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.

Custom buttons

A powerful new step in total flexibility for your workflows. Custom buttons allow you to add your own action buttons with your wording and colours at each stage. Instead of generic ‘Submit’ or ‘Save’ buttons, you can add a button to ‘Escalate to partner for review’ and any other action. See this feature in action in the video below.

Watch our short video showing how to customise buttons in Omnitrack

Automate custom emails

Use Automations to send a custom email when a certain action or condition is met. For example, you can notify the relevant manager with a specific message if a reporting threshold is exceeded.

 

Bug fixes

  • Fixed an issue where lookup fields did not allow users to search on mobile.
  • Fixed an issue where direct links to a submission were taking signed in users to a blank page.
  • Fixed two issues with the new single option field type:
    • Visibility logic based on single option fields was defaulting to ‘Yes’.
    • The audit trail version of forms with the single option field were still displaying ‘yes/no’.

Single option fields are here!

Try out this new field type for cleaner, faster forms instead of using dropdown fields for single selection questions.

You can change any existing dropdown fields to single selection for a different look or create a new one.

PDF export enhancements 

Functionality for submissions exported to PDF has been improved, especially where PDFs have been signed with DocuSign.

This includes:

  • Cleaned up the layout with extra space between the form title and the questions.
  • New ‘create template’ link that allows you to quickly create a report template to use in your DocuSign configuration.
  • Added the option to include blank fields and changed the default to exclude them.
  • Confirmation fields now display the field name and description.

Reporting dashboard enhancements

Reporting widgets with no data available will now have explanation text with a link to the widget settings.

Table widgets now support reordering and resizing columns. Any column layout changes will be automatically saved and appear next time you view the report.

Bug fixes

  • Fixed an issue where custom PDF templates were displaying fields that were not included in the report.
  • Fixed an issue with automation logic where ‘AND’ logic was sometimes not working.
  • Fixed an issue where duplicating submissions from the admin view was not working.
  • Fixed an issue where direct links to the reports builder were not working.

Make forms available by default for end users

You can now decide whether your forms should appear for all users by default. For example, you may wish to allow all users to submit gifts and hospitality on your Gifts Register and have that form appear by default for all users.

To enable this setting, navigate to your form and click ‘Edit form’. Click into the ‘Form settings’ page and navigate to the ‘End user permissions’ section. You can now toggle on the new setting called ‘Allow users to access and create new submissions from the dashboard’. Once toggled on, all end users logged into the system will see this form on their dashboard and have the ability to create a new submission.

Improvements to the DocuSign workflow

  1. DocuSign e-signature is now supported in Omnitrack on mobile devices.
  2. We’ve added a new ‘DocuSign’ tab for forms with DocuSign enabled. This allows admins to easily see if forms are signed and to download the signed PDF.
  3. We’ve added ‘Date Signed’ to the PDF exports for signed submissions to give a full record of when each document was signed.

Improvement to ‘Lookup fields’

We’ve added the option to display multiple choice fields as part of a lookup.

Bug fixes

  • Fixed an issue with the audit trail where the ‘thank you’ page was showing instead of the form history in some cases.
  • Removed the field placeholders from the ‘Admin creates submission’ template. 
  • Fixed an issue in visibility logic where the ‘is blank’ condition was causing an error.
  • Fixed an issue in ‘Share and reassign’ where the submission was not being updated with the new assigned user until the page was refreshed. 
  • Fixed an issue with group conditions where clicking the ‘X’ on a condition wasn’t removing it properly.

DocuSign integration is now available!

In our recent update, we have now integrated Omnitrack with Docusign. This valuable feature will enhance the compliance process in a wide variety of use cases, making signing documents with Omintrack extra smooth.

Allow users to sign your forms with a single click

Clients who have licensed the DocuSign integration will be able to integrate their forms with their existing DocuSign account.

Additional field placeholder support

We’ve added the ability to add field placeholders to the ‘Assigned user changed by an end user’ notification.

Penetration test complete

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 external invasion to VinciWorks’ infrastructure and application levels, in order to examine the soundness of the existing security and defense 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 some counter widgets were displaying blank conditions
  • Fixed an issue with editing form descriptions
  • Fixed an issue where pie charts showing too many options were not displaying correctly
  • Fixed an issue with the global search on the submissions grid ignoring spaces between two words
  • Fixed an issue where some forms with a custom sender address were sent from the wrong email address

Share page redesign

Making sure the right people have access to your forms is easier than ever. We’ve simplified the process by redesigning the share page with intuitive sections that allow you to select whether your form should collect anonymous submissions, require sign in, or only be available to certain individuals.

To start, the ‘Share your form page’ can now be found under ‘Form settings’.

The share page has been renamed ‘Form settings’

There are two ways to share your forms from this page

  1. Copy the form link and send it out via internal or external channels. You can change who has access to this link via the ‘Change access settings’ link.
  2. Create submissions for an individual or group of users that have existing user accounts on your system. These users will receive an email notification with a link to the submission created for them.
Change your forms access settings at any time

You can also take a hybrid approach of posting a link on your internal chat and inviting a few key users via ‘Create submissions’. 

Access settings can be changed at any time and submissions you’ve created can be managed from the ‘View submissions’ page.

New share setting for end user forms

Admins can now decide whether end users can share their submissions with others. To disable sharing navigate to ‘Edit form’ >> ‘Form settings’ >> toggle off  ‘Allow users to share submissions’.

Reports include full conditional logic

The Omnitrack logic builder allows you to display or select a set of data based on conditions being met. In the last Omnitrack release we added the logic builder to the Counter reporting widget. We’ve now extended the logic feature to all types of graphical reporting widgets. 

Enhancement to PDF exports

All PDF reports exported from the system now have the option to add a logo in the top right corner of the document.

We’ve also added support for instructional and placeholder text for use cases where a PDF needs to be generated in letter format (e.g. for client engagement letters). 

Bug fixes

  • Fixed an issue where creating a form inside an existing folder did not add it to the folder.
  • Fixed an issue where the data input of currency fields was not displaying the correct currency icon.
  • Fixed an issue where the mobile view for end users only displayed the first 50 submissions.
  • Fixed an issue where reminders sent from the system created a ‘Form field update’ event on the timeline. 
  • Fixed an issue where custom email templates were not being copied over when forms were duplicated.