Difference between revisions of "Upgrades"

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==General Details==
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=General Information=
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===Upgrade Dates===
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==Current Upgrade Dates==
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Public Cloud Production release date: '''March 11 2021'''<br />
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Key Release Date: '''March 14 2024'''<br />
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Public Cloud Backup release date: '''February 23 2021'''
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Key Backup Release Date: '''February 29 2024'''
  
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Private Cloud Production (Managed Upgrades) release date: '''March 25 2021'''<br />
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Global Release Date: '''March 28 2024'''<br />
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Private Cloud Backup (Managed Upgrades) release date: '''March 11 2021'''
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Global Backup Release Date: '''March 14 2024'''
  
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==Overview==
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==Upcoming Upgrades Schedule==
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Watch this video to get a general overview of the new features in this release.
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{{Upgrade Schedule}}
  
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{{#ev:youtube|kkBhkJx3ZoU}}
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We regularly update the list of upgrade features and schedule for both the backup and production environments on this page.
  
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''To watch this video in full screen, please click on the '''full screen''' button on the bottom right.''
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This page will provide a general overview of each upgrade, with links to the Wiki articles describing the new or updated features and how to use them.
  
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==Global System Upgrades==
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More information around the [[#About_the_System_Upgrade_Process|system upgrade process]] can be found below.
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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:
 
  
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===Major Updates===
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=Current Upgrade Package=
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====Removed Base API Key for Signority E-Signature Integration====
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{{March2024Upgrade}}
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Deprecated the default system API key that is used for Signority e-signature integration services when no authentication credentials are configured. Going forward, in order to use the Signority e-signature integration, you will need to engage our partner vendor Signority in order to obtain a license and API key for use in your SmartSimple Platform3 instance. Clients currently leveraging our Signority integration would have already been contacted by a SmartSimple account manager to coordinate this transition, but if you currently have an integration with Signority enabled but have not transitioned to your own license key, please contact our support team for assistance with this. The Online Signature Provider setting can be found at '''Menu''' Icon > '''Global Settings''' > '''Integrations''' tab.
 
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<!--107486 - Remove smartsimples Signority account credentials-->
 
  
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====Deprecated Job Costing Application====
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=About the System Upgrade Process=
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Deprecated the legacy Job Costing application. In ages past, prior to the creation of the fully configurable Universal Tracking Application, several static Tracking Applications were created for out-of-the-box use. As these static Tracking Applications are now no longer in use, they are being removed from various configuration menus and settings pages. We do not anticipate any behaviour change to your system.
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The objective of the system upgrade process is to ensure that customers have a chance to review how their applications and information will work following the upgrade without compromising the integrity of their production system. In order to take advantage of this, you will need to know how to access your backup instance of SmartSimple Cloud. If you need assistance with this, either refer to the [[Backup Server and Testing Instances]] Wiki article or contact the [[SmartSimple]] support desk.
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<!--118184 - Can we remove Job Costing option from Menu-->
 
  
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====Deprecated Classic-style Calendar====
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For clients on a Private Cloud environment, please review the [[SmartSimple Upgrade Process – Dedicated Server]] page.
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Deprecated of the Classic-style Calendar. Previously, we introduced an update to the Calendar interface to update it inline with the latest Arcadia styling and behaviour. We also introduced a setting within the '''Global Settings''' > '''Classic Options''' area to allow you to continue using the previous Classic-styled calendar. However, for maintenance reasons we'll be removing this Classic Calendar option and again update your system to use the latest Calendar interface. If the setting for Classic Calendar within the '''Global Settings''' > '''Classic Options''' area is not enabled in your instance, then this change will have no affect on your system.
 
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<!--120665 - Deprecate the classic calendar-->
 
  
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====Deprecated IP Address and Workstation Based Login Restrictions====
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===Upgrade Schedule Details===
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Deprecated user login restrictions to restrict access based upon IP address, or local computer. These were two options found within the Roles and Access menu within each user account. They were older features that allowed you to restrict user access, one based upon the source IP address of a user's connection, and the other based upon a static cookie file stored on a user's local computer. These are now legacy features that no longer function with the highest security standards that the system can offer.
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{{Upgrade Schedule Details}}
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<!--121943 - Deprecate session options for IP restriction and workstation cookie-->
 
  
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====Deprecated Personalized Alert Messages====
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===Backup Environment Update===
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Deprecated personalized alert messages. In an attempt to create more friendly, and personal system alerts and experience, we previously modified system alert messages for end users with an opening like "Hey John". Unfortunately, that wasn't quite well received by our entire audience, so we're removing that personal message from system alerts, and replacing it with simple symbols or generic "Alert" text where appropriate.
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* Each [[Backup Server and Testing Instances|backup environment]] will be updated to the "release candidate" prior to the upgrade date.
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<!--120659 - Deprecate the Personalized Alert-->
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* This update will provide for instance specific testing of release candidate, as you can log into your respective [[Backup Server and Testing Instances|backup environment]] and test the changes against your most current data and configuration.
 +
* Internal staff will also be using these environments to perform instance specific testing.
  
