Smart Actions Release Notes
Release R3.44.0 (14/11/2025)
- NEW: Major Feature - Smart Actions User Interface can now quickly View and Download Application Server log files directly in the OpenPages User Interface
- NEW: New Smart Action : Run Calculations, run a specific OpenPages Calculation on all or specified objects
- NEW: New Smart Action : Create Folder, providing capability to create folders
- NEW: New Smart Action : Delete Folder, providing capability to delete folders
- REV: Improve Run Schedule Smart Action to better handles cases where MORE than 4 schedules are executed in parallel and OpenPages then queues them.
- REV: Improve Smart Actions User Interface to show the Job configuration parameters of a Smart Action Schedule in a new Job Parameters section of the UI
- REV: Improve Smart Action Terminate Sessions to allow the session termination of specific specified users instead of the default of force logging out all users
- REV: Improve Smart Action Disassociate Records, add ability to ignore errors if records are not already associated - mirrors existing capability in Associate Records
- REV: Improve Smart Action Unlock Record to add capability to optionally unlock the whole tree of child records
- REV: Improve Smart Action Move Record to add capability to optionally specify a conflict resolution method when records already exist at the move destination
- REV: Improve Smart Action Copy Record to add capability to optionally specify a conflict resolution method when records already exist at the copy destination
- REV: Improve Smart Show Message to better format the error message shown to the end-user when used in a Workflow
- REV: Improved error / debug logging messages for many Smart Actions
- FIX: An invalid Licence key error message is unclear for some varieties of invalid Licence Keys
Release R3.40.0 (30/04/2025)
- NEW: Major Feature - New Smart Actions User Interface introduced in this release allowing enhanced organisation and control of Smart Actions scheduled jobs
- NEW: Smart Action commands in an XLSX spreadsheet can now specify the tab name allowing one master spreadsheet to cover multiple business use-cases
- NEW: New Smart Action : Update Application Text, providing capability to update locale specific application text strings directly from Smart Action commands
- NEW: New Smart Action : Save Id, providing capability to save the record id of a newly created record for use (using [$SMARTACTION_SAVEID$] in later Smart Action commands - this Smart Action is FREE to all clients
- NEW: New Smart Action : Collect Logs, providing capability to collect the Application/Database Logs on a scheduled basis
- NEW: New Smart Action : Cancel Checkout, providing capability to remove the checked out status of a GRC record. E.g. for a SOXDocument prior to archiving/deleting
- REV: Smart Action Show Message now defaults to a FAILED status rather than SUCCESS, simplifying the most common use-case of generating Workflow Validation Errors
- REV: Improved Smart Actions Logging by having Log Level changes take effect immediately and no longer requiring an Application Server restart
- REV: Improved DEBUG level logging messages for many Smart Actions
- FIX: Smart Action Run Schedule was reporting failure (even though it was successful) on some slow systems due to a timing issue. Previously fixed in V1.23.0 but new failure mode identified
- FIX: Record ID parameters to Smart Actions Commands read from XLSX Smart Actions spreadsheets fail when the simple number format for a record ID is used
- FIX: Using Update Record Smart Action to blank out Date, Integer, Decimal & Currency field types using [@BLANK@] or [$BLANK$] fails
- FIX: Date fields in emails generated by the Email User Smart Action are in 'YYYY-MM-DD HH:MM:SS' format instead of just 'YYYY-MM-DD' format
Release R2.37.0 (31/10/2024)
- NEW: New Smart Action : Allow Sessions, providing capability to enable/disable normal user logins. Also capable of allowing logins by select users.
- NEW: New Smart Action : Terminate Sessions, providing capability to force logout any or all active user sessions (will never force logout of OPSystem account or users in OPAdministrators group).
- NEW: New Smart Action : Generate Framework, providing capability to regenerate all or selected frameworks. Includes ability to set the framework datasource to a different Cognos Connection.
- NEW: New Smart Action : Execute SQL, providing capability to execute any SQL statement against the OpenPages or an external database.
- NEW: New Smart Action : Classify Watson, providing capability to classify one or more OpenPages Object fields using a Watson NLU AI Model.
- NEW: New Smart Action : Train Watson, providing capability to initiate training of a new Watson NLU AI Model directly from within OpenPages - no more need to use Python scripts.
