752 Commits

Author	SHA1	Message	Date
johnnyq	8e24607a0a	Contracts: refuse impossible dates (2026-02-30) when adding, editing, activating, renewing, cancelling or starting from a template instead of failing on save; keep each term to the day of the month it started on or the last day of a shorter month so month-end contracts no longer drift (PHP, nightly renewal, the Renew window, templates, Standard terms and contract_form.js); withdraw signing requests still waiting on the client or a countersignature when a contract is cancelled, when it ends nightly or when its client is archived (singly or in bulk), and refuse signing or countersigning on ended, cancelled or archived-client contracts through the link, the portal and Countersign; leave archived clients' contracts alone nightly (no renewing, ending or reminders), keep them out of the all-clients list, Due soon and the side menu count, and refuse sending them to sign; count a self-renewing contract as due soon and remind about it only when its notice date falls within its term, so Standard terms and monthly contracts with 30 days' notice no longer remind every term; keep drawing and adding prepaid hours on a cancelled contract until its last day; refuse deleting a contract once tickets drew on its prepaid hours or it was signed by both, showing why in place of Delete; changelog updated	2026-10-28 23:51:45 -04:00
johnnyq	3c996a0b4b	Add agent mentions in ticket internal notes: typing @ in an internal note (reply box and Edit reply) offers the agents who can open the ticket by role and client access, each mention is saved with the agent's current name and told in ITFlow with a link to the note and by email from the ticket mailbox, the ticket shows Mentions you with the name highlighted, a Mentioned me view on the tickets list and board lists open tickets with a note that mentions you, edits tell only newly added agents and drop removed ones, redacting and archiving take mentions off, mentions in public notes, email replies and bulk replies stay plain text and tell nobody, database 3.5.3 adds ticket_reply_mentions, and the Mentioned in a note email is added to Mail Previews	2026-10-28 14:19:15 -04:00
johnnyq	8487416912	Add client onboarding: Onboard a client under New Client's arrow and in the client menu (also on a lead's row, a lead's Edit window and Get started's first client step) walks through the company, locations, people with portal access, the agreement from a contract template optionally sent to sign, billing with the agreement's recurring invoice (paused while out to sign), IT basics with domains and vendors and licenses from templates, and a kickoff project from a project template, each step saving as it goes with Skip for now and ticking itself off from what the client already has, a Finish onboarding card on the client overview until finished or closed, steps following the agent's role and enabled modules, database 3.5.2 adds client_onboardings, contractFromTemplateAdd() takes a status so a contract can start as a draft, and the audit log gets an Onboard action	2026-10-28 02:09:45 -04:00
johnnyq	33b13206a5	Contracts from the client: New Client and Edit Client can start a contract from a template on the Billing tab, active from a picked day with the template's terms, the primary contact and the agent looking after it; the clients list gets a sortable Contract column showing the contract in force with its renewal and how many more are in force, or None with the next or draft contract or Start a contract, a Contract filter for one in force, none in force or one from a template, and a Start Contract bulk action; changelog updated	2026-10-27 23:39:30 -04:00
johnnyq	b4105b45bf	Clients list shows the hourly rate each client is billed at - its contract's, else the default marked (default), or its own before the 3.5.0 update; Admin > Contract Templates shows what a template leaves empty as the default for its rate, net terms and each priority's SLA, and Due on receipt for net terms of 0; changelog updated	2026-10-27 23:11:05 -04:00
johnnyq	1e5bffff3c	Rates, net terms and SLAs come from the client's contract, else the instance defaults: database 3.5.0 adds a default after-hours rate (Settings > Defaults, now Rates and terms), gives each client whose own rate, net terms or SLAs differ from the defaults an active Standard terms contract setting just those (12-month term renewing itself, starting the day the client was added or the day before its earliest contract, archived with an archived client), deletes per-client SLA assignments and drops clients.client_rate and client_net_terms; time bills at the contract's rate, its after-hours rate or the default after-hours rate, else the default rate, new invoices are due on the contract's net terms else the default, and new tickets get the contract's SLA else the default; a client's own terms still apply until the update runs; the client add and edit windows lose the rate, terms and SLA fields for a note saying what the client is billed on and where it comes from, the Clients list loses Set Hourly Rate and Set Net Terms and shows the contract's rate, the overview's Terms shows the after-hours rate and whether terms are a contract's or the defaults, a contract's page and document show what it leaves empty from another contract in force or the default so signed documents stay unchanged, contract windows show the defaults as placeholders, contract names take a proper possessive; the client import and API create make a Standard terms contract for a rate or terms that aren't the defaults (returning contract_id), API update reports them in not_kept; the client export gives the rates, terms and SLAs as billed; demo data puts each demo client's terms on a contract; changelog updated	2026-10-27 22:22:34 -04:00
johnnyq	954f1e3688	Contract templates: show Contract Templates in the admin menu under Templates when the accounting module is on (its link was still commented out from when contracts were hidden), show the Templates heading when accounting is the only module on, and when there are no templates yet tell an admin on New Contract where to make them; changelog updated	2026-10-27 17:48:21 -04:00
