Enhancements

Enhancement: New Global Search Bar Library & "Recent Searches" section

What’s New?

We have upgraded the global search bar by implementing a new, more reliable library to improve search functionality and reduce errors. This replaces the previous outdated library, making searches faster and more efficient. This library was built in house from the ground up, which makes it easy to quickly add future enhancements to searching in Copilot CRM. Included in this update is a brand new "Recent Searches" section, which shows your 5 most recent searches using the Global Search Bar!

How it Works

The new library enhances search performance and is designed to be used in multiple areas of the system. While this update focuses on the global search bar, this library will begin to be utilized in other search functions across the platform in the future.

Bug Fixes

Issue: Some error messages when sending SMS were unclear and did not provide helpful feedback, making it difficult to understand why messages failed.

Resolution: Fixed this issue by ensuring SMS related errors now display clear and informative messages.

Issue: The "Receipt Link" merge tag was not displaying a receipt link in text messages or emails, causing confusion for recipients.

Resolution: Fixed this issue so that the "Receipt Link" merge tag now correctly populates with the right receipt link.

Issue: Time tracking records for Visits were not always saving GPS location on mobile devices.

Resolution: Updated the GPS service to attempt saving the user's location more often if the user has allowed location services, ensuring more accurate GPS data.

Issue: Users were unable to edit the BH field in a Meeting event after it was created.

Resolution: Fixed this issue by ensuring the BH field remains editable for Meetings and To-Dos after they are created.

Issue: The "Before a Visit Happens" automation trigger did not trigger for events that had been moved on the schedule.

Resolution: We have fixed this issue by adding a new flag to the automation history table, ensuring the automation trigger still works when event dates are adjusted.

Issue: Item/service descriptions were not being added to visits that were scheduled using Quick Dispatch, leading to missing details.

Resolution: Updated Quick Dispatch to automatically pull item/service data from the original source, ensuring all descriptions are correctly filled in.

Issue: Assessments scheduled from a work request were not appearing on the dispatch board, making it difficult to dispatch scheduled assessments.

Resolution: Fixed this issue by ensuring that scheduled assessments are correctly included when displaying events for the dispatch board, allowing for more accurate and holistic dispatching.

Issue: The text merge tags "Employee First Name" and "Employee First Name" were not displaying the correct employee names in texts, causing missing or incomplete information.

Resolution: Fixed this issue so that these merge tags now correctly populate with the relevant employee’s first and last name in automated text messages.

Issue: Sequence Automations were being incorrectly triggered for review even when the trigger conditions were not met, causing previously rejected Automations to reappear as pending.

Resolution: Updated the logic for handling reviewed automation jobs to ensure a record is kept, preventing them from being re-added incorrectly after rejection.

Issue: Users experienced an endless loading screen when creating a Legacy Automation with the "Run at a Certain Time" trigger and selecting a day in the future.

Resolution: Fixed this issue by ensuring that the request date from the frontend is correctly formatted to match the company's date-time format, preventing errors and allowing automations to be created successfully.

Issue: When converting an accepted estimate to an invoice, the estimate status was not changing to "Invoiced" if any item or service in the estimate had been deleted from the Items/Services list.

Resolution: Fixed this issue by adding warnings when creating an invoice from an estimate if the estimate contains a deleted item or service. A notification will now inform users to update the estimate before proceeding.

Issue: Emails sent from the Dispatch Board were not being delivered to CC recipients, causing missed communications.

Resolution: Fixed this issue by ensuring CC emails are properly handled by the email service when sending email from the dispatch board, so all intended recipients now receive the emails as expected.

Enhancement: Improvements to Budgeted Hours in Quick Dispatch

What’s New?
We’ve improved Quick Dispatch by making it where you set your budgeted hours per line item instead of as a whole on the visit. This allows for budgeted hours to be accurately shown on line items when the visit is created.

How It Works:

• When creating a Quick Dispatch template, or creating a one time Quick Dispatch, you will be able to set the BH amount per line item.
• The budgeted hours per line item will be added up and displayed at the top.
• When the visits are created, the line items on that visit will reflect the entered BH when setting up the Quick Dispatch.

Bug Fixes

Issue: When receiving notifications for different actions in the software, the timestamps were not displaying in the correct timezone.

Resolution: Switched the notification timestamp conversion from to UTC to user timezone instead of CDT to user timezone.

Issue: The "Use Property Location for Tax Rate" setting was not populating correct tax rates in certain circumstances.

Resolution: Included the city name in the lookup call to create a more precise tax rate lookup.

