Skip to main content
Skip table of contents

Lookout Mtn Release Notes

These items were deployed to production the morning of Friday, June 5th, 2020.


Contract Request Management

This feature was created to allow anyone working within a health system, including those with limited knowledge of the system and internal processes, to be able to request a contract without necessarily granting them standard user privileges.

The part of this feature that will allow people who are not already system users to make contract requests is still in development. It will be deployed as part of the next major release. In the meantime, only users added to the system by an Admin can submit contract requests.


Requestor Role

PM2-4723 A new user role, Requestor, allows users to initiate a Request workflow and engage with the application in a limited capacity.
  • Requestors can access the Contract Request feature.

  • Requestors can see the worklist, which will show workflows in which they are present or past participants.

  • Requestors can only initiate Request workflows via the Request New Contract button. They cannot initiate workflows of any other Action Type.

  • Requestors cannot access the Dashboard, Contract Library, User Directory, or Reporting module.

  • Under the Explore tab in the menu bar, Requestors can only access the Vendor and Provider Directories.


PM2-5015 Requestor permission sets must include all Location nodes and all Contract Types, so that Requestors will always have access to all request workflows.
  • Admins cannot edit Locations or Contract Types for Requestor permission sets.

  • If an Admin adds the Requestor role to an existing user profile, this will prompt a confirmation popup.
    Adding the Requestor role will select all location nodes and all contract types for this permission set, which will affect all other roles in this set. You will not be able to edit the location selections or contract types for this permission set.
    Do you wish to proceed?

  • Clicking Proceed in the confirmation popup will auto-select all Location nodes and Contract Types. They will then be uneditable.

  • If the Admin removes the Requestor role from the user profile, then the Locations and Contract Types will be editable.


Requestor Notifications

Individual Requestors can switch these notifications off or on in Account Settings > Notifications > Workflow Notifications.


PM2-5189 Whenever a requested workflow is approved, the Requestor will be notified by system email and in-app (bell) notification.

Email Subject

[Request Workflow Name]: Requestor - Request for a new contract has been approved

Email Body

Dear [Requestor First Name],

The request for a new contract that you initiated on [Date that Requestor clicked on Request New Contract] has been approved, and a new contract workflow has been started that may result in a fully executed contract (Note: Depending on Administrative settings, you may or may not have access to view the new workflow).

Please direct any questions or concerns to [First Name Last Name of user who approved request as mail-to link].

In-App Notification

The request for a new contract that you initiated on [Date that Requestor clicked on Request New Contract] has been approved, and a new contract workflow has been started that may result in a fully executed contract. Please direct any questions or concerns to [First Name Last Name of user who approved request].


PM2-5044 Whenever a requested workflow is declined, the Requestor will be notified by system email and in-app (bell) notification.

Email Subject

[Workflow Name]: Requestor - Request for a new contract has been declined

Email Body

Dear [Requestor First Name],

The request for a new contract that you initiated on [Date that Requestor clicked on Request New Contract] was declined by [First Name Last Name of user who declined request] for the following reason:

[reason entered in decline confirmation]

Please direct any questions or concerns to [First Name Last Name of user who declined request as mail-to link].

In-App Notification

The request for a new contract that you initiated on [Date that Requestor clicked on Request New Contract] was declined by [First Name Last Name of user who declined request] for the following reason: [reason entered in decline confirmation]


PM2-4790 Whenever a requested workflow progresses to a new phase, the Requestor will be notified by system email and in-app (bell) notification.

Email Subject

[Workflow Name]: Requestor - Request has progressed to the next phase

Email Body

Dear [Requestor First Name],

The request for a new contract that you initiated on [Date that Requestor clicked on Request New Contract] has progressed to the next phase, [Current Phase Name].

Please direct any questions or concerns to [First Name Last Name of user who completed phase as mail-to link].

In-App Notification

The request for a new contract that you initiated on [Date that Requestor clicked on Request New Contract] has progressed to the next phase, [Current Phase Name]. Please direct any questions or concerns to [First Name Last Name of Phase Owner].


PM2-5185 Whenever a Progress Note is added or edited, the Requestor will be notified by system email and in-app (bell) notification.

Email Subject

[Workflow Name]: Requestor - A new Progress Note has been added

Email Body

Dear [Requestor First Name],

[First Name Last Name of user who added note as mail-to link] has added a progress note to the [depending on whether this is the Request or the New, “request for a new contract” or “workflow resulting from the request for a new contract”- each should link to the respective workflow] that you initiated on [Date that Requestor clicked on Request New Contract].

