SmartOffice Release Notes
These release notes may be revised after their initial publication. This section lists the dates of any revisions as well as a list of changes.
- Initial publication
August 20, 2025
There are no changes to system requirements for this release. For current system requirements, see System Requirements.
- New user accounts now have the new SmartOffice Pro visual theme and the compact Menu turned on by default in SmartOffice Pro.
- The recently redesigned contact view in SmartOffice Anywhere is now the default view when users sign in.
This release may contain minor changes to text in dialog boxes and other areas of the SmartOffice user interface. Changes of this type are typically made to correct spelling, grammar, punctuation and other language-related issues. Such changes normally are not listed in this document unless they affect the way the application works.
SmartPad Note Templates provide faster, more consistent note creation across modules by allowing users to insert predefined content instead of typing from scratch. This improves efficiency, ensures standardization, and reduces the risk of missing key details.
- Accessible from the SmartPad Template button at the top left of the SmartPad note screen
- Opens a searchable dropdown of templates, grouped into Favorites (starred) and other templates; favorites can be marked or unmarked for quick access
- Templates can be created and managed from either Setup > SmartPad Template or directly from the SmartPad screen
- Each template includes name, text body, keywords, and an "Applies To" setting that determines where it is available (Contact, Policy, Account, Position, Activity, or All)
- Templates only appear in modules that match their "Applies To" value
- When selected, the template auto-fills the note area; if text already exists, the user is prompted before overwriting
- Templates can be edited, copied, or deleted, and once saved, are immediately reusable across all supported modules
Activity Templates allow users to set up new activities faster with predefined details. This ensures consistency across the organization, reduces manual entry, and helps teams follow office standards while saving time.
- In the Activity Detail page, the Activity Template button appears next to the Subject field. Clicking it opens a searchable dropdown list, where templates are grouped into Favorites (starred) and all other templates
- Define templates with fields such as Subject, Type, Keywords, Priority, Task flag, and Description
- Mark templates as Favorites for quick access, or restrict them as Only Modifiable by Me
- Edit, copy, or delete templates from Setup > Activity Templates
- When applied, templates auto-fill activity details; if details already exist, a prompt appears before overwriting
- The feature can be enabled or disabled at the site level
Automated email actions in Opportunity workflows provide timely, consistent communication while reducing manual work. This helps teams improve client engagement, avoid missed updates, and stay aligned with minimal effort.
- Configurable in Workflow Setup > Action Definition
- Define email details: letter template, recipient (Primary Contact, Primary Advisor, CC/BCC), and sender (current user or opportunity owner)
- Choose whether content appears in the email body or as an attachment; add additional file attachments via a popup
- Subject defaults to the letter template name when left blank (can be overridden)
- Schedule delivery immediately on stage entry or after a delay, with options to skip weekends
- Default behavior is automated sending; checking Send Email Manually keeps the action manual
- On success, the email action is marked complete; if sending fails, it remains incomplete for retry
- An Auto Email column on the Opportunity Detail tab shows whether automation is enabled for each opportunity
Custom field limits have been expanded, allowing more detailed data capture and flexible categorization of records.
- Alphanumeric fields: increased from 111 → 131
- Lookup fields: increased from 25 → 45
- Numeric fields: increased from 30 → 50
- Integer fields: increased from 30 → 50
- Date fields: increased from 61 → 81
- Checkbox fields: increased from 30 → 50
Clearer action labels reduce confusion, speed up adoption, and help users quickly distinguish between calendar events and lightweight tasks.
- Blank → Create Action Item, for to-do items not tied to a calendar event, email, or letter
- Calendar Activity → Create Activity, clarifying that it schedules a calendar event
- Letter → Print Letter, making its purpose more obvious
- Default selection is now Create Activity/Task, aligning with the most common use case
The Action Completed column in workflow stage actions is now interactive, letting you mark activities done or undone directly from list views. This reduces clicks, eliminates page refreshes, and makes task progress immediately clear.
- Available in Sales & Marketing > Opportunity or Contact > Opportunity > Opportunity Detail, Stage Actions for Current/Previous section
- Action Completed column in the Stage Action table now displays interactive checkmarks:
- Empty circle (○) = incomplete
- Green circle with white checkmark (✓) = complete
- Clicking the circle toggles completion status instantly (○ ↔ ✓) and saves the update without a page refresh.
