Template:June2025Upgrade

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

• Redesigned Header: All clients will receive a streamlined new header with simplified navigation and a new Global Admin icon, making key tools and settings easier to access.
• Enhanced Rich Text Editor: Enjoy improved formatting flexibility with new font and line-height (leading) options.
  Note: The setting to use the legacy editor has been deprecated in this release.

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 Rich Text Editor Is Now Mandatory

With this release, the previous version of the rich text editor has been fully deprecated. Going forward, only the new rich text editor will be available, and the option to switch back to the old editor has been removed.

The new rich text editor now includes options to change font face (Arial and Times New Roman), font size, and line height. Users can also access new tools for editing table and cell properties.

Minor Updates

Updated Calendar Manager Permission

Users with the "Calendar Manager" permission can now manage calendar access for other users. This includes enabling and editing calendar permissions. For example, granting access to a new employee or removing access for someone who has left the organization.

To use this permission, go to: Global Settings > Security tab > System Feature Permissions > Features tab > Select the desired user roles under Calendars – Manager.

New Report Export Options

We've enhanced the report export functionality to give users greater flexibility when exporting data from SmartSimple. You can now choose the encodings for exported report files as well as the column delimiters when using File Export format.

The new export features include: 

• Character Encoding Options:
  • UTF-8
  • UTF-8 with BOM
  • Windows-1252
• Column Delimiter Options for CSV exports:
  • Comma (,)
  • Tab
  • Pipe (|)
  • Semicolon (;)
  • Colon (:)

These updates make it easier to export files from a report in the format you need.

New Option to Reprocess Media Library Videos

If a video in the Media Library fails to process correctly, users will now see a message along with a "Retry" button. This provides a simple way to request that the video be reprocessed.

When a video is uploaded, the Media Library automatically generates multiple format versions of the media to ensure compatibility across different devices. If a video or audio file is not ready for playback, you may want to refresh the page first.

Updated Message Styling

Instructional and warning messages have been refreshed with a new, rounded design to make them more visually distinct and easier to notice.

Updated Email Interface

The layout and flow for sending an email from a record, such as a Level 1 application, has been updated to enhance the user experience and align more closely with the group email sending process.

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

New Feature to Update Custom Field Values on Parent Records

You can now update a Level 1 custom field directly from a Level 2 workflow. For example, when a Level 2 appeal is submitted, you can automatically update a field on the Level 1 application to indicate that it is under appeal.

This new approach is simpler and more efficient than using type formulas or multiple workflows to accomplish the same result, with less impact on performance.

To configure this feature, create a workflow on the "Tracking Activities" object using the task type "Update Custom Field Value". Then, choose the "Target Object" to specify updating the parent or current record. This feature allows updates from:

• Level 3 to Level 2
• Level 2 to Level 1

Enhanced AI Translation Feature

We've released an improved version of our AI translation feature, designed to streamline the translation of system configuration captions. Rather than sending translations on a page-by-page basis when each page is viewed, you may now submit all text in bulk for translation.

Clients with AI features enabled can access this functionality by navigating to: Global Settings > System tab > Configuration Translation. From there, select your target language, choose your preferred translation behavior, and click Start Translations.

The system will process captions in batches, sending them to the AI provider and applying updates in the background. You can monitor progress in real time. A downloadable JSON file containing the translated captions is available in the logs.

Minor Updates

New Role-Based Permission to Unlock Records

We've added a new role-based permission that allows users to override record locks. Previously, only Global Administrators could unlock records in use. Now, you can grant this ability to other roles. For example, you could give a grant manager or support person the ability to unlock a record currently being edited by an applicant.

Note: It’s not recommended to have multiple users editing the same record simultaneously as this may result in lost or overwritten changes.

There are two ways to configure this permission:

• For Organizations and Users: Go to Global Settings > Security tab > Override Record Lock for Organization and User Records
• Within a UTA: Go to Configuration Settings > Security tab > Override Record Lock. Then, assign the permission to the desired user roles.

New Workflow Task: Create Level 1

We’ve introduced a new workflow task that allows you to automatically create a Level 1 record through a workflow. For example, in the volunteering space, when a volunteer opportunity goes live, you can now trigger a workflow to create a Level 1 record in another UTA which would be used to log volunteer hours. This simplifies configuration by replacing the need for custom scripts.

The new task, "Create New Level 1", lets you define the target UTA and key details for the new record, including Type, Status, Customer, Branch, Owner, and Person.

This task is available in workflows for UTA Level 1 and Level 2s, as well as Company and User.

Added Ability to Attach Policy to SSO Settings

Introduced a new setting in the Single Sign-On (SSO) configuration to attach policies. Users authenticating through SSO will now be prompted to acknowledge these policies. This feature integrates with existing policy management and logs SSO access as a collection point.

