symplr Compliance and Safety Release Notes v6.2.0 (09/09/2023)

General

Remove "Contacts" from the Help (?) menu

The "Contacts" option in the Help menu has been removed. [792798]

  • To contact support, click "Submit a ticket" in the Help menu, then follow the prompts.

Survey Management (SM)

Ability to add new respondents to deployment emails for redeployed surveys

When redeploying a survey version from draft state, you can select to send the deployment email to newly added respondents via the Email Notification dropdown. [789551]

  • When a survey version is deployed then undeployed and in a draft state, the Deploy button changes to Redeploy.

  • Clicking Redeploy opens the Redeploy modal, similar to the modal when moving from In-review.

  • When a survey version is moved from Deployed to Undeploy, a new respondent is added, and the survey version is deployed again, the deployment email is triggered only for the newly added respondent when "Newly added respondents" is selected.

  • The "Newly added respondents" option is displayed in the Redeploy modal if a respondent was assigned during the draft state.

Multiple versions in-flight concurrently

Survey admins can have more than one version of a survey in draft, can have more than two drafts, can deploy more than one version of a survey at a time, and can have more than two deployed survey versions. [799836]

  • The "Another version is already in draft" and "Another version is already deployed" error messages have been removed.

  • A respondent can take any version of the survey, regardless if an earlier version is submitted or not.

    • If a survey admin selects the Allow respondents to pre-populate answers from a prior version checkbox on the Details tab, the respondents' answers are carried over from the last version submitted in the Take View.

Survey logo

In Division Settings > General > Logo, Admins can upload a logo to display on a survey. [755598, 792798]

  • The logo appears in the top left corner under the symplr header on the following Survey pages:

    • Email verification

    • Welcome

    • Take View of Survey (new and edit)

    • Conclusion

    • View Survey (submitted survey)

    • Survey Download (questions/surveys/responses)

  • The image is automatically sized to fit the page that it's displayed on.

  • Only one image can be uploaded.

  • The image must be svg, png, jpeg or jpg.

  • The max file size is 5 mb.

  • A transparent background is recommended.

Display Sent email status on Respondents grid and Cognos data model

Survey admins can verify if the survey email was sent to the respondent(s) with the Email Sent column of the Respondents grid. [789550]

  • In the Respondents grid, the Deployed column changes to Email Sent column.

  • The column is sortable and filterable.

  • When an email is sent to the respondent, "Yes" is displayed in the Email Sent column for that respondent.

  • When an email has not been sent to the respondent, including when a respondent has a proxy user, "No" is displayed in the Email Sent column for that respondent.

  • When the Respondents grid is downloaded, the Email Sent column is included in the PDF.

  • When an email is sent to the respondent, that event is captured in the email history table. The email sent from the email history table is added to the IBM Cognos model.

Ability to associate a user as a proxy user for specific respondent

Users with permissions to create a survey can assign a user as a proxy user for a specific respondent. [746003]

  • In the Add/Edit a respondent modal is an Allow proxy users to respond on behalf of respondent checkbox.

    • The checkbox is available for authenticated and non-authenticated users.

    • When the survey version is in-review or completed, the option to allow proxy users is disabled.

  • Underneath the checkbox is a message: "Respondent will not receive emails when a proxy user is assigned."

  • When the Allow proxy users to respond on behalf of respondent checkbox is selected, the Select proxy users dropdown appears.

    • Only proxy users are available in the dropdown.

    • The dropdown is a multi-select picker, allowing you to select more than one proxy user.

  • Selected proxy users are added to a list, where you can remove any proxy users before continuing.

  • When the survey version is deployed, the deployment email selected in the survey version Details tab is not sent to the respondent when the Allow proxy users to respond on behalf of respondent checkbox is selected.

Ability for proxy user to take survey on behalf of respondent

Users with modify survey permissions can assign a proxy user to take the survey on behalf of a respondent. [746012]

  • The proxy user can answer questions and submit the survey. The proxy user can only answer the questions when the survey version is in an editable state.

  • When a proxy user with read-only permissions clicks the link in the deployment email, they're taken to the respondent's take view, which is editable.

  • When a proxy user takes a survey on behalf of a respondent, their username is tracked in audit history tables.

  • When a proxy user is assigned on version 1 of a survey, that proxy user is removed from version 2.

    • The respondent can select all versions and see all submitted answers, even the answers that the proxy user entered on the respondent's behalf.

    • Version 1 answers given by the proxy user are read-only for the respondent.

  • When version 2 has a proxy user, but not version 1, and the proxy user has not submitted version 2, the respondent cannot see version 2's answers until the version is submitted.

Default email template for proxy user assignment

Proxy users receive the assignment email when they're added to the Select proxy users field in the Add/Edit respondent modal. [777031]

  • Clicking the link in the email takes the proxy user to the survey version's Respondent tab for the version that the user is a proxy user for.

  • Proxy users can view only survey versions that they are the assigned proxy user for.

Proxy User added to permissions

Proxy User is available within the Default Security tab of the survey template and within the Permissions modal at the survey level. [746001]

  • Admins can set Allow or Deny permissions for the proxy user within the Permissions modal.

    • When Allow for Proxy User is selected, the Read Allow permission is also selected by default.

    • When Allow for Proxy User is selected, full access, modify, delete, modify security, and view security are set to deny by default.

  • By default, Allow Full Access is selected for users = owner and creator.

Limit Submissions tab and Respondents grid for proxy users

The Submissions tab and Respondents grid are limited for proxy users. [791083]

  • In the Submissions tab, proxy users see only respondent submissions that they're the proxy user for.

  • In the Respondents grid, proxy users see only respondents that they're the proxy user for.

Document & Policy Management (DPM)

Published date and time on finalized version of a document

The published date and time displays on the finalized version of a document. [618445]

  • Users can select or deselect the Include the Published Date & Time checkbox in the Confirm Publish modal.

    • The checkbox is available only when the Convert to PDF checkbox is selected.

    • If the checkbox is selected, the document displays the message: Published on NN/NN/NNNN HH:MM.

  • Users can select to include the published date and time in the header and/or footer.

  • The date and time format in the header follows the format in Division Settings within the tenant's database.

Issue & Action Management (IAM)

Ability to populate Due by Date based on most recent step added

The Coming Due Date field is auto-populated X number of days based on the date entered on the most recent step added. [618463]

  • A setting in the Properties of the Step control, "Populate Coming Due Date" has been added to the Options section.

    • When the Populate Coming Due Date option is selected, users can specify how many days/weeks/months/years from the date entered in the most recent step until the item is due.

    • Only one step control can set the coming due date. When an architect adds a Due Date, selects the Due Dates option of Coming Due, and selected Populate Coming Due Date for a step control, the Date field flagged as Coming Due will auto-populate. Selecting the option does not trigger a Due Date field to display.

    • If the Populate Coming Due Date option is selected, a date field displays on the template. If the Populate Coming Due Date option is not selected, "No coming due date" displays on the template.

    • If a user changes the date on the most recently added step or if a new step is added into the steps control, the coming due date is updated based on the date entered on the newly added step.

    • If the most recently added step is deleted, the item's due date reverts to the previous due date.

    • If there is only one step in the step control and that step is deleted, the Coming Due Date field is cleared if no date was selected prior to adding the step.

    • If a due date was selected before a step was added and that step is deleted (leaving no steps in the control), the due date reverts to the previously selected date.

    • If a user manually entered a date and the step is added into the step control, the date based on the added step overrides the manually entered date.