Using conditional descriptions to offer translations

Multi-national businesses regularly send forms to suppliers, clients, staff and contractors across the globe. The challenge is ensuring that each end user is seeing the form that is most relevant to their role, jurisdiction and, of course, their native language. Most businesses have tried to tackle this by either sending a list of forms for them to choose from or preparing multiple forms and sending the one most relevant to each user. But there is a better way. With Omnitrack’s versatile conditional logic, you can easily build each language into the form.

How to use conditional descriptions for translations

Step 1: Add a drop-down question

Creating translation field in Omnitrack
  1. Click “Add question”
  2. Select “Drop down” 
  3. Create a “Select your language” drop down

We recommend setting a default value. If most of your end users’ language is English, make English your default value.

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Law firms are required to conduct risk assessments, client due diligence (CDD) and ongoing monitoring on their clients. The precise processes for CDD and risk assessments are often complex and vary greatly, depending on industry and jurisdiction. 

What is the problem?

The Fourth Money Laundering Directive, which came into force in 2017, introduced a heavy emphasis on employing a risk-based approach to money laundering. This puts a certain degree of the onus of identifying and prioritising risks on law firms. Firms often struggle with systemising risk scoring and ensuring high-risk clients are automatically flagged based on their scores. Being able to define your firm’s own scoring system will help ensure firm-wide consistency and that nothing falls through the cracks. 

How do we solve it?

In our latest update to the anti-money laundering onboarding solution, we’ve added a new function which allows users to create dynamic scoring fields in their forms, enabling them to add/multiply/divide/subtract the value of two or more fields. For example, you can now add scoring to the risk assessment section of your client’s onboarding form. A risk score can then be automatically calculated for each risk area. Lawyers can assess their prospective client’s risk level, with the MLRO or Compliance Officer being able to easily review risk scores, and update the scores should they deem it necessary. Note, our AML onboarding clients receive a bespoke system that will come built with the risk scoring feature already enabled.

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Gif showing Omnitrack scoring

Omnitrack, our reporting and tracking solution, is continuously being updated and improved to bring the best experience to our end-users. In our latest update, we’ve added a new field type which allows users to create dynamic scoring fields in their forms, enabling them to add/multiply/divide/subtract the value of two or more fields. For example, you could create a risk assessment form that asks a series of risk-related questions and generates a score based on a user’s responses.

How to calculate risk scores with Omnitrack

Step 1: Add a scoring field

Add a scoring field to your form by:

  1. Clicking “Edit form”
  2. Click “Add question”
  3. Scroll down to the complex field section and select “Scoring field”.
Example of adding a scoring field
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Part of VinciWorks’ SRA Compliance Suite: record and track all undertakings in one location 

The VinciWorks’ SRA Compliance Suite is hosted in Omnitrack, a powerful yet flexible data collection and reporting tool. Established use cases in the SRA Compliance suite include a Regulatory Breaches Register, a Conflicts Register, a File Review process and more. The SRA suite also includes the Undertakings Register, a centralised tool to record, review and track all solicitor undertakings, ensuring staff receive reminders to fulfil all obligations which have yet to be discharged.

Before we take a closer look at the Omnitrack Undertaking Register, this blog will recap the definition of solicitors’ undertakings and look at some of the consequences of failing to complete them. 

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External Users: Manage suppliers and clients in Omnitrack

Important Omnitrack features such as reminders and automations require users to sign in to the system when filling out your form. This is complicated for use cases such as Supplier Assessments and Client Onboarding as it’s difficult to manage both internal people (employees) and external people (suppliers or clients) who need access to forms. This can lead to problems such as external people having no way to log in, thus resorting to using anonymous forms (which do not require sign in), at the expense of losing powerful tracking and follow up features. With Omnitrack’s new feature, admins can easily manage form access when there are both internal and external people trying to access them.

Here’s how it works:

Step 1 – Navigate to the Users page and upload your existing list of suppliers to the new External Users tab. The system will now use a smart login mechanism to direct internal users to Single Sign-On (if enabled) and your external users to the standard login page.