Progress Note: [Note submitted in Progress Notes for Requestor]

In-App Notification

[First Name Last Name of user who added note as mail-to link] has added a progress note to the [depending on whether this is the Request or the New, “request for a new contract” or “workflow resulting from the request for a new contract”- each should link to the respective workflow] that you initiated on [Date that Requestor clicked on Request New Contract: [Note submitted in Progress Notes for Requestor]


Contract Request Workflow Templates

PM2-4726 A new type of workflow will facilitate contract requests.
  • Contract request workflows will all have a new Action Type, Request.

  • Contract request workflows will all have a new Contract Type, Request Only.


PM2-5097 A new Contract Type, Request Only, will be applied to contract request workflows.
  • Request Only is in the Other category.

  • In the workflow template builder, Request Only is only available if the selected Action Type is Request.

    • If the selected Action Type is Request, then Request Only will auto-select as the Contract Type. If the Action Type is Request, then the Contract Type must be Request Only.

    • Request Only can be selected as a Contract Type in document template management, approved language management, and user permissions management.


PM2-4753 In the workflow template builder, *Requestor will be available as a Reviewer, Approver, and Signatory on any workflow template.

PM2-4789 In the workflow template builder, a new toggle, Auto-Start, will be available on Form Phases.
  • This will allow the Requestor to fill out and submit a form as part of a Contract Request.

  • This is the functional equivalent of a Phase Owner clicking Start Phase on a workflow in a Form Phase.

  • A Form Phase designated as Auto-Start will start immediately, without input from a Phase Owner.

  • If the workflow template Action Type is Request, then the Auto-Start toggle will be forced ON. For other Action Types, the toggle will default to OFF.


PM2-5009 An Admin can create a workflow template for contract requests.
  • The first phase will be a Form Phase.

  • *Requestor will be the first active participant, sequenced as a Reviewer.

  • The Auto-Start toggle will be forced ON.

  • When editing an existing workflow template or creating a new workflow template, selecting Request as the Action Type will prompt a confirmation popup:

    • Changing the Action Type to Request will result in the following:

      • A Form Phase, set to Auto-Start, will be the first phase.

      • The first sequenced participant on this phase will be *Requestor acting as a Reviewer.

      • The Contract Type will be Request Only.These settings will not be editable for workflow templates with the Action Type of Request.

    • Do you wish to proceed?


PM2-4933, PM2-5184 Admins can create a question answer set for Requestors to determine which workflow template should be used for a request.
  • This will map requests to the correct workflow templates while keeping the process simple for Requestors.

  • Each answer will correspond to a single request workflow template.

  • The questions and answers will be organization-specific.

  • If a request workflow template is deactivated, then any associated answers and mapping will be deleted.

To create a Q&A for Requestors:

  • Navigate to Admin > Organization Management > Contract Request Question.

  • Enter the question that Requestors will answer.

  • Enter an answer, then select the request workflow template that will correspond to that answer.

  • To add another answer, click + Add an answer.

  • To delete an answer, click the trash can icon to the right of the corresponding workflow template.

  • When finished, click Save Contract Request Question.


Contract Request Workflows

PM2-5043 The Phase Owner or Admin can decline a request for a new contract (as opposed to canceling the workflow).

A new attribute, Declined Request Reason, will be available in the worklist and Reporting > Workflows tab, both as a filter an a column. It will not display by default.

To decline a contract request workflow:

  • Click on the ellipsis (…) to the right of the Complete Phase button, then select Decline Request.

  • In the confirmation popup, enter the reason for declining the request. This will be included in the notification sent to the Requestor.

  • Click Yes, decline request.


PM2-5046 In request workflows, the Reassign Workflow option will be unavailable.

Workflow reassignment does not apply to request workflows.


PM2-5098 For workflow participants other than the Requestor, the workflow view for contract requests will be streamlined.

The header will only display the following attributes:

  • Organization

  • Contract Description

  • Action

  • Contract Locations

Under the Phase Info tab, the following accordions will be hidden:

  • Responsible Parties

  • Other Party Contacts


PM2-5134 Workflows that did not originate from a contract request workflow but have *Requestor listed as a participant in the workflow template will ignore *Requestor references.

PM2-5118 In request workflows and workflows originating from requests, the Admin, Phase Owner, and other participants can record progress notes for the Requestor.
  • Under the Phase Info tab, the Progress Notes for Requestor accordion will be displayed.

  • Participants can add a note the same way they add comments.

  • In addition to the note itself, each record will display the following attributes:

    • First Name Last Name of user who added the note.

    • Date/Timestamp

    • Phase in which the note was added

  • Notes will be visible to any internal user with access to the workflow.

  • Notes added in the contract request workflow will carry over to the resulting new workflow.