johnnyq	9ba21cf352	Assets: add NAS, UPS, PDU, Modem/ONT and NVR/DVR types from a new registry in functions/asset_type.php that sets each type's icon, tone, group, fields and details; the asset form shows only the fields a type uses (fields that already hold a value stay shown) and adds a Details section per type (CPU/RAM/storage, VM host/vCPUs, switch ports/SFP/PoE/management, NAS drives/capacity/RAID, UPS capacity/output/runtime/outlets/battery dates, PDU kind/outlets/input, modem circuit ID/ISP account, printer, phone, mobile, display, camera and NVR details) stored in a new asset_specs table (database 3.4.9); new or changed port and SFP counts add the missing interfaces, continuing the asset's numbering, skipping Wi-Fi, VLAN and management ports and never deleting any; the asset page and quick look show the details, a server or NAS lists the VMs that run on it, and Assigned and Warranty show only on types that use them; the list gets Servers & NAS and Power tabs, an optional Details column, a UPS battery badge, an Assigned picker only on assigned types, and New buttons named for what they add; nightly UPS Battery Due notifications at 45, 7 and 1 days as a Support notification; copy leaves out per-unit details, Transfer to Client carries details and interface types, export adds per-detail columns, import reads detail columns after the standard twelve (VM hosts by name, resolved after every row is in) and reports values it could not keep, and the API reads and writes asset_specs; racks, client portal, client export, overview, document templates and AI lists group the new types; fix asset import carrying physical location and notes into the next row, saving 0000-00-00 for a missing purchase date and warning on an unknown contact or location, save API and import types in the list's spelling, and keep interface types on transfer; changelog updated	2026-10-27 15:59:03 -04:00
johnnyq	01fbcda75d	Security sweep 2: API archive, unarchive, resolve and close now check the client named in the call the same as create, update and delete do (every call except read.php and time.php counts as a write); API asset, contact, network and document create/update keep linked contacts, locations, vendors, networks and folders within the record's own client; linking a contact to an asset refuses another client's contact, and unlinking only clears the contact it was linked to; agents limited to certain clients no longer see other clients' names in the asset import template file name, export filter summaries, or the messages from file moves, unlinks, ticket asset removal, bulk project add and bulk interface network; guest quote Accept and Decline post instead of being plain links and check the key with hash_equals; exports that match nothing say so instead of showing a blank page; about 30 handlers now stop with 'no longer exists' when their record was just deleted, instead of showing warnings or an error page and writing history for a record that is gone; restore_contact_note reads its own id parameter; ticket prefix pattern escaped for the v flag; missing user agent and array key parameters handled; CHANGELOG updated	2026-10-26 19:54:36 -04:00
johnnyq	5dbd497c31	Close pickers when you click into a reply box and give each a Cancel: a click into a TinyMCE editor or any other iframe now closes the canned response list, select panels, quick picks, the tag picker, Bootstrap menus and date pickers (itflowDismissPopups() and the itflow:dismiss event), select and quick pick panels show their heading with Cancel on a desktop too (Done on multi selects), and the canned response list has Cancel beside its search, which puts you back in the reply	2026-10-26 16:33:35 -04:00
johnnyq	6e03857c6c	Show whether each ticket reply was emailed and who to: replies are marked Email reply, Public note or Internal, an email reply lists each recipient with their email's state from the mail queue (sent, waiting, retrying, failed with why, cancelled) and a Mail Queue link for admins, sending says how many it went to or why it didn't go, and editing an emailed reply says the client keeps what was sent; database 3.4.8 adds ticket_replies.ticket_reply_emailed and ticket_reply_emailed_to and email_queue.email_ticket_reply_id, matching the mail queue's update and resolved emails to their replies; bulk reply, bulk resolve and the API record it too	2026-10-26 12:51:28 -04:00
johnnyq	91e9792c3c	Give tags a quieter look everywhere they show - the tag's colour as a faint wash, a fine edge and its icon, the name in the page's own text colour, pale colours darkened on white and dark ones lifted in dark mode - on lists, record pages, Admin > Tags, the tag window, global search, the tag picker and every Tags filter, through the one .itflow-tag style, a soft .itflow-select-badge for tag options (tagOptionLook()) and the search tag icon	2026-10-25 15:45:57 -04:00
johnnyq	58e502ad38	Add Get started, a guided walk through what is left to set up after installing (cron, email, backups, billing, support, the team, starter content and a first client), each step a short form of its own with Skip for now and ticked off from the settings themselves, shown to the first admin to sign in on a new install and as a Finish setting up card on the dashboard until done, skipped or dismissed, and in Admin > Get started any time; database 3.4.7 adds settings.config_getting_started (on for a new install, off for an updated one), config_getting_started_skipped and config_getting_started_opened_at; the mail server check moves to settingsMailServerCheck() for Admin > Mail and the Email step, app.js only starts DataTables where it is loaded, and setup's finish step points at Get started	2026-10-25 14:28:17 -04:00
johnnyq	0e272910fb	Client portal: invite people by email from a client's Contacts (Invites tab with send again, cancel, search and sorting) or by the primary contact in the portal, several at once with optional names and roles, each joining from the emailed link with their own name, title, phone and password or Microsoft 365 and becoming a contact then, an existing contact with that address being given access instead; self sign-up from Create an account on the sign-in page for addresses at a client's Domains when it is on in Admin > Settings > Client portal and for that client, verified by an emailed link and joining as a plain contact with agents and the primary contact told; the same answer whatever address is entered, per address and per IP limits and a hidden field for bots; nightly clean-up of unused links; six new email previews; new functions/portal_invite.php, client/invite.php, client/join.php and client/signup.php, replacing the unused contact_invite modal; DB 3.4.6 adds portal_invites, client_portal_signup and config_client_portal_signup	2026-10-25 01:07:53 -04:00
johnnyq	77df925981	Contracts stage 4: a contract in force sets the client's SLA for new tickets, the hourly rate with an after-hours rate for tickets opened outside business hours, and net terms for new invoices, the one that started last first and the client's own where it is empty; Unbilled Time bills each ticket at its own rate with one line per rate, and the ticket invoice window, Add Tickets, quote from a ticket, Unbilled Work and Time Detail reports, New Invoice, copy, quote to invoice, the invoice page, client overview and client edit follow it; a recurring invoice made from or linked to a contract is paused while it is a draft, started when it is made active or renewed with missed runs skipped, and paused once when it ends or its cancellation takes effect; new functions/contract_billing.php; fixes agent names double-escaped in the prepaid hours history; DB 3.4.5 adds contract_recurring_invoice_id and contract_recurring_stopped_at and treats a 0.00 contract rate as empty	2026-10-25 01:06:59 -04:00
