Microsoft 365 Integration Release Notes
These items were released on October 14th, 2024.
Microsoft 365 document editing integration has replaced our previous in-app editor in all tenants except those who requested to delay enablement until October 28th.
New
Microsoft 365
M365 Integration [589625]
Within this feature description, note that any reference to “document” should be understood to mean any supported file type.
Workflow participants who can edit a document can also add inline comments. [733997]
Workflow participants can see inline comments in the document viewer. [733997]
Whenever the document is edited and one of the following happens, a version of the document will be saved: [773425]
A participant is skipped.
In an Open Review Negotiation Phase when:
The phase is retracted.
The workflow is cancelled.
The phase is completed.
The Participant: Open Review Document Version Saved email will be hidden from Email Management and individual user account settings.
Admins/Super Admins will be able to click a link within the Microsoft Editor to seamlessly return to the document template library. [865834]
In the Microsoft Editor, there will be a link to the SmartTemplate in the document template library.
The user can click the link to open the SmartTemplate in a new tab.
Microsoft viewer refresh [771838]
The Microsoft viewer will refresh whenever an action changes the user's permission to edit a document.
The Edit button on the Microsoft document viewer will be removed under the following circumstances:
Phase Owner or Admin self-skips on a sequenced workflow.
Phase Owner or Admin cancels a sequenced or open review workflow.
Phase Owner or Admin self-removes from an open review workflow.
Any workflow participant submits review or approval on a sequenced workflow.
The Edit button on the Microsoft document viewer will be present under the following circumstances:
Phase Owner/Mediator or Admin is added to the sequence and becomes the current active participant on a sequenced workflow.
Phase Owner/Mediator or Admin is added to an open review negotiation workflow.
At the start of a phase in which the Admin or Phase Owner/Mediator is the first sequenced participant.
At the start of a phase in which the Admin or Phase Owner/Mediator is an active participant in an open review workflow.
Alerts
If an Admin/Super Admin, Phase Owner/Mediator, or workflow participant opens a workflow with unresolved markups, they'll see a banner stating this: The document has unresolved redline markups. Details [853677]
Clicking the Details link will open a popup listing the name and document category of each document with unresolved markups.
The banner will not be visible to external party users.
Users will be alerted to unresolved markups, reducing the likelihood of them advancing through a phase with unresolved markups. [853347]
When an Admin or Phase Owner clicks Complete Phase and there are unresolved markups in documents, they'll see this alert: Unresolved markup remains in the following documents: [display document names/categories]
The user can either complete the phase or review the documents.
Onscreen alert for protected documents [1055076]
Because the M365 integration cannot support editing protected documents (such as protected sections or password protection), when a user is working with a protected document, they'll see the following message:
In-app document editing is unsupported on protected files. To edit a protected document, download it and open it in the desktop app, then upload the updated version to symplr Contract.The message will appear when the user uploads a protected document.
The alert will disappear if the file is deleted.
Saving and syncing with Microsoft servers
This failsafe will ensure the latest version of the file is accurately reflected in the app even if there are delays in receiving the information from Microsoft, reducing discrepancies and potential errors caused by outdated file versions. The behavior behavior applies to both open review and sequenced negotiation and document source phases. [788338]
When the sync is complete and the document is unlocked automatically refresh the document in the viewer with the updates from the last sync. [889686]
If a document is being edited, then the user will see “Editing in progress” above the in-app document viewer. The user can click View details to see the document name and the name of the user currently editing the document. [817068]
When there is a delay between when the Phase Owner or Admin reassigns a workflow, skips a participant, or completes, edits, or retracts a phase and the confirmation from M365 that edits have been saved, the user will see this message. [816953, 817060, 817066, 817078, 817091]
We’re waiting for one or more documents that are locked for editing to become available, and this may take a few minutes. Ensure all editing tabs are closed.
If you continue without waiting for locked documents, edits to those documents may be lost.[Cancel] [Continue]
When there is a delay between when the Phase Owner or Admin uploads a new document version (or restores a previous document version) and when Microsoft confirms that file updates have been saved, an alert will appear. [884543]
We’re waiting for one or more documents that are locked for editing to become available, and this may take a few minutes. Ensure all editing tabs are closed.
If you continue without waiting for locked documents, edits to those documents may be lost.
[Cancel] [Continue]
When the user uploads a new version or restores a previous version, the Editing in Progress status will be cleared.
A version of the replaced document and the new document will be saved in the History.
If the user takes no action, then the alert will remain open until the unlock is detected.
To ensure all edits are saved, if a document is locked, then the Submit Review (or Approval) button will be unavailable. [817087]
Hovering over the grayed-out button will reveal this message: The Submit button will be unavailable until all documents are unlocked. Closing any open editing tabs may expedite this.To ensure all edits are saved, if a document is locked, then the Decline Review (or Approval) button will be unavailable. [884532]
Hovering over the grayed-out button will reveal this message: The Decline button will be unavailable until all documents are unlocked. Closing any open editing tabs may expedite this.
Internal Note
The system will check for unlock every 15 seconds. The Submit and Decline buttons will be disabled until the system detects the unlock. [836243]
Updated
SmartTemplates Support [565713]
The UI for merging data into a document will be updated. [808019]
Sequence the Admin/Phase Owner/Phase Mediator into the phase as the active participant. (They can sequence themselves.)
Click Edit on the Microsoft document viewer to open the Microsoft document editor.
