Features & improvements

End-user dashboard

• The dashboard is the new home page for users who are assigned multiple forms. They will be able to easily navigate between their forms from the dashboard.
• Users will also be able to set a custom view for each form they have assignments on to see the exact data that is relevant to them.

Additional improvements for end users

• End users can create their own submissions from scratch. The ability to create submissions will need to be turned on by an admin and can be found in Edit form → Share your form.
• We’ve added a ‘Form Created’ column to the end user view.

Duplicate submissions

• Admins can now duplicate any submission with all of its data. This saves time in creating similar submissions on a form.
• When a submission is duplicated, it will be recorded as an event on the submission Timeline and will include a link back to the original submission.

Option to decide what’s exported to CSV

• When exporting the grid to CSV users can decide:
  • if they’d like to export all tabs or only the current tab. 
  • if they’d like to export the visible fields or all form fields.

Form history

• To view a user’s form history, navigate to Users, click the menu icon for a specific user and select ‘Form history’.

Bug fixes

• Fixed bulk share giving 500 errors for large processes.
• Removed bulk actions that are not supported for public forms.
• Fixed an issue where filtering the Archive tab did not update the number of submissions.

Internet Explorer will no longer be officially supported in 2021. In order to ensure the best user experience with Omnitrack we suggest moving to a supported browser such as Google Chrome. 

Sharing submissions in bulk

• Admins now have the option to share submissions in bulk. To share multiple submissions simply tick the relevant submissions on the grid → click bulk change → and select the ‘Share’ action. 
• You can hover over the ‘Assigned User’ column on the grid to see a list of users shared on a submission.

Custom share and assignment notifications

• We’ve also added an option to send a custom notification to the shared or assigned user. 
• After selecting the share or re-assign actions an email editor will appear with your default template loaded. The template can then be edited and sent while the default is retained for next time.  

Duplicate field copies logic

• Duplicating a field in form builder will now copy over any conditional logic as well. 

Bug fixes

• Fixed an issue where bulk change was not working in Microsoft Edge.
• Fixed an issue with the email editor where blank reminder titles caused a crash.
• Fixed an issue where changing user IDs in bulk user uploads was resulting in an error. 
• Share view no longer says ‘Emails will be sent’ when the email for that action is disabled.
• Bulk user upload email header is no longer case sensitive.
• Timeline and audit trail times now display in the logged in user’s timezone.

Features & improvements

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.

Bug fixes

• 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.

Custom statuses

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:

• Incomplete
• Inbox
• Register
• Archive

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:

• Incomplete
• Inbox
• Review by tax
• Review by compliance
• Reported
• Not reported

And a GDPR breaches register might include the following:

• Incomplete
• Inbox
• Investigation
• Resolution
• Closed

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.

Automate workflows

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:

• Archive submission
• 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.

Features & improvements

Single submission exports

• Users can now export submissions to Word which allows them to tailor the content of reports before passing them along to clients or internal stakeholders. 
• In addition, PDF exports now include page numbers and dates.

End user dashboard

• The end-user dashboard will save an individual user’s layout automatically. Users can add columns, re-order, and resize them.

End user export

• We’ve added an export button to the end user view which allows users to export a list of all their assigned submissions to CSV.

Improved performance when opening submissions

• We’ve made a substantial improvement to loading times when opening a submission from the admin screens.

DAC6 reporting

• We’ve added support for another five DAC6 reporting schemas. We currently support XML DAC6 reporting for all available countries. 

Reminders

• Reminder action buttons (delete, duplicate, edit email) are now available even when the reminder is turned on. 
• Links to external sites now have https appended to them. 

Improvements to search functionality

• We’ve added enhanced search support to the submissions grid for ‘global search’ and ‘filter by column’ to allow searching for longer strings with spaces included. 

Hyperlinks in read only fields

• Form builder now supports Markdown links in read only fields for you to present a specific link for users to click on.

Bug fixes

• Fixed an issue where reminders set to send every day were sending out every 28 hours instead of every 24 hours.
• Fixed editing system email notifications not working in Internet Explorer.
• Fixed the Start and Continue Form buttons sometimes not working in mobile view.
• Fixed issue with welcome email for admins not appearing where single sign on is enabled.
• Fixed an issue on reminder email templates where the cursor was jumping to the top of the email when adding a new placeholder.
• Fixed the issue with admin login with SSO taking you to the end user dashboard.
• Special characters are now displayed properly on the Logins audit trail.

Major upgrade to Omnitrack hosting on-premises

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. 
• Learn how to create a template

Multiple placeholders in reminder emails

• 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.
• See how to add placeholders to reminders

Bulk change form fields

• You can now make changes to your submission data in bulk. Tick multiple submissions, select ‘Bulk Change’, and then select the ‘Edit form field’ option. 

Turn system notifications on or off

• System admins now have more control over workflows with the ability to turn off most system notifications. Go to ‘Configuration’ → ‘View notifications’ to review your settings.

Dashboard link for end-users

• End-users can now click the ‘My forms’ link to navigate back to their dashboard.

Improved single sign-on error messages

• Users will now get a detailed error message if they fail to login via SSO. 

API documentation

• A couple of small additions to our API documentation will help IT admins use the User API endpoints.

Bug fixes

• Fixed an issue with the Groups page not sorting by group name.
• Fixed an error on the reminders page when more than 15 form admins were added to a form.
• Fixed display issues on the overview dashboard with more 100,000 submissions in a form.
• Fixed a display issue with some buttons on the end-user grid getting cut off.
• Fixed the misleading warning message when a user edits an archived submission.
• Fixed a display issue on the share and reassign page.
• Fixed issues with reminders set to send every day sometimes missing a reminder schedule. 
• Improved PDF export with better support for Markdown and multiple choice fields.

Features & improvements

Export submissions to PDF

• 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.

API documentation

• A couple of small additions to our API documentation will help IT admins use the User API endpoints.

System security

• 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. 

DAC6 updates

• 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. 

Bug fixes

• 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.

Email templates page

• 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.
• See how it works

All new email editor

• The new email editor gives you even more options when creating your custom template. Here’s what we added:
  • Preview mode – allows you to see the final product before saving your template.
  • Placeholder drop-down –  reference user or form information where you need it.
  • Linking –  icon for adding URLs to your template.
• See how it works

Ability to CC shared users

• 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. 
• See how it works

On premises enhancements (for clients hosting on prem)

• We’ve configured the default scheduler to match the cloud version.
• Our virtual machine now builds with 20GB hard drive and 8GB of RAM
• We’ve created the ability to add an NTP server to the app configuration. This will ensure SSO does not fail on new virtual machines.
• The application will no longer throw errors for RUM API calls

Bug fixes

• We fixed the submission export to PDF. 
• We fixed the issue with apostrophes in email addresses causing sending issues.
• We updated the user API documentation which had an error.
• We fixed the issue with reminders on the timeline referencing the ‘Submitter’.
• We added 0-day reminders to the timeline.
• We fixed the issue with checkbox fields in IE not wrapping correctly.
• We fixed issues with CSV export and file uploads not working with special characters in them.