johnnyq	0f9038b1ed	Contracts stage 3: prepaid hours - hours included each month, and blocks bought with a price, expiry, note and an optional draft invoice; a nightly draw of billable ticket time, oldest ticket first from the hours that run out first, with Draw now and Put back, and a ticket the hours run out on staying in Unbilled Time at the usual rate; Prepaid hours card, a low hours email to the owner, and hours left on the contracts list, client overview, ticket, Unbilled Time and the client portal; [Monthly Hours] placeholder; new functions/contract_hours.php; DB 3.4.4 adds monthly hours and the alert level to contracts and templates, plus contract_blocks and contract_block_uses	2026-10-25 01:06:27 -04:00
johnnyq	d0620067a1	Contracts stage 2: each contract is a document with placeholders ([Client], [Start Date], [Rate], an [SLA] table and more) to preview, print or download as PDF; Send to sign emails a contact or anyone a link to sign with a drawn or typed signature, from the link or the client portal (Billing > Contracts and the home page list of ones waiting); Countersign makes a draft active and emails the PDF signed by both with its signing trail and document fingerprint; Signing card with copy link, send again, withdraw and earlier requests; changing the document while it is out for signature withdraws the request; contract emails in Mail > Previews; new functions/contract_signature.php and functions/contract_pdf.php, guest/guest_view_contract.php, client/contracts.php and client/contract.php; DB 3.4.3 adds contract_signatures and keeps any stored signature as a recorded round	2026-10-25 01:05:42 -04:00
johnnyq	0da515fff5	Contracts stage 1: new Contracts list and page under Billing and the client menu with type, term, start and end, auto renew, notice days, support hours, rates, net terms and an SLA per priority from Admin > SLAs (empty uses the client's own), stat tiles, Active, Due soon, Drafts, Ended and All tabs, search, type and client filters and sorting; New, Copy and Edit from a template with an owner and contact, Make active, Renew and Cancel; nightly renewal or ending and an owner reminder a month before the notice date; client overview attention items and the contract in the Financial row; Contract Templates rebuilt with Template, Cover and Terms tabs, copy, archive and restore; new functions/contract.php; fixes deleting a client that has a contract, a new template's after-hours rate not saving, rates cut to whole amounts, Net 30 saved as 0 and Edit blanking the rates; DB 3.4.2 turns the old response and resolution hours into SLAs and renewal frequency into term and auto renew, and normalises type, status and net terms	2026-10-25 01:05:09 -04:00
johnnyq	185129dd72	Payment Methods: rebuilt Admin > Payment Methods with each method's use (payments, income, expenses) linking to Transactions, when it was last used, In use and Archived tabs, search and sorting; a method is for money in, money out or both and each picker offers only the ones that fit, transfers all of them; renaming carries the new name to every payment, income, expense, recurring expense, reimbursement, transfer, autopay and the defaults; payment and expense defaults set from the list; archive and restore; delete only an unused method, a used one is merged into another; methods records use that are not in the list can be added in one click; one New/Edit window with field icons; new functions/payment_method.php with paymentMethods() moved there from functions/billing.php; fixes a rename splitting records under two names, editing a Stripe payment or one whose method is no longer listed, and duplicate names; DB 3.4.1 adds payment_method_use and payment_method_archived_at	2026-10-25 01:03:16 -04:00
johnnyq	be374e9c2b	Rebuild Admin > Ticket Statuses: list on the standard pattern with In use and Switched off tabs, search, sortable headers, ticket counts linking to the tickets, SLA clock and client-reply columns and drag ordering for the pickers and board; one New/Edit window with badge preview, colour swatches and a description shown on hover across the app; per-status choice of whether a client reply by email or portal moves the ticket back to Open or leaves it; switch off and delete move a status's tickets to a chosen status with ticket history and SLA sync, and clear canned responses that set it; built-in statuses keep their names, stay on and have fixed SLA and reply behaviour enforced server-side; badges use readable text colour; the tickets filter keeps a switched-off status; database 3.4.0 adds ticket_status_description and ticket_status_client_reply; new functions/ticket_status.php	2026-10-24 15:14:10 -04:00
johnnyq	2b401cb405	Custom Links rebuilt: tabs for the agent menu, top bar, client portal, admin menu and reports menu with counts plus All and Archived, search by name, address or description, sortable columns, each link with its icon, description, address and new-tab marker, links whose address can't work flagged; drag into order on a menu's tab or move up and down, new links at the end of their menu in place of the Order number; one add and edit window with a live preview of the link in its menu, an icon picker with search, a description shown on hover and a new-tab switch that follows the address until changed; copy, open, archive, restore and confirmed delete; addresses limited to web addresses, ITFlow pages, mailto, tel and the remote tool schemes asset links allow, with javascript and data refused and old ones drawn as going nowhere; menus read one shared helper, the agent menu's links sit under Tools even without Reports, the admin menu's get a Links heading, new-tab links get a small arrow, links without an icon get the link arrow and every link shows its description on hover; fixes mailto and tel links showing as unsupported in the side menus, the portal menu taking any address, the delete message missing the name and the new-tab tick never showing; edits audit what changed from what to what; adds functions/custom_link.php and js/custom_link_form.js, no database change; changelog	2026-10-24 14:03:40 -04:00
johnnyq	359851c876	Security sweep of the 26.11 work: API contact lookup by phone or mobile kept to the key's clients; API credentials refuse a wrong decrypt password instead of saving unreadable usernames and passwords, link credential_vendor_id and credential_software_id, and drop another client's contact or asset; Products Receive window lists expenses only with Financial access and only for clients the agent can open; account ledger, reconcile page and ledger export show lines for clients the agent can't open as Another client with only date, kind and amount, with search and the client filter kept to reachable clients; Tax Collected folds unreachable exempt clients into one line; client-limited agents no longer see other clients' names in the export window client filters, Transfer to Client, company vendor expense lists, My Activity or the New Client duplicate check; Stripe switched off stops guest pay links and saving cards, and the Stripe return never books a payment twice; Admin > Cron job window is admins only; records per page needs the CSRF token and takes only the listed sizes; uploads/canned_responses closed to direct access; Admin > Debug no longer stops at the footer; report export audit log no longer double-escapes names; bulk interface network refuses a deleted network; API assets/update keeps the primary interface IP, MAC and network, tickets/resolve reports success, software/read by name works, clients/create takes the company currency, certificates/create returns its error, clients/archive logs as Client, and the 405 response no longer echoes the method; changelog database step count corrected to sixty	2026-10-23 12:09:07 -04:00
