Template:November2022Upgrade

General Details

Upgrade Dates

Public Cloud Production release date: November 10 2022
Public Cloud Backup release date: October 27 2022

Private Cloud Production (Managed Upgrades) release date: November 24 2022
Private Cloud Backup (Managed Upgrades) release date: November 10 2022

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.

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

Enforcing Deny Permissions for Portal Pages on Common Role

Changed the behavior of the Deny Access permission setting for pages on the Common portal. This setting will now deny access to the portal page for any roles selected. Previously, the Deny Access permission hid the link from view in the main header menu but the page was still accessible via a portal shortcut. If you want to hide a portal page but still allow people to access the portal page via a shortcut, toggle off Display As Header Link. To see the affected setting go to Global Settings > Users tab > Portals > Common > Edit a Portal Page > Permissions tab.

The Deny Access permission settings will be enforced on the common role.

The setting that controls visibility of portal pages in the header.

Deprecated Password Variables

We will be deprecating several password variables for security reasons in 2023. For example, sending passwords as plain text via emails is not a secure practice. If your system contains any of these deprecated variables, they will display as plain text. Deprecated variables include: @password@, @checkportalpassword@, @checkactivatedpassword@, @randompassword@ and @passwordresetlink@. System Administrators must change existing email templates to use password activation links that will send the user to a page where the user can set their password. The syntax for password links is https://@url@@activationlink@. Emails that need to be updated are located at Menu Icon > Global Settings > Security tab > Password and Activation Policies > Click the Activation Emails tab in the left navigation. Another location where these variables may be present is on user signup pages. To find user signup email templates go to Menu Icon > Global Settings > Communications > System Email Templates > Search for “New User”.

Deprecated password variables need to be replaced or removed. For example, this email template was updated to use the activation link variable.

Enhanced Multi-Factor Authentication

Moved multi-factor authentication (MFA) settings from the user roles to Global Settings > Security tab > Password and Activation Policies. In this new location, you can enable MFA and assign MFA options to some or all roles from a single central location. Additionally, there is also a new toggle called Enable Trusted Device. If you enable trusted devices, you can set the time period in which a person who has authenticated into the system can bypass entering the MFA verification code. To learn more on MFA setup, read our article on multi-factor authentication. Note: in an effort to enhance everyone’s security we will by default enable multifactor authentication for all roles in 2023.

Multi-factor authentication (MFA) settings have moved and are defined globally instead of on the role.

Optionally, you can allow users to remember their device for a definable number of days so they don’t need to enter a verification code each time they log in.

Enhancements to the List View

Added system filters to the basic search Filter drop down. Previously, system filters were only visible when Advanced Search was toggled on. We also added the ability to set system filters as configuration only. Setting a system filter as configuration only will hide the system filter from the Filter drop down on the search for end users, but still allow system administrators to select the system filter while configuring their system. Additionally, if you have permission to edit a system filter, you will also see an edit button beside the filter name in the dropdown.

System Filters will now appear in the basic search drop down.

System Filters can be flagged as configuration only and then they will not show up in the basic search drop down.

Minor Updates

Added Invitations Import Wizard to UTA Level 3s

Extended the ability to easily import invitations in bulk using the Invitation Import Wizard to Level 3s. To see this link, go to UTA Settings > Level 3 tab > Invitation Import Wizard.

Updated the Transaction Type Settings Page

Added the left navigation to the Transaction Type settings page. Specifically, the left-hand navigation now contains a tab for Template Page and Verification Mapping. Also, the Advanced Logic setting has been renamed UTA Link Button Condition and has been moved to the bottom of the Main tab. To see these changes, go to Global Settings > Transactions tab > Types and edit a type.

Added Ability to Specify a Role as External Only

Added the ability to tag a role as exclusively external in order to prevent that role from being assigned to internal users. Specifically, the Internal User Role Only toggle has been replaced with Available to. This new setting can be used to restrict roles so they can only be given to an internal or an external users. To see this setting, go to Global Settings > Users tab > Roles > Edit a Role.

