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.

• The system can be configured to automatically logout the user and store the session end time in the user log whenever:

• The Logout button is clicked.
• The user navigates to a different website while logged into the SmartSimple system.
• The browser is closed.

• A pop-up message can also be enabled to confirm that the user will be logged out.

Note If this feature is enabled, any Record Locks will be immediately released at the time of logout.

• You will be able to specify complex password requirements, such as a minimum quantity of upper case, lower case, numbers and/or symbols.

• The e-mail that is sent to all current administrators when a contact is enabled as a Local User Administrator can be suppressed via Global Settings.

• Note: this is only relevant to clients that use multiple instances of SmartSimple.
• This feature allows one instance of SmartSimple to authenticate users to gain access to a separate instance (the Authentication Member instance) without having to log in separately (Single Sign-On)
• This access can be granted to all users, or limited to a subset of users.

• The Access Type (Administration or Portal Interface, User Centric or Applicant Interface , Web Services User, No Access) and User Type (Global User Admin, Local User Admin, User) can be displayed in Reporting.

• 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.

• The Batch Update feature has been expanded to include Level 2 and Level 3 as well as Level 1. The fields that can be updated have also been expanded:

• Level 1: Status, Owner and Person can all be batch updated.

Contacts can assigned to records with a given Role

UTA Consumer/Provider

Level 1 records can be archived (see below)

• Level 2: Status and Owner
• Level 3: Status and Owner
• Time & Expenses: Status

• Whether or not the Batch Update tab is available to users can now be controlled on a per-Role basis for each UTA using Manager Permissions.

• Level 1 activities can now be archived (via the Batch Update tab) so they no longer appear in the Level 1 list view.
• Reports can also be filtered based on whether or not the object has been archived.

• The contacts available to be selected in the Person standard field can be restricted to those belonging to the organisation (and it's sub-organisations) selected in the Company Standard Field at Level 1

• When a new Level 2 is created the current user is normally added to the Assigned standard field. A new setting will disable that behaviour.

• The field being edited will be highlighted.
• This feature only applies to the Universal Tracking Application, but will be expanded to other system areas in future upgrades.

• The Record Lock will automatically release all records that have been locked by a user when they log out. This can be used in association with the Automatic Logout above.

• The data exchange can now be configured to automatically unpack incoming packages.

• The List View of UTA records can now be defined separately for each user Role within the system.
• User with multiple Roles will be able to select from each List View that is configured for their assigned Roles. The sequence these will be listed in the combo box can also be defined.
• This feature is available at Level 1, Level 2 and Level 3.

• The List View at Level 2 and Level 3 can now be configured to be colour coded based on the Type instead of the Status
• This is controlled within the List View setting at Level 2 and at Level 3, and can be set separately for each Role-Based List View.
• If the Calendar is enabled (Application Configuration page - Level 1 settings section) you can determine if the Level 2 activities are colour coded by Status or Type.

• The Level 3 Activity List Batch Update feature allows the status of one or more Level 3 Activities to be changed directly from the Level 3 List View.
• This includes both the List View of all Level 3 activities (if enabled) and the list of Level 3 activities at the bottom a Level 2 record.

• A Level 1 record can be configured to be a Master Schedule. When using the Level 1 Copy function on a Master Schedule, the Level 1 record will be copied along with all attached Level 2 records. A new Level 1 start date is selected, and the start and end dates on the new record will be offset to the same scheduled date ranges defined on the Master Schedule template and its Level 2 records.

• When using the Restrict Contact Assignment by Role setting on Level 2 Types, you can now automatically assign the contacts on a Level 1 to the associated Level 2 records based on their roles assigned at Level 1 and the contact Role assignment restrictions in place on the Level 2 Type.
• A manager permission controls the visibility of this feature.

• You can now use the navigation bar to move sideways between Level 2 records, the same way you can with Level 1 records.

• Within a UTA you can use the Batch Update function to find Transactions that are not linked to a record within the UTA (orphans) and attach them to a selected Level 1 record.

