Current Upgrade Dates

Key Release Date: February 12 2026
Key Backup Release Date: January 29 2026

Global Release Date: February 26 2026
Global Backup Release Date: February 12 2026

Upcoming Upgrades Schedule

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..

Current Upgrade Package (202602.01)

February 2026 Overview

• New System Insights Page: Gain deeper visibility into your system's internal processes, helping administrators better understand performance and activity at a glance.
• SMTP Relay : SMTP Relay now enforces TLS and designated ports to strengthen email security. Some environments may require configuration updates to support these changes.
• Expanded In System Visibility: See your environment type, and release schedule directly within the platform.
• Idea Lab Roadmap Access: View the high level SmartSimple product roadmap from within your system. Providing visibility into upcoming and in progress work.
• AI Application Analysis (Alpha): See our progress on an upcoming AI powered feature that can score, sort, and summarize applications based on criteria you define, helping streamline reviews and decision making.
• SmartSearch: The new SmartSearch feature is available for select clients offering improved performance for large datasets.
• New Variable Syntax: A new optional variable syntax is now supported, replacing special characters that may be sanitized by security controls.
• Real Time Webhook Integration: Introducing a real-time webhook integration that may be used with API triggers to synchronize data with external systems.
• CSuite Integration: Enhanced the CSuite data exchange with new field mappings and support for split payments and multi fund payment updates.
• Deprecated Legacy Header: The legacy header has been fully deprecated. All clients are now using the new header, delivering a more consistent and modern user experience.

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

Planned Upgrade: Extended Maintenance Window

Note that this upgrade may take longer than normal to complete, and some downtime (potentially an hour or more) is expected.

New System Insights Page

We’ve introduced a new System Insights page to help monitor and see internal system processes more effectively.

Global Administrators can access the new page by navigating to: Global Settings > System Tab > System Insights

This dashboard provides visualizations of key operational indicators, making it easier to see system trends—such as if queues and background processes are decreasing over a 24 hour period.

What You Can Monitor:

Email Processing

• Total emails sent
• Emails currently in queue
• Emails on hold

Workflow Activity

• Deferred workflows (asynchronous workflows waiting for execution)
• Pending workflows (queued workflows not yet running)

Deferred Processes

• API functions (set to defer post update processes)
• Autoloaders (set to run post update processes asynchronously)

API Monitoring

• API call volume (hourly)
• API pending queue (count of calls with functions set to run in background)
• API limits

User Activity

• Current number of users online
• Concurrent user limits

Deprecation of the Legacy Header Design

The new header design with simplified navigation, introduced in February 2025 upgrade and enabled for all clients in the June 2025 upgrade, will be permanently enabled in the February 2026 upgrade. The option to revert to the legacy header will be removed at this time and the old header design will no longer be available.

Minor Updates

View Your Environment Type and Release Schedule

We’ve introduced an easy way to see your systems environment type and release schedule:

• Environment Type: shows whether your system is running on a shared or dedicated tenancy environment.
• Release Schedule: shows if you are on the key release, global release, or on-demand upgrades—so you know when updates will be applied to your system.

To view this information, go to User Icon > Support. Where you will find the new information displayed under the Version number.

Deprecation of Options in the “Special – Web Page View” Custom Field

We have removed the ability for end users to edit the content of a web page views on the fly. Previously, any changes made were not retained, and editing stripped formatting or caused compatibility issues with exporting.

Recommended Practice is to finalize content in other fields where this information will be retained before generating a web page view, PDF or Word document.

Additionally, the following HTML options are being deprecated:

• Emailing directly from the web page view
• Exporting and saving html to the server

These HTML options were only available on some older systems.

Finally, the ability to update other fields within a web page view using @formstart@ and @formend@ tags is no longer supported.

These changes are intended to promote best practice as well as improve our overall security posture.

Deprecated Legacy Apps and Features

The following built-in legacy applications will be retired and no longer available: Applicant Tracking, Sales Tracking, and Job Tracking. These types of activities will need to be managed within a UTA.

The following legacy features will also be retired and no longer available: Web Forms, Content Management, and the PDF Enable Annotation option for Upload – Multiple File Storage. Form related needs can be handled within a UTA, and Alternative Login Pages may be used in place of the Content Management feature.

