Collaborati 5.2 Release Notes

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This page details the list of enhancements/improvements and Known Issues in the Collaborati 5.2 Release.

Enhancements/Improvements

Enhancement: New Invoice Fields in Collaborati
Description: Seven new international invoicing fields have been added to the Collaborati invoice creation page:

Pro-Forma Invoice?
Tax Authority Invoice?
Tax Jurisdiction
Tax Locality
Tax Authority Ref. ID
Alternative Invoice ID
Tax Authority Invoice Date

These fields are editable during the Header step 1 of manual invoice creation and are displayed when the invoice currency or Vendor (Office) currency is not USD. They are also visible and editable for non-USD invoices in Ready to Review or Ready to Submit status, including those uploaded via PDF.
If the Support LEDES International fields for invoice creation setting is enabled, additional fields (Tax ID, PO No., Account Type, Invoice Currency) will appear after these seven fields.
Tracking Code: COLL-28821, COLL-28819

Enhancement: Updated Collaborati Invoice UI to Include Tax Authority Fields
Description: The Preview & Submit step for manual PDF, and LEDES invoice uploads has been enhanced to display a new Tax Authority section. This section includes seven read-only fields:

Tax Authority Invoice?
Pro-Forma Invoice?
Tax Jurisdiction
Tax Locality
Tax Authority Ref ID
Alternative Invoice ID
Tax Authority Invoice Date
These fields are displayed when either the Invoice Currency or Vendor (Office) Currency is not USD, and hidden when both currencies are USD.

This enhancement also applies to invoice records in the following statuses: Approved, Rejected, Pending Client Submission, and Pending Client Retrieval.
Tracking Code: COLL-28822

Enhancement: LEDES XML 2.0 Mapping with new Tax Authority fields.
Description:

The taxing_jurisdiction field in the LEDES file's Tax segment is now mapped to the "Tax Jurisdiction" field in Collaborati. If there are multiple tax segments, the first value is used.
The tax_authority_ref field in the Invoice segment is mapped to the "Tax Authority Ref. ID" field in Collaborati.
Missing segments or values within the LEDES file will be ignored during the mapping process. Text exceeding 255 characters will not allow uploading and no error message will be displayed and this exceeds LEDES standard on text length.

Tracking Code: COLL-28824

Enhancement: LEDES XML 2.1 Mapping with new Tax Authority fields.
Description:

The taxing_jurisdiction_country field in the LEDES file's Tax segment is now mapped to the "Tax Jurisdiction" field in Collaborati. If multiple tax segments exist, the value from the first segment is used.
The taxing_jurisdiction_locality field in the Tax segment is mapped to the "Tax Locality" field in Collaborati. If multiple tax segments exist, the value from the first segment is used.
The tax_authority_ref field in the Invoice segment is mapped to the "Tax Authority Ref. ID" field in Collaborati.
Missing segments or values within the LEDES file will be ignored during the mapping process. Text exceeding 255 characters will not allow uploading and no error message will be displayed and this exceeds LEDES standard on text length.

Tracking Code: COLL-28825

Enhancement: Email notification to Collaborati users about sync status of attachments or Tax authority fields.
Description: Collaborati users now receive email notifications about the sync status of attachments or Tax Authority fields for invoices in Approved or Pending Client Approval status. When updates are made to already submitted invoices, a sync flag is triggered. Upon successful sync, a Sync Success Email is sent to the users who made the updates. If syncing fails, a Sync not Successful Email is sent. Emails are sent based on specific rules considering modified by, submitted by, and created by users, ensuring only Collaborati users receive notifications and avoiding duplicate emails.
Tracking Code: COLL-29007

Enhancement: Attachment Addition on Approved/Pending Invoices on Track Invoices page.
Description: Users can now add attachments to invoices from the Track Invoices page, even if the invoices are in "Pending Client Approval" or "Approved" status. This functionality extends to invoices created manually or uploaded via LEDES or PDF files. The add attachment icon is also available for invoices in "Ready to Submit" or "Pending File Submission" status.Attachments cannot be added to invoices with the following statuses: "Rejected," "Appealed," "Error," "Paid," or "Waiting for Client to Accept." All existing validations for file type, name, and size remain in effect. Once uploaded, attachments cannot be deleted.
Tracking Code: COLL-28827

Enhancement: Add Attachments on Invoice Record Page for Approved/Pending Invoices.
Description: Users can now add attachments to invoices in Pending Client Approval and Approved status directly from the invoice record page. This applies to manually created invoices and those uploaded via LEDES or PDF.

Sync flag is raised upon attachment to indicate syncing.
Edit Attachment is available, as with Ready to Submit and Pending File Submission statuses.
Deleting attachments is not allowed for Pending Client Approval or Approved invoices.
In the Attach Files pop-up, after selecting and attaching files, the trashcan icon for deletion is not available for Pending Client Approval or Approved invoices.
No limit on attachments for Pending Client Approval for Approved, attachments must be added within 90 days.
Attachments are not allowed for statuses: Rejected, Appealed, Error, Paid, or Waiting for Client to Accept.
Standard file type validation and 20 MB size limit apply. Synced attachments cannot be deleted.

