Improvement to the ‘share’ submission automation

The automation feature allows admins to automate their workflow with logic-based actions. The share action within automations now includes the option to select a specific admin to share a submission with. The admin selected will be notified that a new submission has been shared with them. The notification will include a link to the submission on the admin side of the system instead of the end user side. To create automation, navigate to “Edit form” >> “Automations” >> “Add automation”.

Automation action for sharing with specific admins

Bug fixes

  • Fixed an issue where the ‘view changes’ link in the timeline was not working for anonymous forms
  • Fixed an issue where certain scoring fields were not working when only two options existed
  • Fixed an issue where users were landing on a login page with the message “Submission deleted” even though it wasn’t

Submission timeline redesign and improvements

The timeline feature is essential for tracking submissions through their lifecycle. It tells you what changes were made, who made them, and when. As such, we’re happy to deliver a new and improved timeline experience that will be even more reliable and easy to use.

  1. Tracking changes just got a whole lot easier. All changes to a submission will create an update event on the timeline and clicking the “view changes” link will now display an easy-to-read list of the changes made.
  2. When an automation or reminder triggers a submission it will create a new event on the timeline. Those events now display a link back to the specific automation or reminder the event was created for. This means you can easily track down the automations that may not be working as intended.
  3. We’ve made various behind-the-scenes improvements to ensure the reliability of the timeline event creation and order.
  4. Automations using the “webhook” action will create a webhook event on the timeline that includes the webhook status.
Timeline view after clicking on a view changes link

New public API added

We’ve added a new public API for updating the value of a user lookup field. API documentation can be viewed in the ‘Configuration’ page of your Omnitrack system.

Penetration test completed

As part of a periodic security tests routine, VinciWorks regularly performs penetration tests by independent security companies who conduct both a grey-box and black-box review. The goal of these tests is to simulate an external invasion of VinciWorks’ infrastructure and application levels, in order to examine the soundness of the existing security and defence methods and to locate weaknesses in the communication, application, database and operating system levels that are available to potential attackers.

Bug fixes

  • Fixed an issue where the user’s page was not displaying the correct information under the ‘added via’ column
  • Fixed an issue where some anonymous forms were redirecting to the login page

Features

We’ve redesigned the export submissions experience to give you more options when exporting. You’ll now see settings for including company logos, admin comments, and a full submission timeline in your exports. To export submission, click into the submission you want to export >> click the 3 dots menu at the top right >> select export.

Bug fixes

  • Fixed an issue where scoring fields did not work for numbers with decimals in them.
  • Fixed an issue where file uploads were not working for certain file types (.msg and .docx)

Features

End users who open a submission that has been deleted by admin will now see an error message instead of a blank page. The error message reduces confusion by telling the end user why they can’t access the submission.

Bug fixes

  • Fixed an issue where end users could not export a copy of their submissions.
  • Fixed an issue where specific automation emails were using the default template instead of the edited version.
  • Fixed an issue where the ‘change assigned user’ action in automations was not sending out an email notification.
  • Fixed an issue where the count of submissions in a specific status was not accurate.

Submission timelines are now exportable

Admins and End users can now export a PDF version submission timelines. The export will include the submissions reference ID and date of export. Simply click into a submission >> click into the ‘timeline’ tab >> click the export button. Note that you can filter the timeline for specific events before exporting it to PDF.

PDF version of the submission timeline

Submission reference IDs in email notifications

Email notification links have all been standardised to display submission reference IDs by default. The reference ID is also available as a field placeholder for users who would like to customise email notifications. To view or edit email notifications navigate to “Edit Form” >> select “Notifications” from the menu >> click the edit icon on the template you’d like to edit or view.

Select the referenceID placeholder to add it to your template

Bug fixes

  • Fixed an issue where description text logic including an “is blank” condition was not working as expected.
  • Fixed an issue where some email notifications appended an extra ‘1’ to the end of links.
  • Fixed an issue where automations were using the default email template after it has been edited.
  • Fixed an issue where in some cases exported data was showing in the wrong column of the CSV.

Submission reference IDs in the audit trail

The audit trail for submissions now displays the reference ID as a column in the grid. Users can now sort, filter, and search for a particular ID in order to view the full history on any submission.

Audit trail filtered by reference ID to view a specific submission

Ability to filter by a date range

All date columns in tables now have the option to filter for a date range. For example, if you have a field called ‘Due date’ in your submissions table you can now filter the submissions where the due date falls into a specific range. Simply click the filter icon next to a date column >> select ‘between’ from the dropdown >> input two dates.

Filtering by a date range in the submissions page

Bug fixes

  • Fixed an issue where some submissions were still visible to form admins who were restricted to a specific status and shouldn’t have access.
  • Fixed an issue with scoring calculations in form builder where changing a dropdown value caused an inaccurate result.
  • Fixed an issue where deleted from admins still appeared in the form admins list.

Improved experience for new users

When a new user logs in for the first time they will be directed to an account activation page instead of the standard login page. Clicking the ‘Activate my account’ button will trigger an email to the user’s inbox and they can set a password from there.

Improved warning messages on the form builder

The form builder now has a clear warning message to users about which fields are being used in conditional logic. The warning message will appear when a user tries to delete a field that’s being used in conditional logic. 

Scoring fields

We’ve added a new field type which allows users to create dynamic scoring fields in their forms. 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.

There are a few steps to take in order to create a scoring field in your form.

Step 1 – Add a scoring field to your form by going into “Edit form” >> “Add question” >> scroll down to the complex field section and select “Scoring field”.

Step 2 – Build an equation using existing fields from your form. The scoring feature allows you to add/subtract/multiply/divide by the value of two or more existing questions in your form. For example, if you have fields called “Risk likelihood” and “Risk impact” you could multiply the value of those two questions to get a final “Risk score”.

Step 3 – The final step for building a scoring field is to assign a number value to each option in the questions you are using in the equation. For example, if the “Risk likelihood” question gives the user options to select High, Medium, Low then you’ll need to assign a number value to each of those options.

To assign values, go to the question and click the ‘Settings’ cog on the field. Navigate to the ‘Scoring’ tab and fill in a value for each option.

You’re all set! You’re scoring field will now calculate dynamically as the form is filled in.

Bug fixes

  • Fixed an issue where some clients could not see the ‘Form admin’ role on the users page.

Improvement to lookup fields

You can now look up ‘status’ under ‘system fields’ when creating a lookup field on your form. Selecting status will display the status of the submission you are looking up as part of the form you are adding the lookup field to.

Improvement to Omnitrack query builder

When creating field logic, a form admin, or an automation you can now use ‘does not contain’ as part of your query. For example, create a form admin who is restricted to seeing submissions that do not contain their own name. 

Bug fixes

  • Fixed an issue where exported forms we’re showing the wrong Omnitrack version

Automated emails can now be sent to the ‘assigned user’

When setting up an automation with an action for ‘send email’ you can now select the ‘assigned user’ as the recipient. The system will dynamically send emails to the person assigned to a submission who meets your automation conditions.

Bug fixes

  • Fixed an issue where duplicating a form did not work.
  • Fixed an issue where the number of reminders allowed in the system was limited to 50.