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.

Omnitrack’s solution for ongoing monitoring

In our latest Omnitrack update, we have now built automated ongoing monitoring into the system. These automations can be based on the amount of time a submission has been in a specific status or based on the time since it was created or updated. This enables automated reviews of a submission after a period of time for ‘recertification’ or ‘ongoing monitoring’ of compliance.

In this post we will explain why this will be one of the most valuable tools in your customer due diligence (CDD) toolbox.

Are you conducting due diligence correctly?

Identification and Verification

Under the Anti-Money Laundering (AML) and Combating the Financing of Terrorism (CFT) regulations, a process of customer due diligence must be carried out. Fundamentally, this involves two steps: identification and verification. 

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Back to the office survey dashboard

What does a “return to normal” look like?

With the coronavirus vaccine roll-out gathering pace, individuals and businesses are cautiously looking to return to a life that feels akin to normal. But determining when and how to return to the office is no simple matter, especially since employers and employees might have differing opinions on the matter.

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Complaints and Incidents 

Complaints can vary radically in subject matter, intensity, and desired outcomes. For instance, a company can receive a complaint about a seemingly trivial matter, but from a particularly litigious customer. On the other hand, a complaint could relate to an incident of serious misconduct but may be expressed in an understated manner. In all instances, organisations should aim to deal with complaints adequately, however they arise. This could mean instructing a legal team to act in formal proceedings or simply using a customer’s feedback to identify training needs amongst staff.

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Note: The new features discussed here were released to demo/sandbox sites on Sunday 11 April, to production Omnitrack sites on Sunday 25 April and to on-premise installations shortly after.

We’re giving you full control of your workflows with custom statuses and automations

Omnitrack is a flexible data collection tool which can accommodate many workflows and use cases. We’re always assessing how we can make Omnitrack even more flexible, practical and effective, and are excited today to introduce ‘custom statuses and automations’.

The ‘Edit Form’ section of Omnitrack now features two new pages – Statuses and Automations – that allow you to define your own workflow statuses and automation rules. Like all Omnitrack settings, these settings are intuitive, flexible and easy to set up with no technical know-how required.

Statuses page

The statuses page allows you to view, edit, and delete statuses

You are no longer restricted to the default workflow statuses of ‘In Progress’, ‘Inbox’, ‘Register’ and ‘Archive’. Although these defaults work in some cases, they can be hard to understand and leave out critical steps in your workflow process. 

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