Issue: The merge tag "Use Property Location for Tax Rate" did not pull the correct text when a visit is skipped.

Resolution: Pointed the correct database values to the merge tag to display the skip reason.

Issue: Opening the notification page did not default to showing todays date which forces the user to need to update the filter in order to see the most recent notifications.

Resolution: Updated the default view to show messages from the last 7 days, and enhanced the sorting order to show newest notifications at the top.

Issue: Sometimes visit schedules are not following the recurring dates given.

Resolution: Updated the time zone conversion on the back end to ensure visits are created on the correct time zone of the user.

Issue: Sometimes the Sequence Automation stop trigger would re-trigger the automation.

Resolution: Refactored our stop trigger handling to ensure that any associated jobs are removed from the automation queue immediately, and won't retrigger the automation.

Bug Fix

Issue: Employees with “view-only” permissions for customers and payments were still able to delete customers or payments, even without the proper permissions.

Resolution: Employees with “view-only” permissions for customers or payments can no longer delete them unless they have explicit delete permissions.

Bug Fixes

Issue: The "Show Custom Fields in Client Portal and PDF" feature was not working correctly with PDFs, preventing custom fields from being displayed.

Resolution: The issue has been fixed by ensuring the correct invoice ID is passed, resolving the error and allowing custom fields to appear properly in both the client portal and PDFs.

Issue: When adding a bank account, the action was not being recorded in the payment method history.

Resolution: Updated the connection process to ensure that adding/removing payment methods is accurately tracked.

Issue: The "/expired/changeCard" page did not provide an option to renew subscriptions, which resulted in users being forced to cancel their subscriptions.

Resolution: The "/expired/changeCard" page has been removed to eliminate redundancy, and the "/expired" page has been updated to take its place. This page includes a renewal option, ensuring users are not forced into cancellation.

Issue: The automation trigger for when a work request form was submitted was not working, preventing automated actions from happening as expected.

Resolution: The issue has been fixed, the automation trigger for both Sequence and Legacy automation now functions correctly when a new work request is submitted, ensuring automated actions run as intended.

Enhancements

Enhancement: Improvements to bulk text messaging

What’s New?
We’ve improved the bulk texting process by adding a visual progress bar, and made optimizations to how messages are batched when sending bulk texts. This allows for smoother processing, reduces backend load, and improves visibility into sending progress.

How It Works:

• The system first compiles the list of customers you are sending the text to.
• These customers are then divided into batches of 500.
• Messages are sent one batch at a time, ensuring better performance and tracking.
• A progress bar now clearly displays the sending status for each batch.

Enhancement: New Merge Tags Current Month & Current Year

What’s New?
We've added two new merge tags! Current Month and Current Year have been added to make your messaging more dynamic and personalized.

How It Works:

• automatically replaces with the current calendar month (e.g., "February").
• automatically replaces with the current calendar year (e.g., "2025").
• These tags can be used in messages, emails, and templates to keep content up to date without manual changes.

Enhancement: Confirmation Before Swapping Subscriptions

What’s New?
To prevent accidental charges, we’ve added a confirmation prompt before a payment is processed when swapping subscription plans. This ensures users have a chance to review their selection before being charged, and users must explicitly approve the change before the charge is processed.

Where This Applies:

• Pricing page when creating a Copilot account
• Subscription upgrade page
• Account expired page

Bug Fixes

Issue: Sequence Automation action for "Create and Assign To-Do" was not working when using Sequence Automation triggers "Customer Added a Credit Card" or "Customer Added Bank Account".

Resolution: Fixed the trigger detection so that Sequence Automation now correctly executes the action when these payment methods are added from the business end.

Issue: Copilot's 1% application processing fee for Solo and Starter tiers was not appearing on invoices, causing invoices to display an incorrect total processing fee.

Resolution: Updated invoices to ensure the 1% application fee is correctly included in the processing fee calculation and displayed on invoices moving forward.

Bug Fixes

Issue: When archiving an estimate, "estimate is sent" sequence automations are triggered.

Resolution: The system has been updated so that archiving an estimate no longer triggers "estimate is sent" sequence automations, ensuring automations fire at the correct and intended times.

Issue: Customer name was not updating in real time when trying to edit customer information while creating an estimate.

Resolution: The issue was fixed by ensuring the customer selection is properly updated in real time so the customer name remains consistent after saving, reducing confusion when updating customer info.

Issue: When editing customer information while creating an estimate, an error popup would appear behind the current popup, making it difficult to see or interact with.

Resolution: The error popup now displays correctly in front of other popups. This change was also implemented in other similar areas such as creating an invoice, editing and invoice, and editing an estimate.

