February 20, 2025 - Sponsored Projects Release Notes (v4) – Cayuse Help Center

Things to Know

- Last Update: These notes are subject to change. Last updated on March 12, 2025.
- Feature Availability: Features listed here will not be functional in the application until the UAT release dates shown below.
- Cache Clearing: You may need to clear your browser cache to enable changes from this release.

Release Summary

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

New statuses available in Subawards
History and Attachments tabs now in Subaward details page
Attached files deletions can be managed in Simplified Form Builder
Person type now shown in Sponsored Projects person finder
Accessibility improvements made to dashboard and record details pages
Updates to Tasks functionality
General bug fixes

Release Dates and Downtime

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

Downtime required: 1 hour

Environment	*Release Time (shown in Pacific Standard Time) Convert to your timezone**
UAT-SG	March 13th @ 10:00 am PST (redeployment)
UAT-AU	March 13th @ 10:00 am PST (redeployment)
UAT-UK	March 13th @ 10:00 am PST (redeployment)
UAT-CA	March 13th @ 3:00 pm PST (redeployment)
UAT-US	March 13th @ 3:00 pm PST (redeployment)
Prod-SG	March 13th @ 10:00 am PST
Prod-AU	March 13th @ 10:00 am PST
Prod-UK	March 13th @ 10:00 am PST
Prod-CA	March 13th @ 6:00 pm PST
Prod-US	March 13th @ 6:00 pm PST

Change Log:

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

Feb 13th (v2): UAT and Prod release dates added.

Mar 6th (v3): Prod release dates updated to TBD - originally set for March 6th.

Mar 12 (v4): Prod dates added and UAT dates updated for a redeployment to March 13th.

Detailed Release Notes

New and Enhanced

New Subaward Statuses
- Subawards have been updated to include a status dropdown similar to Proposals and Awards. The Subaward statuses are the same as Award records (Learn more about the new Subaward statuses below):
  - Set Up In Progress
  - In Review & Negotiation
  - Active
  - In Closeout
  - Closed
New Tabs on the Subaward Details Page
- History Tab: A History tab has been introduced, mirroring the functionality of the History tabs on Awards and Proposals. This tab logs key milestones, including the creation of a subaward and changes to its status. Note: While an award's History tab will continue to record the creation of associated subawards, it will no longer log other events related to those subawards.

Attachments Tab: An Attachments tab has been added, providing functionality consistent with the Attachments tabs on Awards, Proposals, and Projects.
- Associated endpoints for Proposals and Awards to download attachments have been restored. An endpoint to download subaward attachments will be added to the Public API in a future release.

The Simplified Form Builder (SFB) now offers a new configuration option for attachment form objects, "Allow File Deletions," which provides control over when uploaded files can be deleted. See additional SFB details below.
Two updates have been made to all Sponsored Projects person finder search components:
- The person type attribute from the Admin module is now displayed alongside other details (name, email, primary association)
- An expand/collapse option has been added to manage the display of these attributes, with results collapsed by default.
- See below for additional person finder update information.
Continued to make accessibility improvements focused on the dashboard pages and the record details pages.
Task Updates (See below for additional Task update details)
- Tasks can now be assigned to a team within the Task form. See below for more information on assigning tasks.
- 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.

Read more about Task updates in the latest Platform and Admin Release Notes.

Resolved

Issue: When attempting to create a resolution, modification reason, or attachment type with a name differing by only one character from an existing value (e.g., creating "Completed" when "Complete" already exists), the new value would not save correctly.

Resolution: The code has been updated to ensure that new values with only one character difference from existing entries are saved properly.

Issue: When creating an award from another award, the search field allowed searching by award title. However, for awards without a properly configured title form object, the search results displayed "Untitled," making it difficult to identify the correct award.

Resolution: The field has been updated to search by project title instead of award title. This change eliminates the dependency on specific form objects and attributes, ensuring consistency with the title displayed on the dashboard, which is more widely recognized and referenced.

Issue: If a field's short label began with a hyphen ("-"), adding that field to the dashboard search caused an internal server error.

Resolution: The system has been updated to handle searches by fields with names starting with a hyphen ("-") without encountering errors.

Issue: Decimal and number fields previously restricted manual entry to numerical values and decimal points but did not prevent users from pasting invalid characters into the field. Additionally, no warning message was provided when invalid characters were entered.

Resolution: Validation messages have been added to alert users when invalid characters are pasted into a number or decimal field.

Issue: The "Create New Record" modal previously allowed users to enter project titles exceeding 255 characters. However, attempts to save these records would fail.

Resolution: The "Create New Record" modal now provides a clear warning when a project title exceeds 255 characters and prevents record creation until the title is reduced to the allowed length.

A similar update was made to the project details page for titles edited in place (accessible only to users with the SP System Admin role). While in edit mode, if the project title exceeds 255 characters, the checkmark icon is disabled, preventing the new input from being saved until it complies with the character limit.

Issue: The search for the AU/NZ Classification code object when configured for FoR codes wasn't working correctly and resulted in all codes under the 31, 37, and 50 groups not being searchable.

Resolution: Search logic was updated to be able to retrieve and select any valid FoR code.

Issue: Attachments with a "-" character in their file names were causing errors when users attempted to download and open them.

Resolution: The system has been updated to support the proper downloading and opening of attachments containing the "-" character in their file names. This enhancement applies to both existing and newly uploaded files.

Issue: An error occurred when creating an award from a proposal if objects on the proposal and award forms shared the same short label but were of different object types.

Resolution: The logic has been updated to handle object type discrepancies more effectively. The system now allows the award to be created while skipping any objects with matching short labels but differing object types.

Issue: Files uploaded to required attachment form objects before Dec. 14, 2023 were not being recognized, causing the form section icon to incorrectly indicate that required fields were still empty.