Setting to restrict roles so they can only be given to internal or external users.

Added Ability to Create Folders from Autoloader/Scheduled Report Settings Pages

Added ability to add a new Smart/Configuration folder directly from the autoloader and scheduled report settings pages if the user has permission. Previously, if the desired folder was not yet created, users would have to go to the SmartFolders to create a folder and then return to the settings page in order to select the newly created folder. To see the new Create Folder button, in the Autoloader, go to Autoloaders > Edit an autoloader > General tab. The new button appears beside the Processing Folder input.

Updated Breadcrumb Appearance

Updated the look of the breadcrumb navigation to be more compact and mobile-friendly.

The breadcrumb navigation as it will appear after the upgrade.

The breadcrumb navigation as it appeared before the upgrade.

Added Ability to Export System Email Templates

Added a button to the system email templates page to allow for exports. To see the Export Email button, go to Global Settings > Communications tab > System Email Templates.

Added Type and Status Filters to Workflow Email Previews

Added the Type and Status filter to the workflow email preview for easier record searching and selection. To see this setting, go to Workflows > Edit a workflow > Tasks tab > Edit a task of the Acknowledgment type > Message Template tab > Preview.

Type and Status filter on workflow email preview.

Added Primary Contact Option for UTA Group Emails

Added the Primary Contact option when creating a group email from a UTA Level 1, 2, and 3 list view.

Note: On Level 2s and 3’s, this option will select the primary contact associated with the Level 1 Branch standard field. To see the new option, go to a UTA Level 1, 2 or 3 and click the Group Email button.

Primary Contact option now surfaced on UTA Group Emails.

Added Ability to Lookup Email Templates in Group Emails

Added ability to lookup email templates for group emails. Previously, you could select email templates using a drop down but now you can also search for email templates in the dropdown which is helpful if you have many templates. To see this feature, go to UTA > Select desired records > Click Group Email > Select users and click Next > Click the Template field to see a new lookup field. This feature is also available for group emails sent from the record contacts page.

When creating a group email, type to filter available email templates making it easier to find that desired email template.

Added Invitation Details Button

Added a new button called Details to the invitations page. This new button will appear for every invitation and shows Invited Date, Last Updated, Response Date and optionally a reason for why the user accepted or declined the invitation. To see this new button, go to the desired UTA > Open a record > Click Invitations on the left-hand navigation.

New Invitation Details button makes it easier to see more information.

Added Search to Activity List Views on Record Pages

Added search for activity list views within a record. For example, on the Level 1 record, click on the Level 2 Activity tab to see the list view with search options. On level 2 records, click on the Level 3 Activity tab to see the list view with search options.

Added search to activity list views on the record.

Added Ability to use Custom Lookup Options with Dynamic Field Visibility Controls

Added the ability to use custom lookup fields as the primary fields in Dynamic Field Visibility Controls. To set up custom lookup options, create a Select One -Dropdown List with Enable Dynamic Content and Use Custom Lookup Options toggled on. To specify a custom lookup options field, go to UTA Settings > Level 1 tab > Dynamic Field Visibility Controls > Create a new visibility control > Once saved, set the Primary Field to be the desired Custom Lookup Options field.

Added Configuration Mode in View Mode

Added ability to enter Configuration Mode when a record is in View Mode. Previously, Configuration Mode was only available when records were in Edit Mode. Configuration Mode can be found under the Tools menu for User, Company, and Level 1 record pages.

Added Default Page Layout Option to the Web Page View Custom Field

Added a new setting for Special - Web Page View custom fields to allow for default or custom page layouts. It is recommended that you leave this set to the new Default option whenever possible. This ensures you always have the latest template. There is a Custom option if you want to see and modify the web page view HTML template. To see this setting, go to the settings of any web page view custom field. Under the General Settings tab, the new setting is called Page Layout.

New web page view option to always have the latest and greatest template or choose custom to see and modify the template.

