Release Notes: What's New in 2023.1

You are now able to store unique IDs from external systems on an account or contact in Momentus Enterprise.

Some notes:

• You will define the external systems available and the configuration of the ID (numeric, alphanumeric, max length, and so on) in the new External Systems configuration table.
• A new tab labeled External IDs will be available on account and contact records.
• There are new explicit access privileges which must be assigned to users or roles to configure and use the new functionality:
  • Configuration permissions:
    • Ability to Add/Edit External Systems
    • Ability to Delete External Systems
  • Data entry permissions:
    • Ability to Add/Edit External IDs
    • Ability to Delete External IDs
• For more details and step-by-step instructions, see External Systems and IDs.
• Full API support is available.
• We will be rolling out this feature to other areas of the application in the future!

• Exhibitor Portal updates:
  • Improved overall navigation and consistency across all Exhibitor Portal modes: regular single show Exhibitor Portal, Multi-Show Exhibitor Portal, Sales Exhibitor Portal, Contractor Portal, and Pavilion Portal.
  • Added the double header and home button and improved the logic so that Home always takes user back to the parent mode they started in.
  • Modernized the Manage Account page and ensured intuitiveness for public users.
  • Redesigned the Company Selection page to include more information requested by customers and add intelligence to hide fields when not populated.
  • Single-Show Exhibitor Portal: Redesigned and modernized the checklist home page, providing updated data cards and buttons ensuring intuitiveness for non-trained users.
  • Multi-Show Exhibitor Portal: Exhibitors can now apply for all selected events in one process with a new dashboard.
  • Sales Exhibitor Portal: Created Admin Mode where salespeople can manage all aspects of the exhibitor portal without the same restrictions as exhibitors, such as manage internal sales tasks or manage exhibitor contacts before moving through required tasks.
  • Manage sales opportunity data in internal sales tasks.
  • Manage internal sales tasks or manage exhibitor contacts before moving through required tasks, such as Exhibit Space Application/Contract.
• Floor Plan updates:
  • Created campus feature where users can navigate from hall to hall in Exhibition Floor Plan, Show Map, or Exhibitor Portal maps.
  • Improved the Open Sides feature making it easier to manage a large floor plan and added intelligence to always save settings.
  • Maps can be linked together so that users can navigate from hall to hall when an event has more than one hall/floor plan.
  • Improved the Show Open Sides feature to allow users to toggle booth side settings en mass, and improved the open side logic to remain even if the booth is moved or modified.
• Additional Exhibition Management updates:
  • Momentus Payments is now supported in Exhibitor Portal task checkouts, including third-party credit card gateway redirect payments.
  • API & Reporting updates:
    • Improved reporting on Exhibitors
    • Added Exhibitor Booth Number to Exhibitors and patched to .98 and up.
    • Social media options on exhibitor have been added to Exhibitors.
    • Updated exhibitions API for newer fields over past few versions.

You can now adjust actuals similar to Backoffice. Users will now be able to enter multiple actual records and view them. There will also be the option to edit or delete the actual record. This gives the front-end user more flexibility when entering actuals.

• Please note that Mobile Work Orders currently does not support the editing or deletion of the actuals when the item has already been completed. This is consistent with Backoffice. An additional enhancement to 're-open' items in Mobile Work Orders is planned for a future release.

Mobile Work Orders Application Overview has been updated to include the new functionality.

• To support customers utilizing multiple merchant accounts, the payment gateway can be specified on the Payment Configuration assigned to the Ordering Application or Payment Portal instead of using Event or Receivable Transaction Types. This will be especially important for customers utilizing multiple merchant accounts in conjunction with Momentus Payments.
• These wildcards can now be used on payment portal confirmation email templates:
  • Start Date-Event
  • End Date-Event
  • Out Date-Event
• The parameter that controls the Add Web Payment action now allows users to set the value of the parameter as Prompt. When set to Prompt, Backoffice users accessing Add Web Payment will select which payment portal they run a payment through instead of always being set to a specific payment portal configuration. This will be especially useful for customers operating multiple merchant accounts in the portal.

