Mount Hood Release Notes
These items were deployed to production the morning of Monday, February 10th, 2020.
Key Terms Redesign
We have redesigned the user experience of the Key Terms section of the workflow (in the Activation Phase) to remove ambiguity and ensure that required fields match the underlying logic. The redesign accomplished the following goals:
To ensure that Auto Renewal contracts are assessed prior to the stated renewal notification clause.
An automatic renewal clause allows an agreement to continue for a defined period if the existing agreement isn't renegotiated within a specified time measured from the expiration of the current contract.To prevent Evergreen contracts from sending expiration notices, and to provide a more appropriate and configurable method to ensure periodic review of these agreements.
An Evergreen contract is a contract that is renewed automatically or by notice from year to year until cancelled by the either party. The renewal can be after completion of the act or maturity.To define Standard contracts as those that are neither Auto Renewal nor Evergreen.
Converting Existing Contracts
PM2-4578 Because the Auto Renewal and Evergreen toggles in Key Terms are being replaced by the Renewal Type dropdown, the following changes enforced in existing contracts:
Contracts that had Auto-Renewal OFF and Evergreen ON will now have Evergreen as the Renewal Type.
Contracts that had Auto-Renewal ON and Evergreen ON will now have Evergreen as the Renewal Type.
Contracts that had Auto-Renewal ON and Evergreen OFF will now have Auto-Renewal as the Renewal Type.
Contracts that had Auto-Renewal OFF and Evergreen OFF will now have Standard as the Renewal Type.
Notifications
PM2-4385 Contract Expiration notifications will no longer be sent to Responsible Parties for Evergreen contracts.
PM2-4387 Contract Expiration notifications will only be sent for Auto-Renewal contracts if there are no remaining Auto-Renewals.
When an Auto-Renewal contract is approaching its expiration date and it has one or more instances of Auto-Renewal remaining, Responsible Parties will not receive Contract Expiration notifications.
When an Auto-Renewal contract is approaching the expiration date and it has no instances of Auto-Renewal remaining, Responsible Parties will receive the Contract Expiration notifications.
PM2-4400 When an Auto-Renewal contract with one or more instances of Auto Renewal remaining is approaching its Expiration Date, Responsible Parties will receive an automated email notification of the approaching Expiration date.
This will allow the Responsible Parties time to take action on the contract if needed.Individual users will be able to choose whether to receive this email in the Notifications tab under Account Settings.
The notification will be sent twice:
The first email will be sent 30 days + Renewal Notice Days (in Key Terms) before the Expiration Date.
The second email will be sent 15 days + Renewal Notice Days (in Key Terms) before the Expiration Date.
Subject
[Contract Name]: MediTract CLM Mail Alert [Today's Date] - [Days until Expiration] days until Expiration Date and Automatic Renewal
Body
Dear [Recipient First Name],
You are shown as being a Responsible Party for the following contract. The contract is set to expire and renew automatically in [Days until expiration] days. There are [number of remaining auto-renewals] automatic renewals remaining on this contract. If no action is taken, this contract will renew.
Org: [Contract Org]
Contract Location(s): [Contract locations listed out]
Primary Other Party: [Primary Other Party]
Secondary Other Parties: [Secondary Other Parties, listed in sequence separated by semicolons]
Contract Type: [Contract Type]
Contract Expiration Date: [Contract Expiration Date]
Contract Name: [Contract Name]
Responsible Party, Primary: [Primary Responsible Party First and Last Name]
Responsible Party, Secondary: [Secondary Responsible Party First and Last Name]
Responsible Party, Tertiary: [Tertiary Responsible Party First and Last Name]
Please click here to access the Contract page.
NOTE: You are receiving this MediTract CLM Mail alert because you are listed as a Responsible Party on the contract shown above.
CONFIDENTIAL: The content of this electronic mail message and any accompanying attachments (“Email”) contain information from TractManager, Inc. (“Company”) which is confidential. The information is intended only for the use of the individual or entity named on this Email. If you are not the intended recipient, you are hereby notified that any disclosure, copying, distribution or the taking of any action in reliance on the contents of this Email is strictly prohibited, and that the Email should be returned to the Company immediately, and then destroyed from all of your computer systems.
Please do not reply to this message. Replies to this message are routed to an unmonitored mailbox. If you have questions please contact your Administrator.
PM2-4402 When an Auto-Renewal contract with one or more instances of Auto Renewal remaining is approaching its Expiration Date, Responsible Parties will receive an in-app (bell) notification of the approaching Expiration date.
This will allow the Responsible Parties time to take action on the contract if needed.Individual users will be able to choose whether to receive this notification in the Notifications tab under Account Settings.
The notification will be sent twice:
The first notification will generate 30 days + Renewal Notice Days (in Key Terms) before the Expiration Date.