@Mentions in SmartPad Notes let users directly link notes to related records, adding context, improving collaboration, and making it faster to find and navigate to the right information.
- Typing @ + at least three characters in a note triggers a live search.
- The dropdown shows matching records grouped by type: Contacts, Advisors, Agencies, Businesses.
- Results update dynamically as you type, supporting search by first or last name.
- Selecting a record inserts the mention in Firstname Lastname with the "@" prefix, displayed as a hyperlink.
- Hovering shows record details; clicking navigates to the record.
- Multiple mentions can be added per note for quick cross-referencing.
- Mentions are stored with the note and rendered again when reopened, preserving links to records for ongoing reference.
CSV imports now apply auto-mapping only when a unique match is detected, preventing errors from duplicate column names and improving data accuracy.
- If duplicate column names exist across multiple tables, the mapping field remains blank.
- Users must resolve these by manually selecting the correct field.
- A table selector above the mapping grid helps point to the right table when resolving duplicates.
- Imports cannot proceed until all ambiguous mappings are cleared, ensuring that data is imported correctly and without conflicts.
The Evaluator field in Recruitment Tracking has been updated to allow selection from a broader set of users, rather than being limited to administrators or super users.
- From the Stage Details dialog (accessed via a candidate's Interview/Actions link), clicking the Evaluator hyperlink opens a User List dialog that shows a broader set of users.
- A new drop-down filter inside the dialog controls the list of available evaluators:
- Show Users in Proxy/Groups (default) – limits the list to users in the same proxy or organizational group.
- Show All Users in Office – expands the list to include all users across the organization.
- Show My Favorite User List – restricts the list to evaluators marked as favorites by the logged-in user.
- This enhancement moves beyond the prior restriction of admin/super-user only, giving teams more flexibility in assigning evaluators.
In ACDV mode, system-generated SmartPad Notes now follow the same visibility rules as manually created notes.
- Previously, all users assigned to the same contact could see every system-generated note, regardless of ownership.
- With this change, visibility is governed by the CREATEDBY condition. System-generated notes are now only visible to the user who created them, just like manually entered notes.
- This ensures note access remains consistent with ACDV access control policies, eliminating unintended over-sharing of sensitive information.
- The change applies only to SmartPad Notes. System-generated notes in other modules (such as Policy Notes) remain unaffected.
Admins and office setup users can now configure synchronization settings without requiring Exchange or Google Sync rights. This enables proactive setup and Outlook add-in configuration without extra permissions.
- Accessible from Office Setting > Server Sync Options.
- Fields available for entry: Tenant ID, Client ID, Client Secret, Redirect URI.
- Access controlled by a general configuration flag or admin-level permission, rather than sync-specific rights.
- Data is saved correctly and applied even without Exchange/Google Sync rights.
- Existing functionality for users with Sync rights remains unchanged.
- If authentication fails due to misconfiguration, error messages are displayed to guide correction.
Users now have flexibility in customizing their theme preferences, while new users benefit from a consistent, modern default experience.
- A new Default Theme dropdown has been added to User Preferences.
- Options include Classic, Modern Light, and Modern Light (Compact).
- For new users, the default theme is automatically set to Modern Light.
- If the feature is disabled at the site level, the default reverts to Classic.
- Configuration respects office-level settings, including the Allow users to change theme checkbox (enabled by default).
- The global Theme button at the top remains unchanged.
Linked Benefit functionality enables life and annuity products to be tracked with long-term care (LTC) components, improving visibility and management across policies and pending cases.
Product Setup
- A new Linked Benefit checkbox is available for Life and Annuity products on the Detail tab, positioned below Second Insured. The checkbox is unchecked by default.
- The Linked Benefit column can also be added to the Product List via List Customization and is available as a reportable field in Dynamic Reports.
Linked Benefits Portlet
- When the Linked Benefit flag is enabled on a product, policies and pending cases of that product type display a Linked Benefits portlet on the Benefits tab.