• Phone will now remember your filters automatically when you refresh a listing of records. These settings will be remembered across sessions. If needed, settings can be reset by manually changing your filters back and refreshing, or deleting the necessary view from the Phone Views page found on the Main Menu in Back-Office.With this change, an upper limit of 100 records is now enforced in Phone to aid in performance and data usage.
• Filters for Activities, Documents, and Notes are now available on Accounts, Contacts, and Events.

A new feature, System Health Check, has been added to the main menu. This option allows you to check if there are areas of the application that may require some reconfiguration or assistance. As things change in the application, there may be options that are no longer valid.The System Health Check helps administrators, support staff, and so on to identify these areas. It is recommended to run this process after an update and review the Excel document it produces. The Excel document will list the record along with the potential problem. A link to the record is included in the Excel document as well. The following areas are now available:

• Document Classes: Identifies if there are document classes that are not configured as expected.
• EZWriter Data Sources: Identifies if there are data sources that are configured in a manner that will not allow the proper wildcard replacement.

See System Health Check for instructions.

We have plans to expand this to other areas in future releases.

• We have added new fields to Account Leads to capture information about the event opportunity and improve the venue sales workflow. New fields include event description, preferred dates, alternate dates, event type, total attendance, and more. The new fields can be filled out by internal staff or can be collected online through the Web Lead Form application.
  • When a lead is converted to an account and/or contact, an event opportunity will be created if the necessary event opportunity fields are filled out on the lead. At this time, there is not a process to convert the event opportunity to an existing CRM record but we do have plans to add this in a future release. The recommended workaround is to merge the accounts/contacts after converting the lead.
• When an Event Opportunity is created from a Group Profile, the following information is now copied/inherited from Group Profile to Event Opportunity: Description, Account, Next Bid Opportunity Date, Category, Class, Contact, Description, Frequency, ID, Local Account, Local Contact, Market Class, Market Sub Class, Meeting Planner Account, Meeting Planner Contact, Duration, Organization, Next Open Date (Preferred Start), Next Open Date + Duration (Preferred End), Rank, Salesperson, Secondary Market Class, and Type.
• Additional Venue Sales updates:
  • Inline Notes are now supported on Event Opportunities.
  • The following fields are now available as standard fields on Event Opportunities: Local Account, Bid Open Date, Genre, Intent Due Date, Number of Exhibitors, Number of Posters, Rank, Gross Exhibit Area (SQM), and Gross Exhibit Area (SQFT).
  • The following fields are now available as standard fields on Group Profiles: Salesperson, Local Account, Local Contact, Rank, Next Open Date, Typical Exhibitors, Typical Posters, Typical Gross Exhibit Area (SQM), and Gross Exhibit Area (SQFT).
  • The existing Market Class table has been enhanced to allow use of Market Sub Classes as a hierarchical classification. The values and relationships are established on the Market Class master table, and a new field, Market Sub Class, has been added to Group Profiles and Event Opportunities. For more information see Market Classes and Sub-Classes.
  • Enterprise Express Users will now be able to view Event Opportunities if at least one of their roles is assigned to the Customer Relationship Management feature.
  • The ability to collect notes for the lead has been added to the Web Lead Form application. To collect notes on the form, add the note entry component to the content builder configured for your form.

• Date and time format in audit log entries will be based on the organization's locale. If this is not configured the locale defined on the Site Configuration will be used. If neither are present ISO date/time format will be used (yyyy-MM-dd HH:mm).
• The Audit Log page has a new filter, Changed Between, allowing you to filter audit log entries based on a specific time range. We recommend this filter is used with the Changed On filter.

• A new color scheme, Momentus, has been added. This new color scheme will be the default color scheme. Please note that if your organization has already set a default color scheme, you will not see any changes.
• The Dark color scheme has been removed and replaced with the new Momentus color scheme. It is still possible to set the Color Scheme Mode to Dark at the user level.

The ability to upload documents through the Customer Opportunity Web Form has been temporarily disabled due to a security concern. The functionality will be restored in an upcoming update.

UPDATE - The ability to upload documents through the Customer Opportunity Web Form has been restored. You must be on an update after September 10, 2023 to use this functionality.

• Sending emails through Outlook is no longer supported. The Outlook option has been removed from the Email Send Process on Users. A conversion is included in the upgrade to 2023.1 that sets the value to SMTP for any users with it set to Outlook.
• The ability to insert a link to a document into an email template has been removed from the application. At this time, it has not been determined if this feature will be added back.