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[[File:2021-03-ticket-120659-1.png|thumb|none|800px|After the upgrade, alerts messages will be styled like the image on the right and will no longer say "Hey, first name".]]
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===Update Go/No-Go===
 +
Subject to satisfactory testing on both the pre-production environments and the backup environments, the Go/No-Go decision will be made on the Wednesday prior to an upgrade release.
  
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====New Limitation to Max Number of Records Returned by SmartConnect API Call====
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===Upgrade Feedback and Questions===
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New limit has been introduced to cap the number of records returned by a single SmartSimple API call to 10000 records. This limit has been introduced in order to improve the response speed of API calls. If the criteria of your API call matches more than 10000 records, you will need to leverage the pagination parameters in order to make multiple calls to page through the results and return the full data set.
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If you have questions or need assistance or want to share your thoughts on the upgrade contact our support team toll-free at 866.239.0991 or email support@smartsimple.com
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<!--122236 - SmartConnect API need to apply limit of 10000 records-->
 
  
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====Updated Interface for Association of Records====
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=Previous Upgrades=
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Updated the interface and behaviour when searching and adding record associations to other records. This applies to areas such as Contact and Company associations to records, as well as the Special - Linked Record List custom field. An example of the affected area is the multiple contact and multiple company standard field lists within a UTA Level 1 record. The behaviour of adding contact or company record associations has been altered to allow you to perform multiple searches, and review all your selected records in comparison with the current list of contacts and companies before you attach them. A simple search and add function for contacts and companies has been added inline at the top of the list view as well. These changes will now make it faster and more intuitive for users to attach contacts or companies to records.
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See the [[Previous Upgrades]] page for a list of previously-implemented upgrade features.
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<!--120443 - Improved Add Assign Users Construct-->
 
  
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[[File:2021-03-ticket-120443-1.png|thumb|none|800px|This '''Association Entry View''' pre-upgrade required opening a modal window.]]
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[[Category:Upgrades]]
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[[File:2021-03-ticket-120443-2.png|thumb|none|800px|This '''Association Entry View''' post-upgrade allows you to add one or more contacts in different roles without the need to open a modal window.]]
 
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====Enhanced Settings Screens for User Menu Permissions====
 
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Enhanced and consolidated the settings screens for configuration of permissions to menus and features. The configuration of access to menus and features can be a little daunting and confusing with settings pages split across multiple areas. We're addressing this by first migrating the settings for menus and features that were previously found under '''Roles and Security''' > '''User Roles''' > '''Menu''', and consolidating them into the '''Roles and Security''' > '''System Feature Permissions''' screen. Secondly, while the default behaviour lists each setting and all the user roles that you have configured for each, we'll be introducing a new role-based entry mode. This role-based entry mode will instead allow you to specify all the feature permissions that you'd like to set per role much more easily in one shot.
 
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<!--113278 - user role menu page move settings and remove page-->
 
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[[File:2021-03-ticket-113278-1.png|thumb|none|800px|Menu permissions can now be found under <strong>System Feature Permissions</strong> and can be viewed in feature-based or role-based entry modes.]]
 
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====Extended Group Email Functionality for Associated Companies of UTA Records====
 
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Extended Group Email function to be available for contacts within associated companies of a UTA Level 1 record. Previously, the Group Email function could only target contacts directly associated with the Level 1. Now, instead of having to connect contacts directly to the Level 1, you can email various contacts of the companies associated to the Level 1. The setting for this is located in the desired UTA > '''Configuration Settings''' > '''Security''' > '''Feature and Function Permissions''' > Level 1 item > '''Enable Group Email'''.
 
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<!--41820 - Group Email In Company Section of UTA-->
 
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[[File:2021-03-ticket-41820-1.png|thumb|none|800px|Group email contacts of associated organizations.]]
 
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====Enhanced Interface of Geomapping List Views====
 
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Enhanced the interface and behaviour of list views with geo mapping enabled. The map frame will now dynamically re-size accordingly as you adjust the search radius of the search filter. Improved interaction between the list records and the map icons, selecting either will highlight the corresponding list record or map icon to better connect the two.
 
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<!--117888 - proximity list view phase 3 ( map ) geocoding-->
 
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[[File:2021-03-ticket-117888-1.png|thumb|none|800px|When you search a list view based on proximity, the map will now zoom in and out based on your settings and items in the list will highlight if you select them on the map.]]
 
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−
====Updated Interface for Question Set Builder Custom Fields====
 
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Updated interface when setting up questions for a Special - Question Set Builder custom field. Previously, every question row listed formatting options such as number type, number precision, and currency. As these formatting options aren't always applicable to every field type, we've changed the default behaviour to instead now have these columns hidden, but provide you the option of showing these columns if you wish, as well as limit the available format options within. You can find this setting to control the format columns within the custom field configuration of a Special - Question Set Builder field.
 
