Current Upgrade Dates

Key Release Date: October 9 2025
Key Backup Release Date: September 25 2025

Global Release Date: October 23 2025
Global Backup Release Date: October 9 2025

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 (202510.01)

October 2025 Upgrade Highlights

• Rich Text Editor Deprecated: Legacy editor removed to enhance security and protect client data; reformatting may be required.
• Enhanced Notes Experience: Searchable notes, threaded replies, and user tagging to improve collaboration and make communication more actionable.
• Revamped Interaction Tracking: Easier logging of engagements with detailed records and visual timelines for streamlined tracking.
• Updated Record Page Design: Cleaner layout and improved navigation with a new look for internal users including a toggle for classic or new view, enhancing user experience.
• Improved Archived Records Handling: Automatic archiving based on status boosts performance and keeps list views clean, with a restore option inside the UTA Settings.
• Dynamic Chart Filtering in Dashboards: Users can filter data directly on charts for tailored insights, reducing chart clutter and admin setup.
• Simplified Reminder Email Setup: Configurable, condition-based reminders to help keep applicants on track without configuring complex workflows.

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

The legacy rich text editor has now been fully deprecated

Only the new rich text editor is available going forward, and the option to switch back has been removed. Some content may require reformatting to ensure it displays correctly in the new editor.

We understand this change may cause some inconvenience, but it is essential for maintaining security compliance and safeguarding client data. Our Support, Client Engagement, and Professional Services teams may be able to offer some assistance with formatting adjustments.

Enhanced Notes Experience

We’ve significantly improved the notes functionality across the platform to support better collaboration and usability. Key enhancements include:

• Searchable Notes: Quickly find the note you’re looking for with the new search capability.

• Threaded Conversations: You can now reply to individual notes, enabling structured, threaded discussions.

• User Tagging: Tag users in notes using @username to notify them of important updates or required actions.

Tagging is controlled via role-based permissions. To configure:

• Go to Global Settings > System Tab.

• Use the Enable Notes Tagging for Roles setting to specify which roles can be tagged.

Note: If this permission is left empty, tagging will be disabled. If roles are added, users with those roles become taggable. Also note that we’ve introduced a new Notes section, which consolidates all note-related settings under the System tab for easier access and management. Lastly, the Note Options feature previously available under the Classic tab of note types has been deprecated.

You can view all tagged users in a note using the new People button.

These updates make note-taking more interactive, organized, and actionable.

Revamped Interaction Tracking

We’ve redesigned the Organization and User Activities to make it easier to log and manage engagement activities with organizations and individuals directly within your system.

Key Enhancements:

• Easily record interactions such as meetings, phone calls, site visits, and emails.

• Capture detailed information including:
  • Participants involved
  • Related applications
  • Uploaded documents
  • Location details
  • Notes

Configuration:

The only setup required is customizing the tab name and assigning role-based permissions:

• Navigate to Global Settings > Organizations > Standard Fields.
• Rename the Activity List field to Interactions (or a name of your choice).
• Under the Permissions & Availability tab, specify which roles should have access.

Repeat the same steps for the User standard field.

New Views:

Within the Interactions tab, you can now:

• View interactions in a configurable list view.
• Use the new Chart View to visualize interactions in swim lanes and see upcoming or past engagements in a chronological timeline.

This revamped experience provides a streamlined and easy way to track and manage your engagement activities—all out of the box.

It is possible to temporarily revert to the old interactions using the setting located at Global Settings > Classic Options > Enable Classic User/Organization Activities

Enhanced Record Page Experience

Internal users will now notice a refreshed look and feel across record pages. A new toggle option in the top-right corner allows users to switch between the classic and updated design.

Key Updates:

• Wider Left Navigation: The left panel has been expanded for improved visibility and usability.
• Refined Center Panel: Button prioritization and layout have been optimized, with a new record icon added for clarity between users, organizations and applications.
• Improved Tab Navigation: Next and Back icons are now more prominent and integrated into the submit bar at the bottom of the screen.
• Action Buttons Relocated: High-visibility actions such as Add to SmartCards are now grouped under the Actions menu for a cleaner interface.

Global Settings

Two new options have been added under Global Settings > Branding:

• Enable the new record page experience for all users.
• Set a global layout preference to single column with captions above, enhancing accessibility.

We’d love to hear your feedback on the new experience.