The second notification will generate 15 days + Renewal Notice Days (in Key Terms) before the Expiration Date.
The notification will read:
You are shown as being a Responsible Party for the contract [Contract Name]. The contract is set to expire and renew automatically in [Days until expiration] days. There are [number of remaining auto-renewals] automatic renewals remaining on this contract. If no action is taken, this contract will renew.
PM2-4424 For Evergreen contracts, a Critical Date will generate based the number entered in the Review contract every [ ] months field under Key Terms plus the Activation Date.
A Critical Date is created on Activation Date plus that many months into the future, e.g. if the user enters “6” and the Activation Date is 1/8/2020, then the Critical Date will be 7/8/2020.
The Critical Date will repeat indefinitely at a frequency of that many months, e.g. the Critical Date would repeat every 1/8 and 7/8 indefinitely.
The Critical Date subject will read Periodic Review of Evergreen Contract.
The Notify date will be set to 0 days before/after the Critical Date.
The Alert Recipients list will include all Responsible Parties.
The Critical Date will be accessible/editable/able to be deleted like other Critical Dates.
Workflows
PM2-4393 Under the Key Terms tab, the Renewal Type field will prompt users to select the renewal type in a dropdown:
Standard (default value) | Auto Renewal | EvergreenThe Renewal Type field will be located above the Effective Date field.
The Renewal Type field will be required.
The Renewal Type field will replace the Auto Renewal and Evergreen toggles.
PM2-4396 Selecting Standard as the Renewal Type will make the following fields required:
Effective Date | Expiration DatePM2-4394, PM2-4617 Selecting Auto Renewal as the Renewal Type will display the following additional required fields: Renewal Term Months* | Renewal Times | Renewal Notice Days
*The value entered in Renewal Term Months should be an integer greater than 0.
The Effective Date and Expiration Date fields will also be required.
PM2-4395 Selecting Evergreen as the Renewal Type will display the following additional field:
Review contract every [ ] months.The user will be able to select a number of months.
Attempting to activate the workflow without selecting a number of months will prompt the following message:
This contract has been flagged as Evergreen and no review schedule has been entered. Setting a review schedule ensures that Responsible Parties are alerted to review this contract periodically.The Effective Date field will be required.
PM2-4560 The Expiration Date field will be optional.
External Links
Admins will be able to publish approved links in the UI, allowing users quick access to frequently visited sites while ensuring that they are always accessing the correct sites.
All users can see external links, but only Admins can manage external links.
PM2-4457 To see external links:
In the menu bar, click on External Links.
Select an external link in the dropdown menu.
The link will open in a new tab.
PM2-4459, PM2-4460 To manage external links:
In the menu bar, click on Admin.
In the dropdown, select Organization Management.
External Links will appear in a table on the first tab of the page.You can drag and drop the links to change their order.
PM2-4461 To add an external link:
Navigate to Organization Management.
In the External Links tab, click Add New Link.
In the add modal, enter the following:
Link Display Name (REQUIRED)
This is what will users will see in the External Links dropdown.Link Address (REQUIRED)
This is the URL, e.g. www.google.com.Description (OPTIONAL)
This will appear in the External Links table. Only Admins will see it.
Click Save.
The link will appear in the External Links dropdown in the menu bar as well as the External Links table in Organization Management.
PM2-4472 To edit an external link:
Navigate to Organization Management.
In the External Links table, click on the edit (pencil) icon for the link.
In the edit modal, edit as needed, then click Save.
Your edits will be reflected in the record, and the Last Updated and Last Updated By fields will be updated.
PM2-4473 To delete an external link:
Navigate to Organization Management.
In the External Links table, click on the delete (trash can) icon for the link.
In the delete confirmation modal, click Delete External Link.
The link will be removed from the External Links dropdown in the menu bar as well as the External Links table in Organization Management.
External Party Communication
Vendor and provider contacts, such as external party signatories, will be able to access limited parts of specific workflows so they can participate in redlining, communicate securely, and upload signed documents.
PM2-4142 The new External Party role will allow Other Party Contacts to act as users.
The External Party role will be available for Other Party Contacts within a workflow.
The External Party can be added as a participant in the following phases:
In a Form Phase as a Reviewer
In a Negotiation Phase as a Reviewer
In a Signature Phase as a Signatory
The External Party will have a limited view of the workflow.
The External Party role will span all Locations and Contract types within an Organization.
If a user is assigned the External Party role, then that will be the only role that user can have.
Giving a user with other existing roles the role of External Party will remove all other roles and permissions for that user.
Doing so will prompt the following warning:
Warning! Giving this user the External Party role will remove all other roles and permissions. This can not be undone.
Adding another role to a user with the External Party role will remove the External Party role.
Doing so will prompt the following warning:
Warning! Adding a role to this user will remove the External Party role, fundamentally changing the access rights and screen views available to this individual.