The Data Exchange has 3 new features:

• The data exchange can now be configured to exchange Level 3 activities, restricted by Status.
• Data Exchange Contact Creation can be enabled and configured to automatically create a contact upon unpack. For example the contact record for a Claimant can be created based on the First Name, Last Name, Phone Number and other details send as part of a Level 1 record.
• The Roles permitted to exchange records, notes and view the Exchange History can now be controlled with a Manager Permission. (Everyone will be 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.

• Each contact in the system will now be issued a unique contact identifier code. This code can be accessed and displayed using @uuid@.

• The Primary Contact Standard Field can now be renamed and have it's visibility controlled via the Standard Field Visibility Settings page.

• The List View for Contact and Accounts (both internal entities and external entities separately) can now be defined via the Global Settings page.
• This affects the List View of contacts and accounts everywhere within the system, except within UTAs other Applications where the List Views are defined within those Applications.

• You can now define one or more alternate addresses as your From address via your personal System Settings page.
• When sending e-mail from within SmartSimple you can select which address will be on the e-mail as the From address.

• 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.

• The XML field type can be used to store blocks of XML in a single field.
• Variables can be used to extract values from this block into other custom fields.

• This field type is used to present the user with a spreadsheet that is compatible with MS Excel. This spreadsheet is stored as part of the record and can be exported as a .xls file, or be opened directly by MS Excel.
• Formulas are included.
• Information can be moved from MS Excel into this field using a macro within Excel.
• The values in one or more cells on the spreadsheet can be referenced as variables.

• The Select One - User Group Custom Field can be used to link any entity (company, UTA Level 1, Level 2 etc.) to a User Group.
• User Groups are defined in Configuration, Roles and Permissions, User groups.
• On its own this field only links the group to the entity. It can then be used in conjunction with a display field (Web Page View or Read Only System Variables custom field) to display information derived from the contacts in the related Group.

• The standard list of ICD Codes (International Statistical Classification of Diseases and Related Health Problems) is now available as a custom field type.
• The field stores the actual ICD code (i.e. G44.0). If you wish to display the description (i.e. Cluster Headache Syndrome) you can use the syntax @field name.value@ in a Read Only - System Variables field or similar.

• Static PDF documents can now be attached to Web Page Views using ssattach at a defined page location desired using the following syntax:

<!--@ssattach(insert;@static pdf.value@;n)-->  

where n is the page number at which the PDF document should be placed.

• ssattach can now be used to attach PDF documents from multi-file fields:

Syntax for single file field:

<!--@ssattach(after;@Cvfile.value@)-->

Syntax for multiple file field:

<!--@ssattach(after;@Cvfiles.files@)--> 

• PDF Page Restriction: Within the Web Page View custom field settings you can define a maximum number of pages for the resultant PDF. If the PDF generated has more than the specified number of page it will not be permitted to be automatically stored into the Multiple Files Custom Field specified in the Value Stores To setting.
• Automatically Use User ID as File Name: When the Web Page View is stored the userid of the person who created it will be used as the file name. When used in association with the Save to Multiple File Field setting this will ensure each user is only permitted to generate and store one file in that folder (Keep Versions must be disabled on the Multiple Files Custom Field).
• Value Stores To: The Multiple Files field selected can be enforced as the only file field the Web Page View can be saved into, rather than simply being the default.

• Disable E-mail Button: Removes the ability of users to e-mail the file directly from within SmartSimple.
• No Deletion: Prevents deletion of the file. It can only be replaced with a new file.

• PDF Merge Sort Order: The PDF merge functionality will now allow you to specify the order in which the documents are merged.

• 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.

• Exportdata: when using the Exportdata report variable, the variable will be replaced with data from the specified report, in the format defined by the advance export template.

@ReportProperty(reportid,exportdata)@

• Csvdata: when using the Csvdata report variable, the variable will be replaced with data from the specified report, as comma separated values.

@ReportProperty(reportid,csvdata)@

Example: To display the exported report for the report with ID 12345

@ReportProperty(12345,exportdata)@

These 2 variables can be used in a Web Page View or Read Only - System Variables custom field, or be included in the body of a Workflow message.