Updated Advanced Data Table

The custom field for Advanced Data Tables now includes a warning to alert users about potential data loss when reducing the number of rows via configuration. Additionally, new node names will automatically include section names to help ensure uniqueness.

Added Version-Specific SmartCheck Validation

You can now assign SmartCheck validations to specific versions of a record. This allows you to preserve the original validation rules for older records while also setting up custom validations for newer versions of records. A new setting called Available Versions lets you control which record versions a SmartCheck validation applies to. By default, validations will continue to apply to all versions unless specified otherwise.

Added API Support for Organization as Container Flag

You can use the SmartConnect API to set the organization as container flag on or off. Within the company API, use "sf_Is Container" for UPDATE operations. Valid values are 0 or 1. You may also pull this information using GET and LIST operations.

Updated SmartConnect API for System and Association Roles

The SmartConnect API has been enhanced to include the ability to retrieve the meta data of system and association roles. To access this information, set the Object Type as "Roles" and set the Action Type to "Get Meta".

Enhanced Standard Field Support in Batch Update

Expanded support for standard fields in both batch update and custom batch update. Fields at Levels 2 and Level 3 for Assigned Person (ID 620) and Contact Person (ID 640) are now supported.

Note for Admins

Project-Based Test to Production (T2P) Ready for General Use

The new project-based Test to Production (T2P) tool is officially ready for general use. Since the beta release, we've made several enhancements, including a improved promotion flow, improved project list management, and optimized logging of settings changes.

Note: This feature is only available in dedicated environments and remains hidden on multi-tenant servers.

New Cloning-Safe URL Syntax

We've introduced a new syntax to eliminate the need to manually adjust URLs due to unique attributes like IDs after cloning a system. Intended for SmartSimple staff and partners. The new syntax, @ssurl(objecttype,action,identifier)@, can be used in URL pickers found in portal sections, shortcuts, submit buttons, and routing pages. For detailed syntax examples, visit our wiki article on object URL syntax. Common link destinations include signup pages and report chart URLs.

Updated Service Provider-Initiated Single Sign-On Options

Enhanced service provider-initiated single sign-on (SSO) functionality with two new customizable fields: NameID Policy Format and Authentication Context, allowing greater flexibility in the AuthnRequest configuration.

New API Options Available

Two new settings have been added to the API for improved security:

• Disable GET requests
• Disable Query Parameters (This will restrict query parameters to the message body and URL query parameters will be rejected)

You can find these new toggles under Global Settings > Integrations tab.

New RESTful Request Option

Added the "Web Service - RESTful Request" task type to SmartFolder workflows, allowing users to configure workflows that send RESTful requests when files are uploaded to a SmartFolder. For example, when an applicant uploads a budget justification document the system will send a RESTful request that can be used to run a process outside the system.

Updates to Cloning Process

For SmartSimple employees and partners, the cloning process has been enhanced to include autoloaders. Autoloaders are now cloned without carrying over report IDs.

Update to "Avoid Termination of Pending Workflows"

The behavior of the Avoid Termination of Pending Workflows option has been updated to handle concurrent workflows more effectively. It now applies to currently running workflows in addition to pending workflows.

Updated Records Per Page Options in History and Log Views

The "Show All" option for records per page has been removed from certain areas of the system to enhance performance. This change affects views such as the Field Change History and Configuration Error Log.

Automatic Enrollment in New Privacy and Security Policies

All new and cloned systems will now be automatically enrolled in the new privacy and security policies feature. Existing systems that use the previous version of the policies feature will remain unaffected.

Updated Multi-Factor Authentication Code Request Limit

Requests for multi-factor authentication codes are now limited to one code per minute per user.

Updated Dun & Bradstreet Integration

• Added support for hidelinewhenerrors, meta template, and line template parameters similar to the previous D&B ssGet syntax (and other ssGet usages) and they will need to be passed before the D&B specific parameters are passed
• Meta template variables that can be used are [[recordcount]] and [[now]]
• Template variables that can be used are [[id]], [[name]], [[alias]], [[details]], [[matchscore]], [[source]], and [[url]].

Example Syntax:

@ssGet(D&B,dowjones;;1;;metatemplate start [[recordcount]] [[now]];;line template start [[id]] | [[name]] | [[alias]] | [[details]] | [[matchscore]] | [[source]] | [[url]];;subject=Enron;;subjectType=OrganizationName;;screeningMonitoringMode=OnlyMonitoring)@

Other Fixes

• Fixed an issue with "Select One - Dropdown List", "Select Many - Checkboxes", and "Lookup - Autocomplete Options", when they have Enable Dynamic Content as well as Show Display Value in List Views enabled and these are included in reports using the "Total Group By" option.
• Fixed an issue where the API GET function was returning stored values instead of display values for some fields such as "Select One - Radio Buttons".