SmartSign Plus Release Notes - 2024

• Type: Feature
• Reference: 6709

Admin Settings Changes

This Print Fulfillment page is now used to define all the properties related to print fulfillment functionality.

Important:

The mailings functionality is backwards compatible with the existing Print Fulfillment workflow via the POST and PATCH package calls. In order for these workflows to be successful, customers must configure default values here on the Print Fulfillment Admin Settings page.

The following fields have been added in support of the mailings functionality:

• Cost Center: Appropriate code/name associated with the customer account in Print Fulfillment
• Supported Carriers: The available mailing carriers for this organization. The carriers selected here display as available options for the mailing.
• Default Carrier: The carrier you wish to display as the default option when creating a mailing for this organization.
• Number of Copies: The number of copies to print for each document in the package.
• Resize: The paper size at which the package documents should print.
• Remove First Page: Used to remove the first page of a document, such as a cover page.
• Include booklet: Used to indicate whether the HUD or CHARM booklets should be included with the mailing.
• Color: Used to indicate if documents should be printed in color, if applicable.
• Business Return Envelope: configure the number and size of business return envelopes to include with the mailing.
• Return Address: Can configure multiple return addresses, among which one can be selected to use for each mailing.

To enable print fulfillment and specify default print fulfillment settings: (Please note that all fields are required in version 1.)

1. Check the Enable Print Fulfillment checkbox.
2. Select a Service Provider.
3. Select a Cost Center.
4. Select the Supported Carriers. The carriers selected here are available for selection at the time the mailing is created.
5. Designate which Default Carrier should display when the mailing is created.
6. Enter the Number of Copies of each document to include with the mailing.
7. Select a Resize option.
8. Indicate whether to Remove First Page, Include Booklet, and Color options.
9. Click Save.

To add business return envelopes:

This section allows you to configure the number and size of business return envelopes to include with the package mailing.

1. Click + Add Business Return Envelope.
2. Click the edit icon for the business return envelope.

   

3. On the Edit Business Return Envelope popup window, enter the size of business return envelope to use. Large or Small are supported options.
4. Click Save.

To add return addresses:

This section allows you to enter any number of return addresses to use for the package mailing.

1. Click + Add Return Address.

   

2. On the Add Return Address popup window, enter the following:
   1. Recipient Name
   2. Address Line 1 and 2
   3. City
   4. State
   5. Zip Code.
3. Click Save.

Add additional return addresses as needed. These addresses are available for selection when creating a mailing.

Workspace Changes: Step 1

We removed the More custom fields dropdown field that were used to specify mailing address. Instead, the print fulfillment fields are now available in the Print Fulfillment settings section of Admin.

Workspace/Package Creation Changes: Step 3

Any mailing information can be entered on a new popup window that displays when the Mail out via Print Fulfilment on Expiration option is set to Enabled. Saving this section displays the +Add Mailing option.

Click +Add Mailing option to display the Add Mailing popup window.

Use this page to select which recipients should receive this mailing. Multiple recipients can be set up via this popup window. For example, you may choose to send a mailing to the borrowers and a separate mailing to the agent. If you have two different addresses, you must configure two separate mailings. Additionally, if recipients have different visibility settings per document, separate mailings must be configured for each recipient.

You may also choose to combine recipients to receive a mailing at the same address, such as a package that includes 2 borrowers (ex: a married couple) at the same address.

Additional Properties

Click Additional Properties to display the print fulfillment options that have been specified for your organization at the Administration level. Information such as Carrier, Cost Center, Return Address, etc. are defaulted based on the settings defined for your organization, but can be modified here for the selected mailing.

The Return Address field allows you to enter a custom return address for this package. Select Custom Return Address in the Return Address field, then enter the address details as needed.

To complete the Add Mailings popup:

1. Indicate whether mailings can be combined with other participants.
2. Use the Recipient Name field to specify the name to appear on the mailing envelope. This option may be helpful when there is more than 1 participant at an address.
3. Use the Mailing Address/City/State/Zip Code fields to enter the specific address details for the selected recipient(s).
4. If you wish to send packages to additional recipients at different addresses, such as a second set of documents to the agent, repeat the above steps for every additional address (configuring a separate mailing).
5. Default return address settings are provided via settings defined within Administration but can be changed if desired.
6. Click Save.

Notes:

• You may add multiple mailings in a single package.
• Separate mailings will need to be configured if:
  • There are multiple recipient addresses.
  • Each recipient has different document visibilities.
• If a mailing address is not provided for a recipient, that recipient will notreceive a printed copy of the documents. If a participant requires a mailed copy of the documents upon expiration, a mailing must be configured for that participant.

Mailing Summary

After mailings are added, a Mailing Summary table displays on the left side of the page, as shown below.

