Mount Yale Release Notes

Location-Matching Logic

Upon deployment of this release, numerous customers reported seeing errors upon login. We are rolling back Full Match on Selected Leaf Nodes while we investigate.

No loss or change of functionality should occur, as this feature has not been toggled on for any customer.

We created a new type of location-matching logic, Full Match on Selected Leaf Nodes, that can replace the existing Permission Node system.

The current method, the Permission Node approach, requires Admins to grant broad privileges to users for them to access specific contracts that span multiple entities, departments, and sites.
The new approach is more intuitive and more precisely matches a user's access to contracts and workflows with their permissions as set by the Admin.

This functionality will be controlled by a backend toggle at the tenant level. Turning it on will substantially affect user permissions, and in many cases require a comprehensive reconfiguration of user permissions.

Upon release of Mount Yale, there will be no immediate impact to existing CLM customers!

Professional Services will work with each customer to ensure that users' Contract Location permissions are reconfigured in a way that meets their needs.

We will eventually sunset the current Permission Node system.

PM2-7013 Full Match on Selected Leaf Nodes

To be considered a match, the comparison location (for example, a Reviewer’s Contract Location permissions) must contain every node that corresponds to the selected leaf nodes* in the reference location (for example, the Contract Locations of a workflow where that Reviewer may be added as a Phase Participant).

*A selected leaf node is any selected node that doesn't have a child node selected.

Location-matching logic does not affect User Roles or Contract Type permissions; it only applies to permission checks associated with Contract Locations.

PM2-7975 Full match on selected leaf nodes will apply to the warning that appears when updating a workflow template’s Contract Locations will remove users due to insufficient permissions.

PM2-7976 Full match on selected leaf nodes will apply to the warning that appears when updating a user’s permissions will remove them from workflow templates.

Location-matching logic applies in the following situations:

PM2-7349 Selecting a workflow template
- Initiation
- Reassign
- Approval of a request workflow
Selection of a user available to take part in a workflow
- PM2-7171 Phase management
- PM2-7348 Participation
- PM2-8032 Proxy placement
- PM2-7446 Placement from a User Group
PM2-7324, PM2-7440 Access to a particular contract
Selection of a user on a workflow template
- PM2-7472 Phase management
- PM2-7473 Participation
- PM2-7473 Trigger placement
Population of lists of contracts
- Reporting
- PM2-7324 Contract Library
- PM2-7441 Vendor/Provider records
- PM2-7441 Selection lists available for contract linking and Initiation
Population of lists of workflows¹
- Reporting
- PM2-7435 Worklist
- PM2-7439 Vendor/Provider records
Selection of available Approved Language in a workflow²

For most roles, access to a given workflow (and thus display of that workflow in a list) is dependent upon involvement.
Approved Language location matching has always relied on this system, and will continue to do so for the foreseeable future.

Workflows

PM2-7979 DEFECT FIX Some workflows had duplicate phases.
This has been fixed; the Initiate Workflow button will be disabled after the first click to prevent users from potentially creating duplicate phases in a single workflow.

PM2-8241 DEFECT FIX DOCX files with certain attributes, such as embedded images, would return an error in the document editor, preventing users from seeing or editing the documents.
This has been fixed; documents will appear in the document editor as expected.

PM2-8302 DEFECT FIX DocuSign failed to return signed documents to CLM if the filename exceeded 100 characters.
This has been fixed; CLM will truncate the filenames of documents to 100 characters prior to sending them to DocuSign. When DocuSign returns the documents, CLM will restore the original (non-truncated) filenames.

PM2-8310 DEFECT FIX Connectivity issues caused the document editor to display a “Can’t connect to server” error.
This has been fixed; we have added logging and improved handling for connectivity issues.

Admin

PM2-8388 BUG FIX When updating the Contract Location of a workflow template would have resulted in the removal of one or more users, selecting Yes in the modal returned an error, and the Contract Location change failed to save.
This has been fixed; Admins will be able to change the Contract Location as expected.

TERMS

Minimum/Maximum Tracking

PM2-8126 We will offer several new options for tracking activity minimums and maximums on timesheets:

By a specific Unit Type total across all Contract Locations
By Unit Type total for a single Contract Location
By total units for a single Activity across all Contract Locations

The current functionality, which tracks by total units for a single Activity for a single Contract Location, will remain available.

PM2-3894 Admins can allow a Reporter to save a time entry that exceeds the set maximum.

If the Admin selects Yes for the Can Exceed Maximum? field, there will be an alert but the Reporter can still save the time entry.
Previously, users were not able to save a time entry that exceeded the set maximum.

Setup

PM2-3518 Admins can add tracking records for minimum and maximum thresholds.