See additional Email updates below in the Improved section.

Multiple updates have been made to how authentication works with DocuSign. These changes are introduced in 2023.1, 30.99C, and 30.98F. These changes do require some configuration changes. Please see Mandatory DocuSign Configuration Changes in .98F and .99C for more information.

Please use the Booth Assignment field (field 2 in the screenshot) for managing the booth number assignment on the Edit Exhibitor page or the Edit Service Order page (Edit Exhibitor is recommended). Do not use any other field to manage the booth number assignment in v30. The Booth field (field 1 below) should not be used, as it was retired with v20 and will cause bad data if used. Please use the Exhibitor Booth Number field for ALL booth number reporting (field 3). All other fields are being retired and will not be reliable.

• Custom HTML Navigation Redirect Changes: With the 30.99 and 2023.1 releases, the Exhibitor Service Center application was converted to a new binding library. The library we had previously used for this was going out of support and therefore a security risk.
  
  As part of this migration, a number of controls and functionalities had to be updated. One of these was the code within the Custom HTML control when looking to redirect to another page within the application. Within the public-facing app, these would appear as gadgets on a landing page. Customers that utilize Custom HTML with the Exhibitor Service Center application will need to upgrade their code, or the links will no longer work.
  
  Please see ESC/Suite Management: Changes to Custom HTML Architecture for the new code to use.
  
  
• URL Encryption: With the 30.99 and 2023.1 releases, the Exhibitor Service Center application was converted to a new binding library. The library we had previously used for this was going out of support and therefore a security risk.
  
  As part of this migration, a number of controls and functionalities had to be updated. One of these functionalities was the existing URL encryption. Any application links which were generated on 30.98 and earlier versions will no longer allow exhibitors to access the site once they try to login. They'll see a message that says there's a problem accessing their account.
  
  The solution for customers is to re-generate their URLs for the Exhibitor Service Center application once they've upgraded to 30.99 or 2023.1 and make those links available to their suite owners. Please see ESC/Suite Management/Event List: Changes to URLs for more information.

See additional ESC updates below in the Improved section.

Please note that iEBMS Bulletin Management (BUM), iEBMS Meeting Requests (MTR), and iEBMS Service Order Processing (SOP) are not supported in 2023.1. If you are still using this application, we do not recommend upgrading to 2023.1. Please reach out to your Customer Success Manager and/or Account Manager to discuss an upgrade path. For the latest information on iEBMS support, please see iEBMS Retirement Announcement.

The Legacy Sales Goals feature will not be supported after 30.99. If you are currently using this feature, please contact your Value Success Manager and/or Strategic Client Executive to discuss an upgrade path to the new and improved version of Sales Goals.

• Custom HTML Navigation Redirect Changes: With the 30.99 and 2023.1 releases, the Suite Management application was converted to a new binding library. The library we had previously used for this was going out of support and therefore a security risk.
  
  As part of this migration, a number of controls and functionalities had to be updated. One of these was the code within the Custom HTML control when looking to redirect to another page within the application. Within the public-facing app, these would appear as gadgets on a landing page. Customers that utilize Custom HTML within the Suite Management application will need to upgrade their code, or the links will no longer work.
  
  Please see ESC/Suite Management: Changes to Custom HTML Architecture for the new code to use.
  
  
• URL Encryption: With the 30.99 and 2023.1 releases, the Suite Management application was converted to a new binding library. The library we had previously used for this was going out of support and therefore a security risk.
  
  As part of this migration, a number of controls and functionalities had to be updated. One of these functionalities was the existing URL encryption. Any application links which were generated on 30.98 and earlier versions will no longer allow exhibitors to access the site once they try to login. They'll see a message that says there's a problem accessing their account.
  
  The solution for customers is to re-generate their URLs for the Exhibitor Service Center application once they've upgraded to 30.99 or 2023.1 and make those links available to their suite owners. Please see ESC/Suite Management/Event List: Changes to URLs for more information.

See additional Suite Management updates below in the Improved section.

1099 reports have been updated to the latest versions.

