🔗 Integrations

Salesforce Integration

Connect Optible directly to your Salesforce organisation for seamless bi-directional sync of applications, contacts, and grant data. Once connected, changes in either system automatically reflect in the other—no manual exports or imports required.

Applications submitted through Optible appear in Salesforce as leads, status updates flow both ways, and your team maintains a single source of truth across platforms.

SmartyGrants Integration

Import applications and grant data from SmartyGrants with standardised sync workflows. Connect your SmartyGrants account and Optible automatically backfills existing data, then maintains ongoing sync for new submissions and updates.

External Eligibility Validations

Automatically validate ABN, ACN, and Consumer Affairs registration during application submission. The system checks external registries and flags issues before applications enter your review queue, reducing manual verification work.

🎨 UI & Product Features

Faster Navigation

Navigate the product faster with a refined layout, clearer hierarchy, and predictable actions. You get consistent page headers, improved spacing, and a streamlined sidebar that keeps key actions within reach. Keyboard-friendly focus states and a new "Jump to" pattern help you move across records with less scrolling.

Reduce time spent hunting through menus and avoid context switching. Tune the experience to your preference and keep work moving during dense review or setup tasks.

Email Template Scheduling

Schedule emails directly from templates to plan outreach in advance. Add a schedule date and time, or switch to status-triggered sending for transactional messages. A clear toggle and preview help you confirm recipients, and you can limit a scheduled template to a single application status to prevent misfires.

Teams can now coordinate communication without spreadsheets or reminders. Update templates once and let the system manage timing.

Automatic Email Sending

Turn on automatic sending so scheduled emails go out without manual intervention. Once enabled, your templates send automatically based on your schedule or status triggers—no need to manually hit send each time. Keep manual control when you want to review before sending, or enable auto-send for reliable, hands-off communication.

Messages go out reliably and on time, freeing your team from reminder tasks.

Advanced Application Filters

Filter applications with more precision using expanded operators, multi-selects, and clearer feedback. You see a concise summary of active filters, can return to your filtered list after viewing a record, and keep context during long review sessions. Bulk actions, like moving groups to Rejected, work reliably from filtered results.

Find the exact subset you need and maintain momentum across repeated actions. Save time by reusing common views and reduce mistakes with visible filter context.

Readable Application IDs

Applications now display with human-readable IDs like "OPTIBLE-001" alongside internal identifiers. Sequential numbering per grant makes it easier to reference specific applications in conversations, reports, and external systems. The system automatically generates both ID types and maintains sequence counts.

Ranking Summary Enhancements

Ranking summaries now show system comments alongside reviewer feedback, giving you full context when comparing applications. Criteria matches and automated observations appear inline so you understand how scores were generated.

Dynamic Form Element Looping

Design repeatable sections in forms without custom code. Use the Form Builder to configure sections applicants can duplicate as needed—useful for team members, budget line items, or project milestones.

🔧 Improvements

AI & Smart Insights

• Add description field to Smart Insights categories for clearer, more targeted insights