Issue: The Calendar view displayed incorrect scheduled Budgeted Hours when using multi-day visits.

Resolution: The issue was caused by a faulty query, which led to duplicate rows and inflated Budgeted Hours counts. This was fixed by introducing a new query that correctly filters events without duplication, ensuring accurate Budgeted Hours on the schedule.

Issue: When editing an invoice, the Invoice Terms would automatically reset to the default Terms instead of keeping the custom terms entered by the user.

Resolution: Now, both the Terms and the Notes fields will only be auto-filled when creating a new invoice or estimate, and they will remain unchanged when editing in order to prevent data loss and extra work for users. This change was also implemented in other similar areas such as creating an invoice, creating an estimate, and editing an estimate.

Issue: Budgeted Hours scheduled were not displaying correctly for calendar sections that span multiple years.

Resolution: Budgeted Hours will now display correctly when viewing any calendar section that includes dates from two different years.

Issue: The "Account Standing" setting in Preferences was incorrectly affecting customer profiles by applying an unnecessary date filter to outstanding and paid balances.

Resolution: Removed the condition that applied this date filter to customer profiles, ensuring that customer outstanding and paid balances are now displayed correctly.

Issue: Some users were unable to access customer profiles due to a fatal error caused by a missing Stripe record for specific customers.

Resolution: Implemented a self-healing mechanism that automatically removes invalid Stripe references when a missing record error occurs, ensuring continued access to customer profiles.

Issue: Closing and reopening a visit caused duplicate item/service line items to appear on the invoice.

Resolution: The issue was fixed by adding a reference to the visit record in the invoice line items, ensuring the system correctly identifies and removes items related to reopened visits.

Bug Fixes

Issue:
Sending an email would sometimes result in the "Reply-To" address being incorrectly set to a "noreply" address instead of the company's email address.

Resolution:
The logic used to determine the "Reply-To" email address was incorrect and has been fixed to ensure it now defaults to the correct company email address.

Issue:
The "Tax %" column was not visible when customers viewed invoices in the client portal.

Resolution:
The invoice page has been updated to display the "Tax %" column correctly, and the "Total" column was adjusted to include tax amounts, ensuring accurate and easy to understand invoice details for customers.

Issue:
After deleting the main photo for a property, the system would show an error image instead of reverting to the default property icon.

Resolution:
Now, when the main photo is deleted, the system automatically resets it to the default property icon.

Issue:
When editing an estimate, any custom values entered for specific Rate Matrix fields (Qty, Cost, Visit Total, Tax) were being overwritten by the "Calc" field rules.

Resolution:
The system now checks if users have modified these fields before applying the "Calc" field value to the matrix, ensuring that custom values are retained instead of being reset.

Bug Fixes

Issue: The Invoice Due Date merge tag was incorrectly showing a date 1 month in the future for invoices that did not include a late fee.

• Resolution: The Invoice Due Date merge tag will now remain blank if no late fee is set.

Issue: Users were unable to edit links in the wiki because the modal for editing was not accessible when created through HTML.

• Resolution: The issue has been fixed by removing a specific attribute in modals created via HTML and adding a global JavaScript event to handle the same issue for modals initiated through JavaScript.

Issue: Line item totals on invoices were calculated incorrectly when generated from level billing, causing inaccurate totals to appear.

• Resolution: Found an issue with how the Tax column was effecting the calculations for individual invoice line items. Updated calculations, ensuring accurate totals are now displayed.

Issue: Employees were being automatically clocked out at midnight, even though the "Auto Clock Out at Midnight" setting was not enabled for their company.

• Resolution: The system has been updated to include validation steps that check if the "Auto Clock Out at Midnight" setting is turned on for the company, and ensures employees are only logged out if they exceed 7 consecutive days of time tracking.

Issue: Level billing invoices not generating when a line item associated with the level billing contract is deleted, causing billing interruptions.

• Resolution: A fix was implemented to automatically recreate the item/service as it is shown on the Level Billing agreement, ensuring invoices are generated correctly.

Issue: The "Get Live Weather Data" button was not retrieving any weather metrics when creating a new Chemical Application.

• Resolution: Updated the system to use the correct API key and reworked the data processing code to ensure compatibility with recent OpenWeather API changes, restoring functionality.

Issue: Clicking the "Statement" button sometimes caused duplicate invoices to be created.

• Resolution: Added system guardrails to ensure that using this option does not generate duplicate invoices

Issue: When adding rate matrix line items to estimates, the tax percentage was not showing up as expected.