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Omnitrack has released a powerful new feature: customisable buttons. This new feature takes flexibility for your workflows to the next level. Custom buttons allow you to add your own action buttons, with your own wording and colours, at each stage. Instead of just the generic ‘Submit’ or ‘Save’ buttons, you can now add buttons to look, say and do whatever you want them to. 

This new feature gives the admin a lot more choices in terms of what they can do as a next step for the submission. With this no-code software, you can build the workflow exactly the way you want.

When you use this feature, you can customise any workflow with action buttons. 

How does it work?

Once a custom button has been created, instead of the regular “submit” button users see at the bottom of most forms, they’ll see the customisable button instead.

As the administrator, you can decide how the button will look, what it will say on it, and what will happen when a user clicks the button.

How do custom buttons work?

  • For any form, go into edit form
  • Click on automations
  • Click on “custom buttons”. When you do that, you’ll see a list of existing buttons plus any custom buttons that you’ve already created. There you’ll also find all the information about the buttons; i.e, their name, what they looks like, which forms they displays on, which statuses they display in, and any automations that are associated with the button. You’ll also see whether the button is “system” or “custom”. 
  • To add a new custom button, press “add custom button” in the top right. 
  • Select if you want the button to display on the end user form, or admin form. 
  • Choose what you want to display this button for, write a label for the button, and choose a color for the button, and whether you want the button to be filled or outlined. 
  • You’ll be able to see a preview of the button on the left.
  • That’s it! When you go back to the form, you’ll see your custom button appearing at the end of the form.

Say goodbye to fragmented processes and manage all your filing obligations with Omnitrack

Omnitrack is a powerful yet flexible data collection and reporting tool. Its established use cases include an AML client onboarding workflow, a gift and hospitality register, and a GDPR compliance suite. VinciWorks has also recently launched the Omnitrack Filing Calendar, which means you can now use one system to track all filing obligations, send reminder notifications and upload documents evidencing compliance. 

Before we take a closer look at the Omnitrack Filing Calendar and one of its template workflows, this blog will outline some of the key challenges compliance staff face when managing filing obligations. 

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As we approach the end of 2021, many organisations will be thinking about appraisals. Whilst employees and management alike may not always look forward to them, appraisals can significantly contribute to success, when done correctly. 

But why stop at reviewing employee performance? Why not consider overhauling your entire appraisal process too? VinciWorks has recently launched the new Omnitrack HR Suite, which includes an employee appraisal solution. The customisable workflow encourages employees to evaluate their performance against company values and goals. Its structure also guides in-person meetings and can be used to record areas for improvement. 

Before looking closer at the Omnitrack appraisal tool features, this blog will outline some objectives of the appraisal process and explain why static forms or spreadsheets are not the answer. 

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Omnitrack’s solution for easy eSignatures

DocuSign, the popular eSignature software that allows organisations to manage electronic agreements, allows users to sign documents anywhere from any device, with no need for overnighting, faxing or waiting. And with encryption and a complete audit trail, it’s more secure than paper!

In our recent update, we have now integrated Omnitrack with DocuSign. This valuable feature will enhance the compliance process in a wide variety of use cases, making signing documents with Omintrack extra smooth.

Add a ‘Sign and Submit’ button to your forms by integrating DocuSign
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The complications of declarations

Many organisations collect data from employees for compliance and regulatory purposes on a regular basis, but current processes and tools have major shortcomings. With current processes, it’s hard to track who has and hasn’t filled out forms, challenging to keep track of forms, especially in large firms, and regarding annual forms or declarations, it’s annoying to have to keep filling out the form again and again, when 95% of the data stays the same.

Our guide to Annual Declarations

Annual declarations dashboard
Our annual declarations tracking tracking dashboard allows admins to get a centralised view of every declaration.

If you are feeling confused about what the best way is to handle annual reporting, we’ve got your back. Our best practice guide to annual declarations tracking is based on our study of the process at tens of firms. The guide introduces readers to Omnitrack’s Annual Compliance Declaration Tracker, which allows compliance managers to easily get all staff on board with annual declarations, ensuring your organisation stays on top of its requirements. Key features of our tracker that are

Click here to access our best practice guide to annual declarations tracking.