johnnyq	26437daa44	AI stage 4: Billing use case falling back to General; Write it with AI on quotes and invoices whose lines can still change - say what it is for and AI picks lines from the product catalog at catalog prices and frequency, labor in quarter hours at the client's rate, and anything else unpriced for the agent to set (AI never sets a price), with a suggested scope, client note and pre-send checks, optionally using the quote's ticket and the client's people, sites and devices (ticket and documentation only with Support); ticked lines added through billing_ai_lines, taxed by kind, scope and note kept on request, lines that can't go on listed; Write it on the ticket Invoice window describes the work done from replies and notes for the client under the usual ticket line, passwords never sent nor written back; new functions/ai_billing.php, ai_billing_draft and ai_ticket_invoice_description endpoints, billing_ai_writer modal, billing_draft and invoice_description features; callAiApi remove mode also strips made-up secret placeholders; changelog	2026-10-20 21:23:52 -04:00
johnnyq	e76fb69928	AI stage 3: AI for clients and documents - Reword becomes a split button with tones (shorter, more formal, friendlier, plain English, organize into headings and lists, spelling and grammar only) and Translate into 30 languages with the last pick remembered, recorded as its own feature; client Briefing on the client overview for the last 30 days, quarter or year covering open work, recurring problems, upcoming renewals and scheduled work, money only for roles with Sales and things to bring up, never credentials or license keys, with Save as a document; Draft it with AI in New Document using what ITFlow knows of the client unless unticked, leaving unknowns in square brackets; Review with AI on a document's page giving a verdict, findings in order of importance and a summary to use, flagging passwords and keys written in it and never sending them, beside Mark reviewed; no database change	2026-10-20 20:20:23 -04:00
johnnyq	808c27a0fc	AI stage 2: AI on tickets - Draft button in the ticket reply editor that writes the next reply from the ticket or from typed notes, for the reply type picked, leaving internal notes out of anything the client reads, with undo; richer ticket summary from the whole ticket with Save as a note, Copy and Again; Triage with AI suggesting a category and priority shown on the ticket to apply in part or dismiss, logged in the ticket history; automatic triage of new email, portal and API tickets with a Settings > Tickets mode of off, suggest or fill in and a new AI Triage cron job; Write up as a document drafting a knowledge base document from a ticket into the New Document form for the client or the company's own client record, linked to the ticket's asset, with passwords and keys left out as [removed]; new ticket features shown by name in AI Usage; database 3.3.9 adds config_ticket_ai_triage and ai_ticket_triage	2026-10-20 18:58:14 -04:00
johnnyq	80cdc4de41	AI stage 1: rebuild AI Providers and AI Models in the standard list pattern with ready-made provider kinds (OpenAI, Anthropic, Azure OpenAI, Gemini, Mistral, Groq, OpenRouter, Ollama, LM Studio, OpenAI-compatible), Test that lists a provider's models, Save anyway for a provider that doesn't answer, a first model offered when adding the first provider, the API key no longer shown, from-to audit lines, and delete confirms that say what goes and what stops; model window with suggested models, use case notes and Try it; new AI Usage page logging each request by feature, user, client, model, tokens, time and failure, with totals, views and filters, pruned with the audit log; passwords, keys, 2FA links and card numbers taken out before sending and put back in the answer, on by default per provider; new Use AI role permission; Reword shown only when set up and allowed, placed first in the toolbar, with its own instructions, undo in one step and a fixed endpoint on admin pages; ticket summary and template drafts purified; Settings overview warns while AI requests keep failing; database 3.3.8 adds provider kind and redact, ai_usage and module_ai	2026-10-20 17:45:00 -04:00
johnnyq	cd52393138	Settings stage 4: Mail's Sending, Receiving, OAuth and From addresses tabs moved into the settings frame with provider-driven fields, refusals shown beside each field on the same tab and changes logged from old to new; passwords, the OAuth client secret and refresh token are no longer written into the page and are saved exactly as typed; a changed OAuth app or refresh token clears the cached access token, the access token field is removed and Microsoft 365 requires the tenant ID; the Microsoft connect callback stores only the tokens instead of switching both Sending and Receiving to Microsoft 365; Enter saves on the OAuth tab and on Logs; From addresses that are not email addresses are refused and From names keep their punctuation; removed the broken custom fields page with its handler and modals, the unused AI and online payment settings handlers, and the client autopay page	2026-10-20 12:56:01 -04:00
johnnyq	c20015ab45	Settings stage 3: rebuild Notifications as plain sections with a mail-off warning, move Security, Client portal, Single sign-on, Mail and Logs onto the settings frame, refuse a required login key with none set and show the agent sign-in address as the key is typed, stop putting the Entra client secret into the page and keep it when left empty, point the recurring invoice drafts note at Notifications, and add matching settings to the Ctrl K search for admins	2026-10-20 11:30:27 -04:00
johnnyq	928fc5f10a	Settings stage 2: move Tickets, Projects, Quotes, Invoices and billing and Defaults onto the settings frame with sections and live next-number previews that refuse a number already in use, validate email addresses instead of blanking them, check the ticket close time and stop its PHP warnings, warn when late fees are on but reminders are off, limit the start page to real ITFlow pages and escape it where shown, keep archived default accounts, rename the Defaults fields to their columns, and keep the reminder, billing time, expense and mileage anchors	2026-10-20 11:29:58 -04:00
johnnyq	1b0169f421	Settings stage 1: add a Settings overview with a tile and current summary for every page, attention items for problems and a Find a setting search that opens the setting highlighted, add a shared settings frame with described sections, a save bar with unsaved state and Undo, a leave-page warning, server-side validation that keeps typed values and audit entries listing each change from old to new, and move Company details, Localization, Theme, Modules and Telemetry onto it with logo and favicon previews, the company phone following the country, a localization sample, a live theme preview, white-label key checks and Telemetry as a single switch	2026-10-20 11:29:24 -04:00