- The portlet includes standard fields for tracking and managing linked benefit information.
- Field types and validations are consistent with LTC benefit fields (e.g., Hybrid Tax Type, Hybrid Last Prem Paid Amt/Date, Pay Period).
- Dropdowns for Coverage Selection include fixed system values (Abeyance, Active, Comprehensive, Facility Care, Home Care).
- Within the Linked Benefits portlet, users can also define their own dropdown options for Benefit Length, Hybrid Tax Type, and Pay Period.
The Production Dashboard provides advisors with production metrics, including submitted cases, premium totals, trends, and rankings. Trend calculations are now fully supported for Year to Date, Previous 12 Months, and Previous Year selections, ensuring accurate insight instead of always displaying Flat.
- In Side Menu > Setup > Policy/Case Setup > Production Dashboard screen, users can select Year to Date, Previous 12 Months, or Previous Year as the production period.
- Values are refreshed nightly when the Production Dashboard procedure runs.
- Once a selection is made and saved, the system applies the setting automatically, with updated trend values displayed after the nightly Production Dashboard procedure runs.
- For Year to Date, trends are compared against the same period last year; for Previous 12 Months, trends are compared against the prior 12-month period; and for Previous Year, trends are compared against the year before the previous one.
- The Trend column shows Increasing if the premium is higher, Declining if lower, and Flat if equal to the comparison period.
Case managers can now add the same requirements across multiple pending cases in one action, reducing manual effort and ensuring consistency in requirement tracking.
- A new New Requirement Record option is available in the Pending Case list menu dropdown.
- The process guides users through requirement search, type selection, and confirmation dialogs before applying requirements.
- Once complete, users receive an Alert Center notification, and the requirements appear on the Requirements screen of each pending case.
This enhancement streamlines requirement management by allowing case managers to add the same Office/Agency requirements across multiple carriers at once. It eliminates repetitive manual setup, ensures consistency, and speeds up carrier onboarding and case processing.
- A new option "New Guideline Record" is available in the Carrier list menu.
- The Class field defaults to All Classes (locked), while State = All States, Gender = Unisex, and LOB = Life are pre-filled but remain editable.
- The process guides users through requirement search, subtype selection, and confirmation dialogs.
- Label updates were made across Office/Agency Requirements, Carrier Underwriting Guidelines, and Underwriting Guideline Notes for clarity and consistency.
- Once processing is completed, users receive an Alert Center notification, and the requirements appear in the Office/Agency Requirements section for each carrier.
- Dedicated Added and Not Added results screens let users review outcomes, print lists, open Office/Agency Requirements, and identify discrepancies.
- Menu dropdowns on the results screens include quick actions to view requirements, open Office/Agency Requirements, and print lists.
- These added Office/Agency Requirements will be automatically populated when the case is created into the SmartOffice.
Users can now link Opportunities directly to Group Policies, extending functionality previously limited to Pending Cases. This provides a consistent way to track business development activities across group insurance.
- The Link Opportunity option is now available in the Group Policy list and detail menu, positioned after Renew Group Policy.
- A dropdown displays open Opportunities for the Group Policy's business contact, following the same rules as Pending Cases.
- Unlinking is supported through the List of Linked Opportunities dialog, which displays all linked items in spreadsheet format.
- Linked Opportunities appear in the Group Policy > Details tab, with a field showing the count of linked items. opportunities.
- Show Linked Opportunity option:
- If one Opportunity is linked → opens the Opportunity details view.
- If multiple Opportunities are linked → opens the Global Opportunity List.
- If none are linked → system shows a message that no Opportunities are available.
Group Policy imports are now more powerful, with expanded field mapping support and clearer visibility into data origin. These enhancements reduce manual entry, improve accuracy, and streamline administration while ensuring users can always identify how a policy was created.
- Additional Group Policy fields are available on the Select Mapping screen of the Data Import Wizard.
- Includes Key Information such as Plan Design, Number of Members, Initial Rate, Rate Guarantee, Probation Period, Participation %, Minimum Hours, ER Contribution, Track Commission, Salary Updates, Termination Date, Priority, Description, and Custom Fields (Alphanumeric, Numeric, Integer, and Date).