PM2-4554 For customers with multiple organizations, when an Other Party Contact is invited to become an External Party user, that invitation will apply to all organizations.
PM2-4143, PM2-4333 Invite an Other Party Contact to become an External Party user (mid-phase).
During a Form, Negotiation, or Signature Phase, when adding one or more Other Party Contacts, the Admin or Phase Owner can invite them to become users.
Once invited, these Other Party Contacts will be available as participants and sequenced.
Removing an Other Party Contact from the workflow phase removes the user as an available participant.
Removing an Other Party Contact from the workflow phase will remove the user from Participant Info and delete any sequenced actions that have not already been completed. However, completed actions will be recorded. (This mirrors the application's handling of regular users as workflow participants.)
For example, an External Party user is added as an Other Party Contact in a Negotiation Phase, then added as a participant to that phase and sequenced three times. He completes his first action, a review. The Phase Owner then deletes him as an Other Party Contact. He will be removed as a participant, and his remaining two sequenced actions will be deleted. However, the External Party's completed review will remain.Removing an External Party user from Participant Info will not remove the user as an Other Party Contact.
Before an External Party can be added and sequenced as a participant, you’ll need to select them as an Other Party Contact within the workflow.
When you invite an Other Party Contact to become an External Party user, let them know to expect an email from TractSoft with the subject “Update Your Account.”
The Other Party Contact list is populated by the Other Party Contacts listed in the Vendor or Provider profile. If you don’t see the contact you need, check the Vendor or Provider profile to make sure they’re there.
PM2-4180, PM2-4181 Invite an existing Other Party Contact to become an External Party user and differentiate between Other Party Contacts who are and aren't users.
An Other Party Contact in a workflow who is already a user will have a User icon (person's head and shoulders) next to her name.
An Other Party Contact in a workflow who is not already a user will have an Invite icon (envelope) next to her name.
The Admin or Phase Owner will be able to click the Invite icon to invite the Other Party Contact to become a user.
PM2-4335 Display information to Admin or Phase Owner when they invite an Other Party Contact to become an External Party user.
When the Admin or Phase Owner clicks the Invite icon for an Other Party Contact, they'll see the following in the confirmation popup:
Other Party Contacts registered as users will be able to:
Be added and sequenced as Reviewers in Form and Negotiation Phases
Be added and sequenced as Signatories in Signature Phases
Communicate via comments in any phase in which they are added as participants
Access selected attachments in any phase in which they are added as participants
Access executed contract documents and selected attachments on contracts for which they are listed as an Other Party Contact
Do you wish to proceed?
PM2-4337 When adding an Other Party Contact, the following information will display as hover text when the user hovers over the info icon:
Other Party Contacts registered as users will be able to:
Be added and sequenced as Reviewers in Form and Negotiation Phases
Be added and sequenced as Signatories in Signature Phases
Communicate via comments in any phase in which they are added as participants
Access selected attachments in any phase in which they are added as participants
Access executed contract documents and selected attachments on contracts for which they are listed as an Other Party Contact
PM2-4482 When an internal user is performing an action in a workflow that will result in allowing an External Party user gaining access to the in-app document editor, the internal user will see the following warning:
External Party User Document Editor Access
Alert: An External Party user is the next sequenced user in this phase. The External Party user will be able to edit documents.
Please click Cancel and alert the Phase Owner or an Admin if you are unclear as to how to proceed.
If there are documents with unresolved markup, the warning will address those as well.
The warning will never display to External Party users.
Workflow actions taken by internal users that could prompt this warning include:
A Reviewer or Approver submitting their review or approval
A Phase Owner or Admin clicking Start Phase
A Phase Owner or Admin skipping a current Active participant
A Phase Owner or Admin sequencing an External Party user after the phase has started
PM2-4654 External Party users will see a limited version of the worklist table, which will only show workflows in which they have been added as a participant.
In the worklist table, External Party users will only see the following columns:
Days Active
Workflow Name
Status
They will be unable to add additional columns.
They will only be able to filter the three aforementioned columns.
PM2-4330 External Party users will see a limited version of the workflow UI.
To protect sensitive information, several UI elements will be restricted from users with the External Party role.
External Party users will not be able to see:
Any top navigation other than Queue > Worklist, Explore > Contracts, the Org switcher, and the bell (in-app) notifications
The new search bar
The Initiate New Workflow button
Account Settings
PM2-4655 External Party users will see a limited version of the contracts table, which will only show contracts on which they are listed as an Other Party Contact.
In the contracts table, External Party users will only see the following columns:
Contract Name
Status
Expiration Date
Activated Date
They will be unable to add additional columns.
They will only be able to filter the four aforementioned columns.
PM2-4330, PM2-4481 External Party users will see a limited version of the contract summary page for contracts on which they are an Other Party Contact.