Workspace Changes: Step 4

Changes to Step 4 include the removal of package information from the Package block on the left. We have added a link to view Mailings to the Invitations block on the right.

When clicked, the Mailing summary information for this package displays in full and includes additional information such as tracking information and any error information in the Details column.

Click Close to exit the popup window.

Note:

If no mailings are configured for a package with Print Fulfillment enabled, the program displays an error message when you attempt to Finish and warns you that no mailings have been entered for the package. You must return to the Invitations page and configure mailings to continue.

If mailings are configured for some, but not all, participants, the program displays a reminder message to indicate that there are participants for whom mailings have not been configured and that if you continue, that participant will not receive a mailing. You are allowed to continue to Finish the package.

API Support for Mailings Functionality

The aforementioned mailings functionality is also available via API. We have created a new /mailings endpoint that allows you to perform all the above functions via API. Detailed information is available on Swagger pages (links in the API/Swagger section below).

We also have a new /print-fulfillment endpoint that allows you to retrieve all settings configured on the Print Fulfillment Admin Settings page, as well as a /carriers endpoint that retrieves a list of all supported carriers.

• Type: Feature
• Reference: 7160

Select Documentation from the Support menu to launch the SmartSign Plus documentation landing page.

The SmartSign Plus landing page contains links to the available documentation suite. Current release notes are available from this landing page. Click SmartSign Plus Changelog to launch the release notes in a separate browser tab.

Note

You must be logged into SmartSign Plus to access the documentation.

Going forward, this Release Notes document will contain a rolling list of ongoing changes to SmartSign Plus, grouped by release. We will no longer publish a separate set of release notes each release.

Version 3.0 Release Notes also remain available in PDF format via the Support Portal; however, this format will be phased out in upcoming releases.

Note

Archived Release Notes PDF files are available from the Documentation link within the program.

• Type: Enhancement
• Reference:

Our 2.6.1 release included the Auth0 integration in preparation for upcoming multi-factor authentication support. This integration changed how we generate and manage tokens, and SmartSign Plus is now subject to the Auth0 rate limit of 20 login attempts per minute per API user as a means of enhancing security and preventing suspicious login attempts.

What You Need to Know

• The integration with Auth0 subjects us to their rate limit 20 login attempts per minute per API user.
• Beyond this limit, Auth0 allows the user 10 attempts per minute.
• Both successful and failed login attempts count toward this limit.
• Your integration may need to be updated to stay within these limits.

Why Are We Doing This

• The Auth0 integration lays the foundation for MFA support within SmartSign Plus in an overall effort to enhance security.
• The limits enforced by Auth0 serve to ensure optimal performance and protect infrastructure from technical errors, bad actors, and other suspicious activities.

Available Options

• Recommended/best: Integration needs to be updated to request a login token on expiration (using the ‘expires_at’ attribute on the token) instead of requesting a token for every create_package call.
• Create additional API users to distribute login attempts across users.

Customers or partners who currently reach or exceed this limit should make any necessary changes as soon as possible, as you will potentially experience login and authentication failures if left unchanged.

• Type: Feature
• Reference: 7612

Admin: New Report Permissions

Access to the reporting functionality is based on permission settings defined within Administration. A new View and Manage Reports permission is now available on the Edit Roles page in Administration. This permission provides the assigned users with the ability to run and download various SmartSign Plus reports.

This permission is automatically added to the Admin and eoAdmin roles.

Reporting

A new Reports option is available from the Administration menu.

Note:

This option is available only to users with the View and Manage reports permission enabled in Administration.

When the Reports option is selected, the Reporting page displays.

Use this page to define the criteria you wish to include on the report. The following criteria are available.

• Groups: By default, any groups you belong to are included. (Required)
• Package Status: Select the package statuses you wish to include.
• Created By: Select from the users that belong to the selected organization and groups. Note: For API users, the field name is User Audit Trail Name.
• Package Name: Enter any free form verbiage to search for packages containing matching verbiage.
• Created On or After: Specify a date to include any packages created on or after that date.
• Created On or Before: Specify a date to include any packages created on or before that date.
• Expires On or After: Specify a date to include any packages expiring on or after that date.
• Expires On or Before: Specify a date to include any packages expiring on or before that date.

You may also customize the report output; namely, you can remove any report columns you do not wish to include. Click Customizing Report Output to display the Report Output Columns popup window.

From here, remove any Report Columns you do not wish to include on the report. Click Confirm.

Then, on the Reporting page, click Generate Report to have SmartSign Plus create the report, which is generated as a .csv file and downloaded to your default Downloads location.

Exporting Workspace as CSV

The Workspace now includes Export functionality, allowing you to export data to a tab-delimited CSV file.

Only displayed data is exported; if data is filtered, only the filtered data is exported.

• Type: Enhancement
• Reference: 7728

The GET Mailings response now includes the timestamp that is associated with the status changes.