• Resolution: Tax percentages are now correctly displayed for rate matrix line items, and the tax field remains visible even when the calculation value changes.

Issue: The "Edit" button was incorrectly displayed for PDF files uploaded to the "Photos/Documents" section, even though editing is only supported for image files.

• Resolution: The "Edit" button now only appears for JPEG (JPG), GIF, and PNG files, while the "Main Picture" button is also limited to these file types. PDF files no longer have these options, as they are not supported for PDFs.

Issue: Files between 8MB and 15MB were failing to upload to Estimates, Invoices, Properties, and other areas because of limit differences between the front end code and back end code.

• Resolution: The backend file upload limits have been updated to match the frontend limit of 15MB across all areas, ensuring files upload successfully without errors.

Issue: When users sent estimates using the "copy link" feature, the "Estimate is sent" automation trigger was not activated as expected.

• Resolution: Added logic to ensure the "Estimate is sent" automation trigger works when estimates are shared via "copy link."

Issue: Meta Data Error occurs when trying to make a card payment for customer credit from the customer portal.

• Resolution: Refined what data is being passed to Stripe to ensure the error no longer occurs, and no redundant data is passed.

Issue: The navigation side menu would flash when moving between pages, causing distractions for users.

• Resolution: The side menu's behavior has been updated to consistently remember its collapsed or expanded state, providing a smoother experience when switching pages.

Issue: The Internal Subscription Upgrade Page was outdated and did not match the information and options available on the public copilotcrm.com website.

• Resolution: All Upgrade Pages has been updated to ensure they fully reflects the current subscription details and options available publicly on copilotcrm.com.

Issue: The "Mark as Dropped Off at Property" option was not working for estimates, preventing users from updating the status accurately.

• Resolution: Made the "Dropped Off at Property" status fully functional and added it to all relevant pages for better visibility.

Issue: Records with the "General Work" type were not appearing on the map in the Time Tracking page, even when location services were enabled for the device in use.

• Resolution: The update ensures that "General Work" type records are now displayed on the Time Tracking map if users have enabled location services on their mobile device.

Bug Fixes

• QuickBooks Sync Error: Fixed an issue where syncing with QuickBooks failed because the system expected an invoice number, but text was provided instead.
• Photo/Attachment UI Fixes: Resolved several issues in the photo and attachment management interface to improve usability.
• Visit Dates Changing on Invoices: Fixed a bug where the dates of previously created visits were being changed when generating invoices.
• Expense Assignment Label Fix: Updated the assignment option for expenses to display as “Trucks / Equipment” instead of just “equipment” for consistency across the software.
• Broken Links in Text Messages: Resolved an issue where links sent to customers via text messages were showing as code instead of clickable links on the business side.
• Legacy Automation Sending Emails Incorrectly: Fixed an issue where legacy automation incorrectly sent emails to customers even when the "Payment Made on Account" condition was not met.
• Unable to Delete PDFs: Addressed an issue preventing users from deleting uploaded PDF files on a customer's property page.
• Notification Date and Time Confusion: Fixed incorrect date and time formats in the notifications page to ensure users understand when notifications are received.
• Missing Tax Column on Level Billing Invoices: Fixed an issue where invoices created from a level billing agreement did not include the tax column.
• Incorrect Event Time Display: Fixed an issue where the Event Scheduled Time merge tag incorrectly showed "12:00 am" when no time was set for the event.

Enhancements

• Custom Fields: Previously created custom fields can now be reused across invoices, estimates, properties, and more, preventing accidental duplication.
• File Uploads: Increased the file size limit for uploads across the platform to 15 MB, replacing the inconsistent 2 MB limit in some areas.

Bug Fixes

• Resolved the “Failed to Parse Time String” error that appeared when viewing paid invoices with the DD/MM/YY date format selected in settings.
• Corrected an issue where payment timestamps displayed incorrectly due to the system not applying the selected time zone in settings.
• Fixed an error message when uploading large images; the system now correctly displays “File is too large” instead of “File not supported.”
• Addressed a bug where Level Billing Agreements set to automatically create invoices were generating two blank invoices and invoices with duplicate numbers.
• Fixed the Sequence Automation Trigger Condition: “Visit is Skipped,” which now properly triggers automation when a scheduled visit is marked as skipped.
• Resolved the issue where the “Card was Declined” Sequence Automation Trigger failed to activate when a card payment attempt was declined.
• Fixed a bug causing emojis in emails to appear as question marks when received by customers.
• Corrected an issue where the “Before a Visit” automation did not trigger for events rescheduled to the next day, ensuring proper communication in these scenarios.