External parties will be able to see:
The Contract Name
The Contract Expiration Date
The current version of the contract (no access to previous snapshots)
Comments accordion
Signatories accordion
Documents and attachments that they have been granted permissions to see
PM2-4397 External Party users will be excluded from the following user lists:
Modals for adding and editing user groups
Critical Date notification list
Scheduled Report recipients
Add Participant triggers
PM2-4332 External Party users will be able to use the comment feature to communicate with relevant system users.
Unlike regular system users, External Party users will not see a list of participants and Admins when they type “@” to tag a user in a comment. To tag a user, the External Party user will have to type “@” followed by the user's email address.
PM2-4331 Workflow participants can tag External Party participants in comments.
The External Party participant will receive an in-app (bell) notification of the comment.
The External Party participant will only see comments in which they have been tagged, regardless of whether they're part of a thread.
Threads will be preserved and organized for External Parties just as they are for regular users.
If a top level comment is inaccessible to them, they will see the text. This comment is unavailable in its place.
PM2-4250 Add the column Out with External Party to the worklist table.
This will allow users to quickly filter for workflows that are awaiting action by an external party.
The column will not be displayed by default.
It will be available in both the Filter Table and Manage Columns widgets.
For workflows currently out with an external party, the value will be Yes. For all other workflows, the value will be No.
PM2-4336 In the Participant Info accordion, list the acting role of the External Party participant.
In the Form and Negotiation Phases, any External Party participants will be listed under Participant Info as External Party (as Reviewer).
In the Signature Phase, any External Party participants will be listed under Participant Info as External Party (as Signatory).
PM2-4334 Internal users will be able to determine whether attachments they add to a workflow will be visible to External Party users.
By default, attachments will not be visible to External Party users.
To make an attachment visible to External Party users, check the Visible to External Party Users box.
To make a confidential attachment visible to External Party users, check the Mark as Confidential and Visible to External Party Users boxes, then select the Allowed External Viewers.
(Allowed External Viewers will appear as a required field when both the aforementioned boxes are checked.)For an External Party to add a confidential attachment, they will be required to select at least one user in the Allowed Internal Viewers field.
PM2-4658 The rules regarding External Party users that apply to workflow attachments will also apply to contract detail attachments.
External Party users will only see those attachments marked as visible to them.
The confidential attachment feature will be will be available for both internal users and External Party users
Rules regarding required fields will be based on the role of the user doing the uploading.
Notifications
PM2-4608 DEFECT FIX When the Email Notification toggle was OFF, it would erroneously exclude nightly triggered email notifications.
Because of this, email notifications regarding Reports, Critical Dates, and Expired Contracts were still being sent.
This has been fixed; when the Email Notification toggle is OFF, no automated email notifications will be sent.
Reporting
PM2-4557 DEFECT FIX In the Contracts tab, the Site, Entity, and Department field values would not display. This has been fixed; all applicable field values will now display as expected.
Workflows
PM2-4575 On the workflow initiation page, Contract Types will be filtered by selected Contract Location (or Locations).
This will improve the experience of the user by only showing them valid selections in the Contract Type dropdown menu.
The user will have to select a Contract Location before selecting a Contract Type.
If the user attempts to select a Contract Type before selecting the Contract Location, they will see a message directing them to select a Contract Location.
The Contract Types will be filtered by those valid in the selected Contract Location hierarchy, that have Workflow Templates for the selected Contract Locations. If no Workflow Template is available for the selected Contract Location, then the user will see a No results found message.
If the Contract Location is changed or cleared, then the Contract Type field will be cleared as well.
PM2-3623 Access to the Delete button on the in-app document editor and PDF viewer will be limited to the following participants:
Admins | Current Phase Owner | In-turn Reviewers and Approvers
For Admins and Phase Owners, access will not change. They will always see the Delete button.
For in-turn Reviewers and Approvers:
The Delete button will only be available to the user who added the document during the turn in which the document is first added.
Once the user submits their review or approval, they will be unable to delete the document in any subsequent turn.
No phase participant can delete a document that was uploaded by another user.
If a phase participant accidentally uploads the wrong document, they'll be able to quickly correct it during their turn.
Contract Library
PM2-4483 The commenting functionality will be available on the contract summary pages.
Comments will behave just as they do in workflows.
Users making comments will only be able to tag (@recipient) users with permissions to view the contract.
Admin
Workflow Template Builder
PM2-4512 In the Negotiation and Doc Source Phases, Admins will be able to add the Phase Owner to the Available Participants and Participant Sequence.
This will allow the Phase Owner of the Negotiation Phase to be automatically sequenced at the start of negotiation so that they can begin redlining documents without having to sequence themselvesPM2-4573 DEFECT FIX Attempting to reorder the phase participants in a participant sequence would return an error. This has been fixed; phase participants can now be reordered as expected.