VSys One: Volunteer Management Software

What's New in Version 3.2 (General)

General

In drop-down combo boxes for groups, when closed up, now displays the selected group's name in hierarchical format.
When creating or updating a recurring assignment, now respects negative availability of the volunteer.

Applications

The application's properties now no longer require that at least one person type be allowed: if no person types are set, then any person type is valid.
When using desktop application forms (creating or updating a person using an application form in VSys One itself), now checks for possible duplicate people.
When using a VSys One desktop application that uses a dynamic layout, using the [Tab] key now scrolls the next field into view
Enhancements to the printing of multipage fixed-layout applications.
When approving applications, now allows assigning comments to the person as well as the application itself.
Enhanced the printing of non-dynamic layout applications by better stripping HTML from labels.
Application form processing rules now support setting the applicant's person type, group, volunteer type, and addition to lists.
When designing dynamic layout applications, they can now be previewed live.

Attachments

When viewing an attached PDF file, adds a "Print" link.
When loading and saving attachments to people (and other objects), now tries to recall the last-used folders by user.

Awards

Award definitions for hours between two dates now supports relative dates.
The Awards setup tool now shows the number of awards assigned for each award definition.
When using Bulk Value Updater to change an existing award's type, now updates the award's description; award description is also now available as a separate field for update.

Certifications

Certification definitions can now be set to prevent creating new certifications by type as well as limit the applicability of the certification to people in specific groups
Certification definitions now support dynamic layouts
Certification auto-creation rules now support the property "Only when explicitly selected"

Custom fields

Redesigned how custom fields are defined.
When setting up custom fields, now indicates position/order information for each field as appropriate.
When creating a new custom field, that field will default to being applicable to "All people types".

Eligibility Checklists

Added the option "Show a warning when opening a profile for a person where this checklist is not complete".
Substantially enhanced rendering options on VSys Live.

E-mail

Added the new advanced preference "Allow "Terminate E-mail Robot" commands from within the E-mail Letter Robot Monitor to terminate the Standalone E-mail Robot running as a service".
Added a new advanced system preference, "Prevent pausing the Standalone E-mail Robot from the E-mail Letter Robot Monitor".
The Standalone E-mail Robot (3.1.0.46+) now regularly checks the list of defined e-mail attachments once per minute.

Filters

The filter for "Missed assignments" now supports filtering on the job, location and status of those assignments.
When viewing tracked changes to people and other objects, now supports filtering by date and actions.
Added new filter, "Country".
Added filters based on mandate start, deadline and finish dates.
The filter "Completed assignments/hours records" now supports filtering on start time, and corrects an issue with the jobs filter not being correctly applied.
Hours summary pipelines now support "This quarter", "Last quarter" and "This quarter last year".
Filters on job association now support using a range of dates rather than just a single date, and can now filter on the "Last changed" property of them, and include this value in reports.

Hours

When filtering hours, can now filter on date posted.
When crediting hours for multiple people at once, the lookup tool now supports advanced lookup, in which people can be searched for using arbitrary criteria and then dropped onto the list of people to be credited.

Interviews

Interview types now support comment templates that are applied when interviews are created/edited.
Added the Bulk Interviews Creator tool.
Filters on people based on interviews now allow specifying "does not have" an interview meeting the criteria.
VSys Live now supports interview signup.

Jobs and Slots

Independent of bookmarks, the Jobs/slots calendar tool advanced now remembers the last settings used.
Job definitions now have the property "Expires".
When editing a job definition, can now create an open schedule job based on that job.
The "Find job opportunities" tool can now find and show open schedule jobs.
Added a new job association status, "Supervisor". This is intended to indicate that the selected person supervises a particular job and location rather than specific volunteers; continue to use the "Supervisor" property of individual job associations to show that someone supervises a specific person.
Job slots and open schedule jobs now support the property "High priority opening".
When making a job definition inactive, now provides options to change the status of or delete associated assignments and job associations.
Open schedule jobs now support HTML editing of their descriptions.
With a job's definition, on the list of defined supervisors, can now right-click and edit the supervisor's profile.
Individual job definitions can now be copied/pasted using the Windows clipboard.
The Jobs/slots calendar tool advanced now supports dragging multiple people onto the same job slot.
The "Jobs/slots calendar advanced" tool now gains a "Reload" link.
In the jobs/slots calendar tool, the < and > buttons now move backwards and forwards the size of the current window rather than always seven days.