Resolution: Updated the logic to ensure required attachment fields are correctly recognized as populated, regardless of whether files were uploaded before or after Dec. 14, 2023.

Please note: The significance of Dec. 14, 2023 is tied to the release of Sponsored Projects 21.02.46, which introduced updated logic for determining whether an attachment field was populated. This logic initially applied only to files uploaded after the release but has now been extended to include earlier uploads.

Issue: The Sponsored Projects-S2S object was not displaying the red asterisk (*) required field indicator next to its label when marked as required in the form builder.

Resolution: The Sponsored Projects-S2S object has been updated to correctly display the red asterisk (*) next to its label when configured as a required field in the form builder.

Issue: Number fields displaying expressions of other fields' values were not consistently showing the correct number of decimals as configured.

Resolution: The rounding logic for these number/decimal fields has been updated to ensure that the displayed values do not exceed the configured decimal precision.

Issue: The 5,000-character limit for notes was counting formatting and other non-visible characters, preventing the field from allowing a full 5,000 visible characters.

Resolution: The logic has been updated to exclude formatting, spaces, and non-visible characters, ensuring that the field now enforces the 5,000-character limit based on visible characters only.

Issue: Min/max validation messages for the rich text object type were not displaying as expected when configured in the Advanced Form Builder (AFB).

Resolution: The logic has been updated to ensure the warning messages now appear under the appropriate conditions. Please note, these warnings do not prevent users from entering character counts that exceed the min/max thresholds; they simply display a message when the conditions are not met.

Issue: The "Allow file deletions" value for the attachment object in the Advanced Form Builder (AFB) was appearing blank each time the form builder was opened.

Resolution: The system has been updated to display the selected value when opening the form builder, ensuring consistency.

Issue: In the Advanced Form Builder (AFB), the checkbox object type allowed configuration of the label position (right, left, top), but the created record was not applying this setting and only displaying the label to the right of the checkbox.

Resolution: The system has been updated to correctly apply the label configuration and display the label in the specified position (right, left, or top) as intended.

Issue: Custom validations configured for the org finder, unit finder, or person finder objects in the Advanced Form Builder (AFB) were not appearing on records.

Resolution: The components have been updated to properly display both custom validation messages and min/max validation messages as expected.

Additional Information: Subawards Statuses

Subawards now have an independent status, separate from the associated award record status. For subawards created before this update, the status will default to match the associated award but can be updated as needed. Users with appropriate permissions—such as SP Award Administrators or SP System Administrators—can transition a subaward between statuses as required.

With this release, user access permissions granted on an award will automatically apply to any associated subawards.

Subaward records are editable in the Set Up In Progress and In Review & Negotiation statuses. The remaining statuses are read-only for all users.

Currently, there is no dedicated edit mode for subawards, so records must be returned to an editable status to make changes.

The Subawards tab on the Award Details page has been enhanced with a new Status column, offering clearer visibility into each subaward’s status.

Additionally, a status dropdown has been introduced on subaward records, eliminating the need for previously added form fields to capture status. Fields with a short label of "Status" on subaward forms will now automatically be updated to have the short label "Subaward Status."

The Subaward Details page now includes a summary section, similar to those on award and proposal pages. To ensure this section populates correctly, form objects must be added to the subaward form with attributes specified in the Sponsored Projects Form Builder Guide.

Additional Information: SFB Configuration Option

The Simplified Form Builder (SFB) now includes a new configuration option for attachment form objects, enabling control over when uploaded files can be deleted. This feature mirrors the functionality available in the Advanced Form Builder (AFB).

The new setting, labeled "Allow File Deletions," is located under the Settings tab. To access it, select Show More Question Settings on an attachment form object.

The field has three available options:

New Only
Yes
No

When selecting an option, the field's description provides detail on the behavior of each value:

New Only: Allows deleting a file after initially uploaded, but not once the page is changed or reloaded
Yes: Allow deleting a file at any point while the record is in an editable status
No: Doesn't allow deleting the file at any point

By default, New Only is selected for new attachment fields.

This update does not alter the behavior of existing attachment objects on forms already built using the SFB. However, following this change, the New Only setting will automatically be applied to all existing attachment objects in the form builder. The new behavior will take effect the next time the form is published. If New Only is not the desired setting, it should be updated to the preferred option before publishing the form. Note that this setting only impacts new records created after the form is published.

For customers using the AFB, no changes will occur, and no action is required.

Additional Information: Sponsored Projects Person Finder Search Components

Two updates have been implemented for the displayed results in all Sponsored Projects person finder search components. These updates apply to the following areas:

Person Finder form object
Task Assigned to search field
Research Team object Name search field
Proposals Access tab search component
Admin Assigned search component

Update #1

The person type attribute from the Admin module has been added to the The Person Type attribute from the Admin module has been added to the displayed attributes. If a person has multiple types, they will be shown as a comma-separated list. Each person in the search results will now display:

First Line: Person Name
Second Line: Email
Third Line: Primary Association
Fourth Line: Person Type

Please note: If one of the profile fields is left empty, it won’t appear in search results, and other details, such as Person Type, will shift up to the line above.

Update #2

To streamline the display of numerous attributes, an expand/collapse feature has been added. This allows the results to show only the person’s name by default, with the option to expand and reveal additional details. Users can expand or collapse the entire list at once or manage each individual person’s details separately. By default, the results will appear in a collapsed state.

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 within that Team.

Team assignments ensure all team members can view, edit, and collaborate on the task, even if 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.

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.

(Ref ID: 26.01.10)

February 20, 2025 - Sponsored Projects Release Notes (v4)

Things to Know

Release Summary

Release Dates and Downtime