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<!--117008 - Limit Question Set Builder Options-->
 
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[[File:2021-03-ticket-117008-1.png|thumb|none|800px|Updates to the Question Set Builder Custom Field allow for more dynamic control over available columns and the options within.]]
 
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====Updated Interface Styles of Checkbox and Radio Inputs====
 
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Updated interface styling for checkbox and radio input elements and increased their size as well as updated styling for their state. This makes it easier for users to select these elements and to determine their current state.
 
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<!--115604 - improved checkbox ui-->
 
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−
====Updated Visibility of Older Log Data====
 
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Updated visiblity of older log data to allow you to view log entries older than 2 years ago. In the November 2020 upgrade, we began moving log data older than 2 years ago into a separate archive location in the database. We've now linked these archive locations into the regular system screens, e.g. viewing field change history, where you will once again see these older log data seamlessly once again.
 
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<!--121313 - Create archived database for old log entries to allow interface access to these archived logs-->
 
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====Updated Interface of UTA Record Copy Action====
 
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Updated the Copy UTA Level 1 or Level 2 action for simplified and improved user experience. The interim screen when you copy a record has been updated to hide options that are not available for the user to select copy behaviour for. A confirmation has been added whether you wish to remain on the current record that you're copying from, or whether you wish to navigate to the newly created record. Lastly, we've updated the behaviour when copying both a UTA Level 1 and its Level 2s to only create the records at the very end, instead of the current behaviour of creating the new Level 1, and then Level 2 as you step through the option screens.
 
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<!--120439 - Improved Copy of Level 1s/2s-->
 
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[[File:2021-03-ticket-120439-1.png|thumb|none|800px|A new alert will display when you copy records giving you the option to navigate to the new record or stay where you are.]]
 
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===Minor Updates===
 
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====Updated Chart-type Portal Sections with Ability to Open Records====
 
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Updated chart-type sections within a portal to allow you to drill down, and open up individual records. This will now function similar to the table-type sections allowing you to navigate to and open individual records for review.
 
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<!--50994 - portal section Chart improvements-->
 
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−
====Updated Login Page to Include Language Selection When Not Explicitly Defined====
 
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Updated the display of the login page to include a language selection when you have multiple login pages configured for multiple languages. While you may still navigate to the language specific login pages using the lang parameter in the URL, if the lang parameter is not specified, then a language selection will be presented to the end user on the login page. Upon logging in, the language selection from the login page will carry through the user's login session.
 
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<!--114983 - Language preferences cleared with browser cache-->
 
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[[File:2021-03-ticket-114983-1.png|thumb|none|800px|The language dropdown on the login page when no default language is specified and when a language is specified. Note the parameter in the URL.]]
 
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−
====Added Additional Aggregate Record Count to Activities within Contact and Company Profile====
 
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Added the aggregate count of associated records within the left menu when viewing contact and company records. Some of the menu tabs representing activities, and UTA Level 2, and UTA Level 3 records associated to contact and company records did not have record counts displayed. These have been updated now to show you a count of these record types per contact or company.
 
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<!--116930 - No count on profile for activities-->
 
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[[File:2021-03-ticket-116930-1.png|thumb|none|800px|Aggregate count for activities added in left navigation as seen on the user profile.]]
 
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−
====Added Ability to Export Configuration Error Log====
 
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Added support for export of Configuration Error Log results, as well as Autoloader Process logs. The output from these two areas may now be exported as a file and more easily reviewed by system administrators.
 
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<!--115939 - Make Configuration Error Log Exportable-->
 
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====Updated Search Reference Within Custom Field Configuration to Include Reports====
 
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Updated the Search Reference function within a custom field to now also include reports where the custom field is included in. You can now determine if a field has been included within any reports.
 
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<!--117253 - Search Reference for custom field - add Reports where field is used-->
 
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====Added Ability to Disable List View Sticky Search Behaviour====
 
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Added ability to disable the sticky search behaviour of list views. The default behaviour of list views to remember your last search, and display the results of your last search can now be disabled via your personal list view settings and disabling the "Remember Previous Search" option.
 
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<!--117013 - Ability to prevent sticky search-->
 
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==On-Demand System Upgrades==
 
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The following features are available immediately with the application of the upgrade, but must first be enabled or configured by a '''Global Administrator''':
 
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===Major Updates===
 
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====New Shopping Cart Feature====
 
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New Shopping Cart feature allows for the tracking as well as processing of payments from users. When this feature is configured, it will allow users to process payments towards organizations, or UTA Level 1 records. This feature was designed with end user donation purposes in mind and will allow you to process payments directly via our integration with our partner Stripe, or through an integration with your own financial system by way of payroll deduction. Users may choose from one-time payments to multiple payment plans. For system administrators, this feature can be enabled in the Global Settings area through settings called Shopping Cart. You can define what system objects are available to for inclusion within an order, and multiple payment forms as well to specify different attributes for different methods of payment. For example, you can include a flat processing fee, and either choose to display or hide this from the user's order summary screen. For end users, when they navigate the records made available for payment towards, they will be presented an option to add to their shopping cart, from which they may check out when done.
 