Click the SmartTemplates tab, and then click Launch SmartTemplates to open the add-in.
Click Merge to merge the data into the smart tags in the document.
The list of smart tags will dynamically update, showing the status of each smart tag in alphabetical order.
If needed, click Undo merge to remove data from all smart tags.
Only Admins, Phase Owners, and Phase Mediators will be able to merge and unmerge data. [841022]
When data is merged, it will be recorded in this format: Last merged MM/DD/YYYY H:MM AM or PM. If a user clicks Undo merge, then the record will be removed. [886200]
The Manual Template editor will be a full screen instead of a popup. [867401]
For users, the switch from our existing document editor to M365 will be seamless. [808215]
The Microsoft document editor will allow users to view and edit SmartTemplates created in the original document editor.
The document will be converted the first time any user user clicks Edit in the workflow or when the Admin clicks Edit in the document template.
Users will be able to merge tagged fields and approved language clauses in the Microsoft editor when working with SmartTemplates created in the original document editor.
When the document is converted, a version of the document will be saved in the document history.
The UI for managing SmartTemplates will be updated. [808694]
Navigate to Admin > Document Template Library.
Click on an existing SmartTemplate or click Add SmartTemplate.
If adding a new SmartTemplate, complete the General Information section.
Click the Tagging tab, then click Edit on the Microsoft document viewer to open the Microsoft document editor.
Click the SmartTemplates tab, and then click Launch SmartTemplates to open the add-in.
Select system fields, custom fields, and approved language clauses to add to the template.
The list has type-ahead search capability.
Fields are sorted alphabetically.
Merged Smart Tag highlight and text color updates [909027]
Unmerged fields will appear as white text highlighted in dark red.
Merged fields will appear as black text highlighted in bright green.
When an Admin is adding smart tags to a document, the focus will remain on the document even when clicking the Add button, preventing the Admin from having to repeatedly find their place in the document. [943224]
When an error occurs in the SmartTemplates add-in, users will see an appropriate error message.[889291]
If the add-in fails to load, the following message will appear: A problem occurred while loading the add-in.
If the merge action fails, the following message will appear: A problem occurred while merging. Try again.
If the undo merge action fails, the following message will appear: A problem occurred while undoing the merge. Try again.
Alerts regarding deletion, deactivation, or edits to custom fields and approved language will notify Admins/Super Admins that SmartTemplates with those elements are excluded from the lists of affected forms/documents and should be checked and updated manually. [931135]
Alert for custom field deletion:
This custom field will be removed from the following form templates. If the custom field is used in any SmartTemplates, you’ll need to remove it manually.
<list form template>
Any triggers added to the custom field will be removed. If this custom field is triggered by another field, then that trigger will be removed. Are you sure you want to delete it?
<Checkbox> Receive a list of form templates with this custom field.
Alert for custom field edit or deactivation:
Changes to this custom field will affect the following form templates, triggers, workflow templates, and contracts listed below, as well as any SmartTemplates containing this custom field. Deactivating the custom field will not remove it from these locations.
Note that because SmartTemplates are excluded from this list, you’ll need to address any SmartTemplates containing this custom field separately.
Affected form templates and triggers
<list form template>
Affected workflow templates
<list form template>
Receive a list of all form templates, triggers, workflow templates, and contracts with this custom field.
Are you sure you want to proceed?
Alert for approved language edit or deactivation:
If this approved language clause is contained in one or more SmartTemplates, you’ll need to remove it manually.
Are you sure you want to proceed?
Ability to add more vendor/provider and address fields on SmartTemplates
This feature will give users more flexibility when designing SmartTemplates by allowing them to select additional fields from provider/vendor records. [808177]
When the user merges fields, the smart tag Other Party Contacts will show the title, email, and phone number for each contact added to the workflow in the following format: First Name Last Name email@domain.com 000-000-0000 [833405]
The following vendor and provider fields will be consolidated and renamed [833400]:
Provider (or Vendor) Address > Primary Other Party Address
Provider (or Vendor) Credential > Primary Other Party Credential
Provider (or Vendor) Phone Number > Primary Other Party Phone Number
Provider (or Vendor) Specialty > Primary Other Party Specialty
Provider (or Vendor) Website > Primary Other Party Website
To address the problem of duplicate system and custom field smart tags, we will run a script to rename the custom fields that are duplicates of system field names. [934406]
The update will be to add additional text to the custom field, e.g. Primary Other Party Fax (Custom).
Note that custom field names will not be changed on SmartTemplates in the document library or active workflows; SmartTemplates with these fields must be updated manually. Also, because there will be no change to how the custom fields function on SmartTemplates, the smart tags will populate with the data from the custom field.
User will be able to select and merge the Primary Other Party field as a smart tag. [934816]
Users will be able to select and merge vendor and provider fields as smart tags [811412, 826685]:
Primary Other Party Email
Primary Other Party Fax
Primary Other Party Display Name
Primary Other Party Job Title
Primary Other Party Reference Number
Primary Other Party NPI
Primary Other Party Code
Primary Other Party Tax ID
Primary Other Party Product/Service Type
Primary Other Party Product/Service Classification
Primary Other Party Primary Product/Service
Primary Other Party Provider Member of (name of the provider group)
Users will be able to select and merge individual address fields as separate smart tags [808871, 826676]:
Primary Other Party Address 1
Primary Other Party Address 2
Primary Other Party City
Primary Other Party State
Primary Other Party Zip Code