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.
Companies that host Omnitrack on their own servers on premises will now be able to install patch upgrades with each Omnitrack release. There is a also a new management console for on-premises management allowing all setup and updates via a simple interface and new diagnostic tools available. Hosting Omnitrack on premises has never been easier.
Features & improvements
New export templates
Admins can now create report templates for submissions to be exported to PDF. Users will see a list of templates to choose from when exporting submissions.
This allows you to share data with clients or other people outside of Omnitrack.
Exported submissions will be listed as an event on the timeline and a copy of the PDF is stored for you to download again at any time.
Reminder email templates now support multiple field placeholders. For example, DAC6 reminders can reference matter number, client name, matter partner, and any other information from your form that you’d like to include.
We’ve improved our submission export format so that the PDF export is a clean data table of the relevant information, rather than just a ‘screenshot’ of the system.
Data exports no longer include all of the blank fields by default.
Data can now be exported from incomplete submissions as well as completed ones.
‘Request more info’ for incomplete submissions
We’ve added the ‘Request more info’ button to the incomplete tab so that you can easily send an email to the Assigned User at any stage.
Improvements to the email editor
The email template editor now supports adding space between lines and underlining text.
Easier user schema management
We’ve made it easier to work with user schemas. This includes
Better support for changing the user column used as your ‘unique identifier’ after user data is already in the system.
Better error handling in cases where the upload fails due to duplicate or missing user details.
Support for deleting archived forms
You can now delete forms which have been archived.
A couple of small additions to our API documentation will help IT admins use the User API endpoints.
Omnitrack has undergone an additional third-party security penetration test which resulted in two low-level vulnerabilities being found and rectified.
Single sign on
The SSO configuration page now displays your current metadata file so that it can be referenced or downloaded if needed.
We have completed some additional work on single click reporting to the German tax authorities to be able to automatically process responses for disclosures made using the ‘one click reporting’ option.
We have added reporting schemas for six additional countries and continue to add reporting support as more schemas are released.
Fixed the issue where adding more than 15 Form Admins causes a crash on the ‘Add Admins’ page.
Fixed the issue with overlapping page numbers appearing on long submission exports.
Fixed the issue with admin welcome emails not sending out.
Fixed the issue where forms that are autosaved would sometimes still display a warning that ‘not all changes have been saved’.
Fixed the issue in user schemas where inactive users with capital letters in their email address were not being matched by the bulk user upload process.
Fixed the issue where archived submissions were not counted on the forms dashboard.
The ‘Request more info’ button has been made more prominent and can be found at the bottom of the form when viewing as an administrator. The form now automatically saves any changes when ‘Request more info’ is clicked.
Users who are shared on a submission can now see archived submissions on their dashboards.
Submissions that are edited and restored from the archive will run through flagging rules again when they are re-submitted. If the submission meets a flag rule it will move to the admin inbox and notifications will be sent, but if it is not flagged and the flagging rules determine it should be archived, it will remain in the archive.
Submissions page enhancements
We’ve added the ability to filter the grid for ‘is blank’. For example, you can now find all submissions where the matter number is blank.
The grid will now default sort by newest submissions at the top. Admins can customise their sort order with their preferences automatically saved.
We’ve added the ability to dismiss pop-up messages on forms. When you tick ‘Don’t show this message again’ the pop-ups will stop appearing.
Exporting user data to CSV now includes the users role and status.
Minor text changes and fix to several Private Form APIs and User APIs
The “Submit a Submission” API has been removed from the documentation and will be replaced by a more robust and flexible alternative
Omnitrack on premises
We’ve set maximum sizes on certain log files to resolve issues of some clients exceeding their allocated disk space.
The default email scheduler is now set to send emails every 4 hours so that reminder emails will be sent more frequently.
Fixed formatting issues with markdown in form titles and descriptions.
Fixed column ordering issue when a new column to the submissions grid.
Archived fields will no longer be ordered at the beginning of the grid.
Timeline event order has been fixed for simultaneous edit and submit events.
CSV export now works with special characters in users’ names.
The support widget was removed from the end-user side of the system.
Fixed the snack bar message for manual flagging/unflagging entries.
Admins can now view and edit any email template sent out by Omnitrack. The email template page lists all the system emails and explains when those emails will be triggered. You can click on the edit icon to view or change the language of the template.
The ‘request more info’ email now allows you to CC the users shared on a submission with the click of a button. For example, you’re sending a matter back to the team for review but you want to alert the entire matter team and not just the assigned partner.