Improvements

Released March 25, 2019.

Infrastructure
- sfPMS uses the latest components including .NET 4.7.1, jQuery 3.1 and Aspose 19.2
- sfPMS now includes CSS for Font-Awesome v5.5 free edition. You can use these symbols are a source for icons and buttons in custom scripts!
System Wide
- Themes
  - The legacy Spitfire Standard theme has been renamed Spitfire Classic.
  - The new Spitfire Standard theme offers new monochrome icons and more white space:
  - There are new contrast themes available: Base, Flick, Tron-tastic and Vader (shown in that order).
  - User and System pop-up notifications now appear in the contrast theme colors and style.
  - Icons
    - New monochrome icons are distributed for all themes.
    - You can choose to use the older “legacy” icons on your My Settings window.
UI Changes
- - Dashboard tabs minimize when too many tabs are open (the next time the page is refreshed). For example:
  - Certain row icons do not appear until you mouse over the row (or tap the row on a tablet). For example:
  - Clicking on a document title in a grid now opens that document:
  - Clicking on an editable space on a row now displays an edit icon to help you know that you can type there.
  - Entering a filter causes the filter area to go grey briefly, in order to discourage entering a second filter too quickly.
Templates for Exporting Grid Data to Microsoft Excel
- - *A new template type (see Templates below) allows you to use Microsoft Excel templates when exporting data from grids in the system, such as Team List, Catalog results, Contacts, etc. When you select Export Data from the in-column menu, you can select the template for the export so that your data can look the way you want it to in the Excel output.
Home Dashboard
- Inbox Route Action Bar
  - *Event-driven workflow scripts and required fields are now supported by the route action bar:
- UI on Project List and Watchdog Alerts
  - If text on a grid field is too long to be displayed in its entirety, three dots (an ellipses) indicate that you can click anywhere on the field to pop-up the full text.
  - A cleaner Watchdog Alerts UI means you will almost never need to expand the row.
Contacts
- Dashboard
  - Icons before a Contact name let you know if the name is of a company (building), a user (solid head) or a non-user person (head outline).
  - A new Copy Role option allows you to copy the role memberships from one user to another.
- Member Of tab
  - Handling of project-specific roles has been improved. The tab now shows (as assigned) roles with the number of projects instead of listing each project, but you can still see all projects by expanding the role.
- Connections Tab
  - Web (conditional) has been removed from the Route Via choices due to lack of use and because predefined routes allow you to override the Route Via for specific routes. E-Sign has been added for sites that are integrated with DocuSign.
- On-the-Fly Contact Info
  - * A new role of Quick Add, automatically given to people who have been added on-the-fly, identifies those people added on-the-fly and on which project.
  - *With proper permission (see Roles below), you can now edit the name, email, title and familiar name on Contact Info popup cards. The information is saved automatically.
Project Dashboard
- Dashboard Title
  - The Dashboard Title can now use bookmarks to display information from the Project Setup document. For example, the picture below includes the Project Start date. (See also the ProjectConfig rule group below.)
- Project Options menu
  - Because Project Setup, Change Item Register and Submittal Item Register (Submittal Log) appear prominently on the left-side menu, these options have been removed from the Project Dashboard’s drop-down menu.
- New Documents
  - The creation of certain dependent Doc types is now more straightforward. When you click the “new” icon for Commitment-related Doc types (Pay Request, CCO, Receipt, etc.) or when you click the “new” icon for a Pay Application doc (if this feature is turned on), a dialog box appears, asking you to identify the parent document:
- Project Teams
  - *You can add Start and End Date columns as well as a number of custom columns to the Project Teams part. (See also UI Configuration tool below.)
Documents in General
- Document Headers
  - *The Location field can now be included in the document header. (See also UI Configuration tool below.)
- Document Items
  - *Item rows are now saved automatically right after you add them.
  - Items can now be edited right on the row (click-to-edit).
  - *When you Get Items from WBS you can now configure a helper query so that more fields on the Item are automatically populated. (See the DocItemConfig | GetItemsFromWBSQuery rule below.)
  - *The Get Existing and Get All options no longer show a confirmation box in order to save. Items are saved automatically.
- Document Text Box and HTML Fields
  - *Users who have the CSTM | Internal Staff role capability can make changes to text box and HTML-edit fields on closed/pending/approved documents if those fields have been so configured through the UI Configuration tool (see UI Configuration below).
- Document Remarks
  - Remark rows are now saved automatically right after you add them.
- Document Attachments
  - *Through a workflow script, you can attach files that are not visible to users, for example, files created from a template that will be routed automatically. (See the ATC: ATTACH commands below.)
  - Attachment (Auto) templates will create output and attach that output to the document as soon as Spitfire can determine which one and only one template to use.
  - *There is now a “summary/filter” icon for URL link-type files on the Attachments tab.
- Document Routing
  - You can now route a document for e-signing via DocuSign integration. (See also Templates below.)
  - *Users who have the SYS | Can Add Contact on the Fly role capability can now add a contact directly from the Route Details tab by entering the email address for the new contact into the To route field.
- Document Link
  - A new Get Link option on the document’s drop-down menu allows you to copy a link to the document onto your clipboard. You can then paste that link into an email, Notepad or Google Doc, etc. so that others (who have the proper permission) can open the Spitfire document from the link. (Note: login may be required in order to open the document.)
- Cloud Publishing
  - *A new option on a cloud-published document’s drop-down menu allows you to get a link to the cloud folder with the document’s files.
  - *The pop-up box that appears also indicates the approximate size of the cloud folder and the last modified time in comparison with the last content scan, and allows you to request a folder re-scan in order to get files from the cloud folder into sfPMS more quickly.