• A new column, Payment Amount - Payment Fee, has been added to the Payments record to show the amount of the fee passed onto the customer when credit card processing fees are configured.
• The Historical Aging Report now allows for displaying and filtering on the Book Control and the Core Dimension fields.
• The Payment Plan Invoicing Window can now be filtered by the Exhibitor Status. Exhibitor Status has also been added as a column.
• The Receivable Transaction Inquiry now allows edit multiple for Integration Status and External ID.

• It is now possible to add documents to the Financial Documents folder through the API. The document subject of GL must be supplied to add the document.
• The following API endpoints have been added to the Standard Edition:
  • Account External IDs: Add
  • Account External IDs: Delete
  • Account External IDs: Edit
  • Account External IDs: Read
  • Campaign Details: Add
  • Campaign Details: Delete
  • Campaign Details: Edit
  • Contact External IDs: Add
  • Contact External IDs: Delete
  • Contact External IDs: Edit
  • Contact External IDs: Read
  • External Systems: Add
  • External Systems: Delete
  • External Systems: Edit
  • External Systems: Read
  • External System Subjects: Add
  • External System Subjects: Delete
  • External System Subjects: Edit
  • External System Subjects: Read
  • Market Segments: Add
  • Market Segments: Edit

You can now add and edit campaign macro parameters.

• Momentus Payments now supports multiple merchant accounts.
• Momentus Payments now supports saving credit cards and utilizing the Charge Now feature for running automated credit card payments.
• Momentus Payments now offers a self-onboarding experience for creating merchant accounts and setting up the necessary Backoffice configuration.

At this time, Momentus Payments only supports customers with a registered business entity or non-profit in the United States.

The Email Document to Myself will now default to checked on the Direct Mail (Mass Add Documents) page. This checkbox is typically used to email documents to yourself for printing.

When an email template is copied, the language-specific templates will be copied as well.

• Internal Ticketing Contact and External Ticketing Contact are now available as filter fields on the Events page.
• The Lost To field is now editable when changing the cancellation reason on a cancelled or archived event. This allows the Lost To information to be entered or changed on an event if that information wasn't initially available when the event was cancelled. Instructions have been added to Cancel or Lost Events.

• You can now link to a specific task in the Event Portal, allowing users to directly access a task in the Event Portal. An engagement with Solutions is required to utilize this feature.
• Documents can now be shared with external users via the Event Portal. This is done via a new Show on Event Portal checkbox added to document properties on Events and Event Tasks as well as in Edit Multiple Documents.
• Event Portal now supports Single Sign On (SSO). An engagement with Solutions is required to utilize this feature.
• More Event Portal enhancements:
  • If Messaging is activated in Event Portal (EP), a user sending a message in EP can now select from a list of event contacts to send the message to. Available contacts are those assigned on the EP configuration as well as selected event contacts. When a message is sent with the contact selected, the message will display the contact in the Backoffice message view in the To User Recipient field. Messages can also be filtered by this value.
  • Items flagged as internal will no longer show on service orders.
  • The Service Orders/Items tab has been redesigned to a cleaner format and grouping is no longer based on item status.
  • On tasks all documents will now show. Previously, only the most recent document would show if there were multiple documents.

The knowledge base has been updated to reflect these changes:

• NEW: Show Documents in Event Portal
• Event Portal Tasks
• Event Portal Setup
• Event Portal Messaging

• Credit Card Payments: Exhibitor Service Center can now save orders prior to leaving for the payment gateway (the same as when pay later is selected). The user is then redirected to the gateway. When the gateway returns the appropriate payment is be added against the order. The end result should be a user experience and backend data that is exactly the same as the normal gateway flow, but which saves the order before leaving for the gateway. This behavior is controlled by an organization parameter.
• With this new enhancement, all documents uploaded through ESC are marked as Publish by default. Previously, these documents had to be updated manually in order for documents to be pulled into work order reports.

  Prior Version

  With this new enhancement, all documents uploaded through ESC are included in the reports. Before, the system did not pick up any attachments because those submitted documents were not flagged as Publish when they’re uploaded through the app. Within the ESC configuration, there is a Mark Documents as Publish checkbox to enable this feature.
• Exhibitor Service Center has moved from Google's Universal Analytics to Google Analytics 4.