Changes to Archived Records

To enhance system performance, we've improved how records are archived, stored, and restored. Previously, records were archived using manual batch updates. Now, records can be automatically archived when they reach a designated Level 1 status, eliminating the need for manual intervention.

Archived records remain accessible and restorable, but the process has changed. Instead of using Advanced Search, you can now search for and restore archived records directly from the Level 1 tab in UTA settings.

Archiving inactive records helps improve system speed and keeps list views clean by hiding records that are no longer in active use.

How to Configure Archiving

To set up automatic archiving:

• Go to the desired UTA.
• Navigate to: Configuration Settings > Level 1 Tab > Archive Status

From there, you can define:

• The Level 1 Status that will trigger automatic archiving.
• The Status to apply when restoring archived records.

Archived records can be accessed and restored via the Archived link located below the Archive Status link.

Note: All records currently marked as Archived will be transferred to the new archived table as part of this upgrade. These records will only be accessible through the UTA settings.

Improved Contact Association Interface

We've redesigned the contact association interface to make it more intuitive and efficient when selecting and associating contacts within a record. Key enhancements include:

• Streamlined Layout: The interface now prioritizes the search and add buttons, making it quicker to find and associate contacts.

• Simplified Role-Based Association: For users leveraging the Linked Record List, we've introduced a new, simplified interface that allows you to quickly add users in predefined roles—such as co-applicants, executives, or other personnel. Just start typing a name, select the user, and they’ll be automatically associated with the record in the appropriate role. Saving time and reducing friction when managing contact associations.

Minor Updates

+AI Features Now Hosted on AWS Infrastructure

We’ve made important updates to several +AI features to enhance data privacy and compliance. These features no longer require an OpenAI license, and no data entered into +AI tools will be shared with OpenAI or Anthropic.

What’s New:

• Work with +AI now uses the Claude 3.5 Sonnet model.

• +AI Translation is powered by Amazon’s Nova Lite foundation model.

• AI-Assisted Search also utilizes the Claude 3.5 Sonnet model.

Infrastructure Update:

All updated +AI features are now hosted within AWS, ensuring improved control over data handling and privacy.

Note: Clients operating within the Azure environment will continue to use Azure-hosted services.

These changes reflect our commitment to providing secure, compliant, and high-performing AI capabilities.

New Search Capability in List View Filters for Type, Status, and Category

Users can now easily search and select specific Type, Status, and Category options within the dropdown filters on Level 1, 2, 3, Company, and Contact list views. This enhancement improves usability—especially when dealing with a large number of options—by making it faster and more intuitive to find what you're looking for.

Legacy SmartFolders Deprecated

Updated the SmartFolders interface to exclusively display the new version. The legacy SmartFolders interface has been deprecated and is no longer accessible, so users will no longer have the option to switch back.

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

Introducing SmartSearch (Alpha)

SmartSearch is a new alpha feature designed to improve performance for clients working with large datasets. It enables near real-time search, significantly accelerating Level 1 list view loading times. Currently, SmartSearch supports only Level 1 list views and uses a different rendering method than standard views. Expansion to other areas of the platform is underway, with select U.S.-based clients invited to beta test soon.

New Dynamic Chart Filtering in Dashboards

We've enhanced the charting experience within portals by introducing dynamic filtering capabilities. Previously, charts found in a portal dashboards were filtered solely based on the underlying list view. Now, users can apply additional filters directly on the chart, allowing for more tailored data exploration.

This update makes it easier to view data subsets—such as specific programs, time frames, or other criteria—without needing multiple charts or administrative configuration.

To enable this feature:

• Navigate to the Chart section within the portal.

• Turn on Show Search Panel.

• Add the filtering criteria you want users to interact with.

• In the new Search Type column, select Option Selector to allow users to choose from predefined options.

This gives users more control over the data they see, reduces the number of charts needed on a page, and lightens the configuration workload for administrators.

Simplified Setup for Automated Reminder Emails

Keeping applicants on track with deadlines is now easier than ever. We've streamlined the process of sending automated reminder emails for tasks like submitting progress reports or meeting other key deadlines.

Previously, configuring reminders through workflows was complex and time-consuming. With our latest update, you can now set up reminders more efficiently using a new option in the Acknowledgement workflow task.

Here’s how it works:

• Navigate to a workflow task of type Acknowledgement.