Specific Documents
- Bid Package and RFQs
  - *If the Bid Package includes a “Billable/Include” column on the Items tab, only those Items that are checked will be copied to the RFQs created from the Bid Package.
- Budgets and BFA
  - Descriptions of Cost Codes can now be up to 250 characters long.
  - When you save a change to project expenses in BFA, the amount shows up on the Budget document.
  - The same Net Expense appears in a new Amount column on the Budget document list on the Project Dashboard.
  Change Orders and CCOs
  - CCO documents
    - *It is now possible to merge CCOs. (See also Roles below and KBA-01747.)
  - Change Items
    - *The Get Existing option now displays revenue for each Item.
    - *If you are using Billing Codes, you can choose to distribute the revenue on your Change Items to various SOV lines by selecting By Billing Code for CI WBS as the SOV Line selection.
  - Change Item Budget Entries
    - *Self-Perform lines now support Labor Rates for different Labor Class codes. (See also the Allocations tool below.)
    - Budget entries can now be edited right on the row (click-to-edit).
    - You now create CCO budget entries from Commitments through the “multi-select” icon. Note: a rule (see Rules below) indicates whether the icon will create RFQs or CCOs from the Commitments. It cannot do both.
  - (See also section under Pay Application and SOV below)
- Commitments
  - *You can configure Commitments to include Prior Amount and Prior Units columns on the Items tab. See UI Configuration below.
- Pay Application and SOV Workbook
  - You can now create a Pay Application document without opening an existing Pay Application document. A dialog from the Project Dashboard allows you to specify the Pay App to chain to.
  - You can now make the “This Application Retention” row hidden on the SOV workbook if you are not tracking retention. See KBA-01748.
  - The Copy In feature now adds rows to the Application worksheet on the SOV workbook more quickly.
  - Change Items on SOVs
    - *Revenue amounts on individual budget entries on a Change Item can now be distributed automatically into the SOV if the cost codes (WBS) of those lines map to existing SOV Billing Codes. (See Change Orders above.)
    - Original amounts can now be tracked on SOVs after the amounts are changed through Change Orders. See the SOVConfig rule below and also KBA-01749.