A new access privilege, Allow Approval of Self-Entered Expense Reports, has been added to control whether or not users are allowed to approve the expense reports that they entered. When no users are assigned this privilege, all users can approve expense reports they have entered. When a user or role is applied, then only those users or roles are allowed to approve their own expense reports.

• Booking Restrictions will no longer need conflict checking to be configured in order to be enforced; these will operate independently of one another. Previously, conflict checking had to be turned on for a given space in order for Booking Restrictions to be enforced.
• Usage Type and Usage Category are now available as filters in Event Bookings and Daily Bookings.
• A new filter field, Statuses, has been added to Daily Bookings. This allows filtering for bookings by status in a multi-select mode versus a range, so non-consecutive statuses can be selected and searched on.

• Sync with Event Attendance has been added as an option on Edit Multiple Functions. This allows multiple functions to be activated at one to sync function attendance with event attendance.
• Usage Type and Usage Category are now available as filters on Functions.
• The Pre-Sale Date and On-Sale Date (with time) fields are now available on Functions.

• Budgets can now be imported for customers using GL dimension processes.
• When using dimension GL processes bank reconciliations can now be performed by Main GL Account.
• The Excel Reporting Add-in now supports the configuration of Book Control at the Workbook & Worksheet level. When used on these levels, it is unable to be edited at lower levels (row and cell).
• Enterprise Express Users will now be able to view the GL Transaction Inquiry if at least one of their roles is assigned to the general Accounting - Express feature under the General Ledger module.

• The Back and Forward browser buttons now allow you to cycle through the pages you have navigated to during your session.
• As the application does not support having a grid in a subsection under a grid section, you will now receive a message on the Edit Layout page when attempting to save this configuration.
• Behind-the-scenes changes have been made to the Export to PDF functionality used on grids throughout the system. These changes will improve performance, security and stability but should have no visible impacts to user workflows.

• The following fields can now be used as multi-select filters when selecting criteria for generating a physical count batch:
  • Major
  • Minor
  • Physical Count Frequency
  • Product Group

• You can now place an order against an event that was created in Backoffice. Within the event, attach the correct OEO configuration to the OEO Configuration field to populate the event within the front facing application. Note that orders will not be allowed if the event falls out of the configuration date/time parameters.
• Within the OEO application, new icons have been added for the Create New Order and Active Orders actions. The new icons are a '+' symbol and 'script pad', replacing the old 'burger & soda' and 'shopping bag'.
• Within the OEO application, the calendar has been updated so that unavailable days are a shade darker, making it more easily seen an order cannot be placed for those days.
• Web Themes will now allow the user to see a preview of the Online Event Ordering (OEO) application.

• A Prompt for Item Ordering checkbox has been added to the Online Space Booking (OSB) configuration. If checked and there is an Order Processing Component configuration selected on that OSB configuration, the user will be prompted to order items prior to checkout.
• Spaces can now be booked from the Space Details page via the new Book Now button. When the Book Now button is clicked, the space is added to the cart if using single day mode. If using multi-day or recurring, a slide out appears allowing selection of dates before adding to cart. Additionally, for multi-day and recurring, an indicator on the Space Details page displays whether the space is fully available or partially available.
• A change was made to the conflict checking logic. When checking for conflicts, the system will only detect a conflict (thus showing the space as not available in OSB) when the status of BOTH bookings — the existing booking and the booking being potentially created in OSB using the Resulting Booking Status setting — is above the setting for Conflict Check Status on the OSB configuration. Previously, when checking conflicts the system detected a conflict when only one booking had a status above the setting for Conflict Check Status. Be advised this change may result in more conflicts being created from events added in OSB.
• Spaces can now be marked as Featured on the Spaces tab. Any spaces marked featured will show first in the results list in a new section denoting featured spaces. Non-featured spaces will show below.
• User Defined Fields with the format of multi-select (dropdown list) can now be added to the Event Details page(s).
• A new Default Sensitivity field has been added to the Online Space Booking (OSB) configuration. If configured, events created from that OSB configuration will have the selected Sensitivity value by default.
• When a user has added order items to their cart, they are able to edit the details of the items in their cart on the Summary page using the Edit Item link. Additionally, they may increase or decrease quantities of the items currently in the cart.
• All page titles have been dictionary enabled. This will allow users to rename pages and improves the application's accessibility for screen readers.
• When removing the last space in the cart prior to checkout the user will be prompted to confirm the removal. Previously, the space was removed and the user taken back to the search page.
• The Space Note field on Spaces has been increased from 255 characters to 2000 characters. This is the field that shows on the Space Details page inside of Online Space Booking (OSB).
• An event can now be unassigned from an OSB configuration. The unassign option will make the event no longer viewable/editable in OSB. A previous enhancement allowed an event to be assigned to an OSB configuration.
• New validations have been added around OSB and Released Bookings. If an event was created through Online Space Bookings (OSB) or is assigned to an OSB configuration, its bookings will not be able to be released. If an event has released bookings, a user will not be able to assign an OSB configuration to the event. The recommended process is to cancel bookings.
• A new View Event Order button has been added to the confirmation page. This allows a user to proceed directly to the Event Order/Summary page for the event they just submitted. This button only appears if My Events is set to be shown on the OSB configuration.