  • Within the accordion, notes added in the contract request workflow will be grouped under the request name, and notes added in the new workflow will be grouped under the workflow name.


PM2-5124 An Admin or Phase Owner can transition a request workflow to a traditional workflow.

For the Activation Phase of a request workflow:

  • There will be no Key Terms tab (or associated required fields).

  • Responsible Parties will not be required.

  • A new tab, Approval Form, will show the form defined on the workflow template.

  • This will behave like the Key Terms tab in traditional workflows.

  • If no form is defined on the workflow template, then the Approval Form tab will not show.

  • The primary button will be labeled Approve instead of Activate.

  • Clicking Approve will open the approve request modal. In it, the user will select the following attributes for the resulting workflow:

    • Organization (This will auto-populate based on the request workflow template.)

    • Location

    • Contract Type

    • Workflow Template

  • All fields in the modal are required.

  • Both the document viewer and the Approval Form tab will be visible and scrollable behind the approve request modal (provided they were open when the modal opened).

  • Clicking Confirm in the approve request modal will initiate a new workflow based on the approved contract request, and the status of the request workflow will change to Approved.

  • Documents, attachments, and form field values added to the contract request workflow will carry over to the new workflow.


PM2-5188 If a contract request workflow has been approved, then the Approved New Workflow field will appear in the workflow header.
  • The field value will contain the resulting new workflow name.

  • Clicking the field value will redirect the user to the resulting new workflow.


Requestor User Experience

PM2-5005 A Requestor can initiate a request for a new contract.

PM2-5440 To initiate the request, the Requestor will click the Request New Contract button, located to the left of the search bar.
  • If an Admin has set up multiple answers and templates, then a modal will prompt the Requestor to answer a single question, which will direct them to the appropriate template.

  • If there is only one request workflow template, then clicking Request New Contract will open it.


PM2-5320 If there are no mapped contract request workflow templates in the current organization, then the Request New Contract button will be hidden.

PM2-5123 On the contract request workflow, the Submit Review button will be relabeled Submit for Review.
  • This change will apply when all the following conditions are met:

  • Workflow Action Type = Request

  • The user is a Requestor with no other roles.

  • The user is acting as a Reviewer.

  • The phase is a Form Phase


PM2-5187 If the Requestor does not have access to the resulting new workflow, they will be redirected to the contract request workflow.

The Requestor will see this message at the top of the contract request workflow:

You do not have the necessary permissions to view the requested workflow, so you have been redirected to the associated request workflow.


Additional Changes

PM2-5151 In workflows originating from contract request workflows, the workflow header will contain additional information.
  • A new field, Request, will display the request workflow name as a link to the historical workflow.

  • Another new field, Requestor, will display the First Name and Last Name of the Requestor as a mail-to link.


PM2-5362 In contracts resulting from contract request workflows, the contract header will contain additional information.
  • A new field, Request, will display the request workflow name as a link to the historical workflow.

  • Another new field, Requestor, will display the First Name and Last Name of the Requestor as a mail-to link.


PM2-5204 Three new columns and filters will be added to applicable tables.
  • Associated with a Request Workflow, which will have a value of Yes or No

  • Associated Request Workflow, which will show the workflow name of the associated request workflow

  • Requestor, which will show the First Name and Last Name of the Requestor

These attributes will be available as columns and filters in the following places:

  • Worklist

  • Contract Library

  • In the Workflows and Contracts tabs in Reporting

None of these attributes will display by default.


General

The ? icon in the bottom right corner that houses announcements has been updated to a lightbulb icon.


Notifications

PM2-5160 DEFECT FIX Phase Owners of digital (DocuSign) Signature Phases would receive email and in-app notifications erroneously stating that ink signatures had been submitted.

This has been fixed; Phase Owners of digital Signature Phases will no longer receive these errant notifications.


PM2-5313 The subject of the email notifying the Phase Owner that an ink signature has been submitted will now include the workflow name and the name of the Signatory.

[Workflow Name]: Phase Owner - [Signatory First and Last Name] has submitted an ink signature


PM2-5163 Whenever a Signatory completes a digital (DocuSign) signature, the Signature Phase Owner will be notified by system email and in-app (bell) notification.
  • Individual Phase Owners can switch this notification off or on in Account Settings > Notifications > Workflow Notifications > Phase Owner: Digital signature has been submitted

  • The email will contain a link to the workflow.

Email Subject

[Workflow Name]: Phase Owner - [Signatory First and Last Name] has submitted a digital signature

Email Body

Dear [Phase Owner First Name],

[Signatory First name Last Name] completed their digital signature for the [Phase Name] Phase of Workflow [Workflow Name], of which you are the Phase Owner.

