Thentia Cloud release notes: Version 1.23.0 (May 4, 2023)

Staff user – Reverse fee payment to a prepaid account: If an invoice needs to be refunded, the funds can now be returned to the prepaid account that was used to pay the fee or invoice. The user can determine the related prepaid account for the transaction from the transaction history.

Staff user – Appy fee payment from a prepaid account: When an invoice exists and is linked to a business:

• Users can now select “Prepaid Account” as a payment method, and after selecting “Prepaid Account”, the user must select which prepaid account to use.
• Users can only view prepaid accounts that are available under the related business profile. The Profile Name, Account Number, and Account Balance are displayed for the prepaid account.
• Prepaid accounts that have an account balance less than the invoice amount are disabled and cannot be selected.
• Once a transaction is successfully processed, the balance on the balance on the prepaid account is recalculated and reduced by the amount that has been processed.
• The transaction history, which includes the date, amount, and receipt or invoice number of each transaction, is displayed on the Prepaid Account record page.

Note: If there are no prepaid accounts linked to a business then the “prepaid account” option will not be available as a payment method.

Staff user – View payment date on the invoice preview so that I can share that with my customer: Staff users can now view the correct refund amount, payment date, and other transaction details in the invoice preview after refunding an overpayment on an invoice.

Note: This is related to portal item “Portal User – View payment date on the invoice/receipt pdf”, which was completed in Sprint 20.

Staff user – View an active thread: Agency staff can now view active message threads. The subject line in a message will be disabled and cannot be changed after a message thread has been started. After a message has been read, the “Read by” (recipient) and the date and time the message was read are populated.

Staff user – System to mark unread message on a thread when I reply to a thread: When a user replies to a message, the unread message is automatically marked as “Read” in the message thread.

Staff user – Manage and add myself as a follower: Staff users can now manage and add themselves as followers of a message thread using the new External Message Thread Subscription entity (comms_subscription).

Rules for this new feature:

• Users can view a list of existing followers to a thread under Connections in the Email Message Thread record.
• Users can remove themselves from the list of followers (deactivate).
• By clicking on “Follow thread and enable notification”, users can add themselves to a thread that they are not currently following.
• Whenever they start a thread, users will follow the thread by default.
• Whenever they reply to a thread, users will follow the thread by default.

Staff users – View notification when I have unread messages: Staff users can now view a notification when they have unread messages.

To facilitate the use of this new functionality, which allows keeping track of message thread followers, the External Message Thread entity (comms_externalmessagethread) has been created.

Rules for this new feature:

• The thread creator is automatically added as a thread follower.
• Any subsequent workbench users that reply to the same thread are automatically added as followers.
• Followers get email notifications when there is a new message.
• Email content uses the existing proper branding, subject and body elements.

Note: This ticket is linked to platform tickets “Staff user – Manage and add myself as a follower” and “Update email signature and branding for System Emails”.

Circuit Breaker mechanism in the Reviewer Module: A circuit breaker mechanism has been implemented in the Reviewer Module and now when an application is in the withdrawal process, the active task is changed to read only.

What happens after a user withdraws an application in Workbench: Once an application is withdrawn in the workbench, if a user had an existing application open in the Reviewer Module before the application withdrawal was completed:

• The reviewer module reloads the entire page, marks all tasks as read-only and puts a final action on the page that displays the “Withdrawn” Process Status.

System admin – Place the Table component on the page: System Administrators can now add table components to custom forms using the Build Form button on portal custom pages in the Portal Custom Page entity (port_custompage) to be used in the portals. The table component can be dragged from the property panel on the left and dropped on the form on the right and then you can save the form with the new component.

A property panel for the component is displayed after dropping the element onto the page. The user is able to set the table properties and then save and close the property panel. Once the property panel is closed, the following information is displayed on the form in the right panel of page:

• Label Name
• Field Description Text
• Required Indicator
• Field type

The property panel can be reopened by clicking on the property icon.

Additionally, a user can remove the component from the page by clicking on the close “X” icon. They can also click on an icon to open the Condition modal and enter one or more conditions.

User Triggered – Email Template Action: When a user creates, updates, or deletes a record in an entity, based on a trigger definition, a defined email action can now send an email based on a designated email template.

To facilitate the use of this new feature, there is now a new Workflow Template entity (wkfl_templatedefinition).