• Improved AI guidance quality and model capabilities

• Enhanced context quality for conflict of interest observations

Integrations & Data Sync

• Generate display IDs for multiple grants in a single request

• Support for complex form structures in integrations

• Improved cross-grant workflows for multi-program organisations

• Automatic data backfill after connecting new integrations

• Enhanced sync for funding disbursements and budget allocations

• Criteria rankings now sync to external systems automatically

• Smart Insights sync to connected platforms

• Migrated ABR validation to improved endpoint for better reliability

Backend & Performance

• Automatic email sending when templates are enabled

• Enhanced email scheduling with validation and audit trails

• Improved reliability and automatic retries for data syncing

• Better error handling across all sync operations

• Cleaner service organisation for easier maintenance

Dashboard & Data Management

• Bulk status changes to Rejected directly from application lists

Database

• Enhanced ID system for better readability and performance

• Support for repeatable form sections in responses

• Improved tracking for scheduled emails

• Better metadata storage for integration history

Editor & Form Builder

• Prevent invalid field type combinations in repeatable sections

• Visual preview of repeatable fields while building forms

• Drag-and-drop for rearranging repeatable fields

• Support for custom top-level domains in email fields

• DOCX and Excel file validation

Frontend & Interface

• Upload guidelines shown to applicants for required formats

• One-click toggle for automatic email sending

• Cleaner interface after validation improvements

• Connection management dashboard showing sync status

• Display average criteria rankings on application pages

• Improved filter interface based on user feedback

• Active filter summary to prevent mistakes

• Email template variable preview

• Better modal scrolling on all screen sizes

• Date formatting improvements in list views

Search & Navigation

• Quick "Jump to" search for any record

• Maintain your position when returning to filtered lists

Settings

• Centralised view of all validation rules

• Enhanced Smart Insights category management

General

• Status-based email triggering to prevent accidental sends

• Full comment history in ranking summaries

• Improved form submission handling for repeatable sections

• System cleanup for better stability

🐛 Fixes

Data & Syncing

• Include submission timestamps and creator info in application lookups

• Fixed handling of special characters in AI-generated insights

• Preserved historical funding records during updates

• Correct reviewer attribution in Salesforce sync

Forms & Validation

• Fixed cached dropdown values showing outdated options

• Email templates now accept both scheduled and status-triggered configs

• Prevented duplicate text in textarea fields

Sometimes, circumstances change after approval, funding needs adjustment. With this release, you can update awarded funding at any time: edit amounts, and always keep your records accurate.

✨ Coming Soon: New Integrations

We’ve got some exciting new integrations arriving very soon—stay tuned for details!

Applicants can now conveniently view and access all open grants they are eligible to apply for, directly from the applicant portal. This new feature provides a clear and organised list of available grants, making it easier for applicants to find opportunities and start the application process with just a few clicks.

Other Improvements

• Enhanced the pagination style for a smoother browsing experience.

• Fixed alignment issues on the applications list page for a cleaner look.

• Updated user avatars for a more modern appearance.

• Filters now only persist when using the breadcrumb to navigate back, making navigation more intuitive.

• Fixed an issue where the search bar would not clear when switching between grants.

• Resolved an issue where dropdown options could disappear on some forms.

• Fixed duplicate results when using multiple filters in search.

• Updating an average ranking now keeps previous comments intact.

• Ensured form fields display correctly across all devices.

• Logging out now works seamlessly without showing a technical issue page.

New Features

• Introduced a new Application Sharing feature to enhance collaboration.

• Upgraded Advanced Filtering with the ability to save and share filters across your organization.

• Added Smart Insights enhancements including the ability to generate insights directly from attachments.

Enhancements

• Improved Smart Insights functionality with:

  • Ability to generate insights from attachments.

  • User-configurable settings for insights categories.

  • Easier management of insight categories directly in the interface.

• Enhanced Advanced Filtering:

  • Faster, more precise filtering experience.

  • Save filters for reuse without needing to recreate them.

  • Share saved filters across teams for better collaboration.

  • Cleaner, simpler filter interface.

• Made various UI improvements for a better user experience:

  • Enhanced visibility for warnings.

  • Added client logos in key areas.

  • Smarter sidebar and navigation behavior.

  • Improved editor usability with a clickable writing area and better variable handling.

• Improved the layout and functionality of forms:

  • Fixed issues with attachment handling.

  • Better formatting for monetary values.

• Enhanced API functionalities to support additional features and endpoints.

Bug Fixes

• Resolved visibility issues for new assessors in the system.

• Fixed CSS issues in modals and templates.

• Addressed notification delivery problems to ensure timely alerts.

• Corrected errors related to application submissions, including attachment handling.

• Resolved pagination, quick action, and filtering bugs for smoother user interactions.

• Fixed data fetching errors to ensure reliable record retrieval.

• Improved stability and reliability across backend processes.

General Improvements

• Enhanced the overall user interface for better navigation and usability.

• Improved documentation and support resources for users.

• More consistent styling and layout polish across the platform.

• Added warnings for unsupported browsers to improve user guidance.

💰 New Balance Viewer

You can now easily track your approved amount and disbursed payments directly from the application details page, giving you greater clarity over your transactions.

📂 Better Payment Management

• Choose your desired payment status for better tracking.

• Attach invoices and supporting files to payments for easy reference.

✨ Enhancements & Fixes

• More Space for Ranking: The sidebar now automatically hides when you start ranking, giving you more room for an improved workflow.

• Enhanced Email Template Editor: Writing emails just got smoother with an improved template editor.

• Improved Form Validation: Forms now display light warnings instead of errors when required fields need validation, making it easier to complete submissions.

These updates aim to improve your experience by making workflows smoother, more intuitive, and efficient. Thanks for being with us! 🚀

We’re thrilled to share some major updates that reinforce our commitment to security, efficiency, and a smoother user experience.
⸻

🔐 SOC 2 Type 2 Certification

Optible is now SOC 2 Type 2 Certified—a significant milestone in our dedication to security, reliability, and privacy. What is SOC 2 Type 2? SOC 2 is a globally recognised standard for managing customer data. Achieving Type 2 certification means we’ve passed an independent audit of our systems and processes over an extended period, not just at a single moment.

