Note: The new features discussed here will be available on demo/sandbox sites from Sunday 11 April. Live Omnitrack sites will be updated Sunday 25 April.
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.
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.
Data collection in Omnitrack is fast and simple. This latest release includes a complete overhaul of the ‘forms engine’ which makes the Omnitrack experience of filling in and reviewing forms faster and smoother.
The new forms engine features quicker navigation, seamless data input, and improved handling of very long forms with complex logic.
Ease of use improvements
The new top bar will be ‘sticky’ at the top of the screen and always available to users, including:
An autosave indicator which lets you know when your changes have been saved and it’s safe to close the form
New and cleaner “share and reassign” icon
New and cleaner “export” icon
Dropdown fields now include a search bar so users can easily find the value they are looking for
New date picker
The date picker has a new look and will no longer get hidden by pesky browser suggestions or other fields
Admin dashboard redesign
The main administrator dashboard has been redesigned to improve the visual appearance and to show more useful information to administrators at a glance.
You can now create folders to help organise your forms by department or by type. (Folder permissions are coming soon to restrict admins to specific folders.)
Tick the top-right corner of a form or folder card to view the new actions menu. You can now manage and organise folders and forms in bulk.
Fixed a typo on the reminders page.
Fixed the issue where paragraph fields were not displaying all of the text by default.
Fixed the dashboard sort not saving your last preference.
Fixed an issue where filtering the emails audit trail by subject gave an error.
Coming early in 2021, VinciWorks will release two revolutionary features: custom statuses and a new automations engine. These features will enable powerful, tailored workflows and automations for each Omnitrack use case. They will be available to clients who license the Omnitrack Unlimited tier. Learn more.
Reminder email digests
We have added the option to consolidate reminders into single daily, weekly or monthly emails.
For example, admins can set a rule that reminders will be sent once a month on the 1st of the month for all incomplete submissions. Let’s say a user is assigned three submissions on December 20th, 21st, and 22nd. The rule above would ensure that the user would receive a single email reminder on the first of each month for any outstanding submissions instead of three separate emails in subsequent months.
Note that the default for existing reminders remains ‘send the reminder as soon as possible’ which is how reminders have worked up to now.
We recommend reviewing your reminders to determine if any of the new schedule settings should be used and contacting our support team if you would like to discuss.
Changes to form admin permissions
Form admins can no longer delete or archive an entire form.
Form admins can now create new forms.
Enhancements to single submission export to PDF or Word
Unnamed section headers have been filtered out of the reporting configuration page.
The width of the grey background is now consistent on all pages.
Single submission reports now include the option to add admin-only fields.
View Submissions page updates
We’ve added a warning for admins when submitting without all the required fields filled in.
‘Last updated’ has been added as an available column on all of the workflow tabs.
Form admin role now displays on the ‘Users’ page
In the ‘Role’ field on the users page, form admins can now be identified.
Note that you cannot currently filter by form admin but we plan to release an update for that soon.
Fixed the issue where end-user CSV export was limited to 50 rows.
Fixed the issue where single submission reports could not be saved.
Fixed the issue where public forms incorrectly required sign in.
Removed a limit on the number of form admins that can be added.
Removed the link to the end-use dashboard from public form logos.
Coming early in 2021, VinciWorks will release two revolutionary features: custom statuses and a new automations engine. These features will enable powerful, tailored workflows and automations for each Omnitrack use case. They will be available to clients who license the Omnitrack unlimited tier.
Here is a preview of what is to come.
Statuses are like folders that help you keep submissions organised into logical groups and enable you to keep track of progress when dealing with a submission.
Once a submission is created in Omnitrack, it is automatically assigned a status. Administrators and users (when permitted) can then move a submission through a workflow by changing it status.
The default statuses are:
After countless discussions with our clients, we understood that these default statuses, while helpful, are limiting. Many times a use case will require more or different statuses to move a submission through its lifecycle.
With this new upgrade, we have significantly enhanced the power and flexibility of statuses.
For each individual use case in Omnitrack you will now be able add statuses, rename existing statuses or remove statuses. Renaming the default statuses is useful to align terminology and adding statuses is useful for creating logical, multi-step workflows.
For example, A DAC6 workflow might include the following statuses:
Review by tax
Review by compliance
And a GDPR breaches register might include the following:
For each status you can define whether it can be changed by end users or only by administrators.
End users will be able to see their submissions organised by status, helping them determine which require further action and which are in review.
The new automations engine will enable Omnitrack to perform tasks for you, saving time and helping you stay organised. Once an automation is setup once it will run with no input from you based on triggers that you define.
For example, you will be able to automate the following tasks:
Move a submission from Inbox to In-review when you click the request more information button.
Move a submission to reported when a DAC6 report is made
Move a submission to Archive when no DAC6 report is made
Move a submission to a custom status called LPP applies when a client refuses to waive professional privilege.
Using our automation builder, you can mix and match tasks and triggers in unique ways to create automation workflows that accomplish your specific goals.
Important change to API
Automations and custom statuses are breakthrough enhancements to Omnitrack. They add a level of flexibility and power that is unparalleled.
To support these new, power features, there are a number of existing APIs that will be affected. Any API calls performing the following tasks will be deprecated and must be updated:
Get submission by status
These existing APIs are not robust enough to work with custom statuses, they were designed to work only with the default set of statuses.
New APIs are being developed that will accommodate the new custom statuses feature. They will allow you to change the status of any submission to any other status and get submissions by any status.
Any clients using the old APIs must upgrade to the new ones. For most clients this change will likely be small and simple to do. If you aren’t sure whether you are using the legacy API, please contact us.
We want to make sure that this API transition happens smoothly. As the date of the upgrade nears, we will create a sandbox environment to test the new features and the new APIs. We will ensure that all APIs are working properly prior to the upgrade. We believe that the power and flexibility of these new features will be worth the effort of changing the API calls.
The API changes will happen at the beginning of 2021. All clients will be provided with at least two weeks of prior notice of the change and a sandbox environment to test the new API.