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<!--119405 - Shopping Cart - Payroll and Fees-->
 
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[[File:2021-03-ticket-119405-1.png|thumb|none|800px|Donating to an organization using the shopping cart.]]
 
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[[File:2021-03-ticket-119405-2.png|thumb|none|800px|Choosing payroll or credit card payment options on the shopping cart summary screen.]]
 
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[[File:2021-03-ticket-119405-3.png|thumb|none|800px|The confirmation screen for a recurring payroll donation in the shopping cart.]]
 
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====Added Additional Themes and Templates Available to Portal Configuration====
 
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Added additional themes and templates available for use in portal configurations. Three new themes are now available. Five new templates have been added for use within these new themes. These templates allow you to setup well-designed tailored portals in a snap for specific audiences and focus areas. 
 
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<!--120769 - Portal Templates-->
 
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[[File:2021-03-ticket-120769-1.png|thumb|none|800px|Three new themes (looks) were added for use in portals as well as a visual picker. Note that the "Default" theme has been renamed to "Traditional".]]
 
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[[File:2021-03-ticket-120769-2.png|thumb|none|800px|Five new Templates (predefined layouts) were added for use in portals.]]
 
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====New Integration with ORCID Research Database====
 
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New integration with ORCID research and funding database. This allows you to integrate your SmartSimple platform with ORCID in order for users to pull down their ORCID profile into your SmartSimple platform, and also to push out funding data from the platform out to ORCID. Your organization will need to sign up for an API or integration key directly with ORCID, to be entered as an Integration Key in the platform. Additionally, individual users will need to each authenticate their user profile with ORCID and authorize the platform to access ORCID data in order to pull down or update their ORCID profile within the platform.
 
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<!--114889 - Requirements for ORCID Certification-->
 
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====New Ability to Generate Fillable PDF Forms for E-signature====
 
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Added new ability to configure Web Page View custom fields with custom content that will include fillable forms on a system-generated PDF sent through an e-signature provider. Currently, this feature is only available for integrations with DocuSign.
 
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<!--117380 - E-Signature Document With Fillable Form-->
 
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====New Custom Field Type Special - Like Button Rating====
 
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New custom field type called Special - Like Button Rating can be used to present a thumbs up and down rating. You can set the permissions and availability for this field just like any, and present your users with the ability to like or dislike a record.
 
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<!--120767 - Enhancement - Like-->
 
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====Updated Disbursement Creator Tool Now Available to Non-Admin Users====
 
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Updated Disbursement Creator tool to be available for non-admin users. This feature may now be enabled for use by non-admin users via a role permission located in the allocation mapping settings. Enabling this for users will then display the Disbursement option within the Tools menu within a UTA Level 1 record.
 
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<!--117490 - Role Permissions for Disbursements Creator Tool-->
 
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====New Ability to Restrict Available Consumer Records for Provider Connection Based on Consumer Type and Status====
 
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New ability to restrict the type and status of Consumer records that you can choose from the Provider UTA. Within the configuration of Consumer connection within the Provider UTA connectivity settings, you can now more granularly control the availability of which Provider records can be linked with which Consumer records by type and status combinations of both Provider and Consumer.
 
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<!--117053 - Restrict Consumer Types-->
 
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====New Import Templates Now Available to Non-Admin Users====
 
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New Import Templates to allow you to configure import wizards for use by non-admin users. This functionality is available for use with UTA Level 1, Level 2, and Level 3 type records. The configuration setting for this can be found within the UTA settings page -> respective level tab -> Import Templates. These templates allow you to create an import profile restricted to specific record types, statuses, and also the fields to import into. You may then permission the templates for use by user role. We've also extended the import wizard functionality to be available now for UTA Level 2, and Level 3 records as well. The interface and behaviour of the import wizard will now allow you to directly copy and paste content for upload in addition to file upload, as well as allow you to specify more options for column delimiter where only comma delimiters were accepted previously. The error detection and data validation has also been improved and will now alert you on any issues encountered at the end of the import. Lastly, you will be able to save your column mapping selection and reload these the next time you use the Import Template for a quicker import experience.
 
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<!--120445 - Improved Importing level 1s-->
 
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===Minor Updates===
 
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====Extended Bulk File Download Function for use With Consumer Provider List Views====
 
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Extended bulk file download functionality to be available for Consumer Provider list views. You may now configure Consumer Provider list views with the ability to download file uploads from the records returned in the list.
 