Kiosk

Added kiosk and VSys Live login settings to allow VSys to automatically assign new PINs to people from PIN gaps between existing people and not just as one greater than the numerically largest existing PIN.
VSys Live Kiosk settings now support displaying HTML kiosk messages; note that this requires build 722b+ of VSys Live source.
When checking in via the kiosk, a kiosk report that requires the volunteer to be checked in now also works if the volunteer is checked in based on a job association, not just a scheduled assignment.

Letters

Delay delivery is now a user-configurable value that can permitted via letter template and used in mail merges.
Letter templates and notification subscription templates now support drag & drop of fields.
Individual letters sent by e-mail can now include attached documents from the recipient's profile.
When editing letter templates, mouseover hints are now available for most fields; these indicate the source of the field's data.
Added a new letter template property, When delivering by e-mail, include a PDF of the letter with the letter; when enabled, this converts the letter to PDF and delivers it with an HTML version by e-mail. Note that this is only supported for SMTP e-mail delivery, not MAPI.
In the Letter Manager and other tools, now displays the name of the user that generated each letter where possible.
Letter templates now support the property Enable user fields, which when enabled allows the use of override fields for Subject, Sender name, etc. at merge time, along with user-defined text fields which can be inserted as placeholders in the template's body and given real values at merge time.
Holiday greeting rules now support filtering on group.

VSys Live Kiosk

Added new VSys Live CSS option, "Kiosk Extra Large Login".
Kiosk holiday greeting rules now work on VSys Live Kiosk.
Added a VSys Live Kiosk setting to enable swipe/scan login.
The VSys Live Kiosk template site is now revised to include a [Send message] link plus various other enhancements.
Survey links sent in e-mails can now be directed to VSys Live Kiosk sites.

Locations

Custom fields can now be associated with locations.
Locations now have the property Inactive.
Location combo boxes now support searching-by-typing and push inactive locations to the bottom of the displayed list.

Notifications

The notification trigger "Slots needing volunteers" now supports Min open and Min waitlisted, primarily to allow it to be used to notify about slots that are not full yet have 1+ waitlisted volunteers.
The notification trigger "Inactive followup date" can now filter on the person's current active status.
The subscription trigger for self-cancelled assignments now also applies for "Volunteer requests replacement".
Added new notification triggers:
- Volunteer missed assignments
- New Job Association
- VSys Live Kiosk concurrency
Added a security right to allow non-superusers to edit another security user's notification associations from within the person lookup tool.
Notification subscription delivery now shows appropriate messages when trying to deal with unavailable recipients.
Added notification subscribers:
- Others with job association
- Recipients via relationship to referenced person's groups
Notification subscriptions:
- Can now be set to prevent duplicate notifications based on the same event rather than just the same event type. This is useful, for example, if the same person should be notified in different ways about the same VSys Live application.
- Can now be set to prevent duplicate notifications based on the same event rather than just the same event type. This is useful, for example, if the same person should be notified in different ways about the same VSys Live application.
- Now support (where applicable) recipients via the "Notifications" property associated with VSys Security users in Security Manager.
When viewing the notifications for a single subscription, clicking Load older now properly includes older records without having to click Reload.
Notifications based on VSys Live applications can now include a printed copy of the application when the notification is delivered by e-mail.
Notifications for VSys Live applications can now filter on application handler.
VSys Live requested sites and departments, along with open schedule jobs, now support setting explicit and direct notification contact e-mail addresses distinct from those used for notification relationships.