• When using any of the ReportProperty variables (recordcount, exportdata and csvdata) the object ID (opportunityid, eventid, userid, etc) will be passed to the report processor. If the specified report includes the variable: @objectid@, it will be replaced by the object ID of whichever object (Level 1, Level 2, Contact, etc) called the ReportProperty attribute.

• The columns in the Report Builder are now filtered by the Table and the Type. This will simplify locating the desired field for the report.

• For example if Tracking Application is chosen as the table, the Type combo box will be populated with all the UTAs and UTA template types.
• Only newly created reports will employ this version of the report builder. Existing reports will not.

• Another new feature within the report builder is the Show Total checkbox. When selected the last row of the report will include a total for that column. This is similar to the [[List View] Show Total feature, as it only shows the total of the column of records that are displayed on the current page.

• Reports and Charts can now be cached. Complex report and reports that are accessed regularly can be configured to be cached by the server to improve loading time and reduce the processing load on the server.

• Reports can also be Cached By User when appropriate (Note that you must select both Enable Caching and Cache by User and enter an appropriate Cache Life Span.

• A new table called Tracking Application Lock can be used to report on records that have been locked by the Record Lock.

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

• Introduction of a variable that can generate the number of records within a specified report.

@ReportProperty(reportid,recordcount)@

Example: To generate the number of records (equivalent to the number of rows in the report) for report with ID 12345

@ReportProperty(12345,recordcount)@

This can be used in a Web Page View or as a Read Only - System Variable to display a record count, as part of Submit Logic, or included in the title of a Portal shortcut to indicate how many records are at a given status (for example).

• Ability to assign to the Customer Level 1 Standard field (also called Client).

• Example template formula: @opportunity.companyid@=@opportunity.owner.companyid@

• Ability to use the list syntax [#...#] to show all companies that a user is associated with, or all users associated with a company.

• 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.

• Recurring Workflows can be used to send out e-mails on a daily, weekly or monthly basis.
• These workflow e-mails can use the ReportProperty functions mentioned above to automatically e-mail periodic reports.

• A new Workflow Task allows you to automatically add contacts to Level 1 activities with the role specified in the Workflow Task.

• Workflows associated with Level 1 records can now be set to trigger based on a date on the Level 1 record.

• The recipient for these tasks can now be defined as the user that was added to the record.
• You can include information from the Level one record using variable syntax: @levelone.customfieldname@

• Workflows can now be attached to Transactions.

• The e-mail header can now be defined.

• Instead of using the holidays that are built-in to SmartSimple it is now possible to define which dates should be considered holidays.
• When using the busdateadd() or isHoliday() functions, a new variable called ssvar_holidays can be used to override the system defined holiday dates on that level.
• The ssvar_holidays variable must be included in a Browser Script custom field on the same level as the busdateadd() or isHoliday() function.

Example:

ssvar_holidays=',2009-01-01,2009-02-16,2009-04-10,2009-05-18,2009-07-01,2009-08-03,
2009-09-07,2009-10-12,2009-12-25,2009-12-26,2009-12-28,2010-01-01,2010-04-02,2010-05-24,
2010-07-01,2010-08-02,2010-09-06,2010-10-11,2010-12-27,2010-12-28,';

• Clients on dedicated servers that are not configured with automatic time synchronization can set the server date and time on the Global Settings page.

• The chat window (accessed via the icon located next to the Logout button) will now open as a layer on top of your current window instead of opening in a new window.

• for Image, Single File and Web Page View fields, you can obtain a URL to the object using:

@fieldname.value@

or using field ID:

@#fieldid.value#@

• You can use @roleid@ on a UTA Role based Custom Field to obtain the role ID that the user is assigned with on the Level 1.

• For Multiple Files fields you can obtain a count of the number of files stored within the field using the following syntax:

@fieldname.numoffiles@

or using field ID:

@#fieldid.numoffiles#@

• The visibility of Associations on both contact and account profiles now can be controlled using Global Advanced Logic.
• Within a UTA the hyperlinks in the Level 1 Company List View can be disabled using Advanced Logic.
• Hide Associates on User/Company Profile.
• Transactions: Show attribution button.