- NEW: New Smart Action : Delete Watson, providing capability to delete a Watson NLU Model.
- NEW: Smart Action commands in an XLSX spreadsheet uploaded to OpenPages can now be executed allowing scripting of bulk operations such as Business Entity reorgs.
- REV: Scheduler Launcher can now be configured to execute a single Smart Action Command (like the Workflow Launcher), removing the need to write a Cognos Report in simple configuration use-cases.
- REV: Smart Action Copy Record has an additional parameter to control the Auto Naming of child records of the record being copied.
- REV: Further expand ways of specifying record IDs, now Smart Actions will identify an ID, Name, Relative Path or Full Path automatically meaning you no longer need the NAME, RELPATH, FULLPATH specifiers.
- REV: Revised Workflow launcher so built-in Workflow Operations and Smart Action Operations can coexist when mixed as operations on the same Workflow Action.
- FIX: Run Schedule Smart Action can return a failure even when the schedule that was run succeeded if the sub-schedule had previously failed.
Release R2.30.0 (31/05/2024)
- NEW: New Smart Action : Admin Mode, providing capability to change the Admin Mode of the system to Yes/No
- NEW: New Smart Action : Update Setting, providing capability to change an application setting value via a Smart Action
- NEW: New Smart Action : Refresh Workflow, providing capability to refresh a running workflow, updating the Due Date, Assignees, Subscribers & Criticality and for OpenPages V9.0.0.1 onwards update the object to the latest published Workflow version
- NEW: New Smart Action : Anonymize User, providing capability to anonymize the details of an OpenPages User Account
- NEW: New Smart Action : Wait Schedule, providing capability to wait for the completion of a schedule that was previously started using Run Schedule and the new NOWAIT option
- NEW: Custom Smart Actions can be implemented by clients and used seamlessly with the built-in Smart Actions - see Developers Guide for details
- NEW: New Settings entries allow the location of the Smart Actions Admin Username/Password to be relocated for clients that already have suitable entries and don't want to duplicate them.
- REV: The Attach Report Smart Action can now handle Microsoft Excel XLSX format files as an output type from Cognos
- REV: The Run Schedule Smart Action can now specify NOWAIT in the scheduleMaxTime parameter to run the schedule and not wait for it to finish before moving on to process the next Smart Action
- REV: Special value[@NOW@] or [$NOW$] can now be used in any Smart Action where a field value is being set - format is always yyyy-MM-dd HH:mm:ss except for setting Date fields where only the date is set.
- REV: Revised date format of the existing [$NOW$] handling in the Attach Report Smart Action to be yyyy-MM-dd HH:mm:ss format instead of yyyy.MM.dd HH:mm:ss format for consistency
- REV: When specifying an Objects Record ID in any Smart Action, the Primary Parent of a record can be specified using PRIMARY modifier e.g. PRIMARY ID:101 would specify the Primary Parent of Resource 101.
- FIX: An invalid Licence key is generating message 'ERROR : Failed to set the report parameters (is the report name correct?)'. This message is incorrect and confusing.
Release R2.25.0 (29/02/2024)
- NEW: New Launcher for Smart Actions : Workflows - providing capability to execute Smart Actions from a Workflow. Supports either a Single Smart Action or a Cognos Report returning many Smart Actions
- NEW: New Smart Action : Create User, providing capability to create new OpenPages user accounts including provisioning with Profiles/Groups/Role Assignments
- NEW: New Smart Action : Terminate Workflow, providing capability to terminate a running workflow on a GRC record
- NEW: Expand ways of specifying record IDs. As well as just the ID of a GRC Object, can now specify using a Full Path, Relative Path or just an Object Name
- REV: Move Record Smart Action returns a more friendly error message if attempting to move a record to its existing parent record
- REV: The new Workflow Launcher requires the special values [$BLANK$] and [$SMARTACTION_ID$] to also be specifiable as [@BLANK@] and [@SMARTACTION_ID@]
- REV: Smart Action Update User can now amend a user’s Password, Locale, Groups, Roles & Profiles
- FIX: Passing prompt values to Cognos Reports from schedule/workflow fixed for scenarios where the prompt is optional and no value is provided in schedule/workflow
- FIX: Minor tidy up of error messages to ensure consistent formatting.