Added Tab for for Failed E-Signatures to Queue

Added a Failed tab to the E-Signatures Queue to make it easier to see any e-signature documents that failed. This allows users who’ve sent batch e-signature requests to see the status in one place instead of individually checking the status on each web page view. To see this tab, go to Global Settings > Integrations > E-signature Queue > Failed tab.

Updated Notes Tab to be Hidden on Record Pages

Updated Notes tab to be hidden on records pages for users who do not have permission to view any note types.

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

Added Ability to Autosave Fields

Added an option to autosave fields on the record page. If you enable this option, data entered into an input will be saved when you click out of the input. A small green notification (toast message) will display on top of the screen to indicate the change has been saved. To turn on this setting, go to Global Settings > System tab > Toggle on Automatically Save Field Values when Editing Records.

Note: This feature requires Record Lock to be enabled and not all fields support autosave. For example, the Type and Status standard fields will not autosave.

If enabled the option to autosave fields will save field values when you leave a field. A toast message will be displayed when values are saved.

Added New Button Color Classes

Added a new setting for save, submit and delete buttons which gives you the ability to adjust the visual priority of buttons. Buttons can now be color-coded using predefined styles. For example, you could make all continuation actions green while negative actions red. A neutral color could be used for secondary buttons. To configure default, save and delete buttons go to Global Settings > Branding tab > Colors and Styles. To configure custom save and submit buttons go to the desired UTA, Organization, User, or Transaction tab and click the Submit and Save Buttons link.

Note: Button colors will not apply to configuration pages. After applying button colors, it is recommended that you log out and clear your browser cache to see changes.

Adjust the visual priority of buttons with color classes.

color class options.

Added Ability to Make Media Files Publicly Shareable by Default

Added setting to enable media library files to be publicly available for streaming by default. To use this feature, go to the settings for the desired Upload - Multiple Files Storage custom field that has Media Library enabled and toggle on Enable Media Sharing by Default. Previously, video and audio files were not shareable by default and users needed to manually enable sharing on each file one by one after upload.

New option to make media shareable (publicly available for streaming) by default.

Minor Updates

Added Option to Add a Subject Line to Notes

Added setting to allow subject lines for the notes. Additionally, the notes can also be collapsed. If this new setting is enabled, individual notes can be collapsed and expanded. To enable this feature, go to Global Settings > System tab > Toggle on Enable Subject Line for Notes.

New option to add a subject to notes. If you opt in you can also collapse individual notes.

Added Ability to Link a Shortcut to a Page

Added a new Action Type called Page to portal shortcuts to make it easier to link to a page. To see this setting, go to Global Settings > Users tab > Portals > Edit a portal > Click Shortcuts in the top action bar > Edit a shortcut with the Style set to Icon, Image or Text > Set Action Type to Page.

Added Ability for Autoloader to Add and Update Longitude and Latitude

Added ability to add and update Longitude and Latitude standard fields for Company, People and Level 2 autoloaders. To see this new setting, Autoloaders > Edit an autoloader > File Layout tab > under Column Mapping.

Added Metadata Mapping for Stripe Payments

When configuring payment forms of the type Credit Card (Stripe) under the Connectivity tab of a UTA, you can now define Metadata Mapping, mapped data will be included in the charge submitted to Stripe.

Beta Previews

No features are available for beta preview this upgrade.

Notes for Admins

Added Version Option for Custom Fields Permissions Quick Edit

Added ability to target custom fields by version when using the Permissions Quick Edit feature. To see this setting, go to UTA Settings > Level 1/2/3 tab > Custom Fields > Click the Permissions Quick Edit button in the list view button bar.

Deprecated Damvad Analytics Integration

Deprecated Similarity Identification Integration by DAMVAD Analytics.

Added Ability to Get Translation Details in the API

Added ability to get translations using the SmartSimple API. Results are returned in an array.

Configuration Folders and Files Included in Cloning Scripts

When systems are cloned, Configuration Folders and the files within will be included in the cloning scripts.

