature has been enabled for either Contacts or Accounts, the UTA Contact Filters and/or UTA Account filters hyperlinks are available under the UTA's Settings tab - Settings panel.
• You can now configure visibility of the contacts/accounts associated with a Level 1 based on User Roles and Account Roles.

• You can now restrict the number of contacts belonging to a given Role that can be associated with a Level 1 record.

• This can also be used to restrict the total number of contacts that can be assigned to a Level 1 record.

• You can also restrict the number of times a given user can be assigned to a Level 1 record, or the number of times a given user can be assigned to the record with a given Role.
• To access this feature, click on the Contact Restrictions hyperlink on the UTA Settings tab.

If you enable the Use Multiple Contact List checkbox on the Settings > Application Configuration screen you will be able to associate and control contact associations in a similar manner to Level 1 contacts.

If you enable the Use Multiple Account List checkbox on the Settings > Application Configuration screen you will be able to associate and control account associations in a similar manner to Level 1 contacts.

You can restrict the selection of contacts that can be associated with Level 2 items by role. Previously you could only restrict by specified named contacts. An additional lookup text area has been added the bottom of the Level 2 Types Settings page to specify the roles.

• You can now restrict the types of transactions available for each Level 1 template type.
• If Level 1 Transactions are in use, within the Settings tab > Application Configuration, when you select one of the Level 1 templates, the Disabled Transaction Type section of check boxes will appear. One or many Transaction Types can be disabled per Level 1 Template.

You can now associate template formulas with Level 3 items in the same manner as Level 2 and Level 1 items.

• A Submitted URL option is now available within the submit settings for each Level 1 Status, which will implement an automatic redirect to the specified URL based on status when the record is submitted.
• For example, you may want the user to be returned to their standard Portal View whenever a record is closed.

• Advanced Logic is being put in place to allow you to suppress the New button used to create Level 2 or Level 3 activities.
• For example, you may want to prevent creation of new Level 2 records when the associated Level 1 record has a Status of Closed.

• On the Batch Update tab you will now be able to change the Owner of many records as a batch. This is done in the same way that you can batch update the Status of a number of records all at once.

• UTA Transactions can bridge 2 different UTAs, either at Level 1 or at Level 2.

• Allows you to define a script that is run when the Submit button is pressed. The normal Submit button functions are not executed (validation and status change).
• This will allow you to create a Browser Script that will perform custom validation of the data on the page, and can then optionally change the status or execute the submit function as part of the script.

• When the Submit button is pressed for a given Status, instead of remaining on the view of the current record the user will be redirected to the URL defined in this section. If no URL is entered the current record will stay in view.
• This was introduced for Level 1 in the last upgrade, and now has expanded to include Level 2 and Level 3.

• Currently you can configure Level 2 Types to be shown on their own tab in the list view at the bottom of Level 1 records, with each tab labelled with the name of the Level 2 Type it contains.
• Following this upgrade you will be able to define the tab name for any Types that you wish to have on tabs. If you use the same tab name for multiple Types they will appear on the same tab, allowing you to group related Level 2 Types.

• There are now 2 different types of Level 1 Templates available. In addition to the Standard Template there is now a Skills Matching Template.
• The Skills Matching Template allows you to define a set of skills that are related to a particular Level 1 record. In the Contact section of that record a Skills Match button will appear which will allow you to find contacts that have the relevant skills defined for that entity.
• For example, if the Level 1 record is a funding application for a project researching whale migration patterns you may want to assign reviewers with skills in oceanography, marine biology and meteorology.

• Using Advanced Logic you are now able to suppress the Contacts hyperlink at Level 1.
• This allows you to define criteria to prevent UTA users from clicking into and viewing the contact record for contacts associated with a Level 1 record.

• This new feature will allow you enable a Record Lock at Level 1, Level 2, and/or Level 3.
• The Record Lock will give the first person to access a record in Edit mode exclusive access to the record so that other cannot edit it until released:

• Other users trying to edit the record will be prevented from doing so:

• You can now define formulas on the Application Configuration page that apply to all Level 1 Templates. These formulas will run prior to any that are defined on the Template pages.
• Similarly you can define formulas that apply for all Level 2 Types or all Level 3 Types.

• Using Advanced Logic you are now able to suppress Public Notes at Level 1, Level 2 and Level 3.

• When using the Branch standard field at Level 1 you can restrict which companies are available in the Branch drop-down list based on which user is editing the record to either their own company (using companyid = @companyid@) or to the branches under their company (using parentlist like '%,@companyid@,%' ).

• As with Level 2, you will be able to define a Level 3 Type to be the default when creating a new Level 3 record. Currently the first Level 3 Type in the list is selected by default.

• You will now be able to configure calendar events to recur bi-weekly.

• You will be able to define your own names for the standard Company and Account fields via the Global Settings page.
• Visibility Conditions will also be implemented on the Company and Account Standard Fields to allow control of these using logic, and any fields you don't wish to use can be removed.

• Previously only contact owners were able to synchronize contacts using MS Outlook. We are introducing a new manager permission that will allow users to synchronize contacts for which they are not the owner.
• If this manager permission is enabled, a new section will appear on the user's System Settings page that will allow them to select the contact roles they wish to include in the synchronization.

• The latitude and longitude of an address can now be automatically stored as a property of the user or company.
• This is achieved by enabling Geocoding for one or more User Roles or Account Categories.

• This will allow calculation of the distance between 2 addresses. For example you could generate a report which indicates how far a given client is from each of your branch offices, listing the nearest first.

• Use of this feature will incur an additional subscription fee. Contact SmartSimple Support for details.