SMTP Relay - Required Client Configuration Changes

Updated SMTP relay settings to enforce TLS 1.2 or 1.3 and restrict mail submission to ports 587 or 465 to enhance security and protect data in transit. Clients currently using other ports should coordinate with their IT teams to update their mail configurations and then update the above settings in SmartSimple. This setting is located at Global Settings > Communications.

Updated Version of the Desktop T2P Tool

This upgrade introduces database schema changes to eventually support the new project-based T2P functionality on shared hosting environments, as well as allowing the migration of clients from dedicated environments to shared hosting.

As a result, anyone currently using the older desktop T2P tool must download and use the new version after the upgrade is applied. The older tool will not be compatible with the updated schema and will no longer function.

Please contact Support to obtain the updated desktop T2P tool.

Idea Lab Roadmap Access

We're excited to introduce greater transparency into our product development! You can now view the high-level SmartSimple roadmap directly under the System Administration menu (gear icon), under the Idea Lab - Suggestions option. This gives you visibility into what we're actively working on and considering for upcoming releases, helping you better plan and align your organization's use of the platform with our future capabilities.

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

AI Application Analysis (Alpha)

We’re introducing a new AI Application Analysis feature, a new configurable, AI driven capability in SmartSimple. This feature allows customers to define their own evaluation criteria, apply custom weightings, and automatically generate a ranked list of applications. Each application also includes a concise summary of insights based on the analysis.

The AI Application Analysis feature is designed to support—not replace—human decision making. It helps surface the applications that best align with your criteria, while highlighting notable patterns, strengths, or areas of interest within each submission for further review.

As this feature is currently in alpha, we’ll be working closely with a select group of customers to gather feedback and refine the experience ahead of a full release.

Enhanced Performance with Large Datasets

Our new SmartSearch option significantly improves performance by enabling faster loading of list views and search results, for clients managing large data sets. This leads to quicker access to critical information and a more efficient user experience. This feature will initially be released to select US clients. 

New Variable Syntax

We’ve introduced a new variable syntax designed to replace special characters that may be sanitized by security measures. The new syntax works better in rich text fields. You can enable the new setting called Enable New Variable Syntax by navigating to Global Settings > System tab. Both the old and new syntaxes can be used concurrently. Enabling the new variable syntax is optional. Turning on the new syntax while the old syntax is still in use may affect performance of the variable processer. 

Minor Updates

New Webhook Integration Option

A new real-time webhook integration feature is now available. This allows SmartSimple to notify external systems immediately whenever a record is updated in SmartSimple. After receiving the notification, your external system can trigger an API call to retrieve the updated record and keep data synchronized.

How to enable webhook notifications:

• Navigate to Global Settings > Integrations tab > under Services Settings toggle on Enable Real-Time Webhook Integration.
• Enter the Webhook URL where notifications are to be sent.
• If your external system requires an API Key to call SmartSimple’s API and fetch updated record data, click the Generate New API Key button.

Improved Recurring Interactions Management

Managing recurring interactions is now easier and more intuitive. Edit individual events or entire series, view your original recurrence patterns when making changes, and clearly choose which events to update or delete. Perfect for managing regular touchpoints like quarterly check-ins and site visits with your grantees.

CSuite Integration Improvements

We’ve enhanced the CSuite data exchange integration by adding new field mappings for the External Grant Request ID and Grant ID fields under Import Settings > UTA L1 > Field Mapping. These additions allow you to update the corresponding values directly on the L1 record. Support for Split Payments and multi fund payment updates has also been added.

Note for Admins

Retention Policy and File Upload Fields

Updated the system to display a message indicating that files were removed by the retention policy when data policies delete uploaded files. This helps users understand why the upload field becomes locked, as we prevent new uploads to maintain audit integrity.

If the goal is to hide files while retaining them, the recommended approach is to use the automatic file transfer feature to move the files to an upload field that the user does not have permission to view.

Updated Available Tabs in Gort Automation

Updated Gort Automation to display only three tabs: Server Details, Autoloader Process, and SmartSearch Details. The remaining tabs have been removed as part of the transition to a new database schema.

Classic Portal End‑of‑Life and Required Migration Before June 2026

Classic portals were deprecated, and official support ended in July 2020. Any classic portals in use will stop functioning completely within the June 2026 release. To avoid service disruption, new portals must be created and deployed before the June release so your users can continue their daily activities without interruption. For help setting up a new portal experience, please contact Support or Professional Services.

