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Release Notes 2020

Read on for a list of recent updates to our SuiteFiles apps.

December 2020

18 December

Document signing

  • You can now select whether the final signed document is sent as a link, or as a PDF attachment. By default, this options is set to Yes which means the final Completed email will contain a link to the file only, and not an attached PDF. Toggle the option to No to receive the link and an attached PDF.

17 December

Deactivated user changes

  • Deactivated users will not be able to access the SuiteFiles Web App. They'll see the below message when logging in. To gain access, your SuiteFiles Administrator will need to activate the user's account by following the steps here: Activating users
  • Deactivated Microsoft 365 Global Administrator will only have access to Account & Billing screens and the Users list, to manage their subscription and users' access. If you would like full access to SuiteFiles for M365 Admin accounts, please Activate the user following the steps here. 
  • Users that have updated to the latest Outlook add-in for Windows, and SuiteFiles Drive apps will also be unable to access these apps if they have been deactivated.

Document Signing

  • Expiry dates for Document signing can now be customised. By default, it will be set for 30 days, and you can amend this up to 365 days. NB: users may notice that the default and maximum expiry dates are 29 and 364 days (instead of 30 & 365 days) if it is before midnight UTC when setting the expiry. 
  • We've changed how the extend expiry process for Document signing works:
    • When extending an already expired document, the new expiry date will be 7 days from today.
    • If the file has not expired yet, the new expiry date will be 7 days from the existing expiry date.
  • We have fixed an issue with signature field placement when preparing a document for signing.
  • This update also includes a change to how signing fields are aligned. The crosshair now aligns with the bottom left corner of the signing field as shown below:
    Field placement

Templates

  • Business Prepopulation Values have been relocated. Navigate to your user name in the top right corner of the Web App, and select Admin settings. Select Prepopulation to add and edit your business values used in templates. 

3 December

New-look navigation

  • We've launched our new branding in the SuiteFiles Web App. From 3 December you'll notice a new look navigation. To read up on these changes, check out our blog post here. 
  • As part of the Navigation update, Scans has relocated under the More dropdown 
  • Manage integrations have also relocated to under your username dropdown

Security updates for Outlook add-in and SuiteFiles Drive

  • We've rolled out a security update to both the Outlook add-in for Windows desktop, and SuiteFiles Drive. Please download the recommended updates following the steps here. For background on why we're making this change, check out the blog here. 

    The update will be made mandatory in January 2021, so we strongly recommend getting a head start on the update process as soon as you can. Please note that these apps may require you to be a Windows Administrator so please check with the person that looks after your IT if you're in doubt. 

Email address for notifications

  • Our email address used to send email notifications from SuiteFiles will be changing on 3 December from noreply@thefullsuite.com to noreply@mail.suitefiles.com. We hope this will help prevent notifications going into junk folders. Please add this new email address to your whitelist. 

We'll be bringing you a number of enhancements in the coming weeks and months. If you're keen to check out what's coming next, we've published our roadmap here. 

November 2020

  • Our new admin settings screens are live! SuiteFiles Administrators can now manage their account & billing, users and security groups in the Web App. The new option can be found by clicking on your username in the top right corner of SuiteFiles, and selecting Admin settings. Read the full update here.
  • The Management Portal (manage.thefullsuite.com) is being gradually deprecated and replaced with new Admin settings screens in the Web App. While you'll still view and print your invoices in the Management Portal, all other features such as removing users and changing your subscription will soon be available in the Web App. The new Admin settings update is being rolled out gradually to all sites in November. If you have any user or subscription enquiries in the meantime, please contact us.
  • The Document Signing history now displays the timestamp for the sender signing the document
  • Sign & Save documents now appear in the Document Signing list
  • A typo in the Connect invitation email has been corrected

October 2020

Xero Practice Manager (XPM) and WorkflowMax (WFM) integration reconnection

  • Xero have released a new API and as a result, each SuiteFiles site will need to reactivate their connection between SuiteFiles and XPM or WFM.
  • If your site needs to be reconnected, you'll see a notification banner in the SuiteFiles Web App from Monday 19 October.
  • Full instructions on how to reconnect the integration are available here.
  • Reconnect by Friday 23 October 2020 to ensure your continued access to the integration.

Chrome extension 

  • Following the recent Xero API changes, we've had to update the Chrome extension (v1.3.7) to ensure the SuiteFiles interface loads when clicking the Documents tab in Xero Practice Manager and WorkflowMax. As a result, this interface is no longer supported for those using the 'Client Grouping Prompts XPM' beta feature.

September 2020

From 9 September (NZST) we're releasing a number of new updates to Search, Archived content display and User settings.