• This new custom field type automatically saves the current page in the background at a specified interval (5 minutes, 10 minutes, etc.)
• Using the Auto Save Custom Field will ensure that users filling in long forms will have their work automatically saved at the specified interval in case of an Internet outage or connection time-out. Specifically designed for Level 1 Template Pages, but will also work for the internal view of Level 1 records.
• The page is not refreshed on-screen, simply saved in the background. No Validation or Calculations will be performed until the record is saved in the usual fashion.

• There is a new custom field type called Special - Bar Code.
• When creating this field type, in the Values section you must enter the Custom Field ID of the field that contains the integer or text string you wish to have converted to a bar code.

In the above example 13975 is the Custom Field ID of the "Ticket Number" field, which would display on the record as:

• Custom Fields can now be displayed on different tabs, with a Next and Previous button at the bottom of each tab to facilitate navigation between the tabs.
• This will enable separation into sections for records that have a large number of Custom Fields.

This isn't actually a new type of custom field, but rather an additional option within the Title Bar - Multiple Columns custom field type.

• A Custom Field Tab can be added by creating a new Title Bar - Multiple Columns custom field and selecting the Use As Tab check box. The caption/name of the field will be used as the heading on the tab.

In the above example there are 3 tabs named "Additional Details", "Company Information" and "Contract Details"
Navigation between the tabs can be accomplished by either clicking on the Next or Previous buttons, 
or by clicking on the name of the tab you wish to access.

• If you have configured a MS Word Merge to be uploaded back into a Custom Field within SmartSimple you can now select any Single or Multiple file field on the current level, parent level, or grandparent level as the destination.
• For example, if your MS Word Merge field is on Level 3 you can configure the MS Word document to be uploaded to a Single or Multiple File field on the associated Level 3, Level 2 or Level 1 record.

• It is now possible to reference the field ID of Custom Fields using a variable rather than the actual field ID. The syntax is @fieldname.ID@
• This will allow you to write Browser Scripts without looking up field numbers, as well as making it easy to identify which field is being referenced. When exporting Custom Fields this will also allow you to avoid having to change the field IDs in exported Browser Scripts.
• If you have fields with the same name (on different Templates or Types) you will still have to use the fieldid, since that is the only way to differentiate fields with identical names.

• In addition to the current "Currency" number format option which outputs dollars ($20,000.00) you will be able to specify other currencies:

Number Format	Display
Currency	$20,000.00
Currency-QAR	QAR 20.000,00
Currency-EUR	€20,000.00
Currency-GBP	£20,000.00

• Any currency defined by ISO 4217 can be shown by using the appropriate 3 letter currency code.
• This setting only applies in view mode, or when the values are displayed in a Web Page View, Report, MS Word Merge, etc. No formatting is applied in edit mode.

Note: in edit mode you must use a period (.) as the decimal, even if the currency defined uses a comma (,).

• Online editing is now possible for the Single File field. If a file is being edited by one user it will be shown as checked out to prevent other users from trying to edit it at the same time.
• Single File Field with online editing enabled:

• File checked out by another user:

• You can now attach a Workflow to a Single File field or Multiple Files Custom Field. The workflow will be executed any time a file is uploaded to the field.

• When using Rich Text Fields, pasting complex HTML in the field it can sometime prevent the page from being displayed correctly. Occasionally this prevents saving the record, and thereby makes it impossible to remove the faulty data in the field.
• It is now possible to edit the data in the field without actually viewing the faulty record. This is done via the settings of the Custom Field concerned.

Select Field Data: then Edit Data:

When prompted enter the opportunityid (Level 1) or eventid (Levels 2 & 3) for the relevant record and a pop-up window will appear allowing you to directly edit the data in the selected field for that record.

• This new Custom Field type provides the ability to dynamically create an MS Word document from underlying SmartSimple data.
• The MS Word document can also include tables that will list details of Level 2 or Level 3 activities associated with a given record.
• The SmartDoc for MS Word Template also allows you to easily upload the resulting MS Word document back to SmartSimple to be stored in a specified Single or Multiple file field.

• If you are using a Multiple File field to store PDF documents then you can enable a "Merge" button.
• Clicking the Merge button displays a list of all the PDFs document stored in the Multiple File field and you select which documents you wish to merge into a single PDF document.
• The resultant document will also be stored in the Multiple File field. The original documents will not be changed.
• This feature will provide for easier printing of "sets" of documents.

• This feature allows you to display extra information (called Meta Data) extracted from each PDF file stored in a Multiple File field, and display it as extra columns in the list view.
• The additional attributes that can be extracted and displayed are: author, creator, producer, keywords, subject, title, number of pages, creation date and modified date.
• Only PDF files stored in the Multiple File field will display this information. The added columns will be blank for all other document types.

• This feature allows you to extract extra information (called Meta Data) from a PDF stored in a Single File field and store it in a Read Only - System Variables field.
• The additional attributes that can be extracted and displayed are: author, creator, producer, keywords, subject, title, number of pages, creation date and modified date.
• Only PDF files stored in a Single File field will display this information.

• On the Personal Setting page users are able to select whether the time is displayed in 24h or 12h format.
• The setting will be be reflected in times displayed within UTAs for the standard start and end time fields at Levels 1, 2 and 3.

• When you search within SmartFolders the results will include both files and folders that match the search term.

• Web Forms now support a Status which is changed by a Submit button at the end of the form.

• Completed Web Forms can be converted to pdf using a button on the Results page.

• The Create New Activity workflow can now be driven by custom fields. For example, you could have check boxes at Level 1 corresponding to various Level 2 Types. Selecting each check box could create and attach the relevant Level 2 activity type.
• The Create New Activity workflow will also trigger any relevant Auto-assignments, Level 2 Workflows and Level 2 Formulas.

• Workflow e-mails can now be sent using HTML format as well as plain text.