Release R1.23.0 (31/10/2023)
- NEW: New Smart Action: Show Message, providing capability for a report to return a message and optionally stop the schedule - can be used for data quality validation smart schedules.
- NEW: Capability to run multiple Cognos Reports from one Smart Action Schedule with each running consecutively and stopping if there is an error.
- NEW: Capability for failed Smart Action schedule to email a support contact for investigation and/or for a successful schedule to email support contact
- REV: Smart Action Create Record can now handle the OpenPages V9 Title field utilising the previously reserved Unused Parameter (param 4)
- REV: Smart Action Create Record can create non-autonamed records using a new "name" parameter
- REV: Smart Action Associate Records has a new optional parameter to ignore any associations failure such as when the records are already associated together.
- REV: Improved logging of how many Smart Actions commands have been / are still left to be executed
- REV: Improved logging when >10,000 Smart Action commands are to be executed. Switches to summary mode instead of logging individual command outputs
- REV: Improved overall job percent complete tracking, schedule information percent complete should now be accurate
- FIX: Updating an invalid field name was showing as successful instead of generating an error in Smart Actions: Create Record, Update Record, Attach Report
- FIX: Updating an Enumeration field with [$BLANK$] was being ignored instead of clearing out the field.
- FIX: Updating an Enumeration field with an invalid value was showing as success but making no changes, instead of generating an error
- FIX: Smart Action Run Schedule
Release R1.22.0 (31/09/2023)
- NEW: New Smart Action: Run Schedule, providing capability to execute multiple OpenPages schedules consecutively (I018)
- NEW: New Smart Action: Update User, providing capability to amend a User Records Email Address & Description fields
- NEW: Capability to reference a newly created record in a subsequent Smart Action command in the same report using the tag [$SMARTACTION_ID$] in the parameters
- REV: Smart Actions Update Record & Create Record now allow updating of System Fields:Location to refolder a record (I024)
- FIX: Setting fields to blank values was being ignored, this can now be achieved by specifying the value [$BLANK$]
- FIX: Setting Date fields in Update Record, Create Record, Attach Repot Smart Actions not working correctly with date value column passed in from Cognos Report
- FIX: Associate Records and Disassociate Records Smart Actions showed incorrect child record details in the scheduler log output
- FIX: Added a short 10s delay after running the Run Schedule Smart Action to allow data changes to be flushed to disk before the next Schedule report is run
Release R1.20.1 (18/09/2023)
- REV: Email User Smart Action has improved currency field value formatting
- REV: Improve clarity in Schedule Logs when Override Email parameter is being used
- REV: Reordered parameters in User Email Smart Action for easier use in some use-cases
- REV: Added new unused placeholder parameter in the Create Record Smart Action - will prevent breaking changes in later versions
- FIX: Incorrect error message when ReportName parameter not found
- FIX: User Email Smart Action fails when last 3 optional parameters are missing
Release R1.20.0 (14/09/2023)
Initial commercial Release - comprising the following Smart Actions
- Associate Records - Associates two records (parent, child)
- Disassociate Records - Disassociates two records (parent, child)
- Create Record - Creates a new record
- Update Record - Updates values of any fields on a record (up to 4 field values per Smart Action)
- Delete Record - Deletes a record
- Hard Delete Record - Hard Deletes a record – removing all trace from the system (can also hard delete records already soft-deleted in the UI)
- Anonymize Record - Anonymizes specified fields on a record (can be used to anonymize any data in the system with a suitable controlling report)
- Move Record - Move a record to a new primary parent (optionally move specified primary child types)
- Copy Record - Copy a record to a new primary parent (optionally copy specified primary child types)
- Lock Record - Locks a Record (direct lock is applied)
- Unlock Record - Unlocks a Record (direct lock is removed – inherited locks may remain)
- Enable User - Enable a User account
- Disable User - Disable a User account
- Lock User - Lock a User account
- Unlock User - Unlock a User account
- Attach Report - Execute a Cognos Report and attaches the output to a record (PDF, CSV, HTML supported)
- Start Workflow - Start a Workflow on a record
- Workflow Action - Perform a workflow Action on a record
- Email User - Email a user with custom Subject & Body text including content from one or more GRC records
- Add FXRates - Add FX Rates to the system
For more information, download the Smart Actions Data Sheet using the right hand side links.