- The Group Policy Custom table in the import mapping screen exposes all fields configured in the Group Policy > Custom screen, allowing users to map data directly into their custom fields alongside standard ones.
- A new Source of Data field has been added to Group Policy > Basic Information. It displays after submission to indicate how the policy was created: Manually Entered or Imported – Modifiable. This field is also available in List Customization, System Default Layouts (Page Layouts), and Dynamic Reports.
- Group Policy imports are logged into Data Import History, with Custodian Name = Group Policy for quick identification.
The Advisor Import process now provides more control over the Record Matching Algorithm (RMA)—the logic SmartOffice uses to determine whether an incoming advisor record matches an existing one. This ensures cleaner data management and reduces duplicate or incorrect entries.
- When setting up an advisor import, users now see three mapping options in the dialog box: Insert, Update, and Insert and Update (default).
- After column mapping, a new "Select the RMA for Import" dialog appears with two options:
- SmartOffice Default – applies the system's standard advisor matching logic
- Custom – lets users define match rules using both standard fields (Advisor ID, Name, Tax ID, DOB, NPN, Email, Phone numbers) and extended custom fields (AlphaNum, Num, Int)
- When SmartOffice Default is chosen, imports follow predefined logic automatically
- When Custom is chosen, the system applies the user's selected fields to match records before inserting or updating
This enhancement saves time during individual policy imports by allowing users to add missing products directly from the Data Import History screen, ensuring a smoother import process without navigating away. It extends functionality already available for Group Policy imports.
- When a product in the CSV is blank or doesn't match, an Add Product hyperlink appears in Data Import History.
- Clicking the link opens a New Product pop-up with the CSV product name pre-filled and a Plan Type dropdown filtered by Insurance Type.
- After saving the product, users reimport the same CSV to complete the import successfully.
- Available for manual imports and automatic imports (SFTP/FTP).
This update makes it easier to identify and prioritize important Home Office (HO) Reps and Underwriters by letting users mark them as Important. Marked records are bold and can be sorted to the top, ensuring critical contacts are quickly visible in day-to-day workflows.
- A new Important checkbox is available in HO Reps and Underwriters screens, located next to Review Date.
- When checked, the individual's name appears in bold in the list.
- Sorting can place important contacts at the top of the list; unmarked entries follow the existing order.
- The field is available in List Customization and included in Dynamic Reports.
- Default state is unchecked; only applies to HO Reps and Underwriters lists.
This enhancement improves presale tracking by capturing sales type and revenue estimates directly within proposals, supporting better forecasting and reporting.
- Type of Sale – customizable dropdown; values defined by business.
- Estimated Revenue – integer field; decimals rounded; accepts positive/negative values.
- Both fields appear in the Presale Activity/Proposal tab for all insurance types included in system default layout and list customization.
- The fields are reportable under the Presale/Proposal category in Dynamic Reports.
The new "Special Event" product type improves flexibility in managing event-based Property & Casualty (P&C) coverages. This enhancement ensures that these products can be consistently created, tracked, and reported across SmartOffice, giving users clearer visibility and streamlined handling of special event policies.
- A new Plan Type option – "Special Event" is now available in Products > Details > Type for Property & Casualty insurance.
- Users can select Special Event when creating new Property & Casualty products.
- The Benefits screen behaves the same as other P&C plan types, with no changes required.
A new carrier-level setting allows offices to stop importing carrier-supplied case notes that come through with data feeds. These notes are typically embedded content, such as note text, attached documents, or binary/text attachments, which can clutter Pending Case Notes, Policy Notes, and SmartPad Notes.
- A "Do not process case notes" checkbox has been added at Carriers > PCM Options > DataXchange/Resource Data Options, below the Cross Reference field.
- The checkbox is unchecked by default.
- When checked, carrier-supplied case note content is excluded from Pending Case Notes, Policy Notes, and SmartPad Notes.
- Applies to all download methods: Direct Download and Replace, Direct Download and Replace Add Product, and Manual Side-by-Side.
- For existing carrier records, the column displays "No", since the default is unchecked.