johnnyq	717c6234d5	Vendor templates stage 4: add Reports > Vendor Templates showing per template the client vendors added in the period against the one before, clients with one, out of step and missing account numbers, coverage of the clients that should have it, and licenses, assets, cases and spend by permission, plus a by-client view of the vendors each should have and is missing, with CSV export, linked from the vendor templates list and template page	2026-10-20 11:23:09 -04:00
johnnyq	6bb830ed3f	Vendor templates stage 3: add a status page and support portal to vendors and vendor templates, linked from the vendor page, quick look, vendors list and its tickets and kept in step from the template, keep the account manager line and email on templates for new vendors only, add Export and Import of vendor templates with skip, add or replace for existing names and never account numbers or PINs, refresh the starter vendor templates with support sites, status pages, portals and what support asks for plus an Update for ones added before, carry the status page and portal in license template files, the API and exports, stop making a support site with a non-http scheme a link, and database 3.3.6 adds the new vendor and vendor template columns	2026-10-20 11:21:58 -04:00
johnnyq	cd03a7765d	Vendor templates stage 2: keep client vendors in step with the template they were made from - saving a template updates the fields its vendors still shared, the template window gets the vendor window's tabs, a template page shows each client vendor as in step or the fields it differs in with Bring in line, Link and Unlink, lists hand-made vendors that look like it to link, and sets who should have it (no one, every client or clients with chosen tags) with coverage and Add to clients for those missing; the list gains Required and Out of step tabs, a client vendor shows its differences with Update from template, a client's Vendors list and overview show vendors missing, Add to clients no longer skips a client whose vendor from the template was archived, and database 3.3.5 adds vendor_template_required, vendor_template_required_tags and a vendor_template_id key on vendors	2026-10-20 11:20:45 -04:00
johnnyq	dfc708145d	Vendor templates stage 1: Admin > Vendor Templates rebuilt on the standard list with Active and Archived tabs, support line, hours and SLA, how many clients have a vendor from each, last used and changed by, sortable and searchable including by support line; new template page with what a vendor starts with, the clients with it and their account numbers, the license templates that use it, made and changed by, and history; shared New/Edit window on the vendor window's tabs with per-field push to the vendors made from it, each logged on the vendor; copy, archive, restore and delete with vendors and license templates unlinked on delete; Make a template from a client's vendor, linking the vendor to it, and the vendor page linking its template for admins; Delete offered to every admin role, not only the built-in Administrator; the admin handler no longer includes the agent vendor handler; database 3.3.4 adds vendor_template_created_by and vendor_template_updated_by, backfilled from the audit log	2026-10-19 12:34:53 -04:00
johnnyq	a5a43e37ac	Audit logs stage 3: failed sign-ins say why and are logged against the account they were for - wrong password, no account with that email, disabled, archived or invited account, client archived, portal turned off, a wrong MFA or two-step code after the right password - with failed Microsoft 365 portal sign-ins logged too and marked Their account in the audit log; the IP lockout counts portal failures as well; the first sign-in from an IP address is badged New IP in the audit lists and quick look; new Admin > Sign-ins under Access with People and IP addresses views, search, date filter, sortable columns and paging; admins get a notification and an email on a run of failed sign-ins or turned-away API calls from one address or against one account, set in Settings > Security (10 to start, 5, 20, 50 or never), each in the audit log Security view and in Mail > Previews; API calls counted per key, day and endpoint, with a 30-day calls column and last IP on API Keys and a usage window, expired-key calls logged against the key, and usage deleted with the key and after the log retention; database 3.3.2 drops the unused auth_logs table and adds settings.config_login_alert_failures and api_key_usage; new functions/sign_in.php, admin/sign_ins.php and admin/modals/api/api_key_usage.php; the license template page no longer warns when view is missing	2026-10-19 00:56:52 -04:00
johnnyq	f43d4a9127	Audit logs stage 2: record history and a client Audit Log for agents, scoped to their role; auditLogKinds() gives each kind the module that shows it, with new auditLogRoleSql() (everything for an admin, otherwise the kinds the role reads and never Denied), auditLogHistory(), auditLogHistoryUrl(), auditLogHistoryHtml(), auditLogHistoryCard() and auditLogHistorySection(); a History tab on contacts, assets, networks and projects, a History card on racks, documents and the ticket, project, document and license template pages, and a folded History on the file, expense, recurring expense and trip quick looks, each newest first with who, when and the IP for an admin, the latest 50 with how many more and a link to all of them; vendors, locations, licenses, services and products use the shared list, and vendorHistory(), locationHistory(), softwareHistory(), serviceHistory() and productHistory() are removed; new agent/audit_log.php in the client nav after Calendar, with search, who, type, action, one record by name, dates, sortable columns, paging and Changes, Deletions, Sign-ins and Data out views, plus the quick look and a link to Admin > Audit Logs for admins; the client overview's Recent activity is role-scoped and links there for everyone; Your account > Activity rebuilt as the same list over the agent's own entries; the document versions card is now called Versions; the admin audit log quick look links to itself absolutely so it opens from agent pages	2026-10-19 00:13:28 -04:00