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<!--116650 - Download files functionality not available on consumer/provider list views-->
 
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====Added Options for Invitation-type Workflow Task to Create or Send Invitations====
 
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Added two new options for the Invitation-type Workflow Task to allow you create or send Draft Invitations. You can now trigger the creation and sending of contact invitations via Workflow Task, and additionally if the Workflow is triggered on a UTA Level 2 record, you will also have the ability to trigger a Level 2 activity Workflow Task that will create or send invitations off the parent Level 1 record.
 
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<!--121190 - Invitation Updates/Improvements-->
 
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====Enhanced Hashtag-enabled Text-type Fields with Additional Options====
 
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Enhanced the Hashtag option for text-type custom fields with some additional options for improved usability. Introduced an option to restrict the ability to create new hashtag values to certain user roles. Introduced an option to categorize multiple fields into similar categories, such that end users entering in any of these fields will be able to search from the collective hashtags across all fields within the same category. Also introduced a new admin page, Hashtag Library, found in the Global Settings that will show you the list of available hashtags, and that also allows you to change the hashtag value and category.
 
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<!--120766 - Enhancement - Hashtags Part2-->
 
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====Added Support for JSON Format for Report Exports====
 
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Added support for exporting report resultsin JSON format through the File Export feature of reports. Within the File Export configuration menu of a report, you can now specify an export format of JSON.
 
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<!--121612 - add JSON format to Scheduled Report Export-->
 
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==Beta Previews==
 
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No features are available for beta preview this upgrade.
 
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==Notes for Admins==
 
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====Added New Parameters to SmartConnect API for Pagination of Records====
 
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Added additional parameters to the SmartConnect API to allow for pagination of record sets. For List action API calls, new parameters recordcount, recordstart, and recordend will now be returned to you. New parameters recordsperpage, recordstart, and pageofrecord will be available for you to pass to the calls to page through the result set. You may pass just the recordstart to indicate which record to start from, for example, given a recordsperpage 100, you could pass recordstart 1, 101, and 201 in order to obtain records 1-100, 101-200, 201-300 respectively. Another example, given a recordsperpage 100, you could pass recordstart 1, 1, and 1, in combination with pageofrecord 1, 2, and 3 in order to obtain the same record sets 1-100, 101-200, 201-300 respectively.
 
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<!--120958 - Enhance SmartConnect API to allow pagination of records-->
 
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====Added New Criteria Operators to SmartConnect API for Searching of Empty or Non-empty Values====
 
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Added additional operator available to the SmartConnect API for use within criteria to search for records where a field is empty or not. You may now include an operator of isempty, with a corresponding value of either true or false, within a criteria in order to search for records based on either empty or non-empty value.
 
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<!--117307 - SmartConnect API - add a new criteria to search for field that is blank or NULL-->
 
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====Added New Attributes to SmartConnect API to Describe Sub-type of Custom Field Metadata====
 
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Added additional attribute fieldsubtypeid to the SmartConnect API function for Get Meta. This will allow you to retrieve the subcategory of a custom field. Where you were able to previously retrieve the field type, e.g. Text Box - Single Line, you can now retrieve the subcategory, e.g. Text Box - Date, or Text Box - Number for more granularity. You will be able to retrieve both the type name as well as internal type ID assigned to these types and subtypes.
 
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<!--110981 - Enhance API 'Get Meta' function to more precisely indicate type-->
 
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====Updated Default Settings for New Instances====
 
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Updated the default settings for any newly created instance to enforce stronger and recommended settings. Some of these default settings involve security settings, such as deprecation of plain text passwords in email reset template, and enforcement of SmartCheck server-side validation, Organization and User Security matrix, CAPTCHA validation, and cookie usage acceptance message. Some of these default settings involve interface settings, such as disabling of Classic-type interface options, enabling of compact header, and title bar navigation pane. Some of these default settings involve enforcement of configuration standards such as restriction of special characters and spaces in field names, and deprecated support for some variable syntax including reportproperty variable syntax in custom field options, as well as list variable syntax within group functions in template formulas.
 
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<!--54549 - default settings for new instance-->
 
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==Service Packs==
 
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===Service Pack 4===
 
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Release Date: March 8 2021
 
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====Bug Fixes====
 
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* Fixed an issue with the validation engine that would intermittently begin failing, and blocking the submission of records. The issue was apparent when users would encounter a validation error blocking them from submitting records, or sign up pages. Messages such as "There are some issues with the form validation. Please contact your system administrator." would have been encountered.
 
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<!--123921 - Validation error-->
 
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* Fixed an issue with the permission validation for ability to create a UTA level 3 record. The system would incorrectly block the creation of a level 3 activity when the user did not have view access to the level 1, where it should instead check for access to the level 2.
 
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<!--123800 - Error Message on Apply-->
 
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* Fixed an issue where a field configured with both a number formatting of "Percent", and a precision, would round numbers incorrectly in view mode.
 