• On the Message Template tab, toggle on the new setting: Set Up As Reminder.

• Choose the field that represents the deadline date.

• Define when reminders should be sent (e.g., 1 week before, 1 day before, and 1 day after the deadline).

• Optionally apply conditions (e.g., @status@ in ("in progress", "pending")) to control when reminders are sent. In this example, the reminder will only be triggered if the record’s status is either in progress or pending.

• Optionally include a variable (e.g., @remindercountdown@) in your message template to dynamically reference the time remaining until the deadline. This allows you to personalize messages such as: "There are 5 days left until the deadline…" based on when the reminder is sent.

The system will automatically evaluate the current date, the deadline, and your specified time frame. If a reminder is due and conditions are met, the email will be sent.

Sign In with Google, Microsoft, or Apple Accounts

You can now allow users to authenticate into SmartSimple using their existing Google, Microsoft, or Apple accounts via secure Single Sign-On (SSO). This enhancement simplifies the login experience while leveraging trusted identity providers for improved security.

How to Configure:

• Navigate to Global Settings > Integrations > Single Sign-On.
• Create a new configuration and enable the setting: Enable Social Login (Google, Microsoft, Apple).
• Add the Auth0 Service Endpoint to your login page.

Once configured, users will see a link on the login page allowing them to sign in with their preferred account. After the initial login, their credentials will be remembered, eliminating the need to re-enter them each time.

Minor Updates

Scheduled Report Export of Files Attached to Records

You can now automatically export files attached to records on a scheduled basis, making it easier to integrate with other systems. For example, you might want to regularly export receipts uploaded to payment records.

Files can be exported to a SmartFolder, System Folder, or transferred to an external location via SFTP. To configure this feature, go to Reports > Export Tab > Scheduled Export >Include Uploaded Files in Export.

New File Retention Option for System Folders

We've introduced a new feature that allows files within System Folders in SmartFolders to be automatically deleted based on a defined time frame.

To configure this, navigate to a SmartFolder, select a folder under the System Folders section, and click Settings to set the new Retention Period option.

This enhancement is especially useful for integrations involving reports or autoloaders, where large volumes of files are generated or uploaded regularly which also need to be removed.

New Ability to Restrict Application Visibility by Language

We’ve introduced a new setting that allows you to control which languages an application can be viewed or submitted in. This is especially useful if you want certain applications to be accessible only in specific languages—such as Spanish-only submissions.

When this setting is enabled for a Level 1 application type, users will only be able to view and interact with that application (and its related Level 2 and Level 3 records) in the designated language(s), regardless of their personal language preferences. A configurable message will be displayed to inform users that the application is restricted to specific languages.

To configure this, go to the settings page of a Level 1 application type, then on the Permissions & Availability tab look for the new option: Load record in a predefined language.  Here, you can:

• Set the default language for the application

• Specify additional supported languages

• Customize the message shown to users when their viewing language is automatically switched

This feature helps ensure a consistent and controlled language experience for users interacting with language-specific applications.

New Organization Hierarchy Conversion Ability

We added the ability to convert an organization between the internal and external hierarchies. When converting, the organization, all its sub-organizations, and their associated users will be moved accordingly. This change also affects user permissions. For example, users with internal-only roles will lose those roles if moved to the external hierarchy. To perform the conversion, go to the desired organization, open the Actions menu, and select Edit Categories and Access. The hierarchy will now be visible here and there is a new button called Convert to External/Internal.

ORCID as a Single Sign-On (SSO) Identity Provider

We’ve added support for ORCID as a Single Sign-On (SSO) identity provider, allowing users to log in using their ORCID credentials.

To enable this feature:

• Go to Global Settings > Integrations > Integration Key Management.

• Toggle on Enable Single Sign-On.

This will show the endpoint that handles the redirect to and from ORCID’s login page. You’ll need to manually add this endpoint to your login page. Additionally, users must first connect their account with ORCID and verify their email on their profile before they can use this sign-in method.

This integration offers a streamlined login experience for users already active in the research and academic space.

New Option to Bypass Role Assignment for Existing Users

In certain configurations, workflows were previously used to remove and reassign roles for users who were already set up in the system when invited to an application. To streamline this process and eliminate the need for workaround solutions, we’ve introduced a new setting on user signup pages.

What’s Changed:

• The existing Roles to Add setting will continue to assign roles to new users.