Tracking Code: COLL-28828

Enhancement: Update Tax Authority Fields on Approved/Pending Invoices
Description: This enhancement allows users to edit Tax Authority fields on invoices in the Pending Client Approval or Approved status. The feature is available for manually created invoices or those uploaded via LEDES or PDF. Users can access the "Edit Tax Authority Invoice Fields" action link, which opens a pop-up with editable fields. Previously populated fields are read-only. The update for a particular can be submitted only once, and a new sync flag is raised upon submission. If all fields are populated, the action link will no longer appear. Even if the sync update fails, users cannot submit another update.
Tracking Code: COLL-28831

Enhancement: Improved PDF Invoice Search and Reporting for M-Admin PDF Invoice Reviewer
Description:The PDF Invoice Reviewer functionality for M-Support users has been enhanced with the following updates:

A new filter defaults to "QA PDF Invoice Review" and resets upon logout. Users can modify or clear the filter to view invoices in any status uploaded via the PDF upload option.
A new checkbox, "Display Invoices with Extraction Issues," allows users to view only invoices with extraction issues when enabled.
Resolved an issue where the "Invoice Total" field showed "0" in exports for invoices with valid totals.
Users can now access and view all invoices across different statuses, download associated PDF attachments, and edit invoice headers or line items only when the Invoice Status is "QA PDF Invoice Review." For all other statuses, fields remain read-only.

Tracking Code: COLL-29465

Enhancement: Export Office Status on Client profiles for Support Admins.
Description: A new "Export Client/Office Status for Client" link has been added to the top of the Client Profile page for M-Admin and M-Support users. This link allows these users to export an Excel file containing all offices associated with the client, regardless of their setup status.

File Name Format: (Client Name) - Setup Status for Offices mm_dd_yyyy (Special characters in the Client Name will be excluded or replaced with a space.)
Column Headers (in order): Office, Firm, City, State/Province, Country (Code), and Client/Office Status.

Note: Firm Admin users can access the Client Profile page but will not see this export option.
Tracking Code: COLL-28184

Enhancement: Appeal Invoice Number Format (Ideas Portal)
Description: The system has been updated to no longer include parentheses in the Appeal Invoice Number field. Previously, appeal invoices were automatically appended with a suffix in parentheses, e.g., Appeal(1). This has been changed to A1 to ensure consistency and clarity. For example, an invoice number that was previously 13009 Appeal(1) will now be 13009 A1.
Tracking Code: COLL-28768, COLL-29178

Enhancement: Aries UI Update for PDF Invoice Upload.
Description: The PDF Invoice title page and the Upload icon have been updated with Mitratech Aries branding, including the logo.
Tracking Code: COLL-29181

Enhancement: Remove the Global Rule that Hides Images Within Buttons.
Description: Previously, a global CSS rule was implemented to hide all images within `rButton` tables, including icons used in buttons. To enable support for images inside buttons, this global rule has been removed. This update ensures that images are now displayed within buttons and addresses the removal of any unnecessary images.
Tracking Code: COLL-29400

Enhancement: New Timekeeper Assignment Validation.
Description: When a firm admin assigns a timekeeper to a client (from any of the timekeeper wizards), a new validation has been added. This validation checks if there is another timekeeper already assigned to that client via the same office and has the same email and timekeeper ID. If the validation fails, Collaborati throws an error: Duplicate timekeeper already assigned to client.
Tracking Code: COLL-28034

Enhancement: Duplicate Timekeeper Prevention in Client Office Setup Wizard.
Description: The system has been updated to prevent users from assigning and submitting duplicate timekeepers with the same email and timekeeper ID to the same office and client.

If duplicate timekeepers are selected, a UI error message will be displayed: Please remove duplicate Timekeeper selections before proceeding {display all selected duplicate timekeepers first/last name}.
If duplicate timekeepers are uploaded, an error message will be shown in the data table under the status column: Error: Timekeeper profile already exists for same Email and Timekeeper ID for the selected office: Use Update Timekeeper data only option.

Tracking Code: COLL-29458

Enhancement: Improved Error Messages for Invalid Client IDs in LEDES Files.
Description: This enhancement improves the error messages when uploading LEDES files in Collaborati. If the CLIENT ID is incorrect but matches another existing client, the error message will now include the Client Name corresponding to the Client ID. If the Client ID does not exist, the error message will explicitly state that the Client ID is invalid as below:

For invalid client IDs, the error message will remain the same:
- CLIENT_ID '1234' is invalid. Client ID must match the ID stored in Collaborati.
If the Client ID exists but does not match the expected client, the system will display the following errors:
- TIMEKEEPER_ID '622170' is invalid for . Timekeeper must exist in Collaborati.
- CLIENTMATTERID 'DISP-006329' is invalid for . ID must be client authorized.

The error messages will appear in a similar format as the existing error list to ensure consistency.
Tracking Code: COLL-28729

Enhancement: Improved Timekeeper Submission Logic for Clients and Offices.
Description: Collaborati now provides more precise control over how timekeepers are submitted to clients and vendors when updates are made via the Timekeeper Profile page. Specifically:

When a new client is selected on a timekeeper's profile:
- No changes will be made to existing client-office submissions.
- No validations (e.g., rate requirements) or warning messages will be triggered for already associated clients.
- Validations will only run for the newly selected or deselected clients.
When a new office is selected on a timekeeper’s profile:
- No changes will occur to client submissions for previously associated offices.
- No validations or warning messages will be triggered for these existing office associations.
- Validations will apply only to newly selected or deselected offices.

This enhancement ensures that timekeeper-client associations remain limited to intended offices, preventing unintended submissions and validation errors across multiple offices.
Tracking Code: COLL-29180

Fixed Issues:

Issue: The status of the Client/Office was stuck at "Pending Client Setup," and Timekeepers were awaiting authorization.
Tracking Code: COLL-15608

Issue: Unauthorized codes in TeamConnect were difficult to identify.
Tracking Code: COLL-16258

Issue: The auto-creation of timekeeper contact was not working when an unauthorized timekeeper (TK) was submitted for authorization via the TK+Rates upload process.
Tracking Code: COLL-29730