Added Option to Bypass Secure Session Validation Based on IP Addresses

Added a setting called IP addresses to bypass secure session validation. This setting is only visible if Disable Secure Session Management is toggled off. This new setting allows you to keep secure session management active for all users while allowing some users to bypass this security. This setting is located at Global Settings > Security tab.

Deprecated the Use HTML Table Option

Deprecated the Use HTML Table option in the Autoloader.

Added Dynamic Visibility Controls to the Custom Field Search Reference

Added the ability to see Dynamic Visibility Controls in the custom field Search Reference. This makes it easier to identify the field that controls the visibility of a custom field. 130177 - Show related Dynamic Field Visibility Controls in Search Reference

Added Error Message to Media Library

Added an error message in the Media Library that will display if a video or audio file fails to be processed.

Added Ability to Link and Unlink Transactions with API

Added the ability to link and unlink transactions from the Level 1 and Level 2 using the SmartConnect API version 2. This gives you the ability to remove the relationship without deleting the transaction. Adding transactions to the Level 2 is also now supported.

Added Ability to Limit API Access to Reports

Added ability to limit which reports can be requested with an API call. The new setting called Reports can be found by navigating to Global Settings > Integrations tab > SmartConnect API and editing an API function of the Object Type called Report.

Updated Appearance of the Data Exchange Summary

Updated the look of the classic Data Exchange Summary that shows incoming and outgoing packages on UTA records. The new message can be collapsed to take up less space.

The Country Formerly Known as Turkey Will Now Appear as Türkiye

Updated the Country standard field list to use the label Türkiye for the country formerly known as Turkey. Türkiye is the officially requested label for the country.

Added Support for Copy Profiles in Batch Update Buttons

Added support for Copy Profiles in custom Batch Update Buttons. To see the new option, edit the desired list view > Batch Update Buttons tab > Edit a button of the type Copy.

Updated Report Builder Support

Updated Report Builder to support SS_FUNC.ADDBUSDAYS, SS_FUNC.COUNTBUSDAYS, SS_FUNC.COUNTWEEKDAYS functions to assist with complex date calculations.

Updated TLS to Enforce 1.2 for Added Security

Updated "Transport Layer Security (TLS)" references to enforce version 1.2 for improved security. TLS 1.0 and 1.1 are no longer supported.

Invalid Characters in E-signature File Names Replaced with Underscores

Invalid characters for e-signature file names will be replaced with underscores to ensure the signing process completes successfully.

Service Packs

February 23th 2023 (202302.03)

Fixes

• Fixed memory issue for the service process manager (Gort Automation).

February 16th 2023 (202302.02)

Fixes

• Fixed an issue with Advanced Data Tables where cells were not populating on initial load under some circumstances.

• Fixed an issue where changing a user to a Global Administrator was not retained.
• Fixed an issue with the Text Box – Date and Time custom field where the time was not rounding correctly when the time was converted to another time zone.

Other Changes

• Updated missing Spanish translations for group emails and the password activation page.

February 9th 2023 (202302.01)

Fixes

• Fixed an issue with the delete permissions on the duplicate check user/organization page so users with permission are able to delete an organization/user while merging.

• Fixed an issue with the processing of negative numbers for Norwegian krone (NOR) and Swedish krona (SEK) currency where the negative indicator on the currency value was stripped.

• Fixed an issue with comparing dates for autoloader file processing.

• Fixed an issue with how the Forgot Password screen was rendering on mobile devices.

• Fixed an issue with the Message Center where a file could not be removed from a selected template if it contained a single quote ( ' )in the filename.

Other Changes

• Updated the user’s personal settings to no longer display the time-based one-time password (TOTP) key and QR code that was associated with multi-factor authentication (MFA). This was hidden to enhance security. The TOTP Secret Key and TOTP QR Code are now only visible when you first set up TOTP. You can generate a new secret key and QR code by going to the desired user profile record and clicking Actions > Edit roles and access > Reset TOTP.