johnnyq	ea23a2bad5	Audit logs stage 1: Admin > Audit Logs rebuilt on the standard list with search, sortable columns and paging, filters for date, who (agent, portal contact or ITFlow itself), client, type and action, and counted views for Changes, Deletions, Sign-ins, Security and Data out; each entry shows who with their avatar, the client, the type and action as a coloured label, the description without the name in front, the IP and device in words, and links to its record while it exists or says No longer here; a quick look with the full entry, the raw user agent, everything from that IP, the record's other entries and what the same person did 15 minutes either side; CSV/PDF export with the page's filters, view and picked columns, itself audited; new functions/audit_log.php, admin/modals/audit_log/audit_log.php and audit_log_export.php, admin/post/audit_log.php and audit_logs export columns; agent/files.php takes ?open= for a file's quick look; database 3.3.1 adds log_client_id and log_entity_id keys on logs, gives each action one name (Unarchive/Restored to Restore, Deleted, Merged, Closed, Reopened, Resolved and Sent to Delete, Merge, Close, Reopen, Resolve and Send, Client Access to Denied, saved card and payment provider Updates to Create or Delete, contract template Update to Edit, type client to Client) and repoints entries at the right record (reply edits and redactions to the ticket, API document edits to the document, reimbursements to the recording expense, API client restores to the client), guarded so it can run again; logAudit call sites in agent, admin, api, client, cron and functions use the same names and record ids	2026-10-18 22:36:25 -04:00
johnnyq	ad271aaa87	License templates stage 4: export license templates to a file (every current one, the ones picked including archived, or one from its page or row), carrying what a license starts with, the vendor template without account number, code or contact, and the product name, but not who should have it; import a file, skipping, copying or replacing templates already here by name, matching vendor templates by name or creating them from the file, matching current products by name without creating any, and on replace keeping licenses, who should have it and the template's own product unless the file's product is here; add a License Templates starter pack of 20 common MSP licenses with type, licensing, renewal term, notes and vendor, linked to the products of the same name once Products & Services is loaded, plus an Update that refreshes the ones already here; add Import, Export, the report and the starter pack to the New License Template menu; add a License Templates report by template and by client covering licenses made, seats in use against bought, renewals, coverage of the clients that should have one and, for Sales users, licenses billed and their monthly value, with CSV export	2026-10-18 21:42:31 -04:00
johnnyq	b76bdd4b82	License templates stage 3: a template can be required of every client or of clients with certain client tags (database 3.3.0, tags kept when tags are merged); the template page shows how many of those clients have it and lists the missing ones with Make and Make for the clients missing one; the list gains a Required tab and a coverage chip; a client's Licenses page shows the licenses it should have but doesn't, opening New License from the template, and the client overview counts them under Licenses missing; the template page lists its licenses by client with seats, renewal and billing state, with views for over seats, spare seats, renewing soon, expired and not billed, an action for each view and bulk Renew, True up seats and Bill seats; true-up sets seats bought to the seats in use or a typed number; Bill seats adds a line for the template's product to each client's recurring invoice that follows the license's seats bought or in use, using seats in use for licenses with no seat limit; the Renew window now posts to the agent handler so it also works from Admin	2026-10-18 21:10:29 -04:00
johnnyq	0c12459eaf	License templates stage 2: templates carry the seats a license starts with, a renewal term, a vendor from the vendor templates and the product they are sold as (database 3.2.9); a license made from one starts with its seats, gets a renewal date worked out from the purchase date and uses the client's vendor from that vendor template, or one with the same name, or has one made from the template by someone who can add vendors; New License fills in the seats, vendor and renewal date from the template and keeps the renewal date in step with the purchase date until one is typed in; Renew starts on the template's term; new licenses can be made for several clients at once with an option to skip clients that already have one; the template page and list show the new fields and the list search covers vendor and product; the license quick look shows the product and price to Sales users; deleting a vendor template or product removes it from the templates that used it	2026-10-18 20:23:27 -04:00
johnnyq	f74ad10dd8	License templates stage 1: Admin > License Templates on the standard list with full search across name, version, summary, type, license type and notes, Active and Archived tabs with counts, sortable columns for type, license type, licenses and clients using it, seats in use against seats bought, last used and last changed with who, a row menu and an empty state; a page for each template showing what a license made from it starts with, the licenses made from it with their client, seats and renewal, how many renew in the next 30 days or have lapsed, and who made and last changed it; New license for a client from the template page or the list picks the client and takes seats, key, purchase and renewal dates and order reference, saves and opens that client's Licenses; Copy, Archive, Restore and Delete, archived templates no longer offered on New License and deleting one leaving its licenses in place unlinked; the template window gets icons in front of each field, a summary line and notes every license should carry; licenses remember the template they were started from on New License and the license quick look shows From the template, linked for admins; migration 3.2.8 adds the template link to licenses and who made and changed each template, counting a license whose name exactly matches a single template's name as made from it so existing templates don't start at zero; t_licenses updated for the new gone or archived wording; changelog updated	2026-10-18 19:52:20 -04:00
johnnyq	5a3f4ba6f5	Document templates stage 4, export, import, starter pack and report: Admin > Document Templates gets a menu beside New with Import, Export, the report and the starter pack, and each template page gets an Export link; the file carries each template's summary, its text with images embedded, its fill-ins and review interval, leaving who should have one to each install; importing a template already there by name can leave it, add the file's copy alongside or replace it (keeping its documents and who should have one), new ones come in required of no one, content goes through the HTML purifier, and images that only point at the other install's uploads are left out with the message saying how many; the MSP starter pack is rebuilt as 14 templates (Asset Inventory and Vendors and Escalation new) that fill in from the client, pull in its sites, networks, equipment, servers, domains, licenses, vendors and contacts as tables, ask for the rest with typed fill-ins, set 6 or 12 month reviews on the ones that go stale, and are required of no one out of the box; Update on Starter Content now covers document templates, bringing older starter templates up to the new versions while keeping their documents and who should have one; new Document Templates report under Clients & Documentation by template (documents made in the period against the period before, current documents, clients with one, coverage of the clients it is required of, documents due a review) and by client (what each should have, has and is missing, and documents due), filtered by client or by the agent who made them, each table exportable as CSV, and client-restricted users seeing only their clients; no database change; changelog updated	2026-10-18 19:50:42 -04:00