Hover the cursor over Explore, then select Contracts.
Select the contract associated with the timesheets for which you’d like to add a tracking record.
Under the Timesheets tab, click the Add New Timesheets tab.
Under the Minimum/Maximum Settings tab, click (+) Add Min/Max Tracking Record.
Complete the form.

REQUIRED: Select location preference.

If All Locations is selected, the minimum and maximum checks will be for the cumulative total across all locations.
If Locations is selected, the minimum and maximum checks will be for the cumulative total for each location.
By default, Location is selected.
If the timesheet has only one location, All Locations is disabled.

REQUIRED: Select tracking type.

If Total by Unit Type is selected:
- The Unit Type dropdown will display on the tracking record
- The minimum and maximum checks will be for the cumulative total for the Unit Type
If Total by Activity is selected:
- The Activity Group and Activity dropdowns will display on the tracking record.
- The minimum and maximum checks will be for the cumulative total for each activity.

REQUIRED: Select location(s).

The Location dropdown is only displayed if Location was selected for the location preference. This field will not display if All Locations was selected.
The dropdown is populated with all locations for the timesheet, though only one location can be selected.
PM2-7133 To account for duplicate department names, the departments in the dropdown are displayed with the parent nodes so users can distinguish departments with the same name.

REQUIRED: Select Unit Type OR Activity and Activity Group.

The tracking type selection determines which field (Unit Type OR Activity and Activity Group) displays.

If Unit Type was selected for tracking type, the Unit Type dropdown will display.
If Activity was selected for tracking type, the Activity and the Activity Group dropdowns will display.

Activity and Activity Group Dropdowns

The Activity Group dropdown is populated based on the location preference. If Location was selected, the dropdown will populate with the Activities for that location. If All Locations was selected, the dropdown will populate with all Activities on the timesheet.
The Activity Group selection affects the Activity dropdown.
- If None is selected for the Activity Group dropdown, the Activity dropdown will populate with the individual Activities not linked to an Activity Group.
- If an Activity Group is selected for the Activity Group dropdown, the Activity dropdown will populate with the Activities linked to that Activity Group in the selected location(s).
Each Activity added to the timesheet is a separate entity and is therefore tracked individually.
For example, an Activity added as part of an Activity Group and as an individual activity is tracked separately.
Each Activity can have only one min/max record on a timesheet.
PM2-7024 Users cannot add duplicate individual Activities or Activity Groups to a department on a timesheet.
- If a user adds an individual Activity or Activity Group to a timesheet, it will no longer be available for selection.
- If a user deletes the individual Activity or Activity Group from the timesheet, it will become available for selection.

Unit Type Dropdown

The Unit Type dropdown is populated based on the location preference. If Location was selected, the dropdown will populate with the Unit Types for that location. If All Locations was selected, the dropdown will populate with all Unit Types on the timesheet.
Each Unit Type can have only one min/max record on a timesheet.
Users cannot add duplicate Unit Types.
- If a user adds a Unit Type, it will no longer be available for selection.
- If a user delete the Unit Type, it will become available for selection.

Enter the minimum and maximum.

The values for the minimum and maximum fields must be numeric and greater than 0.

Answer Can Exceed Maximum?

PM2-6964 Selecting Yes for the Can Exceed Maximum? field will allow the Reporter to enter a time entry greater than the set maximum.

This field is only enabled if the Unit Maximum has a value.
By default, Yes is selected.
If the user selects to track min/max by activity across all departments the Can Exceed Maximum? setting added for an activity is applied to all instance of that activity.

When finished, click Create Timesheets.
OR
To clear the form and restart, click Clear Form.
OR
To close the form without saving your changes, click .

PM2-7066 If the timesheet has no activities, the following message will display: Add activities to the timesheet to edit the minimum/maximum set-up.

Editing the Minimum and Maximum Configurations

PM2-5687, PM2-7028 Admins can edit minimum and maximum configurations or delete a tracking record on scheduled timesheets.

Only Active timesheet configs can be edited. Timesheet configs with Cancelled or Completed status are read only.
The following fields are disabled and cannot be edited:
- Track Minimum and Maximum dropdown
- Maximum by Location radio button
- The location preference radio button (i.e., All Locations or Locations)
- Unit Type OR Activity and Activity Group dropdowns.
The following fields can be edited:
- Unit Min and Unit Max numeric fields
- Can Exceed Maximum? field (Note: This field is only enabled if the Unit Max field has a value.)
To edit the configurations:
- Hover the cursor over Explore, then select Contracts.
- Select the contract associated with the timesheet you’d like to edit.
- Under the Timesheets tab, click the Manage Scheduled Timesheets tab.
- Open a timesheet config.
- Under the Minimum/Maximum Settings tab, edit as needed.
Changes are applied to all timesheets generated after the changes are made. Changes will not be applied to active timesheets.