• Updated the Web Page View field to have a toggle for SmartFields. By enabling the SmartFields template, the HTML and CSS used to create a PDF of the fields on this record will be automatically generated. This is recommended over adding the SmartField template manually as you will not be required to update existing templates in the future.

• Updated email behavior on backup servers to allow the sending of multi-factor authentication (MFA) verification codes as well as password resets. Other emails on backup servers will not be sent.

• Enhanced system security by adding additional checks and blocking uploads of files with certain extensions.

• Updated missing translation country names for Danish, Spanish, and Catalan.

• Updated cookie policy to reflect the new cookie used to support trusted devices when multi-factor authentication (MFA) is enabled.

• Deprecated the RSA Disconnected Token option from the multi-factor authentication (MFA) dropdown on user roles.

January 19th 2023 (202301.02)

Fixes

• Fixed an issue with the query for finding custom field ID from the custom field name to improve the speed of validation using SmartCheck.

• Fixed an error in the Archive Scheduler.

January 12th 2023 (202301.01)

Fixes

• Fixed an issue where reports that were not set to be publicly accessible were able to open web page views externally. After this release if you want a web page view to be publicly available via a report you must set the report to be internet enabled and then go to the web page view custom field and allow public access.

• Fixed an issue with displaying the Lookup - Autocomplete Options field in a list view where only the first of multiple selected options were visible.

• Fixed an issue with duplicate SmartCheck validation messages displaying under a file upload field.

• Fixed an issue with the group email wizard where the From address and attachments were not preserved if the user clicked the Preview button and then clicked the Back button.

• Fixed an issue with the download files feature where the generated file was empty if the field was stored to another field.

• Fixed an issue with the aspect ratio of thumbnails in the Media Library at lower resolutions.

• Fixed an issue with charts where the x-axis was displaying the store value instead of the display value.

Other Changes

• Updated multi-factor authentication to be more secure and easier to set up. Roles using the time-based one-time password (TOTP) will now automatically be brought to a new instruction screen after being activated. Resetting a user's TOTP MFA must now be done by going to the desired users profile and selecting Actions > Edit roles and access > Reset TOTP. There is also a new permission on roles called Roles this role can reset TOTP for. This new permission is used to specify which roles can reset a user's TOTP.

• Updated autoloader behavior where when new users and organizations are created via the autoloader, no country will be set if no default country is specified. Previously new users or organizations would be given the country value of Canada if no default value was set.

• Added a new option to set which fields should be refreshed upon changes to a record in a linked record list. To see this new setting, edit a Special - Linked Record List custom field and the setting is called Refresh On Update.

• Updated labels for System Visibility Permissions found on the People tab which are related to hiding items in the User Menu. Specifically, the labels for items found under the Manage heading in the user menu have changed (Profile, Password, Personal Settings, Roles and Access, Filters, and Resource).

• Updated some elements used in portal configuration for improved UX. Specifically, the portal page content type is now surfaced in the Portal Page list view and the content type called Single Page has been renamed Direct Link.

• Updated the look of aggregate shortcuts to automatically reduce the size of text to accommodate up to 14 characters on desktop resolutions.

• Updated Report Builder Help to include functions used with business day calculations. Specifically, SS_FUNC.ADDBUSDAYS, SS_FUNC.COUNTBUSDAYS, and SS_FUNC.COUNTWEEKDAYS which are found under the platform options tab in the help.

• Updated T2P tool by removing the email broadcast table. Email broadcasts created on a dev environment will no longer be promoted to production environments.

• Deprecated the SmartSimple mobile app.

December 1st 2022 (202211.03)

Fixes

• Fixed an issue with records opening in a modal window rather than a full window in a portal.

• Fixed an issue where workflow tasks were not adding new roles to users because certain permissions were not found.

November 24th 2022 (202211.02)

Fixes

• Fixed an issue with line breaks in autoloader files not working when encapsulated in double quotes.

• Fixed an issue with the Start Date and End Date fields when using Quick Edit on Transactions. This affected users that had a different timezone than the server.

Other Changes

• Updates to Danish and Portuguese translations.