Other Updates

• Introduced support for search filters on custom fields that use dynamic content options, giving administrators easier control over the results returned.
• Deprecated the list view View Calendar button.
• Deprecated the ability flag users as a resource and the associated edit resource functionality.
• Deprecated the legacy import wizards on the parent record page as part of security improvements. The import users, import organizations, and import UTA activities (L2) on the parent record have been migrated to the new import wizard. Import capabilities for Transactions and User/Organization Activities have been removed.
• Deprecated the UTA KPI feature.
• Updated SOAP Web Services to use a new library that enhances security compliance.
• Updated the Permission Quick Edit on the custom field list to only update if permission settings have changed.
• Added a warning message which is displayed if users try to enter @objemail@ variable within the From or BCC field inputs as the email anything email address is not supported in these fields.
• AI Functionality that previously went out to OpenAI can now go out to AWS bedrock by enabling the toggle found at Global Settings > +AI, called Enable AWS Bedrock Integration
• Fixed an issue where the new project-based T2P did not log version activation.
• Fixed an issue where Ampersands & were not rendering as expected in areas such as the Organization Name within the new record page design.
• Fixed an issue where automatic file transfers could occur even when no destination file field was specified in an Upload – Multiple Files Storage custom field.
• Fixed an issue where the UTA caption if present was not displayed within the Menu" drop down in the header.
• Fixed an issue with the Login History where login and logout times were missing for users without a defined time zone.
• Fixed an issue with the Text Box – Text Multiple Lines custom field where this field did not render at full width on signup pages.
• Fixed an issue where the Customer input field was not announced correctly by screen readers.
• Fixed an issue affecting maximum character and word limits in the Special - Rich Text custom field.
• Fixed an issue related to the automatic file transfer feature on type specific upload fields.
• Fixed an issue affecting how notification broadcasts set to Maximize were rendered.
• Fixed an issue that prevented uploading a background image to the Banner section of the portal and image shortcuts. This also resolves issues related to uploads in SmartFolders.

Service Packs

February 13th 2026 (202602.02)

• Fixed an issue related to some variables not resolving as expected for invoices.
• Fixed an issue related to alternative login pages where a “Page not found” error was returned.
• Fixed an issue that caused the calendar link to display a blank screen.

February 17th 2026 (202602.03)

• Fixed an issue related to submitting OCF forms to HCAI.
• Fixed an issue that prevented some classic reports from running as expected.
• Fixed an issue affecting user emulation for accounts with multifactor authentication enabled, where ending emulation did not correctly return you to your original session.
• Fixed an issue in which portal links such as links to organization and user profiles failed to open the corresponding profile pages as expected.

February 18th 2026 (202602.04)

• Fixed an issue where the one-time password QR code failed to display correctly during new user registration for users enrolled in multi-factor authentication.
• Fixed an issue where variables were not resolving as expected in areas such as the Address template.
• Fixed an issue related to variable syntax returning HTML when referencing an uploaded file.
• Fixed an issue with workflow email routing that prevented some emails from being sent.
• Fixed a case sensitivity issue when checking the company value from a contact association (e.g., @parent.parent.contact.adjuster.company.hcai branch id@).

February 19th 2026 (202602.05)

• Fixed an issue related to the settings cache, causing some batch update options to be hidden for some systems.
• Fixed an issue that prevented uploading some file types such as .msg even though they were designated as allowed.

February 24th 2026 (202602.06)

• Fixed an issue related to the "Special - Advanced Data Table" custom fields and the Format called "Percent (Store as Decimal, 50% = 0.50)" where clicking into the field did not render the values as expected.
• Fixed an issue where Scheduled Report Exports were not attaching the generated file to the notification email.
• Fixed an issue where workflows using the Generate PDF task failed to attach the generated file to the acknowledgment task’s notification email.
• Fixed an issue where dynamically rendered drop-downs based on parent field selection were preventing submissions.
• Fixed an issue affecting the calendar dataset in classic reports.
• Fixed an issue affecting portal links such as create level 1 records. Note that JavaScript functions and double quotes are not supported in URL fields for security purposes. URL fields are intended strictly for navigation, not for executing scripts. Any JavaScript functions and double quotes in the URL field will need to be removed.
• Fixed an issue affecting user emulation for accounts with multifactor authentication enabled, where ending emulation did not correctly return you to your original session.