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<!--123302 - Percentage Number field rounding incorrectly-->
 
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* Fixed an issue where currency values were not storing correctly within an advanced data table for certain number formats. The number value was being incorrectly formatted for users with a locale that specified number formats without a comma symbol as the thousands separator, and a period symbol as the decimal separator. For example, a Spanish speaker entering a Euro currency formatted number as "1.234,56" would encounter an issue where the system did not correctly transform the number to the expected North American raw number format during calculation.
 
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<!--123771 - XML calculations not working-->
 
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* Fixed an issue where organization signup pages configured with verification services for National Center for Education Statistics (NCES) were unable to select an organization, and copy the organization details to the signup form.
 
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<!--123430 - NCES Integration not working on Sign up page-->
 
−
* Fixed an issue where the sort order setting of an Upload - Multiple Files Storage field would be reset when navigating to another tab and re-saving within the custom field settings page.
 
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<!--123915 - Multi-File field; Sort order being reset-->
 
−
* Fixed an issue where clicking on the new activity button on the activity list view incorrectly opens the page in the background screen when working from a modal window.
 
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<!--123261 - New activity shows in background when L1 is opened in modal window-->
 
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* Fixed an issue where selecting a user or contact association through the lookup modal window would not automatically close the window when the record was selected.
 
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<!--123769 - No submit button in contact association modal window-->
 
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* Fixed an issue where the language setting of an advanced data table section may be cleared during configuration of the sections, when built in a certain sequence.
 
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<!--123954 - BUG: XML Section overwriting settings-->
 
−
 
 
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====Other Changes====
 
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* Updated list view and report display to now render line breaks from the stored values onto the web browser.
 
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<!--121411 - Line breaks are not preserved in list view columns-->
 
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* Updated the default message shown for linked record list field type when creating a new record from "Click Save before using linked record list" to "Click Save before using FIELD_CAPTION".
 
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<!--122306 - Update linked record list message on new record-->
 
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* Updated the invitation import feature to support the use of role caption. Previously it only supported role name.
 
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<!--121333 - invitation Import requires role name instead of role caption.-->
 
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* Updated the configuration of advanced data table sections to no longer accept commas within a node name.
 
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<!--123899 - Saving button on ADT is clearing the form instead of saving it-->
 
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* Updated the PDF generator engine to cache and load images from temporary files instead of fully within system memory while compiling the PDF file. This is intended to reduce memory usage from the PDF generation process and improve overall system performance.
 
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<!--123638 - CA & Com server PDF Generation-->
 

Latest revision as of 14:02, 26 February 2024

Contents

General Information

Current Upgrade Dates

Key Release Date: March 14 2024
Key Backup Release Date: February 29 2024

Global Release Date: March 28 2024
Global Backup Release Date: March 14 2024

Upcoming Upgrades Schedule

Upgrade Key Release Date Global Release Date
March 2024 Thu, March 14 2024 Thu, March 28 2024
July 2024 Thu, July 18 2024 Thu, July 25 2024
November 2024 Thu, November 14 2024 Thu, November 28 2024
March 2025 Thu, Mar 13 2025 Thu, Mar 27 2025
July 2025 Thu, July 17 2025 Thu, July 24 2025
November 2025 Thu, November 13 2025 Thu, November 27 2025

We regularly update the list of upgrade features and schedule for both the backup and production environments on this page.

This page will provide a general overview of each upgrade, with links to the Wiki articles describing the new or updated features and how to use them.

More information around the system upgrade process can be found below.

Current Upgrade Package

Overview

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


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

Upgrade Highlights

  • SmartFolders redesigned with new view options, consistent UI patterns, and optimized performance (On-Demand)
  • +AI feature set offers advanced capabilities for automating common tasks, gaining insights, and optimizing processes
  • Delegation feature updated for easier delegate assignment
  • New page-level help element provides concise explanations to help you during configuration
  • Proximity list views enlarged for ease of readability and improved visual context
  • New open options for buttons in portal sections for improved user experience
  • New third-party integration feature with enhanced security utilizing level 1 template pages
  • Default OpenAI Large Language Model (LLM) transitioned to GPT-4

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 link will now appear under the “My Links” heading in the user menu

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.

Delegates will see a new icon in the header which they can use to emulate your user account for the specified duration

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.

The map panel within proximity map list views has been enlarged

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 redesigned to better help you organize and manage your files. The new interface boasts a fresh new design, uniform UI patterns, and optimized performance for an enhanced user experience.

We introduced a new view option that allows you to see your files in the way that works best for you. Choose between the new "Grid" option or the more traditional "List" layout.

The new grid view offers an intuitive visual representation of the files
The traditional list view layout offers an efficiently organized view of textual information in a tabular format easily sorted by column header

Bulk file actions can be performed by using the checkboxes. Alternatively, you can perform individual file actions by clicking the ellipses icon to the right of each file.