• A new Roles to Add to Existing User setting has been added to assign roles to users who already exist in the system.

You can configure both settings with the same roles or assign different roles based on your business requirements. The new setting will automatically be populated with the same roles as the existing Roles to Add configuration when the upgrade is applied, ensuring that existing signup pages continue to function as expected without requiring changes.

This enhancement simplifies the configuration of user onboarding in relation to invitations.

Note: Going forward, please ensure that any desired roles are added to the new “Roles to Add to Existing User” setting. This ensures that roles are correctly assigned to existing users who register via a signup page—particularly in processes that use the invitation feature.

Updated Option for Email Change Process

A new setting called Enable Profile Email Address Change Verification has been added and enabled under Global Settings > Security.

When this setting is enabled:

• The user's email address becomes read-only, with an Edit button.
• Upon editing, the new email address will receive a confirmation email containing a verification link.
• Once the new email is confirmed via the link, the system will update the account’s email address.
• A notification email will also be sent to the previous email address to confirm the change was successful.

Keeping this option enabled is recommended to help prevent unauthorized email changes and strengthen account security.

Restrictive Organization Association Role Permission Model

We've introduced a new option that allows for more control over how association roles behave. Association roles can be additive—meaning the more roles a user has, the more permissions they may receive.

To support scenarios where this additive model may not be appropriate, you can now enable the "Restrictive Organization Association Role Permission Model" under:

Global Settings > Associations tab > Miscellaneous Options section

When this setting is enabled:

Only roles selected within the Common Roles will persist when a user switches their association organization using the Organization Switch feature.

Instead of combining roles from both associations, the system will remove all roles not found in the Common Roles input and then apply only the new association’s roles.

This model is useful in cases where a user should not retain certain roles when moving between organizations—for example, if a role grants access that’s only appropriate in one organizational context.

NTEE Code Available in GuideStar Charity Check

Updated the GuideStar Charity Check integration to include NTEE codes. You can now select ntee_codes in your field mapping configuration to retrieve a comma-separated list of NTEE codes associated with an organization.

New ability to Sort and Filter by Followed Organizations

Users in the corporate social responsibility space can follow organizations they’re interested in and receive notifications when new opportunities become available. We’ve now enhanced this functionality by adding the ability to:

• Sort list views based on whether an organization is followed.

• Filter list views to display only followed organizations.

This update makes it easier for users to focus on the organizations they care about most, streamlining access to relevant opportunities.

Note for Admins

Global Administrator Login Now Bypasses Concurrent User Limit

To help maintain system performance, you may have configured a concurrent user limit under Global Settings > System tab. Previously, this limit prevented all users—including Global Administrators—from manually logging in once the threshold was reached.

With this upgrade, Global Administrators can now bypass the concurrent user limit. A new Administrator Login button will appear on the login page when the concurrent user limit is reached. By clicking this new button and entering their credentials, Global Administrators will be able to access the system and take necessary actions—such as logging out other users.

SSO Enhancement granular user creation control

Updated SSO Settings for more granular user creation control. SmartSimple now allows more precise control over user creation through updated SSO settings. To configure:

• Go to Global Settings > Integrations > Single Sign-On.

• Edit the relevant SSO configuration.

• Enable Role Mapping and select a Role to Monitor.

• Complete the role mapping as needed.

• Under User Creation Options, select Create New User When No Match Found.

A new column labeled Allow User Creation will now appear in the mapping section. Use this toggle to disable user creation for specific roles as needed.

Improved Language Selection for Translation Configuration

The system has been upgraded to simplify the process of selecting a language from the list of 187 available options when configuring translations. After the update, system administrators can now use a search feature to quickly filter and find the desired language. This enhanced language search is integrated into the language selector, and can be seen in areas such as Custom Field Translation Settings.

Standard Copy Process Now Includes Level 3 Records

Updated the standard copy process to support copying Level 3 records when initiating a copy from a Level 1. Now, when you navigate to a Level 1 record and click New, then choose the copy option, the system will: copy the Level 1 record, optionally copy associated Level 2 records, and optionally copy associated Level 3 records. The ability to do so depends on configuration and user permissions

Note: This capability has always existed for copy profiles. The enhancement specifically applies to the standard copy feature. To configure this new behavior go to the desired UTA’s configuration settings > Level 2 tab > Copy Options > Copy Restrictions button > Edit a role > Look for the new option that controls Level 3 copy behavior.