- Project Setup
  - Any lookup field on the Project ID (on a new Project Setup document) now displays the drop-down of choices when you first click on the field (instead of waiting until you type 3 characters).
Manage Dashboard/Tools
- Predefined Routes
  - *Predefined routes now automatically exclude the primary company from the route if there is an individual from the same company also included in the route at the same sequence.
- Allocations Tool
  - The Allocations tool has been renamed the Allocations, Markups and Rates tool. It now allows you to set rates for Labor Class codes.
- Templates
  - The Via XL template type has been renamed Via XL for Doc Items. Only the name has changed; the functionality remains the same.
  - *Grid Export to Excel
    - A new template type called Grid Export to XL can be used when exporting data from grids in the system [Catalog results, Contacts, Inbox, Alerts, Project List, Cost Analysis Details, Project Team, and Document List].
    - A new Source column appears in the Templates tool when you select Grid Export to XL so that you can indicate what part of the system is to use the template.
- DocuSign
  - - A new column eSign allows you to indicate that a template should allow DocuSign integration.
    - When you click on the sSign X, the icon changes. Clicking on the icon allows you to indicate where the signature should be added to the template output.

System Admin Dashboard Tools
(see also Roles and Rules below)
- Workflow Scripts
  - General Improvements
    - Variable names are supported in more commands in addition to bookmarks
    - You can now specify Route Forward as a trigger for the script.
  - ATC: ATTACH ASSEMBLE
    - *The new UI option indicates if the attached file should be Hidden or Visible.
  - *ATC: ATTACH UPDATE
    - This new script command changes or updates matching attachments on a target document.
    - The option UI indicates if the attached file should be Hidden or Visible.
  - ATC: ATTACH TEMPLATE
    - *The new UI option indicates if the attached file should be Hidden or Visible.
  - ATC: CATCH
    - Bookmarks are now allowed in the SHOW target option.
  - ATC: IF
    - *The new LookupResult option allows you to extract information based on other known data on a document.
  - ATC: SET
    - *The new LookupResult option allows you to extract information based on other known data on a document.
- UI Configuration
  - Date Fields
    - *You can now prevent users from entering a day in the future on a date field. ValidationMode=8 limits date entry to dates until today.
  - Text Box and HTML Fields
    - *You can allow data entry on text box and HTML fields on documents that are pending, closed or approved.
  - Inbox
    - *You can now configure the sort for the Home Inbox grid.
  - Project Team
    - *You can add Start and End Date columns, as well as a number of custom columns to the Project Team grid.
  - DocDetail – Standard
    - *The Location field can be added to any document’s header.
  - DocItems
    - New column PriorAmount for Commitment documents shows amount that has been paid through approved Pay Requests.
    - New column PriorUnits for Commitment documents shows the number of units that have been charged through approved Pay Requests.

Roles
- You can now copy a role’s Capabilities, Responsibility, and Included Roles and paste those into another role.
- *Participant has been added as a possible role Responsibility. In addition, the labels for the Responsibility tab are clearer.
- A new role capability DOC | Can Merge Approved CCO Docs (R) is required to be able to use the “merge CCO” option.
- The SYS | Can Add Contact On the Fly role capability has a new permission:
  - U allows the user to edit name, email, title and familiar name on-the-fly using the Contact Info Card popup.
- Rules
  - BudgetConfig (KBA-01176)
    - CORToVendorType allows you to indicate whether the “multi-select” icon should create rows of RFQ or CCO entries. The default is RFQ.
  - CloudStorageConfig (KBA-01588)
    - CacheDocList is a new rule that indicates whether the cloud engine can cache the list of published documents.
    - LocationPathFrom now allows you to specify SUBTYPE as the data source for deriving the location field for the cloud path.
  - DocItemConfig (KBA-01158)
    - AutoCopyRevItemNumFormat is a new rule that formats incremented revision numbers.
    - GetItemsFromWBSQuery is a new rule that allows you to return data for all rows in the WBS.
    - GetItemLookupNumberFrom is a new rule that indicates the field to be shown as the item number (such as ItemNumber, DrawingNumber, Specification, SourceItemNumber, SOVLineNumber).
    - *ItemMoveFieldList is a new rule that allows you to copy fields from a source document to a target document (or vice-versa) after an Item has been successfully moved through the Get Existing option.
    - *ItemMoveFinalStatus is a new rule that sets a new doc status for a source document when the last Item is removed from that document through the Get Existing option.
  - DocTypeConfig (KBA-01154)
    - TitleLong is a new rule that specifies a format for the long document title used by some reports and displays.
  - PresetSearch (KBA-01564)
    - *UserFilter is a new rule that indicates which filters should appear prefilled on a preset search tab based on the ResponsibleParty or SourceContact role.
  - ProjectConfig (KBA-01153)
    - *DashboardTitle now allows bookmark substitutions to be used in the result value.
    - JSIncludesDocList is a new rule that allows you to apply a JavaScript resource to the Project Document List part.
  - RouteConfig (KBA-01391)
    - DemoteRouteEmptyAddress sets the number of days after which an outbound email that is stuck due to “no address” should be set to No Action.
  - RouteWhenStatus (KBA-01177)
    - DefaultPending and DefaultApproved allow for more specific situations.
  - SOVConfig (KBA-01369)
    - TrackOriginal allows you to copy the Original SOV line on the SOV workbook to the User Saved Amount field.