These articles have been updated to reflect these changes:

• Online Space Bookings Overview
• Online Space Bookings Configuration
• Online Space Bookings Content Builder
• Assign or Unassign an Online Space Booking Configuration to an Existing Event

Within the Operations Tasks application there is now the ability to indicate performance on how a particular task has been completed. This performance value is selectable within the application and stored in real time within Backoffice against the corresponding task.

An improvement has been made for Numeric and Currency parameters on reports. You now have the ability to specify the number of decimals to display. This is done by adding qualifiers to the parameter name. Examples:

• ParameterName#2 indicates two decimal places
• ParameterName#3 indicates three decimal places
• ParameterName# will use the default of six decimal places
• ParameterName or ParameterName#0 indicates no decimal places

Please note that the maximum decimal places is six so anything over six will still only display six decimal places.

• Allergies and dietary preferences configured on the resource are now included in the Copy Resource process.
• When pricing a package with the setting Price Package by Package Details the Package Modeling feature will now display. When modeling, the user is able to model by using the Rollup units/days/hours fields instead of the Header fields. This allows the back-end user to know what the package will charge and cost without adding the package to a service order. Note that this feature is best used with standard packages without substitutions. Substitution resources will not be included in the roll-up price.
• Tiered pricing and costing rates are now a new section within the Price List window. This will provide quick visibility to this information without going into the configuration.

• Flex Standard and Professional users can now access the Order Item Phase option on Copy Event. Please note that while you can now copy orders to forecasted orders with this change, you will need the Advanced Sales Opportunities and Forecasting upgrade to see forecast orders.
• Flex Standard users now have access to the Add/Edit Discount and Surcharge functionality without purchasing the Advanced Pricing upgrade.

• The Days Before Event that SOP/ESC/Suites Becomes Inactive field is now fully supported within Suite Management. Previously, there was a functionality gap where items that were already within the shopping cart would still be able to be ordered despite the value in the Days Before Event that SOP/ESC/Suites Becomes Inactive field. This enhancement closes that gap.
• Suite Management has moved from Google's Universal Analytics to Google Analytics 4.
• The summary field on the Event Suites window will now support Service Order and Service Order Items.

• You can now configure the following content builder components and settings from a single add/edit page:
  • Custom Text
  • File Upload
  • Note Entry
  • Terms and Conditions
  This change will be rolled out to other component types in future releases.
• Field restrictions are now available on the Site Configuration page. Field restrictions allow you to determine if a user has full access, read only, or no access to a field. Fields can also be set as required.
• The standard Updated field has been added to the Site Configuration page.
• Two new fields, Report Server User Name and Report Server Password, have been added to the Site Configuration. These values are used to allow the application to communicate with the report server. No action is necessary, the Cloud IT team has added these values as needed.
• Each time an upgrade is applied, all SQL log records will be purged. This is done to improve performance.

• These columns have been added to the Work Order Items page:
  • Event In Date
  • Event In Time
  • Event Out Date
  • Event Out Time
• These filters are now available on the Work Order Items page:
  • Event In Date
  • Event In Time
  • Event Out Date