Display

PM2-7996 Upon rolling out the minimum and maximum updates, the location of minimum and maximum fields, columns, and settings may change.

PM2-7164 The Unit Min and Unit Max fields will be removed from the Add New Timesheets form and from the Edit Timesheet Schedule form.
PM2-7186 The Period Maximum/Pay Period and the Period Minimum/Pay Period columns will be removed from the timesheet grid, the Filter Table widget, and the Manage Columns widget.
PM2-7616 The minimum and maximum settings will be removed from the info modal on the Activity View screen.

PM2-7176 Activity minimums and maximums will be displayed in the Timesheet Min/Max Limits panel in the workflow accordion during each phase.

If minimum or maximum settings have not been configured, static text will appear:
No activity minimum or maximum settings have been added to this timesheet.
The minimum and maximum settings will appear as follows:
For this time period the minimums required are: <list all minimum records>

<Location> - <Activity> - <number of units> <unit type>

<Location> - <Unit Type> - <number of units>

Total for all locations <Activity> - <number of units> <unit type>

Total for all locations <Unit Type> - <number of units>

For this time period the maximums allowed are: <list all maximum records>

<Location> - <Activity> - <number of units> <unit type>

<Location> - <Unit Type> - <number of units>

Total for all locations - <Activity> - <number of units> <unit type>

Total for all locations - <Unit Type> - <number of units>

PM2-7207 On TERMS mobile, activity minimums and maximums will be displayed under Timesheet Min/Max Limits.

PM2-7764 A on a timesheet indicates that the Reporter is not allowed to exceed the maximum, and Time cannot exceed maximum text will appear when hovering over the icon.

Reporting

PM2-7574 The Minimum/Maximum Settings column has been added to the timesheet config report.

This will allow Admins to review minimum and maximum settings for several timesheet configs simultaneously and quickly assess the need for updates to the minimum and maximum settings on timesheets.
The Minimum/Maximum Settings column will show all minimum and maximum settings added to the timesheet.
Each record will be prefaced with Required minimum or Allowed maximum. The record appears as follows:

<Location> - <Activity> - <number of units> <Unit Type>

<Location> - <Unit Type> - <number of units>

Total for all locations - <Activity> - <number of units> <Unit Type>

Total for all locations - <Unit Type> - <number of units>

By default, the Minimum/Maximum Settings column is not displayed. The column can be added via the Manage Column widget.

For the initial release, the Minimum/Maximum column will not be available in the Filter Table widget.

Notifications & Alerts

PM2-6445 In the TERMS mobile app, if a time entry will result in the total for an activity exceeding the maximum, display the following message and do not allow the user to save the time entry.

This only applies if No is selected for the Can Exceed Maximum? field.

Alerts for Unit Type:

You have exceeded the maximum of <maximum allow units> per pay period.

There are some items that you have not met the minimum. You have the following units available: <list the units available>

Alerts for Activity:

You have exceeded the maximum number of <number of units> units for <activity> per pay period.

There are some items that you have not met the minimum. You have the following units available: <list the units available>. Would you like to continue?

PM2-3898 If a time entry does not meet the minimum or they exceed the maximum, a dismissible alert banner will display when a timesheet participant opens the timesheet.

This only applies if Yes is selected for the Can Exceed Maximum? field.

The text on the message is dependent on the type of tracking: by Activity or Unit Type.

For tracking by Unit Type:

The required minimum of <number of units> <unit> per pay period was not met.

The required minimum of <number of units> <unit> per pay period for the activity <activity> was not met.

For tracking by Activity:

The allowed maximum of <number of units> <unit> per pay period was exceeded by <number of units over the allowed max> <unit>.

The allowed maximum of <number of units> <unit> per pay period for the activity <activity> was exceeded by <number of units over the allowed max>.

A summary of each time entry that violated the minimum and maximum threshold will be displayed on the alert banner.
The alert banner will display on all phases, and the Approvers and Financial Reviewers will see the banner.
Current alerts on the Time Entry Phase will not change. The summary alerts will be added to the banner after the timesheet has been certified.

To allow Timesheet Approvers to more easily prioritize the review of a timesheet, Timesheet Approvers will be notified when Activity or Total Unit entries on a certified timesheet have not met the minimum or have exceeded the maximum.

PM2-7572 The subject line for the timesheet ready for approval email notification will read Approver: Timesheet has been certified with minimum/maximum threshold exceptions.
- If the entries fall within the min/max range, the subject line will remain Approver: Timesheet has been certified.
PM2-7566 The in-app (bell) notification will read <Timesheet hyperlink> has time reported with minimum/maximum threshold exceptions.