Profile Editor

On the Account records tab, records associated with hours records are now hidden.
Parent/guardian addresses can now be designated for handling as emergency contact addresses, i.e. only used when specifically requested.
For job associations, added a right-click option to change a job association's status.
On the list of job associations, text/numeric/checkbox/combo custom fields associated with those job association now display in the listing itself.
When adding a job association, if the person does not meet the job's requirements, now prompts for confirmation.
When creating a new certification, now logs the rules used to assign default values to each field.
Getting an hours summary now shows team member counts if applicable.
If the person is currently active but was at some point inactive (has a non-blank Inactive date), that inactive date is now visible in read-only form.
Can now see the list of lists that person is on.

Person Lookup

In the popup hints for people, addresses are now sorted with the primary address first, then any valid non-emergency addresses, then valid emergency addresses, then invalid addresses.
Added a right-click option to Copy name, phones and e-mail addresses to the clipboard.
A person's job associations can now be displayed as a field.
Added a right-click option to text message the selected people.
Right-clicking on a person and selecting to run a report now includes custom column reports.
A person lookup "Quick" search now also finds matches based on alternate name.
A "Quick" search on people now also looks for people by their import reference IDs.
A person with a hyphenated last name, e.g. "Smith-Smurf", will now be found when looking up people by the latter portion of the name ("Smurf") as long as the person does not have an alternate name; an index update needs to be run before existing records will be found this way.
With 2+ people checked, can now add comments to all checked people at once.
When a group or list of groups is displayed, those lists now show group names in hierarchical format.

Reports

Reports containing addresses can now include the lat/lon coordinates of the zip/postal code associated with that address.
Summary/crosstab reports can now output date fields in "2016-07 July" format.
Added new built-in report, "E-mail delivery summary".
When copying a grid's contents to the clipboard in tab-delimited format, now includes column headers on the first row.
When selecting a report, can now right-click on the report to change its groupings.
On reports, photos for people now have +90, +180 and +270 rotation options.
The reportable field for assignments "Cancellation reason" is now no longer available unless 1+ cancellation reasons have been defined.
Replaced the Excel export engine; Excel 2007+ (.xlsx) file export now supported.
In Demographics and other reports, a person over 110 years of age is considered to be zero years old, i.e. an invalid DOB.
After an export or a print to PDF/RTF/etc. file, VSys now offers an option to compress the resulting file, re-arranges some links and indicates file sizes.
Reports/exports/etc. based on certifications can now include add'l filters on certifications; note that the additional filters are "existence" filters, requiring that the person whose certification being reported on have certifications meeting the additional filter criteria: they're not applied to the reported certifications.
In slot calendar reports, assignment calendar reports and the jobs/slots calendar tool advanced, added two new name display style options: "Dr. Doe" and "Dr. John Doe".
"Special needs" can now be included on Assignment Calendar reports.
User-configurable reports can now include mail merges and exports.
Summary/crosstab reports now support adjusting (via the "Format" links for each field) the date values of fields to be more amenable to summary and sorting, as well as converting string values to numeric ones.
Certifications now have reportable fields Date created and Last changed.
Added new person reportable field Name first and last/family initial.
Reports based on certifications generically (not specifying an individual certification type) now have the available fields Status (generic) and Results (generic).
When reporting on job assignments and slots, and when using these in merge templates in VSys Live, the address fields and custom fields about the associated supervisor are now available.
Added reportable fields to people with counts/most recent date/oldest date for each application type.

Scheduled Tasks

Scheduled reports and exports can now be delivered via FTP.
When defining scheduled tasks, new tasks can now be created and edited from within a task group.

Screening

The HHS/Medicare Exclusions and zip/postal code update tools now download their updates using Windows' IE DLLs and is revised to use the new HHS data location and format.