February 26th 2026 (202602.07)

• Updated the SOAP Web Services to ensure the response/output closely matches the previous version.
• Fixed an issue when downloading e‑signature documents from Signority.
• Fixed an issue in SSO configurations where the Bypass MFA toggle was not functioning correctly
• Fixed an issue where autocomplete custom fields did not populate search results.
• Fixed an issue where variables in links within the header such as a link to an organization profile sometimes failed to resolve correctly.
• Fixed an issue in portals where header logo variables were not resolving correctly.

March 12th 2026 (202603.01)

• In response to changes coming to the Google Maps API in May 2026, we have updated our platform to ensure that proximity maps, impact maps, address lookups, and certain custom maps continue to function properly. Clients that control their own upgrade scheduled will need to adopt the changes we have made to support this transition by applying this release package before May 2026.
• Deprecated the Advanced Options toggle on settings pages (such as Custom Fields). This setting previously hid configuration options when toggled off.
• Deprecated the mobile media upload feature, which allowed unauthenticated users to upload images and videos. This deprecation was done to strengthen our overall security posture.
• Updated list view sorting logic on type to prioritize type Caption when present, falling back to type Name if no caption is available.
• Updated interactions so that associating a level‑1 record now uses a search-based input, and resolved an issue where the contact lookup returned only internal users.
• Updated the Save as Event option to be checked by default when sending an email from a user’s profile.
• Updated the State/Province standard field for Finland to reflect the current 19 regions. Note that this is not a direct one‑to‑one mapping, so some selections may need to be re‑entered.
• Updated the province field options for Tanzania.
• Updated all systems that previously used the deprecated Select Many – multiple select list custom field type by converting them to the Select Many – Checkboxes custom field type.
• Fixed an issue related selecting all records in the message queue.
• Fixed an issue where list view search filters using empty categories and/or statuses returned no records.
• Fixed an issue related to retaining search filters when opening some list views in a modal window.
• Fixed an issue where users received notification emails even after being untagged from a note.
• Fixed an issue related to batch update permission where checkboxes were missing from the activity sublist when viewed from a level 1 record.
• Fixed an issue related to notes and the count in the left navigation.
• Fixed an issue where double quotes in an organization’s name prevented switching between organizations.
• Fixed an issue where list views opened via a portal shortcut did not display the full list of records when a record limit was applied to the portal section referenced by the shortcut.
• Fixed an issue where duplicate records could be created when creating level 1, 2, and 3 records when Automatically Save New Records on Creation is enabled.
• Fixed an issue where notes were not displaying as expected on archived records.
• Fixed an issue with API calls failing to download files containing special characters (e.g., #, +) in the file name. To download files with the + character, %2B should be used to replace the + character when processing file names in this API call. E.g. first%2Bsecond.png instead of first+second.png.
• Fixed an issue related to the rendering of the ampersand character (&) within application and organization names when displayed in the subject line of an email using a variable such as @name@.
• Fixed an issue in the address autocomplete feature where certain cities were not populated correctly due to the data structure returned by Google. For example, the city Joelton in Tennessee was incorrectly displayed as Cheatham.
• Fixed an issue where custom series colors configured for Dashboard charts did not render as expected.
• Fixed an issue affecting the handling of L1 logic related to login session variables (e.g., me variables), such as the expression !@me.inRole(role_name)@ when used to determine if an element is visible, such as a L1 new button.
• Fixed an issue that prevented pins (markers) from appearing correctly on proximity maps.
• Fixed an issue where certain classic reports returned no data.
• Fixed an issue where JSON report exports returned the store value instead of the display value.
• Fixed an issue related to user menu items not rendering as expected.
• Fixed an issue where the @ssGet(CCBUTTON,...)@ syntax used in Consumer Creation Buttons was not processing as expected.
• Fixed an issue where SSO users were prompted for MFA credentials after ending a user emulation session.

March 16th 2026 (202603.02)

• Refactored some code for improved performance related to duplicate entries in the json.
• Fixed an issue that prevented the authentication to be verified correctly for the OData service endpoints.
• Fixed an issue on processing sslogic syntax on the portal settings for the banner instructions.
• Fixed an issue causing some PDF options on a web page view field to not processed properly.

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. 

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.

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.

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.

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.