johnnyq	32b5288338	Document templates stage 3, the client standard and reviews: a template can be required of every client or of clients with chosen tags (leads and archived clients not counted, a template whose tags are all deleted applying to none rather than every client), with the template page showing how many clients have one with a bar and the clients missing it each with a Make button, and Admin > Document Templates showing the count on each template plus a new Required tab; documents can be made for several clients at once, one per client filled in from its own client, for a picked list or every missing client in one click, with fill-ins answered once for all and clients that already have one skipped unless unticked; a client's Files shows the documents it should have along the top opening Document from template with that template picked, the client overview shows a Documents missing count, and Document from template lists missing templates first; a template can ask for its documents to be reviewed every 3 or 6 months, yearly or every 2 years, a document falling due when not edited or marked reviewed for that long, with the document page showing Review due or the next review and who did the last one plus a Mark reviewed button, a Review due tab in Files listing due documents across every folder, and due counts on the client overview, the template page and the list, documents from archived templates not counted; an older document written before its template can be linked to it from its page so it counts and follows the template's review schedule; migration 3.2.7; fixed tag merges dropping merged tags from ticket templates (merges now carry over ticket template and required template tags) and deleting a document template marking all its documents as updated; changelog updated	2026-10-18 19:49:20 -04:00
johnnyq	3ee183a09a	Document templates stage 2, filled in from the client: placeholders [Client], [Website], [Site], [Address], [Site Phone], [Contact], [First Name], [Contact Email], [Contact Phone], [Agent], [Date], [Month], [Quarter] and [Year] are filled in across a template's name, summary and content when a document is made, using the client's primary site and contact unless another or none is picked; tables of records [Contacts], [Locations], [Assets], [Servers], [Workstations], [Network Equipment], [Printers], [Networks], [Domains], [Certificates], [Licenses], [Vendors] and [Services] put in the client's current records, as a table on a line of their own (an empty row when there are none) or as names in a sentence, all made safe; any other bracketed word is a fill-in asked for when a document is made, set up on the template page as text, date, list or yes/no, required or with help, renamed along with the template text, reset or removed, and dragged into order, with answers checked by ticketFillInAnswers and blanks left in the document; the template page gets Fill-ins and Filled in from the client cards with each kind of word marked in its own colour, and the editor gets a button for each placeholder and table to insert it at the cursor (js/document_template_form.js); New document for a client and Document from template draw the site and contact pickers and fill-ins once the template and client are picked (agent/ajax.php document_template_asks, agent/js/document_template_make.js) and open larger; copying a template copies its fill-ins; Draft it with AI is told the placeholders and tables; migration 3.2.6 adds document_template_fill_ins; fixed the fill-in add and reset messages showing raw HTML around the bracketed name on document and ticket templates; changelog updated	2026-10-18 19:47:57 -04:00
johnnyq	9fdc2f7032	Document templates stage 1: Admin > Document Templates on the standard list with full search across name, summary and what it says, Active and Archived tabs with counts, sortable Used (documents made from it and for how many clients), Last used and Changed (when and by whom), paging, and a row menu with Edit, New document for a client, Copy, Archive/Restore and Delete; the template page rebuilt on the ticket template page's layout showing what it says made safe with its bracketed words marked and listed as left to fill in, its use and latest documents with their client, who made and last changed it and its images, with New document for a client opening a window that makes one for the client picked and opens it; one shared New/Edit window with icons in front of each field, a summary, and Draft it with AI only when an AI model is set up for documentation; Copy takes copies of its images, Delete takes its image folder and unlinks its documents, and archived templates aren't offered for new documents; migration 3.2.5 adds documents.document_template_id so documents remember their template and its use is counted from the update, and the document page says which template it came from; new functions/document_template.php shared by the admin pages and add_document_from_template, which now takes the template's name and summary when none are given and checks the client exists; the Document from template window shows each template's summary and how often it has been used and can open with one picked, and its Add one in Admin link checks for an admin rather than role id 3; changelog updated	2026-10-18 15:37:03 -04:00
johnnyq	81c80d8965	Canned responses stages 3 and 4: agents keep canned responses of their own in Your account > Canned Responses (on the standard list with Yours and Shared tabs, how often they used each, change, copy, archive and delete their own, Copy to yours from a shared one), offered to them alone and first in the picker as Yours; Save your reply as a canned response at the foot of the picker opens the draft with the ticket's contact, first name, client, ticket number, subject, link and agent swapped back to placeholders (canned_response_unfill, text only, a one-word subject left alone), offered on the ticket's category with a switch to put it back as written, and saves it in JSON without leaving the ticket so the reply stays and the new one goes straight into the picker; Admin > Canned Responses gains an Agents' own tab showing whose each is with Share with everyone, copies made there are shared, and admins can share their own or tick Share when saving a reply; files go with a response (Files tab, up to ten of the ticket attachment kinds, kept in uploads/canned_responses/<id>/, streamed by agent/canned_response_file.php to those who may use