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  4. 25.09.02 (26/08/25 - 22/09/25)

Release Notes - 25.09.02 (September 25)

Release: This release consists of the development undertaken under the sprints: 25.09.01, 25.09.02.

Key Features: Integrate with Outlook Address Book, Add to List from Lists area, Trend Report, Minor UI Updates, Bug Fixes & more...

Upgrade Date: 05/10/25

 



Enhancements

EMAIL - Integration with Outlook Address Book

We’re happy to announce that the Colleague Email form can now be integrated with your Outlook Address Book.

What this means for you:

  • When typing an email address into the 'To', 'Cc' & 'Bcc' fields, any matching email addresses from the address book will be listed in an autofill dropdown.

How do I enable this:

  • This integration will be based on a Microsoft 365 Admin permission, which your MS365 Administrator will need to authorise to grant Colleague access to your Address Book.
  • If the administration of your 365 tenant is being managed by Colleague Software, we will take of this for you.
  • If you are using a third party to manage your 365 tenant, please arrange for your 365 administrator to contact the Colleague Support Team, and we will send the necessary link to authorise the permission.
  • Once enabled, the address book will be sync'd with the User, in the background during the Colleague login process.

 

LISTS - 'Add to List' option added to Lists Area

Within the Lists area you will now be able to look up and add records to one or multiple lists.

What this means for you:

  • When in Lists, there will be a new option in the toolbar called 'Add to List'
  • When a User selects the 'Add to List' option, it will launch a Quick Search partial view to lookup a record
  • Select the record and you will be able to select the lists you want the record added against (it will automatically tick the List you are currently on)

How do I enable this:

  • This feature will be enabled as standard

 

OFFER - Undo Offer Record (similar to Undo Placement)

There is now an 'Undo Offer' option available on the Offer record.

What this means for you:

  • In the event of an Offer record being created in error, there will now be workflow to undo the Offer, as opposed to having to reject it.
  • Simliar to the 'Undo Placement' workflow, when in the Offer record, select the 'View More' menu and click on 'Undo Offer'. You will be given a mandatory 'Reason' field to fill in. You can then press 'OK' to undo the Offer.
  • This will create a history against the Offer tracking that it has been deleted.
  • Same as with the Undo Placement workflow, a Deleted Offer record is not physically deleted from the database, it is merely hidden from view and will not be searchable or tracked via dashboards or reports.

How do I enable this:

  • This feature will be enabled as standard

 

SPEC CV - 'Attach Spec CV' Added to the Email Form (Contact Scope)

When sending an email to a Contact (or group of Contacts), there will now be an option to 'Attach Spec CV' from within the email form. This is a more intuitive process rather than having to send Spec CVs via its own a separate workflow.

What this means for you:

  • This is an update which affects you when in a Contact record, Contact Search result or list of Contacts. 
  • When sending an email, on the email form under the 'Attachments' sub menu, you will find 'Attach Spec CV'.
  • This will launch a candidate lookup for you to find and select your Candidate (or multiple Candidates).
  • When sending the email, the background process will understand that you are sending Spec CVs and add entries to the Spec CVs Sent table as well as the associated History log.
  • This simplifies Spec CV sending, as Users will not have to run a separate Spec CV workflow when sending out CVs.
  • The old 'Spec CV to Contact' workflow will still work as it did previously as well.

 

How do I enable this:

  • This feature will be enabled as standard

 

REPORT - Trend Report

There will now be a new 'Trend Report' available within the Reports area for charting historical User performance in selected Activities.

What this means for you:

  • Within the Reports area, there will be a new report called the 'Trend Report'
  • When selected this will load the Parameters of the Report
  • Select the Team / Users you wish to run the report against
  • Select the Activities you wish to report on
  • Choose the Time Period you wish to run the report against (6 months, 12 months). Please note: the longer the time period, the longer the report will take to complete
  • Choose the 'Default Activity' which will load when the report completes
  • Tick the 'Save as Default' tickbox, if you want the criteria to be remembered for the next time

Press Update to run the report. Once the report is complete:

  • You will be able to adjust the filters of the line chart based on Type, Activity and Value (Activity Count or Monetary Value)
  • The initial Line Chart will load based on 'All Users'. Select the User names beneath the Chart to see their line in the chart.
  • Use the report to compare User performances over the choosen period.
  • Beneath the line chart, you will a summary table containing the numbers.
  • Click on the numbers in the Summary table to drilldown to the data.