These updates require your Microsoft 365 Administrator to give us permission by logging into the SuiteFiles Web App and following the on-screen prompts.

While we already have access to your M365 account, this new functionality has been built using the Microsoft Graph API, and so requires this additional consent from your M365 Administrator. If you'd like to know more about all of our changes, or these permissions we are asking for, you can read all about it here. 

Once these updates have been enabled for your SuiteFiles site by your M365 Administrator, you'll have access to the new features mentioned below:

Introducing new SuiteFiles Search

  • Quick Search is more refined. It's the place you can continue to look up client folders and it now displays up to 10 of the most relevant results for your search term
  • Full text search is here! Find specific words in a document or email, not just the file name
  • View the folder path in advanced search results, so you know exactly where you file or folder lives
  • Bugs are gone and replaced with consistent results, powered by our new search engine. 

For an update on all the changes to search, click here. 

Archived content toggle

We've moved the Show archived content toggle out of user settings, and into the main file display. Use this to show or hide any archived folders and files in your site. 


Archived content toggle-1

User settings updates

User profile settings have had a makeover! Access your User Profile Settings from your user name drop-down in the top right corner of the SuiteFiles Web App.

From here you can update your user account information, notification settings, file preferences, and customise your signature used for SuiteFiles Document Signing. 

August 2020

Connect update

  • Your customers can now securely share larger files with you via Connect; the upload limit is now 500MB.

July 2020 

Document Signing updates

  • We’ve added a new step to the document signing functionality – your signers will now need to confirm that they accept the SuiteFiles Signing Terms and verify that their signature is their electronic representation before clicking the Accept and Continue button:

Accept and continue

  • If your Word documents contain images in the headers, these will now be included in the PDF when converting using either the Request Signature button or the Convert to PDF option in the Web App.

Chrome updates

While not a SuiteFiles release, it's just as exciting! Our friends at Google have recently updated Chrome to include an "always allow for this site" check-box when opening your Office files into the desktop apps. Just check the box that pops up at the top of your Chrome browser then click the Open [App Name] button as shown below. 

Open office external protocol

NB: You'll only need to do this the first time you open each file type, (e.g. the first time you open a Word document, and again when you open your first Excel spreadsheet) 

June 2020

Tasks

We’ve reinstated email notifications when a shared file task is 'Marked as done'.  

Connect

Connect users will now see up to 500 portals displayed when accessing their Connected Folders list under More > Connected Folders.

Document signing

  • If you’re including text fields on your documents, you and your signers can now include special characters like # or & when entering text into these fields. 
  • We’ve made some changes to reduce the likelihood of signature fields appearing away from the cursor when setting up your document for signing. 

May 2020

Tasks

We’ve simplified the Tasks view for Super Suite and Pro users. For the full update, click here. 

Other updates

  • There's now an Activate SuiteFiles Advanced Mode option which allows you to manually reset your access token. This is useful in cases where you're seeing a number of errors in SuiteFiles - a simple access token reset following the steps here should get things up and running again.
  • We've addressed an issue affecting subsites that included upper case letters which was preventing some doc signing features from being accessed.

March 2020

Introducing the new SuiteFiles Outlook add-in for Windows!

A new SuiteFiles Outlook add-in is now available.  It includes a new refreshed look, and an option to file your email conversations automatically. Read on for the full list of changes, as well as steps to make sure you're on the latest and greatest version.

Autosave email conversations

Look out for the new 'Autosave all emails in this conversation' check box when you next send an email.

This little time-saver allows you save any email replies straight into SuiteFiles without you needing to do a thing - just set and forget. You won’t be prompted to save on send for this conversation again, unless the recipients and subject line change. To read more about this update, check out our help centre article here: How do I autosave an email conversation in Outlook?

File options

File options are now accessed by clicking the three dots to the right of a folder or file, instead of right clicking. Options will change depending on whether you’ve selected a folder, email message or other file type. 

Switch views

By default all files will be displayed by Name in alphabetical order. You can change your view to Date, Type or Emails by clicking the Switch views icon shown below. 

Drag and drop filing changes

We've made a small but significant change to the way you can drag and drop your emails and document attachments into the Outlook add-in. You can now hover over the folder you want the email or document to be saved into, without needing to open the folder.  

How to update

To get your hands on the latest version on the new Outlook add-in for Windows, click the New update available! button within your current Outlook add-in.

Outlook Add-in Update-1

Full steps for updating can be found here, or if you don't yet have the Outlook add-in for Windows yet, you can download it following the steps here. 

Logging into the Outlook add-in

When prompted to log in, select the Basic Login option, unless you have two factor auth on your Office 365 account, in which case select the Advanced Login option.