it), shown as chips under the picker with an x to leave one off, copied onto the ticket with the reply and sent with its email on a ticket and in Update & Reply; migration 3.2.4 adds canned_response_user_id and canned_response_created_by and the canned_response_files table, existing responses staying shared; the response window moves to includes/canned_response_form.php for the admin and account windows; export and import (functions/canned_response_transfer.php) of one, some or every shared response as a versioned JSON file with categories by name, what it sets up, status by name and files as base64, importing as shared with categories matched or made and leave, add as well or replace (keeping use and archived state), everything made safe and refused files named; an MSP starter pack of 27 canned responses in Starter Content loaded through the same import, with Update for the ones already added, and the Update button now driven by the pack registry; new Canned Responses report under Service Desk by response and by agent, filtered by client and by the agent who used it, admins seeing every agent's own; changelog updated	2026-10-18 15:36:00 -04:00
johnnyq	a65029431c	Canned responses stage 2: the picker above a reply box is a searchable list by name or what a response says, each with a line of it and what it sets up, Enter picking the first, and typing / in the reply box offers the same responses narrowed as you type; a response can set up the reply on a new Sets up tab - reply as an internal note, public note or email reply (a public note when there is nobody to email), the status after it and minutes added to the time worked (migration 3.2.3 adds canned_response_reply_type, canned_response_ticket_status and canned_response_minutes) - applied as it goes in with a line under the picker saying what was set, still changeable before sending, and shown on Admin > Canned Responses; sending a reply a response went into with something still in square brackets asks first, Fill them in selecting the first one to type over or Send anyway; Update & Reply on the tickets list gets the picker with the responses for the tickets' categories and every ticket, fills in [First Name], [Ticket], [Ticket Link] and the other placeholders for each ticket as it is sent, its email too, and counts a response picked into it as used on each; new agent/includes/inc_canned_response_picker.php and agent/js/canned_response_picker.js, the / menu from itflowCannedAutocompleter() in js/app.js, get_canned_response answering what a response sets up, cannedResponsePickerGroups() and cannedResponsePlaceholders() split from cannedResponseFill(); fixes clicking Send on a reply that didn't go clearing its time worked; changelog updated	2026-10-18 12:59:36 -04:00
johnnyq	86381b775c	Canned responses stage 1: Admin > Canned Responses on the standard list showing what each says, the ticket categories it is offered on, how often it has gone into a reply and when it last did, searched, filtered by where it is offered (a category or every ticket), sorted by name, use or last use, paged, with Active and Archived tabs; a response can be offered on several ticket categories or on every ticket (migration 3.2.2 moves canned_response_category_id into canned_response_categories, one whose category had been deleted staying on every ticket, and adds canned_response_uses); one shared add and edit window with the placeholders under the editor to click in where the cursor is; Copy, Archive and Restore alongside Delete; [Contact], [First Name], [Client], [Ticket], [Subject], [Ticket Link], [Asset], [Site], [Project], [Agent] (the agent replying), [Date], [Month], [Quarter] and [Year] filled in from the ticket as a response goes into a reply after the client access check, anything else in brackets left for the agent to fill in; the picker lists the ticket's own category first then every ticket's, and each reply records which responses went into it; Admin > Categories counts the canned responses on a ticket category, links to them and moves them on merge through link-table support in categoryKinds(); new functions/canned_response.php and js/canned_response_form.js; changelog updated	2026-10-18 11:53:51 -04:00
johnnyq	0d57392140	Ticket templates stage 4: export and import - Admin > Ticket Templates exports every current template, the ones picked or one from its page as a versioned JSON file with its tasks and the answers they are for, fill-ins, request form, category and tags (not its agent or its request form's clients), and imports one checked and made safe with categories and tags matched by name or made, an existing name left alone, added as well under a name of its own or replaced keeping its tickets, agent and request form switch and clients, and request forms always coming in turned off (functions/ticket_template_transfer.php with export_ticket_templates, export_ticket_template and import_ticket_templates); the MSP starter ticket templates are rebuilt in that format with typed fill-ins, category, priority, tags and due time, tasks for answers and request forms for Onboard a new employee, Someone is leaving, Ask for a new computer and Report a suspicious email, plus new Software Request and Access Change Request templates, loaded through the same import, with Update on Starter Content to bring templates added from the old pack up to date; new Ticket Templates report under Service Desk showing each template's tickets raised by agents, from the portal, by recurring tickets and by projects, resolved, open now, time to resolve, time logged and last use, with the unused ones listed; changelog updated	2026-10-18 01:39:40 -04:00
johnnyq	0b6f002d49	Ticket templates stage 3: request forms in the client portal - a template can be offered there under its own title, description and icon, to everyone with portal access or primary and technical contacts only, at every client or the ones picked (migration 3.2.1 adds the ticket_template_portal columns, ticket_template_portal_clients, and fill_in_client, ticket_fill_in_client and recurring_ticket_fill_in_client); New ticket in the portal starts with a choice of Report a problem or one of the forms, home lists them under Ask for something, and a form asks the fill-ins set to ask the client plus anything else, files and the device when the template mentions [Asset], then raises the ticket set up as the template says with its category, priority, billing, agent (notified), due time, tags and the tasks for those answers, the client's notes first in the details and who asked in its history; fill-ins can be kept for agents to answer, marked on the agent's ticket and left off the client's Request details; the template window gets a Client portal tab, the template page a card showing how and where it is offered and its requests, and the list marks the ones in the portal; a copy starts off not offered; forms a contact may not use are refused by link or post, and View as contact raises nothing; [Agent] is no longer filled with a client's name for a portal ticket with no agent; changelog updated	2026-10-18 01:11:12 -04:00