Security

VSys Security now requires that the person logging in have the status of "Active".
Added security rights for "(all job groups)"; these only apply if no rights are specifically assigned to the job group of the job being checked.
Added a security profile editor restriction, "Name read-only".
Security profile editor restrictions can now be used to make individual address types read-only.
When working with people within a project, tool profile-based profile editor restrictions are now respected, and VSys Security-assigned rights to view, edit, etc. people are now enforced in addition to project-specific security rights to people in delegations and roles. VSys Security-assigned rights can be ignored (revert to previous behavior) by checking the new advanced preference "Within projects, do not apply global security rights when determining access to view/edit people".

System Preferences/Setup

Support added for hierarchical skills using skill groups.
When restoring from a password-protected backup, right-clicking on the Password field now brings up an option to un-hide the entered password.
Added new advanced preferences:
- Context sensitive [F1] help launched without SSL
- In the Profile Editor, include link to jobs setup tool
- Enable relationships for locations to enable certain relationships between people and locations.
- Always make the 'Kiosk ID' field available even if the VSys Kiosk is not enabled
- Hide the 'transitions' panel in the profile editor
- Within a person's profile, enable loading and viewing hours associated with that person as a supervisor. When checked, in the profile editor, right-clicking in the person's hours list shows hours for which this person is a supervisor.
- Allow deleting of notifications
- Enable posting of multiple, duplicate hours records at once; when enabled, and when entering hours for teams, includes a checkbox that instead of posting large hours records (e.g. 10x the duration for a team of ten), posts Hours ten independent, identical hours records.
- When reporting on hours records, allow deep detail fields for supervisor: When checked, Hours records can now optionally report on detailed properties of the supervisor associated with each record.
- When processing VSys Web applications, send e-mails via SMTP rather than web mail: When checked, approving/rejecting an application and generating a letter create a letter sent directly by VSys and not via VSys Web.
- When making a person active, don't automatically set the 'Date active' field to the current date
- For a blank volunteer source, don't show "n/a" and For a blank volunteer type, don't show "n/a". Since both of these represent a blank value for their respective fields, the options cannot be removed altogether.
- Associate addresses with jobs: When enabled, a job's definition can include an address.
- When viewing and editing assignments, slots and job associations, allow viewing of job and location definitions: When enabled, right-clicking on assignments, slots and job associations enables viewing of the definition of the associated job and/or location.
- Allow zero-duration hours
Added a new system preference to limit how far in the future hours records can be manually entered.
Adds a mechanism to suppress certain types of phone numbers.
In the name setup tool, added an option to rename the gender "Unknown" to something else.

Tool profiles

Links to calendar items, news and open schedule jobs for individual VSys Live sites can now be added directly to tool profiles.
A tool accessed via a tool profile item can now include end-user instructions.

Tools

The Who's Late/Missing tool and report now support filtering on the status of the relevant volunteer.
Bulk Value Updater:
- Now supports resizing and rotating person images.
- Now supports prepending text to any field that supports appending text Added Bulk Value Updater operations "Set year" and "Set month".
- Update objects other than people but which are uniquely connected to people (e.g. certifications), values can now be copied from a person's custom fields to the certification.
- Allows the assignment of non-string values (dates, times, numbers, boolean) to text & memo fields.
The Hours Entry (Simplified) tool now supports entry of custom field values for hours records.
The job slot properties Required people types and Required groups can now be updated using the Bulk Value Updater.

Training

In the setup of a training course, now allows attachment of files to the course itself.
A training subject can now, when linked to a certification, have an explicit rules for that certification's expiration.
Added the new training status "Invited".
Training subjects now have the property "Comments", and that property can be used in reports, exports and mail merges based on trainings and training courses.

User Interface

Revised the UI for adding/removing filters for lists, reports, advanced person lookup, etc.
Improved the UI in the Training Manager.

VSys Lite

In VSys Lite, the "Job and job group definitions" tool is now available in read-only mode

VSys Web

When processing VSys Web applications, now supports right-click -> Accept.
Hours downloaded from VSys Web (self-entered by volunteers) are now flagged in the same way as self-entered hours in VSys Live. Only those records downloaded in 3.1.0.31+ will be flagged appropriately.