Changelog

New updates and improvements to Ideanote.

Smarter Automations and Similar Idea Controls

Smart suggestions in automation editors help you choose relevant values and add filters with one click. You can also choose Low, Normal or High sensitivity for similar idea detection under Workspace Settings → AI.

Improvements
  • Automations Added smart suggestions in automation editors to help you choose relevant values and add filters with one click.
  • AI Added Low, Normal and High sensitivity settings for similar idea detection under Workspace Settings → AI.
  • Rating Import & Export Added List View columns showing how many people completed rating each idea in each rating phase, and corrected the corresponding counts in Excel exports.
Fixes
  • Import & Export Fixed errors when importing ideas with email fields, and corrected imports of phone, checkbox, text list, date and time values.
  • Collections Fixed existing custom filter combinations not being preserved in the redesigned filter sidebar, and removed double scrollbars.
  • Inbox Fixed errors loading Inbox views with many filters.
  • Measure Fixed empty checklist values appearing as a "0" category in charts despite being excluded.
  • Forms Fixed conditional follow-up fields not appearing in newly duplicated idea forms.
Changes
  • Import & Export Updated advanced idea and idea expansion exports to include idea owners' country, state, city and job title.
  • Automations Updated automation trigger and action pickers so you can search or browse categories to find what you need.
  • Automations Updated new actions inside automation loops to use the current item for matching filters and recipients.
  • Translations Updated translations across multiple languages.
  • Automations Changed email and notification actions using a "New Form Entry" trigger to suggest recipients instead of filling them in automatically.

Team Matching and Automation Enhancements

Find people who belong to exactly the same teams as someone else with the “Matches user” option in Team filters. Profiles show the first and last levels of nested teams; hover to see the full path. Automation notices also explain repeated runs and link to the affected run.

Improvements
  • Users Added a “Matches user” option to Team filters to find people who belong to exactly the same teams as a selected user.
Fixes
  • Forms Conditional fields now appear after you select an answer, including in Form Preview.
  • Collections Grouped fields in Expand phases now copy correctly when saving an idea collection as a template or creating one from a template.
  • Collections The Custom Filter field selector now stays open when you select “Load More.”.
  • Automations Automation conditions now have a chance to prevent a loop before the automation is paused or switched off.
  • Automations “New Idea” and “Update Idea” actions without configured form fields now show that configuration is needed.
  • Automations AI Attachment field references are now retained correctly in AI workflows and automation actions.
  • AI AI-generated structures no longer appear incorrectly on a single line.
  • Users Choosing “Any team” now clears the previously selected team.
  • Automations Automation selectors now show the correct dynamic variables and user choices, and ideas and comments from the relevant idea collection.
Changes
  • Users Updated profiles to show the first and last levels of nested teams, with the full team path available on hover.
  • Forms Updated Form Entry forms with multiple field groups to load faster and show loading placeholders until ready.
  • Automations Updated automation notices to explain why an automation ran again, show the chain of events, and link directly to the affected run.
  • Translations Updated Spanish translations.
  • Automations Changed automation filters to stop offering “The visiting user” where a specific person or dynamic variable is needed.

Automations, Email Builder, Widget, Teams App and Conditional Fields Improvements

One automation can now handle both creation and updates. Choose “New or changed idea” or “New or changed form entry” to respond to either event. Content-change triggers also provide previous values, updated values and changed fields for conditions and dynamic content.