Perform bulk file actions by using the checkboxes. For single file actions, click the ellipses icon. The options in the left navigation have changed. Additionally, you can now easily drag and drop files into folders.

Search for files based on name in the quick search or advanced search.

Quickly find files by searching for the file name using quick search or advanced search. The advanced search uses exact keywords and supports wildcard characters ( * ). The advanced search also allows you to search based on file size and date range.

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

  • Folders (previously known as "General") encompasses physical files
  • System Folders (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"

To set permission access for SmartFolders, navigate to Global Settings > Security Tab > System Features > Features and set the desired access. To view the new Smartfolders, navigate to Menu Icon > SmartFolders > Toggle on Try the new SmartFolders.


SmartSimple +AI Feature Set

Main Articles: +AI Overview, Enabling +AI Within Your System

We have created an array of AI features for clients subscribing to our +AI service:

  • +AI Directive: A multi-faceted feature that be used in conjunction with natural language, scripts, and the variable processor. +AI Directive can perform many time saving tasks such as analyzing text and automatically populating custom fields, summarizing and translating text, populating custom fields with internet-extracted data, converting text into other formats, and comparing application requests with program objectives and providing a score.
  • +AI Insights: Create your own custom AI model for data analysis and reporting across multiple records within a UTA. Trained insight models can quickly provide answers that involve aggregation, summarization, and prediction without the need to spend time constructing list view filters and reports.
  • +AI Assistant: Execute actions at the record level such as updating statuses, modifying field values, or creating new fields, activities, and associations. Instead of finding a field and changing a value, use the hands-free voice interface to update the desired field.
  • +AI Vision: Upload an image and have the AI answer specific questions regarding the image contents without having to open and examine the image yourself.
  • 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: Generate text transcriptions of audio and visual media.

To get started with the +AI feature set, you can learn how to enable +AI within your system. Stay tuned for the official announcement and demonstration at our 2024 Unite conference scheduled in Amsterdam (May 29-30th).

Note: You will need an OpenAI license to use AI features in 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 through a Level 1 template page. This provides another easy way to get third-party data into your SmartSimple system quickly. Users may encrypt third-party data for improved security.

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. The alternative logo text provides a textual description of the logo for users who may not be able to see the visual content. This is particularly important for people with visual impairments or other disabilities who use screen readers to read aloud the content of web pages.

Open Portal Section Links in Current Window or Modal Window

Added ability to customize how records and links are opened within a portal section to give 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 from the profile, you may choose to open the organization profile in the current window.

Configure portal buttons to open records and links in the main window or a separate modal window

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

Configuration screen for portal section buttons

Notes for Admins

New Page-Level Help Element

A new page-level help element has been added to several pages with the purpose of giving clarity by providing concise explanations and guidance so you can easily understand and configure settings with confidence.

This new page level help has been added to the "Colors and Styles" page (located under Global Settings > Branding tab) and to new features such as +AI Insight and +AI Assistant.

An example of the page-level help on the "Colors and Styles" page

Report on Expired User Accounts

Added the ability to report on the Enable Access Expiry toggle and the Expire Date field so you can easily track user accounts that have expired and are unable to log in as well as identify users scheduled to lose system access automatically. Access expiration on users is often configured for compliance and security purposes.

To set a user's access to expire, navigate to the user's profile and select Actions > Edit Roles and Access. To include the expiry data in a report, navigate to the report builder, select the "User" dataset and add the fields "Expiry" Date and "Will Expire".

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 (JSON format or CSV format) as they always do, but now you must define the node name and the JSON data in separate columns.

Exclude Non-Contributing Contacts When Importing to ORCID

Added a new mapping option called "Exclude Contributor" to provide control over the contacts that are imported as contributors of the fund/work record to ORCID. This option serves as an exclusion flag, where a value of 1 indicates exclusion, and any other value (including 0, empty, or any other number) or no mapping selected will indicate inclusion (in other words, if the contact has the flag set to 1, they will not be exported from SmartSimple and imported into ORCID).

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 of the T2P tool that includes this change contact our support team.

Updates to Assignment Grid

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

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.

Level 0 Custom Fields Deprecated and Hidden

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

Service Packs

April 18th 2024 (202404.02)

  • Fixed an issue related to workflows using the request for approval task where a variable inside a connector condition was not resolving as expected.
  • Updated the system for improved security.


