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. 

Add admins enhancement

• Admins can now quickly upgrade end-users to form admin by adding them to the ‘add admins’ page in form builder. This will save you having to navigate to the users page, changing the user’s role, and then back to the add admins page. 

Admins can skip required fields

• We added support for workflows where admins need to update a submission without filling in required fields.
• Here is how this works:
  1. An admin reviews a submission and changes a ‘No’ response to a ‘Yes’.
  2. The ‘yes’ response opens a few conditional questions that are required but need to be answered by the user.
  3. The admin saves their changes and the newly-displayed required fields are ignored.
  4. The admin sends the submission back to the assigned user to fill in the new fields.

Performance enhancements for Internet Explorer

• We’ve been working on the end-user form performance to ensure a smooth user experience. The form should now feel faster when typing into fields. 

File uploads for on premises

• Clients hosting Omnitrack on premises can now use the file upload feature.

DAC6 reporting for Germany

• We are still making some tweaks to our direct reporting in Germany. We made an update that will make the process smoother when a report fails validation and needs to be re-uploaded.  

Fixed up the ‘read only’ feature

• We changed the icon position for ‘read only’ and removed the green background. 

Bug fixes

• We fixed an issue with public forms missing a submit button. 
• Reminder email templates can now be edited after changing who the reminder should go to.
• Users page will now load all columns on the first try.
• Graph axis in reporting will no longer cut off longer values.

Bulk change submissions

• Admins can now take action in bulk. Whether you need to reassign a group of submissions or comment on multiple submissions at once, the new bulk change will save you lots of clicks. 
  • See how it works

Read only setting on form fields

• Admins can now set form fields to display as ‘read only’. Use this setting to make sure that end-users can’t edit pre-populated fields. This is useful for fields whose values should be determined by administrators or for fields that are automated via the API. 
  • See how it works

Reminder email template enhancements

• Admins can now choose a custom placeholder for links in emails so that recipients can quickly identify what each email refers to. For example, you can reference a client code or matter number in the email so that the template looks like the below.
  Please review the following submissions:

            Matter ID – 4839843

            Matter ID – 5810019

• See how it works

DAC6 reporting for Germany

• Send your submissions to the German Federal Central Tax Office (BZSt) with a single click! We’re happy to announce that firms who have licensed DAC6 reporting for Germany can now take advantage of our direct reporting feature. 

Direct links to submissions

• Admins can now copy a direct link to any submission in Omnitrack. This is useful for direct messaging colleagues with a link to the submission you’re reviewing and need more eyes on. “Hey Bob, can you please let me know what you think of this one: https://omnitrack.vinciworks.com/example/162522cc-e901-4343?”
• To copy a link simply open the submission and click the link icon at the top of the page. 

End-user dashboard improvements

• End-users can now customise their dashboard layouts! We’ve added support for filtering and column sorting.

Direct links to submissions from admin notification emails

• All admins notifications now contain direct links to the submission referenced in the email. 

Partial update API 

• The new API to update specific fields in a submission has now been documented in Omnitrack.

Bug fixes

• Duplicating a reminder and editing the email no longer changes the original reminders emails template. 
• Bulk emails now support adding a user in CC
• The timeline has been disabled for users who are shared on a submission but are not the assigned user.
• The timeline no longer references ‘A user’ when a submission is updated by an automated process.

Autosave comments when viewing a submission

• You can now start adding a comment as an administrator, go back to the form data and then return to your comment without losing any wording.

ISO27001

• VinciWorks was formally certified for ISO27001. The accreditation covers all aspects of Omnitrack development, support and cloud hosting.

API enhancements

• There is a new API to update specific fields in a submission! Instead of replacing a full submission, this API endpoint allows you to just update the one (or few) fields that have changed. This API has not yet been documented in Omnitrack but details are available on request.
• The new API to reassign a submission to a different user has now been documented in Omnitrack.
• The new API to share submissions with multiple users has now been documented in Omnitrack.

End user access to submission timeline

• End users can now see a limited timeline for each submission that they have access to. This allows end users to see when their submission was created, edited or shared with others.

