Submission reference IDs

Each new submission will be assigned a user friendly ID to help admins and users identify and reference them.

Reference IDs are a combination of a ‘Form key’ and submission number. The form key is defined once at form creation and used as a prefix for submission numbers that helps users recognize which form the submission belongs to. For example, submission number 3 could appear on the Gifts and Hospitality form as “GAH-3” and on the AML form as “AML-3”. 

Global search across all columns

Admins can search for a keyword or phrase across all submissions and fields. To search through submissions navigate to “View submissions” >> “Global search” and select “All” from the select column dropdown.

Set default answer on form fields

Admins can set a default answer to a question that gets prefilled on new submissions. Note that defaults cannot be set for complex fields such as lookups or read only fields like section headers.

To set a default value for a field navigate to “Edit form” >> “Field settings” >> “Set default value”.

Bug fixes

  • Fixed an issue where submissions could not be assigned to users with an apostrophe in their name. 
  • Fixed an issue where export to CSV was not working for specific clients.
  • Fixed an issue where some emails were coming from an incorrect sender address.
  • Fixed an issue where submissions created via the form settings page were not triggering automations.

Custom thank you messages

Admins can now write custom confirmation text that will appear after a user submits a form. The message can include styling and links.

Set a thank you message for any of your forms by navigating to “Edit Form” >> “Form Settings” >> “Thank you message”. 

Link two submissions within the same form

Use the lookup field feature to enable linking between two submissions within the same form. For example, link two clients that relate to one another. 

To set up linking navigate to “Edit form” >> “Add a new question” >> “Lookup field”. In the lookup field setup select the form you are currently editing from the dropdown in “Step 1”. 

Limit form admins by submission status

In addition to limiting admins to submissions based on groups and form fields you can now limit by submission status as well. 

Global search improvement

Your column selection will now be saved so the next time you search the column won’t need to be reselected. 

Bug fixes

  • Audit trail no longer allows selecting a date that’s in the future.
  • Fixed an issue where adding “is blank” logic to a field stopped you from adding more logic.
  • Fixed an issue where form admins were being directed to the end user dashboard after resetting their password.
  • Fixed an issue where duplicating and deleting a submission redirected to the ‘Access denied’ page.
  • Fixed an issue where the ‘Request More Info’ and ‘Save Changes’ buttons appeared on the form after being disabled.

Track time spent in a specific status

The form overview dashboard now allows you to track the amount of time a submission spends in a specific status. This could be used for SLA monitoring to ensure that submissions are dealt with within defined committed periods of time.

Add status tracking by navigating to ‘View submissions’ >> ‘Overview’ >> ‘Edit overview’ >> ‘Create counter widget’. In the counter widget settings, add a date-based condition that is set to count all submissions whose status has not been updated in X days/weeks/months. 

Improved email styles

Emails sent from Omnitrack have been updated with new brand styling and images.

‘Responsible admin’ email template now supports placeholders

Give admins additional context on submissions you assign to them by adding identifying information from your form to email notifications (e.g client name). 

Bug fixes

  • Fixed an issue with collapsible sections where blank section headers displayed an arrow.
  • Fixed an issue where some Form Admins with a large number of form restrictions were landing on a blank forms dashboard.
  • Fixed an issue where the form cards on the dashboard were displaying an inaccurate count of submissions. 
  • Fixed an issue where the ‘Responsible admin’ email template did not include a hyperlink to the form. 
  • Fixed an issue with reminders where changing the recipient from ‘Admin’ to ‘Assigned user’ caused the email template to break. 

Collapse and expand form sections

Users now have the option of collapsing a full section within a form for easier navigation. Sections will be set to expand by default. Click the arrow once to collapse and a second time to expand the section.

Dynamic lookup fields

A lookup field is used to link forms and seamlessly pass data between them. For example, our AML Client Onboarding solution for law firms comes with forms for ‘Client Assessment’ and ‘Matter Assessment’. When you open a new matter and undertake a matter assessment, you can select which client the matter relates to and automatically ‘look up’ the client risk assessment and other details. Now, any time the details from the client assessment are updated, they will sync immediately with all associated matters.

Custom button enhancement

You can drag and drop your custom buttons to reorder them in the list, and change the order in which the buttons appear on the form.

Bug fixes

  • Fixed an issue where the request for more info trigger for automations was not updating status.
  • Fixed an issue where submissions with admin-only values but no end user-values were not submitting.
  • Fixed an issue where submissions exported to Word had a distorted logo.
  • Fixed an issue where the ‘You have unsaved changes’ dialog was not appearing when closing the drawer.

Added table of contents to forms

Users now have the option of viewing a simple overview of all the sections within your form. Expand the table of contents by clicking the icon on the far left-hand side of the form. Once expanded, click a section header to navigate through the form to the relevant section. The table of contents will dynamically add and remove sections based on the visibility logic (branching) in your form. 

Collapsed table of contents

Expanded table of contents

Custom button enhancement

We’ve added an option to customise button configurations. This gives you more control over what happens when a user clicks on your button. Decide whether to ‘Save form’ or ‘Submit form’ when your button is clicked.

Examples of when to use each option:

Save the form – Use this option when the form needs an additional user to fill in fields (e.g. “Share form with line manager”).

Submit the form – Use this option when the form is complete and is ready for review by an admin (eg Complete form)

Visibility logic based on the value of dropdown fields

We’ve added the ability to trigger logic between fields based on a dropdown field containing a certain ‘keyword’. For example, “Show the ‘high risk’ field when the user selects a country from the dropdown that includes the word ‘risk’”.

Added functionality in automated actions

We’ve added the option to share submissions with multiple people via a single automation. Simply add as many ‘Share’ actions as you need. Note, each share action can have it’s own custom email text.