What This Means for You:

• 🔒 Your data is protected with audited security controls

• 🕒 Our systems are reliable, monitored, and resilient

• 🛡️ Internal processes—from access controls to backups—meet enterprise-grade standards

You can trust that your information is safe and your experience remains stable.

⸻

📊 All-New Dynamic Reports

Explore your data like never before with our Dynamic Reports Viewer. Enjoy flexible, fast, and insightful charts and tables powered by saved live queries. 👉 Want to add custom reports for your team? Just hit reply!

⸻

🧠 AI-Assisted Comments & Summaries (Coming Soon)

We’re developing an AI feature that automatically generates summary notes and comments, reducing double handling and speeding up assessments. 👉 Interested in early access or have ideas? Simply reply to this email.

⸻

🛡️ Granular Permission System Now Live

Say goodbye to one-size-fits-all roles. Our new permission-based system lets you:

• Assign permissions at the user or grant level

• Define internal-only criteria and workflows

• Tailor access with precision

This update provides greater control for admins and clearer access for teams.

⸻

✨ Other Enhancements & Fixes

• ✅ Form Improvements: Word count and attachment issues are now fixed.

• 🔍 Smarter Search: Enjoy more accurate multi-word and partial matches.

• 🧰 Advanced Filters: Cleaner layout, improved tooltips, and saved filter support.

• 🧩 Excel Exports: Enhanced formatting for multi-year and column-heavy reports.

• 🖱️ UI Fixes: Dropdowns, tooltips, and modals are all working seamlessly.

• 🧭 Ranking Sidebar: Auto-collapses to give you more focus when assessing.

• 🛠️ Polish: Added required field indicators, layout tweaks, and more.

Major Updates

• Post-Success Reports Enhancements:

  • Enabled adhoc sending of Post-Success Reports.

  • Updated display to show forms without values when awaiting responses.

  • Improved behaviour to show the section in Outcomes and Archived stages, not just Finalised status.

  • Fixed issues with approval/rejection not refreshing the section.

• Forms and UI Improvements:

  • Resolved style and alignment issues across forms and UI components, including modals, dropdowns, and headers.

  • Fixed form functionality, ensuring save/submit actions and draft behaviour are consistent.

  • Adjusted criteria ranking modal and form builder for better user experience.

• Application Management Enhancements:

  • Optimised application search performance.

  • Improved application status display, including draft handling and archived applications visibility.

  • Enhanced email transparency and added comment options for COI declarations.

• Platform-Wide Fixes:

  • Resolved general CSS, alignment, and UI bugs across multiple sections

  • Standardised icons, dropdowns, and style elements for better consistency.

• Performance and Optimisation:

  • Improved query handling for faster performance.

  • Enhanced template validation to prevent export issues.

Minor Updates

• Bug Fixes:

  • Addressed overlapping elements and visibility issues

  • Fixed issues with incorrect status mapping and missing buttons in multipage forms.

• Feature Adjustments:

  • Enabled pre-validation for better data handling in exports.

• Styling Adjustments:

  • Unified styles for headers and list views.

  • Improved UI for dragging, downloading, and input fields.

Summary

The release focuses on improving Post-Success Reports, forms functionality, application management, and platform-wide stability, alongside minor bug fixes and performance enhancements.

🚀 Major Updates

• SOC 2 Type 1 Certification

  • Optible is now officially SOC 2 Type 1 Certified, demonstrating our commitment to the highest standards of data security and operational excellence.

🛠️ Feature Enhancements

1. Application Edit Ability

   • Applications can now be amended even after submission, simplifying the process for users.

2. Improved Application Sorting

   • Added a submitted date field for better internal sorting of applications by their actual submission time.

   • Previously, applications were sorted by creation date, including drafts, which caused sorting inconsistencies.

3. Release of Archives

   • Introduced the ability to archive applications, separating open applications from closed applications for improved organisation.

4. Enhanced Filtering and Clickable Charts

   • Applications can now be filtered by Stages in addition to Status.

   • Clickable charts make filtering applications more intuitive and efficient.

5. Criteria Ranking Improvements

   • Ranking sliders now display names instead of photos for a quicker, more user-friendly overview.

✨ Applicant Experience Improvements

1. New Applicant Onboarding

   • A new start page prompts applicants to create an account before starting an application, making it easier to manage draft applications.

2. Draft Application Alerts

   • Applicants trying to start a new application with the same email will now be notified of an existing draft and prompted to resume it, reducing the chances of losing draft applications.

📊 Progress Report

• Initiated work on the progress report, incorporating feedback from Cody.

• Minor improvements are in progress and will be ready for testing by next week.