Improvements
  • Automations Added “New or changed idea” and “New or changed form entry” triggers, so one automation can handle both creation and updates.
  • Automations Added an “Is Defined” option to automation conditions to check whether a related item is present.
Fixes
  • Engage Comment attachments now appear reliably without a page reload.
  • Forms Editing an idea now preserves values in hidden and read-only fields when saving.
  • Users Co-owners with create-only access can now save edits to ideas they co-own.
  • Forms Text list fields no longer lose entries intermittently.
  • Collections Adding a view no longer unexpectedly returns you to the first view.
  • Forms Deleted field-visibility conditions no longer reappear after reloading.
  • Forms Form entries now reorder correctly with drag and drop.
  • Translations Fixed German grammar in assignment and content-update activity messages, and fixed missing or incorrect placeholder translations across languages.
  • Automations Emails and notifications now send correctly to someone selected in a form entry’s member field.
  • Automations Form-entry change automations now run correctly with field-value conditions.
  • Automations Completed and failed automation runs no longer appear to load indefinitely, and stopping runs no longer causes errors.
  • Automations Automation steps now save their locked or skipped status.
  • Automations Automation conditions now show the available phase types.
  • Embed Inactive widget fields no longer show misplaced text cursors in Safari.
  • Branding Fixed the colour picker’s background and outline.
Changes
  • Collections The idea collection “More” menu now clarifies sending via email and lists On Demand automation triggers.
  • Engage Improved spacing around translation links and like buttons on idea cards.
  • Integrations The Microsoft Teams app now follows Microsoft Teams’ language and colour scheme.
  • Embed Updated Widgets to hide the submission form when an idea collection has ended.
  • Automations Images pasted into email text are now included in sent emails when hosted over HTTPS.
  • Automations Email headings, button text and button URLs now support the same dynamic content picker as the subject.
  • Automations Automation content-change triggers now provide previous values, updated values and a list of changed fields for conditions and dynamic content.
  • Automations Automation conditions can now distinguish changes made by people from changes made by automations, helping prevent automations from triggering each other.
  • Users People who can manage ideas can now delete locked ideas. Idea owners with create-only access still cannot edit or delete locked ideas.
  • Import & Export Updated Excel exports to consistently list multiple form entries newest first.

Automation and Dynamic Expression Improvements

Use dynamic expressions to set delay steps in automations. You can also select “the visiting user” when building filters and conditions for Member idea fields. Numeric variables now keep their values when you collapse an automation.

Improvements
  • Expressions Automations You can now use dynamic expressions to set delay steps in automations.
  • Expressions You can now select “the visiting user” as a dynamic value in filters and conditions for Member idea fields.
  • Automations The email template builder for “Send email” actions now applies minimum and maximum limits to image sizes and margins.
Fixes
  • Automations New elements in the “Send Email” builder now appear at the bottom as intended.
  • Integrations Opening the Splunk integration page no longer creates an integration unintentionally, and new integrations can be created. Existing Splunk integrations are unaffected.
  • Automations Collapsing an automation no longer resets a numeric variable declared in a variable step to 0.
  • Collections The idea template preview no longer scrolls sideways unintentionally.
  • Forms Radio, checkmark and dropdown field options now keep their intended order in “Add Idea” and widgets.
Changes
  • Forms Form entry summaries on idea cards no longer show an expand icon when there is only one form entry.
  • Automations Deleting an automation in the settings dialog now selects the next automation in the list.
  • Settings Updated icons and sizing for consistency across the app.

One-Time Invite Links and Safe Field Option Archiving

Invite links now become invalid after the recipient sets their credentials. You can also archive options on radio, checkmark, dropdown and image-choice fields. This release corrects saved automation templates, widget submissions and per-user phase limits.

Improvements
  • Users Invite links now become invalid after the recipient sets their credentials, preventing reuse.
  • Forms You can now archive options on radio, checkmark, dropdown and image-choice fields.
Fixes
  • Translations Switching languages now reloads the app so all text appears in the selected language.
  • Collections Saved idea collection templates now retain their automations.
  • Embed Submitting an idea through a widget no longer creates duplicate or incomplete ideas.
  • Embed Field groups without descriptions no longer appear as separate empty steps in the idea submission widget.
  • Automations Dates saved to text fields by automations no longer appear as long technical timestamps.
  • Workflow Per-user limits in Comment and Expand phases now apply individually, rather than as a shared limit across users.
  • Measure Unrated ideas now show an average rating of 0 in analytics charts, rather than incorrectly showing 6.
  • Integrations Corrected problems that could prevent authentication from completing in the Microsoft Teams app.

