Template:March2024Upgrade

Overview

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

(Coming Soon)

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

Upgrade Highlights

Experience the Future of Work: Elevate Your Productivity with SmartSimple's +AI Features

Discover the incredible AI features available within SmartSimple, designed to take your productivity to new heights. With these cutting-edge capabilities, you can streamline tasks, gain valuable insights, and save precious time.

• +AI Directive: Let AI do the heavy lifting for you. With this feature, SmartSimple can analyze text and automatically fill custom fields with relevant information. It can convert text into various formats like JSON, summarize and translate text, and even compare application requests with program objectives, providing suggestions or scores for alignment. Say goodbye to manual data entry and let AI populate custom fields with data extracted from the internet.

• +AI Insights: Say goodbye to complex filters and reports. With +AI Insights, you can now query datasets using natural language. Our custom trained +AI Insight models offer aggregation, summarization, and prediction capabilities, allowing you to gain valuable insights effortlessly. Make data-driven decisions with ease and efficiency.

• +AI Assistant: Imagine having a personal assistant at your fingertips. With the +AI Assistant, you can execute actions such as updating status, modifying field values, creating new fields, activities, and associations. What's more, you can interact with it using a hands-free voice interface, making your workflow even more seamless and efficient.

• +AI Vision: Get instant answers and explanations about the content of uploaded images with +AI Vision. This powerful feature allows you to gain insights and make informed decisions based on the visual content. Say goodbye to guesswork and let AI provide you with accurate and relevant information.

• Work with +AI: Take your interaction with AI to the next level. With Work with +AI, you can seamlessly integrate AI into your workflow at the record level. Engage in conversational interactions, use pre-made templates, and create prompt libraries to expedite common processes. Experience a new level of efficiency and collaboration.

• +AI Transcription: Save time and increase productivity with +AI Transcription. This feature allows you to generate text transcriptions of videos, eliminating the need for manual transcription. These transcripts can then be summarized for further efficiency, ensuring you never miss a crucial detail.

Don't miss out on the incredible benefits of AI in SmartSimple. Upgrade your workflow today and unlock the full potential of SmartSimple +AI to revolutionize the way you work. To get started, read our article on enabling +AI within your system.

Note: You will need an OpenAI license to use AI features on SmartSimple. Contact your account manager or sales@smartsimple.com for further information on billing and implementation

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

Delegation Feature Moved to User Menu

The settings link for the Delegation feature has been relocated from the personal settings to the "My Links" section within the User Menu for improved access and visibility.

The Delegation feature gives users the ability to assign delegates who will be able to emulate them within the system for a set period of time. For example, if you will be out of office for vacation, maternity leave, or some other temporary absence, you can now select a delegate (such as a manager or coworker) who will gain the ability to emulate your account and execute your tasks for a set time period. This means you no longer need to temporarily modify role permissions or assign other users to specific records to oversee your tasks. Additionally, this feature is not limited to internal users. External users, such as applicants, could designate a co-applicant to assist with the process of filling out an application on their behalf. Once a user is delegated, they will receive an email notification that they have been selected as a delegate. Once they login, the user will see a new icon in the global header that allows them to temporarily emulate another user.

The permissions for the delegation feature is located at 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 to other users. Under the "Delegation - Roles to Delegate to" section, set the roles that can be delegated to. To use this feature, the roles that have permission to delegate can now go to User Menu > Delegation > Toggle on Enable Delegation.

Minor Updates

Increased Size of List View Maps

Enhanced the map size in list views for improved user experience and enhanced context. To add a map to a list view, select the wrench icon beside the desired list view in the dropdown > Proximity Search tab > Toggle on Enable Map and Proximity Search. Then select the object address you wish to map.

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

SmartFolders 2.0

Introducing SmartFolders 2.0, an updated version of our file storage feature designed to help you organize and manage your files. The new interface boasts a fresh design, uniform patterns, and optimized performance, for an enhanced user experience.

To permission SmartFolders navigate to Global Settings > Security Tab > System Features and set the desired access. Then navigate to Menu Icon > SmartFolders, and enable the "Try the new SmartFolders" option.

We introduced a new left navigation panel, which contains 4 groupings:

• Files (previously known as "General") encompasses physical files
• System Files (previously known as "Configuration Folders") consists of files for system reference, such as document templates or files intended for autoloader and export storage
• Quarantined (previously known as "Virus Infected Files") contains files that were marked by the uploader as potentially containing a virus
• Expired Files consists of files that have been marked as "Expired"

We have also given you the ability to see your files in the way that works best for you. Choose between the the new "Grid" or traditional "List" layout.

File actions are performed in bulk by using the checkboxes or you can utilize individual file actions using the ellipses menu.

