February 20, 2025 - Platform and Admin Release Notes (v3)

Things to Know

• Information on this page is subject to change. This page was last updated April 11, 2025.
• Features below are not functional in the application until UAT release date.
• You may need to clear your cache in order to enable changes in this release.

Release Summary

Here's a quick overview of the updates in this release:

• Key updates to Tasks functionality

Release Dates and Downtime

Release dates are subject to change. Release date changes will be noted in the Change Log below.

Downtime required: None anticipated

Change Log:

Each change reflects the version number shown in the title (ex: v2, v3, etc)

April 11: Updated Prod dates

January 9 (v2): Additional update for a GET call added below.

February 12 (v3): Additional information has been added for a Roles update. One new item added into this release about Admin roles.

February 20 (v4): All Task work in this release has been updated with the UAT release dates provided above (Prod dates TBD). All other release work that previously was included in this release has been moved to the March 2025 release.

Detailed Release Notes

New and Enhanced

• Task Updates (see below for additional Task update information)
  • Tasks can now be assigned to a team within the Task form.
  • A new Comments section has been added to the Task form.
  • Ad hoc tasks now include email reminders.
  • Ad hoc tasks now include a Category to be assigned which provides more granular classification of tasks.

Additional Information: Task Updates

The following updates have been applied to the Tasks functionality:

• Assigning Tasks to a Team
• Task Form Comments Section
• Ad Hoc Task Email Reminders
• Ad Hoc Category Assignments

Assigning Tasks to a Team

Users with permission to add or update tasks (e.g., Assignee, Creator, Admin) can now specify whether a task is assigned to a Person (default functionality) or a Team using a new radio button in the Task form.

• Selecting Person retains the existing ability to assign tasks to an individual.
• Selecting Team introduces a new dropdown field to assign tasks to an entire team, with an optional Team Member dropdown for assigning the task to a specific member.

Team assignments ensure all team members can view, edit, and collaborate on the task, even before it's assigned to an individual for completion.

Related Updates

Further enhancements have been made to the Tasks dashboard to incorporate the new Team assignment feature.

Admin Home Page Updates

• Restore Defaults button resets all sorts and filters to their default settings.
• Assigned to Me filter now includes tasks assigned both directly to the user and as part of a team.
• Assigned to a Team filter displays tasks assigned to the user as part of a team (including unassigned team tasks).
• Admins unchecking all filters (e.g., "Assigned to Me," "Assigned to a Team," "Created by Me") can view tasks across their tenant.
• The Assigned to column now distinguishes between tasks assigned to a person or a team/member.

SP Task Tab Updates

• The Created by column now includes the creator's name, email, and unit for clarity.
• The Assigned to column layout clarifies whether tasks are assigned to a person or a team/member.

Email Template Enhancements

• A new email template, New Ad-hoc Team Task Created, is now available in the Admin module.
• The new {{Target.Team}} placeholder allows emails to be sent to all team members, supporting both Admin and SP templates.

Task Form Comments Section

To enhance collaboration and maintain a historical record of interactions, a new Comments section has been added to the Task form. This feature allows task creators, assignees, and admins to share information, ask and answer questions, and manage comments effectively.

• Users can add, edit, or delete their own comments
• Admins can edit and delete all comments. 

Comments are displayed in a table, with the most recent appearing at the top.

Additionally, the following updates were made to the "Add Attachment" section to improve consistency across the Task form:

• Attachments now display with the latest upload listed first.
• The "Date and Time Uploaded" column is now sortable.

Ad Hoc Task Email Reminders

Ad hoc tasks have been enhanced to include the following email reminders based on the selected due date.

• Ad hoc Due Date Reminder
• Ad hoc Past Due Date Reminder

Admin users can customize these default email templates to fit their organization’s needs.

Users with task editing access can add or remove email reminders for any number of days before or after the due date, with no limit on the number of reminders per task.

When a reminder date is reached, the assigned person, team member, or team will receive an email notification for upcoming or past due dates.

• The Due Date Reminder section will display whether the reminder email was "Sent" or "Not Sent" (in case of an error).
• Any unsent reminders will be adjusted to reflect a Due Date change.
• If a task is closed, all unsent reminders will be canceled.

Ad Hoc Category Assignments

Users with access have the ability to add, edit, or delete Categories via each task. One Category can be selected per task.

Additional Features

The Tasks and the Category column can be sorted on the Admin Home page and SP Task tabs by clicking on the up/down arrows located in the column.

The Admin Home page includes a Category filter, allowing refinement of results by selecting one or more specific categories or opting to Select All for broader results.

Available Categories for Admin AdHoc

• Information
• Request
• Action
• Miscellaneous

Available Categories for SP AdHoc

• Information
• Request
• Action
• Miscellaneous
• Award Budget Review
• Award Modification Negotiation
• Award Modification Processing
• Award Negotiation
• Award Processing
• Budget Specialist Review
• Compliance Review
• Post-Submission Sponsor Request
• Proposal Specialist Review
• Award Modification Setup
• Award Setup
• Award Closeout
• Equipment Report
• Financial Report
• Fixed Price Close
• Interim Review
• Invention Report
• Invoice
• Outstanding List
• Subaward Processing

(Ref ID: 26.03.08)