The attributes are:

• Name – The name of the workflow definition.
• Description – The description of the workflow definition.
• Active (Yes/No/Unset) – This indicates if this is an active workflow definition.
• Entity Type – The name of the entity on which the trigger and action are defined.
• Entity Operation Trigger Type – The lookup to the Workflow Trigger Type entity. For example, “Create”, “Update” and “Delete”.
• Trigger Definition – The criteria defining the trigger.
  For example:
  [ { “conditions”: [ { “relation”: “self”, “field”: “reg_birth_date”, “operator”: “lt”, “value”: “2022-12-01”, “logicalOperator”: “or” }, { “relation”: “self”, “field”: “reg_last_name”, “operator”: “eq”, “value”: “test” } ] } ]
• Actions Definition – The criteria defining the action.
  For example:
  [ { “actionType”: “send-email”, “sendEmailAction”: { “emailTemplateName”: “test.qa.demo” } } ]

Migrate the Pay Invoice button from custom code to become a native workbench feature: The Pay Invoice button has been removed from custom code and is now a native workbench feature that is located on the main toolbar of the Invoice entity.

To facilitate the use of this feature, in the System Settings > Configuration, the following new record key must be added:

• native.pay.invoice.

When the Value of this key is set to “true” the new Pay Invoice button is enabled or displayed in the Invoice entity next to the previous Pay Invoice button. The new Pay Invoice button is disabled or not displayed when the Value is set to “false”.

Note: Configuration assistance is required.

When the fee amount for a document request is greater than $999.99 and the user attempts to make a payment from the Business Licensing portal using the Thentia Pay payment processor, after clicking on the Process Payment button, the user will now be redirected to the Thentia Pay page to complete their payment.

The actual sender of a message, which is not always the portal user, will now be displayed for each message in a message thread.

Html entities across the platform including the Analytics module are now displaying the ampersand (&) correctly.

On the Form Builder, the lookup field names for the Combo Box, Drop Down, and Multi-Select components are now based on the same fields in the data source entity.

In the Form Builder of a portal custom page, after dragging and dropping a component (e.g., first name) from the left panel to the right panel, the state of the left panel remains the same.

In the Form Builder of a custom page, after adding the Province field to the form and then setting up the Province field properties (Field Name, Country Code), the US states are being displayed along with the Canadian provinces in the Province field list. Also, if the Country Code field has a value or no value, the US states will still be displayed along with the Canadian provinces in the list of provinces.

In the Form Builder of a custom page, after dragging a component from the left panel onto the form in the right panel, do the following:

• Scroll up to the top of the Field Properties panel without saving the form. You will be able to view and click on the close “X” icon displayed at the top of the page and the component will close.
• Click on the condition icon, add a condition for the component and then click on the close “X” icon without saving the condition. Again, click on the condition icon, add a condition for the component. You will not be able to see any data previously entered for the condition.

Also, two scroll bars are now available on the Form Builder; one for the left panel and one for the main form on the right.

Business portal user – View a list of active and historical business filings related to my business: The business portal user can now view a list of active and historical business filings from the new Filings page in the portal. Clicking the Filing link under Business Information in the portal’s left navigation menu displays the Filing page.

On the main Filing page, there is an Outstanding Filings section and a Past Filings section.

Outstanding Filings

• Displays a list of active filings.
• Filings are sorted by Due Date in descending order.
• Configurable instructions are displayed before the filings table.
• The format for the License field is License type – License #.
• A user can start a new filing and continue with an existing filing.

Past Filings

• Displays a list of completed filings.
• Filings are sorted by Due Date in descending order.
• Configurable instructions are displayed before the filings table.
• The format for the License field is License type – License #.
• The user can review the past filings.
• The user can view the uploaded documents related to their filings.
• Multiple document submissions are allowed.
• Declaration and attestation pages are configurable.

Note: Configuration assistance is required.

Rename ‘Declarations’ heading from ‘Conduct’ to ‘Corrective: The string resource “SERVICE_RENEWAL_DECLARATION_MAIN_HEADING”, which was shared between the Business Licensing portal and the Licensee Portal renewal application, is no longer used to populate the business declarations page heading. The new string resource “BUSINESS_APPLICATION_DECLARATION_MAIN_HEADING” is now used to populate the Declarations page heading.

Business user – Review renewal application from individual licensees that are related to my business (sponsored applications): Business users can now review the renewal applications for individual licensees that are related to sponsored business applications.

To facilitate the use of this new functionality, there is now a Sponsored Renewals page that can now be accessed from the portal’s left navigation menu.

Rules for this new feature:

• A table of the license renewal record that is related to the user is displayed on the Sponsored Renewals page with the following information:
  • License Type
  • License Number
  • Current Status
  • Destination Status
  • Renewal Status
  • Submitted Date
• Clicking on the Review button next to a submitted application record allows reviewing the pages of the application.
  • If there are timestamp shots available, then the Review button is displayed.
  • Clicking on the Review button shows the information that the user submitted.
• A PDF file is attached to the renewal record.

Note: Configuration assistance is required. This is related to platform ticket “Attribute Creation – Sponsorship Renewal”.

Ability to use custom placeholders within e-mail templates to use custom data within e-mails: Custom placeholders can now be added to email templates to populate custom data into emails displayed in the portals.

Additional e-mail variables into certain e-mail templates: Email templates are updated to use additional variables that populate the URLs for different portals and other specific values (e.g., license number and license type for business renewal – submitted) into the email content.