NIC Inforce Policy Import allows SmartOffice to automatically bring in a firm's or advisor's book of business directly from NIC Insured Connect, eliminating manual entry and providing a more complete, up-to-date view of client insurance portfolios. This integration improves accuracy, streamlines workflows, and gives advisors better visibility into policies, riders, and related parties.
- Data Delivery – NIC uploads inforce policy data to a secure SFTP server. SmartOffice retrieves, normalizes, and imports it.
- Frequency – Data downloads can be scheduled (daily, weekly, monthly) based on business needs.
- Subscriptions – Imports can be configured at the Firm/Distributor level (using Distributor ID) or Advisor level (using NIPR + Distributor ID).
- Notifications & Logs – Completion summaries (records inserted, updated, failed) are sent via email and are also available under Integration > Data Import Log.
Data imported includes:
- Insurance products
- Individual, Business, and Advisor contacts (with phones, addresses, email/web addresses)
- Policies and linked interested parties
- Riders
Record Matching Algorithm (RMA) rules:
- Products – CarrierCode + ProductCode
- Contacts – LastName + FirstName + SSN + DOB + RecordType
- Advisors – LastName + FirstName + RecordType
- Policies – PolicyNumber + CarrierCode + ProductCode
- Riders – PolicyNumber + RiderCode
The SmartOffice Anywhere mobile app now features a refreshed, modern interface that improves usability, accessibility, and consistency. The update delivers a cleaner, more intuitive experience for managing tasks, reviewing activities, and navigating between views—all while keeping core functionality intact.
- Month View now allows you to toggle between Active activities only or all Active/Inactive activities. (SMART-164)
- This toggle is also available in Task View for quick filtering. (SMART-159)
- Enhanced Switch View now supports proxy views and multi-user selection, providing greater flexibility when managing activities. (SMART-156, SMART-160)
- Activity Detail – Refreshed layout for better readability and navigation. (SMART-119)
- Task List View – Cleaner presentation for improved task management. (SMART-113)
- Month List View – Streamlined design for quicker scanning of activities. (SMART-45)
- Activity Detail (Contact Made button) – Clearer placement and updated styling. (SMART-165)
- Switching Activity Views – Smoother transitions between activity viewing modes. (SMART-156, SMART-160)
- Month and Task View (Swipe to Delete) – Intuitive swipe action for quicker task removal. (SMART-163, SMART-162)
- Month View Calendar as Date Picker in Tasks – Streamlined the design for this workflow. (SMART-157)
- Task Add – Fully redesigned interface for a modern, intuitive experience. (SMART-158)
Input fields have been modernized for consistency and ease of use.
- Text field headers are left-aligned, with icons right-aligned.
- Standard icons now support Bold, Italic, Underline, Bullets, Numbering, See More, Expand, each with tooltips and hotkeys.
- The Remarks field has more vertical space, with Expand adding additional room.
- Quick Notes use the new style but do not include Expand.
The email composer has been updated for better readability and usability.
- Sections are now clearly divided into Recipients, Subject, Body, and Attachments.
- The Sender field appears only when using the SmartOffice Email Server.
Several commonly used icons have been updated to align with the modern SmartOffice style.
- Refreshed Add, Mark Done, Global Search, Expand/Collapse, and Search icons for a cleaner and more consistent look.
Primary buttons now stand out more clearly, while Cancel/Close buttons have been simplified for a cleaner look, making key actions easier to distinguish.
- DST Download Account Value Error (SMART-723) – Corrected incorrect account values in DST downloads.
- Workflow Wizard Duplication (SMART-712, PMG951255) – Fixed duplicate actions when reopening workflows.
- Dynamic Report Email Attachments (SMART-481) – Open link for attachments now works consistently.
- Performance – Compact Menu (SMART-433, PMG950437) – Resolved slowness and Page Unresponsive errors.
- Pending Case Page Layout Error (SMART-410) – Fixed FTLO insert/update error with custom templates.
- Multiple Default Opportunity Processes (SMART-407) – Enforced one default process per office.
- Theme Persistence Issue (SMART-768) – Fixed theme not persisting after logout/login.
- Default Theme with SSO (SMART-742) – Fixed issue where SSO login defaulted to Classic instead of Modern Light.