In-App Notification

[Signatory First name Last Name] has submitted a digital signature for the [Phase Name] Phase of Workflow [Workflow Name]


Workflows

PM2-5607 DEFECT FIX Attempting to activate a workflow in which Evergreen was selected and the Expiration Date field was blank would return an error.
  • Note that this would only happen if a date had been entered, and then deleted, from the Expiration Date field.

  • This has been fixed; workflows in which Evergreen is selected and the Expiration Date has been deleted can now be activated as expected.


PM2-5610 DEFECT FIX Activating a workflow would fail to generate a contract.

This has been fixed; activating a workflow will now generate a contract as expected.


PM2-5612 DEFECT FIX In some cases, attempting to complete a Form Phase would return an error.

This has been fixed; Form Phases can now be completed as expected


PM2-5616 DEFECT FIX In the Document Phase, the date/timestamp and username were missing from the View History information

This has been fixed; View History will now display the date/timestamp and username


PM2-5632 DEFECT FIX In some cases, attempting to start a digital Signature Phase would return an error.

To fix this, we upgraded the DocuSign customer library; digital Signature Phases can now start as expected.


PM2-5179 In the Activation Phase, the Print Form icon will no longer appear in the Key Terms section.

Contracts

PM2-5428 DEFECT FIX On the contract summary pages, picklist field values couldn’t be edited.

This has been fixed; picklist field values can now be edited as expected.


PM2-3077 If a contract has been terminated, then a red Terminated badge will display at the top of the contract summary page.

PM2-5419 Contract status badges, which are displayed at the top right of the contract summary pages, have been updated so that it is easier to differentiate between Expired and Terminated contracts.
  • If a contract has been terminated, then the Terminated badge will replace the Expired XX Days Ago and Expires in XX Days badges on the contract summary page.

  • If an expired contract has been archived, then the Expired and Archived badges will both appear on the contract summary page.

  • If a terminated contract has been archived, then the Terminated and Archived badges will both appear on the contract summary page.

  • Note that archived isn’t a status in the sense that terminated and expired are. It’s an additional attribute.


PM2-4817 Users with appropriate permissions will be able to archive contracts.
  • This action can only be performed by an Admin or a Responsible Party for the relevant contract.

  • This action can only be performed on a contract that has expired or been terminated, and that has no pending workflows.

How to archive a contract:

  • Navigate to the contract summary page of the contract you want to archive.

  • PM2-4817 Click the Archive Contract button.

  • PM2-4818 In the confirmation popup, confirm or cancel.

Archiving a contract CANNOT BE UNDONE.


PM2-4819 Upon confirmation, the Archived badge will appear on the contract summary page.

PM2-4820 In the Contract Library table and the Contracts tab in Reporting, the contract attribute Archived will be available in the Filter Table widget and the Manage Columns widget.
  • The filter will have dropdown in which the user can select a value of Yes or No.

  • Toggling ON the Include Inactive Contracts toggle will show archived contracts.


Admin

PM2-5586 DEFECT FIX Attempting to save a new external link would return multiple errors.

This has been fixed; external links can now be added and saved as expected.


TERMS

PM2-5615 Admin users can now copy timesheets.

The Copy button will appear on Active, Completed, and Cancelled Timesheet Schedules.

To copy a timesheet schedule:

  • In the relevant contract, click on the Timesheets tab, then the Manage Scheduled Timesheets sub-tab.

  • Click on the timesheet schedule you want to copy.

  • Scroll to the bottom and click the Copy button.The Add New Timesheets form will open, populated with all the information from the copied timesheet schedule.

  • Edit the information as needed.

  • Click Create Timesheets to save the new timesheet schedule, or click Cancel to discard changes and return to the Manage Scheduled Timesheets sub-tab.


PM2-3393 Admin users can manage timesheet certification and approval text within the application.
  • Navigate to Admin > Timesheet management.

  • Click on the new Manage Certification Text tab.

  • In the Time Entry Certification Text field, enter the text that timesheet reporters will see when certifying a timesheet.

  • In the Time Approval Certification Text field, enter the text that timesheet approvers will see when approving a timesheet.

  • Click Save to save changes, or click Cancel to discard changes.

The certification and approval text entered here will appear on all timesheets for the entire organization.

If the length of the text exceeds the field size, then a scroll bar will appear.

In Google Chrome, Admins will be able to click to expand the field to see all the text.


PM2-5426 The approval text that appears in the Approve Timesheet modal has been migrated from the code to the database so that it can be customized per customer.

PM2-5424 The certification text that appears in the Certify Timesheet modal has been migrated from the code to the database so that it can be customized per customer.

JavaScript errors detected

Please note, these errors can depend on your browser setup.

If this problem persists, please contact our support.