SmartSimple +AI

Main Articles: AI, Enabling +AI Within Your System

We offer an array of AI features for clients subscribing to the +AI service:

• +AI Directive: Analyze text and automatically fill custom fields with information or populate custom fields with data extracted from the internet, convert text into various formats such as JSON or summarize and translate text, compare application requests with program objectives and score or provide suggestions.
• +AI Insights: Ask questions using natural language instead of constructing list view filters and reports. Trained insight models can provide answers that involve aggregation, summarization, and prediction.
• +AI Assistant: Execute actions such as updating status, modifying field values, or creating new fields, activities, and associations. You can even give commands using a hands-free voice interface.
• +AI Vision: Save time by generating explanations and answers to questions regarding the content of uploaded images.
• Work with +AI: Interact with the AI at the record level in a conversational manner. Users have the option to use pre-made templates and prompt libraries to expedite common processes.
• +AI Transcription: Save time by generating text transcriptions of audio or visual media.

learn more about these features enabling +AI within your system.

Note: You will need an OpenAI license to use AI features on SmartSimple. Contact your account manager or sales@smartsimple.com for further information on billing and implementation.

Minor Updates

New Integration for Receiving Third-Party Data

Added the ability to receive data from a third-party system on a Level 1 templates and records. This allows users to optimize workflows and provides an another way to get third-party data into your SmartSimple system. Users may encrypt third-party data to reduce risk.

To see this new integration feature, navigate to Global Settings > Integrations tab > Integration Data Receiver.

Designate Language-Specific Alternative Text for System Logos

Added the ability to designate language-specific alternative text for system logos to improve localization.

Open Portal Section Links in Current Window or New Modal Window

Added ability to customize how records and links are opened within a portal section to allow system administrators greater flexibility in defining button behavior. For example, if you want users to simply verify their organization profile without extensive editing, you can choose to open the profile within a new modal window. Conversely, if you anticipate users making substantial changes or navigating away frequently, you may choose to open the organization profile in the main window.

These new options are accessible through buttons within section types like "Banner," "Text Template," and "List View."

New Page-Level Help Element

A new page-level help element has been added to several pages, including the Colors and Styles page located under Global Settings > Branding tab. This element is being applied to new features such as +AI Insight and +AI Assistant.

Notes for Admins

Track Expired User Accounts

Added the Enable Access Expiry toggle and the Expire Date date field to reportable fields to track user accounts that have expired and are unable to log in. This enables easy identification of users scheduled to lose system access automatically. Access expiration on users is often configured for compliance, security, or risk management purposes via the user roles and access settings page (where is this located?). To include this new data in a report, navigate to the report builder, select the "User" dataset and add the fields "Expiry Date" and "Will Expire".

Updates to Assignment Grid

Updated the assignment grid to eliminate a deprecated third-party library, resulting in alterations to the assignment grid user interface.

Level 0 Custom Fields Deprecated and Hidden

Level 0 custom fields (which were deprecated earlier) are now hidden from all areas of the system.

Added Change Log to P3 Script

Added change logs for P3 Scripts. P3 Scripts are used to configure JavaScript like server-side functions. To access the new log, go to the desired UTA > Configuration Settings > General tab > P3 Script Editor > Edit a script > Click the Update History button in the top action bar.

Alternate Authentication with SmartConnect User Access Tokens

Added the ability to create an OData connection by entering a user access token instead of authenticating with a username and password. To do this, go to Global Settings > Integrations tab > SmartConnect API > API Users tab > Edit the desired user account and retrieve both the Access Token and Token ID from the table. Next, when creating an OData connection, use the Token ID as the username and the Access Token as the password. For more information, read our section on user access tokens when configuring SmartConnect.

Upload JSON Profile Models via Autoloader

Added ability to upload JSON profile models via the autoloader to populate information on the profile model tab of the user profile. To use this feature, users can use the People loader as they always do, but now they must define the node name and the JSON data in separate columns. Instead of uploading individual JSON files, the profile data in JSON format should be added to a column in a CSV file. Users can open the CSV file, copy and paste the JSON data into the column, and save the file. When opening the CSV file, double quotation marks ( "" ) should be correctly added. It is important not to escape these quotes inside the JSON data as this would make the JSON object/array invalid.

Exclude Non-Contributing Contacts During ORCID Import

Added the mapping option "Exclude Contributor Import" for a field to use as a flag for the contributor import to ensure only contacts that contribute to the application would be imported to ORCID. The flag is an "exclude" flag, where 1 indicates exclusion and 0 (or empty or mapping not selected) indicates inclusion. If a value other than 1 or 0 is entered, it will be treated as "will import".

Auto-Populate Subject Lines for Notes When Using Autoloader

Added ability to auto-populate the Subject field when creating Notes using the autoloader. To use this feature, set up an autoloader with the Record Type set to "Company", "People", or a UTA level. Under the Item field, select "Notes". Navigate to the File Layout tab and under the "Column Mapping" section, select "Note - Subject" as a Field.

If you want to add subject lines to your Notes, this can be enabled by going to Global Settings > System tab > Toggle on Enable Subject Line for Notes.

Filter Records Based on Date in T2P Tool

Added a filter to the T2P (Test to Production) tool to filter records based on Modified Date. This enhancement optimizes the tool's performance by reducing the number of records retrieved, resulting in improved efficiency and reduced runtime. For the latest version, contact our support team.

Default System LLM Upgraded to GPT-4

The default OpenAI large language model (LLM) used in system has been transitioned from gpt-3.5-turbo-16k to gpt-4. The help text for the Variable Syntax Helper as well as our various +AI wiki articles have been modified to reflect this change.