Bug fixes

• Names with accents and other special characters no longer cause display and saving problems.
• Bar charts display labels on an angle when many values are displayed on one axis so that text does not overlap.
• Share button is now shown on the end user form as soon as data has been entered.
• Checkboxes are better aligned when working with long field names in creating reports.
• SSO guidance documents are now available as soon as the SSO configuration page loads.
• Flag logic now allows multiple “OR” conditions and processes the rules correctly.
• Visibility logic to hide specific fields is now saving correctly in all instances.
• “Request More Info” option now loads the standard template correctly on first load.
• Issue relating to adding data tables in reports has now been fixed.
• Emails sent by remote SMTP server for on-premises installations no longer include “From SMTP” in the subject line.
• End user dashboard shows the correct “Form Updated” date for each submission.
• Minor Audit Trail fixes.

DAC6 reporting – direct reports to German tax authority

• As one of the few countries who is actively requiring DAC6 reports to be made, the German tax authority has made a direct reporting option available to developers.
• We have been hard at work to implement a direct reporting mechanism from Omnitrack to the tax authority via SFTP (secure file transfer protocol).
  •  In non-technical terms, this means that you’ll be able to make a report to Germany with a single button click in Omnitrack.
• We hope to complete our implementation in the coming weeks and make direct reporting available to all clients who have licensed Omnitrack for DAC6 in Germany.

Global search on submissions page

• It’s never been easier to find the submission you’re looking for. The global search feature enables you to search across all the workflow tabs at once. 
• Select the column you’d like to search by and type in your search term. For example, ‘Assigned User: Jane’ will find every submission that Jane is responsible for.
• See how it works

Enhanced audit trail view when viewing submission changes

• The submission timeline is a great tool for getting a high-level view of what changed and when. For those of us who like to dive a little deeper, we’ve introduced an ‘action taken’ column in the audit trail. 
• The ‘action taken’ column will describe the actual change that was made to the submission. For example, “John updated Which country will this be reported in”.

ISO 27001 audit completed

• In the last couple of weeks, we have taken on an ISO 27001 audit and completed it. 

Text changes on sharing page

• The form builder allows admins to decide whether end users are allowed to re-assign their submissions to someone else and we’ve brought that to the end user’s attention.
• When re-assign is enabled the ‘Share’ button will now say ‘Share and Reassign’. 

Bug fixes

• Single sign-on licensing check no longer stops users from re-uploading their metadata files
• Reminder email templates now have a user-friendly placeholder called {list of submissions}. 
• Pasting long text after the placeholder mentioned above no longer causes performance issues.
• Flagging a field now displays a flag icon instead of an eye icon.
• Fixed the SSO file uploader. It now displays the file when it’s finished uploading.

Streamlined re-assign workflow for admins

• We have decoupled the share and re-assign workflows so that admins can reassign with a single click. Simply open a submission and select a new ‘assigned user’ from the drop-down.
  • See how it works

Audit system logins

• Your system security is our top priority. You can now easily keep track of who’s accessing your system and when.
  • See how it works

Single Sign-On enhanced interface

• We strive to make system implementation quick and painless. Setting up single sign-on is now easier than ever. With our new ‘Test SSO’ button, your IT team can make sure everything is working as expected before turning on SSO.

Create new submission button for admins

• Omnitrack admins can manually create new submissions at any time. We have added an enhancement that will allow admins to fill in a partial submission, save it, and then reassign it to the relevant user.

Conditional logic on date fields

• Form builder now allows admins to set up conditional logic around a date based question. 

User interface enhancements

• We’ve been listening to your feedback on the user interface and have implemented some small but helpful enhancements.
  • We changed the scroll bar colour to dark grey and they should now be more noticeable.
  • The ‘add admins’ page now uses the ‘responsible admin’ terminology to match the submissions page.
  • The ‘Reminders’ page now uses the ‘assigned user’ terminology.

Search function on long lists of field names

• Scanning through lists of field names takes time you don’t have. We’ve added a search bar to lists that will allow you to quickly find what you’re looking for.

Export to Excel now respects filters

• You can now filter your submissions page for the specific data you want to report on, eg ‘Assigned User: John’, and then export that data to Excel.

API documentation

• Your IT teams have been hard at work setting up Omnitrack integrations. We’ve been listening to their feedback and have made a few changes to our API documentation.

Bug fixes

• Text changes in email templates to remove references to ‘login’.
• Bulk upload now supports adding CSV in the body of API calls
• Fixed the issue with default ‘responsible admin’ not getting notifications of new submission.
• Fixed an issue with the overview tab changing reports in some cases.