The global system message variables that contain URLs are listed below:

• Application Portal – sysmsg:applicationportal
• Business Licensing – sysmsg:businessportal
• Licensee Portal – sysmsg:serviceportal
• School Portal – sysmsg:schoolportal

Note: There are no global variables for the Complaint Portal and Inspector Portal.

The variables that populate other specific values are listed below:

Authorization Application

• Application Number – {{app:number}}
• Authorization Number (for approval e-mail) –

{{auth:authorizationNumber}}

• Authorization Expiration Date (for approval e-mail) – {{auth:expirationDate}}

Business Address Change – Submitted / Approved

• New Address (formatted address) – {{addressChange:newAddress}}
• Old Address (formatted address) – {{addressChange:previousAddress}}
• Old Mailing Address – {{addressChange:previousMailingAddress}}
• New Mailing Address – {{addressChange:newMailingAddress}}

Business Application Approved

• License Expiration Date – {{permit:expirationDate}}
• License Number – {{app:number}}

Business Application – Fee Paid

• App Type – {{app:type}}
• License Type – {{app:category}}

Business Application Submitted

• Legal Business Name – {{app:businessName}}

Business Renewal – Approved

• License Expiration – {{renewal:expirationDate}}
• License Number – {{renewal:permitNumber}}
• License Type – {{renewal:category}}

Business Document Request

• Document Type – {{businessDocRequest:type}} 

Business Renewal – Submitted

• License Number – {{renewal:permitNumber}}
• License Type – {{renewal:category}}

Document Request

• Document Request Type – {{docRequest:type}} 

Facility Application – Approved / Fees Paid

• App Type – {{app:type}}
• License Expiration – {{facility:expiration}}
• License Number – {{facility:number}}
• License Type – {{facility:type}}

Individual Application – Fee Paid

• App Type – {{app:category}}
• License Type – {{app:category}}

Individual License Renewal – Approved

• License Expiration Date – {{renewal:expirationDate}}
• License Number – {{renewal:registrationNumber}}
• License Type – {{renewal:category}} 

Individual License Renewal – Submitted

• License Expiration – {{renewal:expirationDate}}
• License Number – {{renewal:registrationNumber}}
• License Type – {{renewal:category}}

Individual Reinstatement – Approved

• License Expiration – {{reg:registrationClass}}
• License Number – {{reg:registrationNumber}}
• License Type – {{reg:registrationClass}}

Individual Reinstatement – Submitted

• License Expiration (in the past) – {{reg:expirationDate}}
• License Number – {{reg:registrationNumber}}
• License Type – {{reg:registrationClass}}

Reinstatement Application

• Application Number – {{reg:registrationNumber}}
• License Expiration Date – {{reg:expirationDate}}
• License Number – {{reg:registrationNumber}}
• License Type – {{reg:registrationClass}}

Sponsored Application

• Business Name (for initial invitation email) – {{reg_permitholderid_text}}

Status change request – Fees

• License Number – {{request:registrationNumber}}
• License Type – {{request:registrationClass}}
• New Status – {{request:requestedStatus}}
• Previous Status – {{request:currentStatus}}

Note: This is related to portal item “Additional e-mail variables into certain e-mail templates v2”.

After creating a sponsorship invitation and having the invitation redeemed and the application started in the Application Portal, the dates on the sponsorship invitation record will now be the same in the portals and workbench.

The user will no longer get logged out after starting an authorization application and completing all pages prior to the declaration page.

When a custom email template is selected for the “Approved Email Template” in a new or existing business license application type record, the email will be sent using the template specified.

The history record is now synchronized between the application being approved and the registration record that is modified directly from the workbench.

In the left navigation menu and portal page, the “Sponsor Applications” text has been corrected to be “Sponsored Applications”.

When radio buttons “Enable Additional Documents View” is set to “Yes” in the Portal Settings and “Enable Application Review in the Registration section of the Portal Configuration, and a license application is submitted or approved:

• Clicking “Review all Pages” will now allow the user to review the application.
• Clicking “Download To PDF” will now allow the user to download the application.

On the Licenses page in the portal, users with read only access can now:

• Click on Documents and view the documents attached to a license application.
• Click on Review and review all pages of an application.

When making a payment that is $1,000 or more through Thentia Pay, the payment will now be processed properly.

An invoice is no longer created when the invoice fee is waived fully, or the invoice amount is zero.

The Preceptorship column on the Supervisor page is now correctly displaying the license class, even if the supervisee and supervisor license classes are configured but not linked to string resources.

In the portal, users cannot start a new application of the same application type if one already exists.

When searching in the public registry by the values in the new Search Term fields “Employers” and “Employment Cities”, the records associated with the specified employer and city will now be displayed.

French character encoding is now displayed in the Online Registry search results pages and downloaded csv files.