Resolved Enhancement Requests

20940: Get Items – eliminate confirmation and save
23645: Show previously paid on pay cert lines
24332: Labor Class rate classification
24647: Support initialization of lines added to doc from WBS
24672: Budget Revisions can display Net Expense change using CostImpact
24936: Automated process for attachments
24979: Merge manually selected CCOs
24989: Inbox Default Sort
25004: Primary Company in predefined routes
25123: Spitfire Title Project Name
25133: Auto-fill Responsible Party filter
25334: Route Action Bar supports Workflow Script
25365: Location field in standard document header
25405: Start and End date columns in Project Team
25489: Hidden Attachments
25581: Request for adding emails to route on-the-fly
25709: Meeting Minutes saving Items
25750: Date Validation – No future dates
25761: Create RFQ from Bid Package should respect Include Flag
25787: ATC Workflow support for DV Lookup Results
25831: SOV – Change Order distribution by Budget Grid Cost Code
25844: Cloud Storage – Link from Doc to Cloud Folder
25845: Export grid to Excel
25872: Allow selective data entry on closed documents
25873: Allow name and email to be edited using Contact Info cards
25906: Add project participants to template
25911: On move CI, set source CO SourceDocNo

Upgrade Considerations

Awarding RFQs does not copy Notes

Why: Requested by sites that split awarded RFQs.
Potential Problem: If you are used to fields on the Notes tab being copied from an awarded RFQ to a Commitment or CCO, the fields will not be copied by default.
Suggested Solution: Set the NewDocFlow | FieldList rule for RFQ = 0 to override the new distributed rule.
During the upgrade: The NextDocFlow | FieldList rule for RFQ is set to disable copying Notes, NoteA and NoteB on the Notes tab.

Images

Why: More themes, more images, more sizes.
Potential Problem: deprecated files in the image folder are not automatically cleaned up. There are now over 400 deprecated images!
Suggested Solution: If you have a logo in the images folder, preserve it or migrate it to the catalog (ask support) before the upgrade. On the day of the upgrade, delete the images folder from the IIS application root.
During the upgrade: We rebuild a clean images folder.

New Icons

Why: Monochrome icons present a cleaner, more modern look
Potential Problem: Users may dislike the new icons or just prefer the icons they are used to.
Suggested Solution: Train users that they can choose to use “legacy icons” on their My Settings window.
During the upgrade: No changes.

Predefined Routes Exclude Primary Company

Why: Duplication
Potential Problem: If your project team has both the company and some people at the company, routing by role may exclude the company, even if that was not the intention.
Suggested Solution: If you have scenarios where you wish to route to both the company and individual, talk to us.
During the upgrade: No changes.

Project Cost Analysis now defaults to “By WBS”

Why: Consensus
Potential Problem: If your site is one of the few that prefers “By Account” then this will be a change for you.
Suggested Solution: Use UI Configuration for the Cost Analysis Filters to make By Account default to true. Hint:

IF NOT EXISTS ( SELECT * FROM xsfPartConfig WHERE [PartConfigKey] = '2BA56DC0-CEFE-4E06-9305-45BAF3D5F960' )   
   INSERT xsfPartConfig([PartConfigKey],[PartName],[ItemName],[DocTypeKey],[UCFunctionKey],[Container],[Filter],[Label],[LookupName],[DisplayFormat],[AuxData],[TipText],[HelpText],[LimitTo],[SeqData],[RequiredBefore],[IsReadOnly],[Active],[Visible],[IsDistributed])    
   VALUES('2BA56DC0-CEFE-4E06-9305-45BAF3D5F960','ProjectCAFilters','ByAccount',NULL,NULL,NULL,NULL,NULL,NULL,NULL,'Default=1',NULL,NULL,NULL,NULL,0,0,1,1,0)