Bug fixes

  • Fixed an issue where the “Request more info” button was returning an error in some cases.
  • Fixed an issue where deleting form admins did not remove them from the list.
  • Fixed an issue where submissions exported to Word did not include a logo.
  • Fixed an issue where the reset password link included the word ‘null’ instead of a tenant ID.

Send submission data with webhooks

Webhooks are automated messages sent from one application to another. Simply put, they are the easiest way to notify or send a message to another application when something happens in Omnitrack. You can send submission data to any receiving application, opening up a world of possibilities in integrating Omnitrack with your wider technology environment.

The following is an example of how you can integrate your AML onboarding workflow with Intapp using a webhook.

Start by setting up an automation that will send submission data from Omnitrack to Intapp when a new submission comes into the AML onboarding form.

Go to ‘Edit form’ >> ‘Automations’ >> ‘Add automation’. Give your automation a title such as ‘Send new submissions to Intapp’. Next, set the trigger to ‘When a form is submitted’. 

Scroll down to the Actions section of the automation and select the action called ‘Send to webhook’. A new field will appear where you can paste your unique webhook URL. This URL tells Omnitrack where the submission data should be sent. 

Create admin permissions based on submission values

The Form Admins page has a whole new look and gives you more control than ever before. Easily determine which submissions an admin can access through the new permissions builder. The builder includes filtering by groups, by form field values, by flags, and by assigned users. 

In the example below John is an admin who can view submissions for external suppliers who have indicated that they are an LLC. 

Bug fixes

  • The submissions drawer will now reload when changes are saved and display the updated version of the form. 
  • Fixed an issue on PDF exports where rectangular logos were appearing small and distorted. 
  • Fixed an issue where some emails did not send out when triggered by a custom button.
  • Fixed an issue where clicking the back button from ‘Edit report’ landed the user on a ‘No access’ page.
  • Fixed an issue where form logic referencing a number field was not working.
  • Fixed an issue where the form builder became jumpy where multiple drop-down questions appeared in a row.
  • Fixed an issue where bulk changing submissions with Yes/No fields did not work.

All automated actions now support custom notifications

Automations are a powerful way of enhancing workflows. They allow Omnitrack to take actions on your behalf when predefined conditions are met.

We’ve taken that one step further by extending the existing functionality to custom email notifications. For example, set up an automation that moves a submission to a new status and at the same time notifies you of the status change in your own words.

Updated API documentation for managing external users

We recently added support for client and supplier management via a feature called ‘External Users’. To make it easy for your IT team to set up a data feed including external people we’ve documented it under Configuration >> API Documentation >> Users.

Bug fixes

  • Fixed an issue where certain changes overwrote custom buttons.
  • Fixed an issue where user lookup fields were showing external user subfields.
  • Fixed an issue where user grids did not update after a new bulk upload updated them.
  • Fixed an issue where creating submissions for a specific group sent notifications to users outside of the group.
  • Fixed an issue where adding a new admin was not displaying the welcome email option.
  • Fixed an issue where the DAC6 ‘transaction amount’ field failed if the number has a decimal. 

Date based triggers for automations

Automate your periodic form review or other actions based on a date field in your form. For example, in addition to friendly reminders you can also change the status of a submission to ‘Needs review’ 30 days after the last review date. This will ensure that all submissions needing review can be found in one place where you can easily keep track of them.

Custom emails for automated actions

This feature allows you to write custom templates for each of your automated actions and ensure you always deliver the right message to the right person. For example, you may need different language depending on whether the recipient is a partner or a compliance manager.

To edit an email, simply click the edit icon after adding an automated action.

Bug fixes

  • Fixed an issue where exporting a submission to Word format was not working.
  • Fixed an issue where dates were not appearing in the submissions grid for some forms.
  • Fixes an issue where some anonymous form links were redirected to the login page.
  • Added missing status IDs to the API documentation page.
  • Fixed an issue where emojis were appearing in black and white instead of colour.
  • Fixed an issue where the notifications tab in form builder was late to load.
  • Fixed an issue where the “Limit access” feature was not blocking access to blank submissions.
  • Fixed an issue where lookup fields on anonymous forms directed users to the login page.

External Users: Manage suppliers and clients in Omnitrack

Important Omnitrack features such as reminders and automations require that users 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.

  1. Employees often access Omnitrack via Single Sign On, leaving external people with no way to log in. Many clients have resorted to using anonymous forms (which do not require sign in) at the expense of powerful tracking and follow-up features
  2. The system admins are not always aware of which external people need access to the form.
  3. The system admins need a good way to differentiate between and to manage permissions for each type of user.

Let’s walk through an example of a supplier assessment form to see how Omnitrack can solve these problems for you.

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.

Step 2 –. Navigate to ‘Edit Form’ on your supplier form →  click ‘Form Settings’ → and then ‘Change access settings’. Tick ‘Allow external user accounts’. 

Step 3 – Decide which permissions external people will have when they access your form. We recommend turning on the new setting for ‘Allow users to invite external people’. This will empower your external users to share the form with their colleagues as needed. For example, you may initially share the form with your contact and they might need to bring in a colleague to answer some specific questions.

Step 4 – When a new supplier needs to be assessed you can add them to the external user list and assign them a new submission on the supplier form.

Alternatively, you can assign the new form to the employee responsible for the supplier and they can share the relevant people on the form.

If a user does not have an existing account they can be invited to Omnitrack and an account will be automatically created for them. All invites are logged in the audit trail for admins to review later on.

Bug fixes

  • Fixed an issue where users were not taken directly to the form after resetting their password.
  • Fixed an issue where users on iOS could were not taken directly to the form after clicking the form link.