Improved Automations and Regional Microsoft Teams Features

The redesigned automation builder includes searchable dynamic values, expression editing and version history. Preview earlier versions without editing them, or restore a previous version. When creating or accessing a workspace through Microsoft Teams, you can now select regional hosting.

Improvements
  • Expressions Added a searchable tree picker for dynamic values, with expression editing, validation, and AI assistance.
  • Automations Added automation version history, including read-only previews and the ability to restore previous versions.
  • Forms Added an option to mark a workspace-level idea form as the default.
  • AI Added similar idea suggestions across idea collections on the entire workspace.
  • Integrations Added regional hosting selection when creating or accessing workspaces through Microsoft Teams.
  • Automations Added controls for restricting incoming email and webhook triggers by email address, IP address, or domain.
Fixes
  • Forms Date-only fields no longer shift to another day or year because of timezone differences.
  • Import & Export Fixed Excel exports showing stale data, incorrect field values, or columns in the wrong order.
  • Collections Fixed drag-and-drop behavior in column views and improved the stability of rearranging views.
  • Forms Idea widgets and other forms no longer submit empty ideas.
  • Collections Fixed formatting and dynamic content being lost when duplicating views or updating their layouts.
  • Integrations New accounts can now be created through Microsoft Teams.
  • Users Fixed an error when inviting people from a CSV file.
  • Forms Removing minimum or maximum field limits no longer prevents idea submission.
Changes
  • Automations The automation builder has been redesigned.
  • Collections Users Updated card layouts with clearer spacing below action buttons and improved link contrast in Manage People.

Introducing Automations 2.0

innovation workflow builder

Automations 2.0 replaces the fixed sequence of trigger, delay, condition, AI and action with a visual workflow builder. Add the steps you need in your chosen order, then branch, loop, schedule and inspect runs.

Your existing automations have already been migrated. Open one to use the new builder, and select Expand for the full-page canvas.

Improvements
  • Automations Start in the inline automation builder and select Expand to work on the full-page canvas.
  • Expressions Use the expression picker to search and select any field or value available to the automation.
  • AI Describe your process and AI drafts the automation workflow.
  • Automations Each automation now has a plain-language summary of what it does.
  • Automations Use an On Demand trigger to run an automation with a button.
  • Automations Schedule an automation to run once, hourly, daily, monthly, quarterly or using a cron expression.
  • Automations Split an automation into sequential, parallel or if-else branches, and apply conditions to its paths.
  • Automations Use loops to repeat steps for each item in a list, such as every idea in a collection.
  • AI Chain multiple AI steps, with each step using the output of the previous one.
  • Automations Store variables for later steps, or let users edit individual variables while locking steps and hiding the workflow builder.
  • Automations Inspect each automation run, including which steps passed or failed and each step’s input and output.
  • Automations Automation versions are saved as you edit, and you can restore a previous version in one click.
  • Automations Enable automatic retries for a step, or mark it optional so the automation continues if it fails.

Custom Email Delivery and Enhanced Export Fixes

Workspace owners can now use custom SMTP email delivery. This release also corrects Excel export columns and dates, PowerPoint attachment links, and spacing in rich text added or replaced by the AI Assistant.

Improvements
  • Branding Added support for custom SMTP email delivery for workspace owners.
Fixes
  • Forms Improved handling of password-protected, encrypted, and malformed document attachments.
  • Import & Export Fixed Excel exports so fields with the same name are included as separate columns.
  • Import & Export Fixed dates appearing one day earlier in Excel exports for some time zones.
  • Forms PowerPoint attachments no longer appear incorrectly as missing or link to a converted PDF.
  • AI The AI Assistant no longer adds extra space at the top when adding or replacing rich text.

Automation and General Stability Improvements

“Post to URL” automation steps now support dynamic expressions. Attachment uploads and AI document processing are more reliable, including handling multiple large files. Standard attachment uploads no longer accept zip, rar or 7z files.