How do I enable this:

  • Within Admin > Reports Maintenance
  • Select your User Group
  • Under the 'Available Reports' list, select 'Trend Report' and press 'Add' to include this report in your list of Reports.

 

EMAIL - Background Service Update to Support Multiple Tenants (per client)

The email processing element of our background service has been updated to support the multiple tenant management.

What this means for you:

  • This is relevant if you have more than one 365 tenant working across multiple domains (i.e. colleaguesoftware.com, colleague7.com) with multiple 365/email accounts
  • Users will be able to bulk send from any of these 365 tenants and the emails will be logged in Colleague as expected.

How do I enable this:

  • Please contact the Colleague Support Team to ensure we have the appropriate tenant authentication across the necessary domains.

 

 

Minor UI Tweaks

Setting For 'Show/Hide Contact History' Yes/No

When on a Company record, on the History tab, the default option to include the Contact's History will now be set via a Global Setting:

Global Setting > Company > Default setting for the Show or Hide Contact History option on History Table.

 

Setting For 'Show/Hide Contact/Candidate History' Yes/No

When a Candidate is linked with a Contact record (and vica versa), on the History tab, the default option to include the Candidate/Contact History will now be set via a Global Setting:

Global Setting > Contact > Default setting for the Show or Hide History option when a Candidate and Contact are linked.

 

CV Parser - Option to Rename Original Document Description

Previously when registering a Candidate via the CV Parser, the document description would be hardcoded to 'CV'.

There is now a Global Setting, which will give an admin the below description options:

  • Keep Original Name
  • Candidate ID
  • Candidate Name
  • Candidate Name & Id

If no option is select, it will default to 'CV' as before.

The Global Setting is under the 'Integrations' section and is called: 

Rename document description when the Candidate is registered via CV Parser

 

Portals - Global Setting to hide the 'Placements' tab on the Candidate Portal

There is now a Global Setting which sets whether the 'Placements' tab is visible on the Candidate Portal.

Within Global Settings, under the 'Portal', you will find this additional setting:

Global Setting > Portal > Show Placements tab on Candidate Portal (Yes/No)

 

 

Bug Fixes

User ID Check When Entering Custom User ID

When creating new Users, if the administrator is entering a custom User ID which already exists, upon pressing Save this would cause the creation process to fail.

There is now a duplication check on the 'User ID' field to ensure any duplicate custom IDs are avoided.

 

Selection of Document Types not updating Default Indexes

When in the CV Parser form or Documents Received area, and attaching a documents to records. Upon selecting a 'Document Type' the Document Index fields was not accounting for the there being more than one index.

This has now been resolved.

 

Fix for when Emailing from Placement Selection Screen

When generating a Candidate email from the Placement Selection Screen, if the 'Candidate ID' was not an available column, the process would fail.

This has now been resolved.

 

Candidate Portal Fixes

There were a number of Candidate Portal fixes delivered during this release.

  • Checklist Status - An issue which caused values from this field to not appear has been fixed.
  • The Sequence Order of Candidate Checklist items was being ignored
  • Portal Mobile UI Error - When using the Mobile UI or the Candidate Portal, there was an error message which appeared on login. This has now been resolved.

 

Requirement Candidate Emails - GDP/Mailshot Status Alerts

When bulk mailing Candidates from a Requirement, there were some logic errors in the checks which verify a Candidate's GDPR Status and Mailshot Status.

These have now been resolved.

 

Password reset on New Users

When creating a new Colleague User, the initial login process which triggered the User to enter their own password had stopped working as expected.

This has now been resolved.

 

Subject Line needs to be mandatory if SendGrid is being used

For clients using the SendGrid integration, it was noted that whereas via MS365 the 'Subject' field can be blank, via SendGrid this is a mandatory field.

We have updated the email form so that if there is a SendGrid API key present on the system the 'Subject' field is mandatory.

 

Potential Value on Requirements

A fix has been applied to the 'Potential Value' field on the Requirement record to take into account the recently added 'Hours Unit of Measure' field. This will calculate the potential net profit value to the business in the event of each vacancy being placed.