April 11th 2024 (202404.01)

  • Added a new feature called +AI Assistant, designed to streamline actions at the record level. Whether it's updating statuses, altering field values, or creating new fields, activities, and associations, this tool simplifies the process. Instead of manually locating fields and adjusting values, users can now utilize the hands-free voice interface to make updates. To access the +AI Assistant, navigate to the desired Level 1, 2, or 3 record and select the Tools dropdown. To set up the feature, navigate to the desired UTA > Configuration Settings > Level 1, 2, or 3 tab > +AI Assistant.
  • Added the ability to allow users to use the Shift + Enter keyboard combination to insert new lines into the input box on +AI chat windows.
  • Updated Disable Inactive Account functionality so that users with access type API Access will no longer be locked for inactivity.
  • Updated icon selectors on settings pages for enhanced security. Unsupported icons from previous sets will no longer be visible on settings pages. Choose a supported icon and save the settings page if your system has unsupported icons in use.
  • Updated the behavior of the Version toggle within the Copy Profile feature. When the toggle is not enabled, the copied record will match the current version set on the UTA. Previously, when the toggle was not enabled, the copied record defaulted to the core field set. With the version toggle enabled, new records will continue to be created with the version of the source record.
  • Updated the Candid Demographics API to include changes to new and existing data points. In particular, there were updates to category labels, the introduction of category and subcategory IDs, and the addition of new subcategories under "Gender Identity" and "Sexual Orientation".
  • Updated the behavior of the Media Library to display a message instead of attempting to display an image with excessively large file dimensions.
  • Updated report interactive view by removing a third-party library.
  • Updated the State dropdown for India to include Chhattisgarh, Ladakh and Uttarakhand.
  • Fixed an issue related to how aria labels are applied.
  • Fixed an issue with the report export functionality where linked reports were exporting stored values instead of display values.
  • Fixed an issue with custom lookup options in dropdown fields, where after you had saved you were not able to select other values.
  • Fixed an issue where the value of the Computed - Auto Number custom field failed to increment and save as expected when records were created using the Copy Profile feature. Following the upgrade, inclusion of a Computed - Auto Number field in the copy profile will auto increment and save.

March 21st 2024 (202403.04)

  • Fixed an issue where an undesired horizontal scroll bar appeared in shortcut portal sections utilizing the "Management" theme.
  • Fixed an issue where the autoloader failed to associate two Level 1 objects within the same UTA after a data migration.

March 18th 2024 (202403.03)

  • Fixed an issue where users were unable to download documents from "Upload - Single File Storage" fields on list views and on "Display - Text and Variables" fields when using object syntax. Users would also see a "Scanning file for viruses" message which was not applicable.

March 15th 2024 (202403.02)

  • Fixed an issue where the expected visibility of Level 3 activity data (called through variable syntax) was not displaying correctly. This occurred specifically when the Level 2 Advanced Data Table custom field was mapped to Level 3 activities.


About the System Upgrade Process

The objective of the system upgrade process is to ensure that customers have a chance to review how their applications and information will work following the upgrade without compromising the integrity of their production system. In order to take advantage of this, you will need to know how to access your backup instance of SmartSimple Cloud. If you need assistance with this, either refer to the Backup Server and Testing Instances Wiki article or contact the SmartSimple support desk.

For clients on a Private Cloud environment, please review the SmartSimple Upgrade Process – Dedicated Server page.

Upgrade Schedule Details

The following tables outline the detailed upgrade release cycle.


If you are part of our Key Release your SmartSimple Cloud system will be automatically upgraded according to the following schedule. Generally North American Clients are on the Key release.

Hosting Environment Date Maintenance Window Typical Downtime
Key Release Production Second Thursday of an upgrade month 22:00 - 23:59 EST 5 minutes
Key Release Backup Two weeks prior to the production upgrade 22:00 - 23:59 EST 5 minutes

If you are part of our Global Release your SmartSimple Cloud system will be automatically upgraded according to the following schedule. Generally clients in Europe, Middle East and Asia as well as Managed Dedicated clients are on the Global release.

Hosting Environment Date Maintenance Window Typical Downtime
Global Release Production Fourth Thursday of an upgrade month 22:00 - 23:59 local time 5 minutes
Global Release Development/Test Fourth Thursday of an upgrade month 22:00 - 23:59 local time 5 minutes
Global Release Backup Second Thursday of an upgrade month 22:00 - 23:59 local time 5 minutes

If you are on dedicated environment that is client-managed your SmartSimple Cloud system is only upgraded manually by your system administrator or by submitting a request to SmartSimple. The upgrade package is made available for you according to the following schedule.

Hosting Environment Date Maintenance Window Typical Downtime
Global Release All Fourth Thursday of an upgrade month client-managed 5 minutes

Backup Environment Update

  • Each backup environment will be updated to the "release candidate" prior to the upgrade date.
  • This update will provide for instance specific testing of release candidate, as you can log into your respective backup environment and test the changes against your most current data and configuration.
  • Internal staff will also be using these environments to perform instance specific testing.

Update Go/No-Go

Subject to satisfactory testing on both the pre-production environments and the backup environments, the Go/No-Go decision will be made on the Wednesday prior to an upgrade release.

Upgrade Feedback and Questions

If you have questions or need assistance or want to share your thoughts on the upgrade contact our support team toll-free at 866.239.0991 or email support@smartsimple.com

Previous Upgrades

See the Previous Upgrades page for a list of previously-implemented upgrade features.

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