Improvements
  • Expressions Automations Added dynamic expression support for "Post to URL" automation steps.
Fixes
  • Forms Improved the reliability of uploading attachments to ideas and form entries.
  • AI Updated AI automation step file handling to process uploaded documents more reliably, reuse converted PDFs, and handle multiple large files better.
  • Users Email deliverability events no longer appear in user profile activity feeds.
  • Embed Triggering a conditional field in an idea widget no longer makes the scrollbar jump.
  • Collections Deeply nested custom filters no longer create broken filters.
  • Collections Changes to view filters are now recognized without reloading the page.
  • Workflow Phase icons now appear in view access and idea collection sharing dropdowns.
  • Forms Selecting “Done” after editing a form field no longer scrolls the list to the bottom.
  • Users Users who still own drafts can now be deleted.
  • Forms Long media filenames or source keys no longer cause uploads to fail.
Changes
  • Embed Improved the experience of submitting ideas with attachments via idea widgets and shareable links.
  • Forms Improved the UI response times when working with conditional fields.
  • Forms Changed standard attachment uploads to no longer allow zip, rar, and 7z files.

Form Field Groups and Automation Improvements

Organize idea form fields into groups with a title and description. In widgets, each group becomes a separate step with its own progress indicator. Preview the form as users will see it while you edit, and add descriptions or AI-generated summaries to explain your automations.

Improvements
  • Automations Add a description to an automation to explain its purpose.
  • AI AI-generated dynamic descriptions now summarize automations automatically.
  • Forms Organize any number of form fields into groups with a title and description. In widgets, groups become separate steps with progress shown per group.
  • Forms Preview how your form will look to users, with updates shown as you edit.
Fixes
  • AI Improved reliability of AI automation steps.
  • Measure The “Dynamic title” toggle on charts now works correctly.
  • Users Descriptions of view access lists no longer include duplicate entries.
Changes
  • Forms The form preview has been redesigned to support different screen sizes.
  • Collections View navigation buttons now use a more compact layout, with “more” options available on hover.
  • Automations People with editing rights now receive a notification when the system automatically disables an automation.
  • AI Improved response time for AI-generated content.
  • AI Improved the quality of AI-generated ideas.
  • Integrations Improved API performance and response times.
  • Collections The drag handle icon now indicates that it is used only for reordering.

AI Automation Enhancements and UI Improvements

AI automation steps can now return structured JSON that follows a schema you supply or create with the built-in AI tool. A global “Enable AI” toggle lets you disable all AI features. “Create Idea” and “Create Form Entry” actions also support selecting co-owners.

Improvements
  • AI AI automation steps can now return structured JSON that follows a schema you provide or create with the built-in AI tool.
  • AI Use the global “Enable AI” toggle to disable all AI features with one click.
  • Automations 'Create Idea' and 'Create Form Entry' automation actions now also support selecting co-owners.
Fixes
  • Integrations Mentions now work correctly in Microsoft Teams.
  • Workflow You can now enter a custom reason when selecting a status for an idea.
  • AI The “Autofill” button no longer appears in “Add idea” dialogs in regions without AI text processing.
  • Collections The idea collection deadline picker now shows the correct value.
  • Automations Form field references in AI automation prompts now update correctly inside idea collection templates. This fix applies only to future templates.
Changes
  • Forms Text fields with a minimum length now show exactly how many more characters are required.
  • Collections Hover over an idea collection’s deadline to see its exact end date and time.
  • Settings The login screen now indicates when a workspace has exceeded its limits.
  • Automations “Create Idea”, “Create Form Entry” and “Create Comment” actions now allow any anonymity setting and owner or sender, regardless of access to the idea collection.

AI Thinking, Web Search and File Context

AI automation UI: Idea Enrichment, enabling web search & file context for market research on ideas.

Your AI automation steps just became significantly more powerful. You can now enable three new capabilities directly inside any AI step:

Web Search – Let AI research the internet for specific queries.

Reasoning Mode – Enable deeper, structured analysis.

File Context – Use documents or dynamic fields as input.

Enable AI steps to perform market research, deliver defensible scoring, or generate context-aware recommendations to enrich ideas and make better automated decisions.