During the upgrade: Default changes from By Account to By Cost Code

Route Via Web (Conditional) Has Been Removed

Why: Lack of use.
Potential Problem: Contacts set up as Web (Conditional) will no longer be Web (Conditional).
Suggested Solution: Review your predefined routes and indicate the Route Via setting for Web or Email there.
During the upgrade: The Route Via setting for Web (Conditional) will change as follows: if the Contact is a user, then Web; if the Contact is not a user but has email, then Email; if the Contact is not a user and has no email, then Hard Copy.

RouteWhenStatus Rule Group Has Been Improved

- Why: more granular control
- Potential Problem: Some scenarios may no longer apply your current intended default
- Suggested Solution: Review all your RouteWhenStatus | Default rules and see if you need to add additional DefaultPending or DefaultApproved rules, or perhaps change your Default rule to one of the new rules.
- During the upgrade: No action

Certain Doc Types Have Been Removed from the Project Options Menu

Why: Eliminate redundancy
Potential Problem: User who are used to opening the Project Setup, Submittal Item Register (Submittal Log) or Change Item Register from the Project Dashboard’s drop-down menu will find that they can no longer open those documents from the menu.
Suggested Solution: Train users to open those documents from the easier-to-see left side menu.
During the upgrade: No action

Billable/Include Items on Bid Package

Why: Provides a way to decide which Bid Package Items get copied to the RFQ.
Potential Problem: Users may not realize they need to check or uncheck this checkbox on Bid Package Items.
Suggested Solution: User training if this checkbox will be used on Bid Package Items.
During the upgrade: No action

Owner Direct Actual Costs

Why: Requested by sites that operate as CM
Potential Problem: If you do not want owner direct costs to be included in your actual costs
Suggested Solution: Set BudgetConfig | PostOwnerDirectActuals = unchecked
During the upgrade: BudgetConfig | PostOwnerDirectActuals is checked

Prevent Negative EAC

Why: Most clients want to prevent negative EAC amounts in the budget.
Potential Problem: This rule used to default to NO. It now defaults to YES, which may not be what is desired in your particular company
Suggested Solution: Set BudgetConfig | PreventNegativeEAC = unchecked
During the upgrade: BudgetConfig | PreventNegativeEAC is checked

Schema Revisions

Upgrade from V2017 to V2019

xsfDocTemplate
- Added eSign BIT
- Increased ProjectSubtype VC(16)
  Increased Subtype VC(16)
xsfFile
- TemplateKey GUID

xsfFileESignTab New Table

xsfUserProject
- Added set of 21 “cs” custom fields (see SR145v2017)

What’s New in V2019

Improvements

Infrastructure

System Wide

Themes

UI Changes

Templates for Exporting Grid Data to Microsoft Excel

Home Dashboard

Inbox Route Action Bar

UI on Project List and Watchdog Alerts

Contacts

Dashboard

Member Of tab

Connections Tab

On-the-Fly Contact Info

Project Dashboard

Dashboard Title

Project Options menu

New Documents

Project Teams

Documents in General

Document Headers

Document Items

Document Text Box and HTML Fields

Document Remarks

Document Attachments

Document Routing

Document Link

Cloud Publishing

Specific Documents

Bid Package and RFQs

Budgets and BFA

Change Orders and CCOs

Commitments

Pay Application and SOV Workbook

Project Setup

Manage Dashboard/Tools

Predefined Routes

Allocations Tool

Templates

DocuSign

System Admin Dashboard Tools

Workflow Scripts

UI Configuration

Roles

Rules

BudgetConfig (KBA-01176)

CloudStorageConfig (KBA-01588)

DocItemConfig (KBA-01158)

DocTypeConfig (KBA-01154)

PresetSearch (KBA-01564)

ProjectConfig (KBA-01153)

RouteConfig (KBA-01391)

RouteWhenStatus (KBA-01177)

SOVConfig (KBA-01369)