XCG Currency

Updated the system to add support for the Caribbean Guilder (XCG) Currency. The Exchange rate is set at 1:1 between the Netherlands Antillean Guilder (ANG) and the Caribbean Guilder.

New Parameter Added for List Association Calls in SmartConnect API

We’ve introduced a new parameter objectidlist to enhance the flexibility of list association calls in the SmartConnect API.

How It Works:

• If the objectid parameter is provided, the API will return association records for that single object ID.
• If objectid is not present and objectidlist is submitted (e.g., 123456,10000,20000), the API will return association records for all specified object IDs.

This enhancement allows developers to retrieve multiple association records in a single call, improving efficiency and reducing the need for repeated queries.

Improved Settings Page Performance

Updated several fields within settings pages by implementing lazy loading for option lists. This change significantly improves page load times and responsiveness.

Additionally, we’ve introduced search functionality within these fields, making it easier for users to quickly locate specific options and streamline configuration tasks.

Deprecation of Personal Email Accounts in SmartSimple

We've deprecated the ability for individual users to send emails from SmartSimple using their personal email accounts. Previously, users could navigate to Menu > Email > Account to configure and send emails from their own accounts. This functionality is no longer available.

Additionally, the Email From Address setting within Personal Settings has also been removed.

These changes are part of our ongoing efforts to enhance email security across the platform. Please note that this update does not affect your organization’s SMTP Relay Settings—those remain unchanged. This deprecation applies specifically to email accounts configured by individual users.

Legacy AI Translation Deprecated

Deprecated the legacy AI translation service, which automatically translated content when users viewed certain areas of the system. This feature was previously enabled by navigating to Global Settings > +AI tab. Moving forward, clients can use the new +AI translation functionality located under Global Settings > System tab > Configuration Translation. The new translation service allows batch translation of captions across the system through a single on-demand request per language.

Screen Capture Feature Deprecated

Updated the system to deprecate the Screen Capture feature. Previously, permissions for this feature were located under Global Settings > Security > System Feature Permissions > Features tab, and the setting was labeled Enable Screen Capture.

Amazon Alexa Templates Deprecated

Deprecated Amazon Alexa Templates and functionality.

Tree View list view style Deprecated

Deprecated the list view style option for rendering list views in a tree format. Previously, this setting was available on the List View Settings page. If multiple view options are selected, you can still adjust the view style using the List View Options menu.

Other Fixes

• Updated the system to display field captions instead of IDs in the field history of custom fields when Enable Dynamic Content is turned on.
• Updated the US Census Data feature to include 2023 data as an available option. This data may be displayed on organization records. To learn more about how this feature works, visit: US_census_graphs
• Updated the system to optimize how API list calls are queried to enhance overall performance and responsiveness.
• Updated the system to deprecate the ability to create AI workflows and to generate custom fields using AI.
• Updated tooltips for permissions related to SmartFolders to improve clarity and usability. Also added a confirmation alert when manually uploading a file with the same name as an existing file in a SmartFolder. This alert informs users that the new upload will overwrite the existing file.
• Updated the system to add support for .txt files when using SmartCheck Validation on upload files with the variables @pagecount@ and @wordcount@.

• Fixed an issue in the proximity list view where users who had not enabled location sharing were shown the message Geolocation service failed. The proximity map will now default to a view showing North America and Europe for users who do not share their location.

• Fixed an issue where tooltips could not be dismissed using the ESC key when navigating via keyboard only.
• Fixed an issue where the User Profile link in the User menu, when set to Open in Edit Mode, was not functioning as expected. The link now correctly opens the profile in Edit Mode when this setting is toggled on.
• Fixed an issue affecting SmartConnect API calls configured to Run in Background when using API User as the access type.
• Fixed an issue where the logo image did not displaying correctly when viewed in Safari on iPhone.
• Fixed an issue in the autoloader where emails were not being sent to the initiator, even when the corresponding setting was enabled.
• Fixed an issue related to SmartCheck where character count validation did not work correctly for content in the rich text custom field.
• Fixed an issue related to changes made to message formatting done through System Email Templates.
• Fixed an issue with SmartFolders related to files containing the # character in their names. System folders have been updated to prevent the use of # in folder names.

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.

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.