Summer 2023: Request Portal

The top new features and enhancements are:

• The Request Portal: Seamless provisioning of employee requests  
• The Oomnitza Store: Accelerate time to value 
• The create your own extended integrations feature
• The enhanced user experience when reviewing a record’s details 

Contents

1. Top features
2. Workflows
3. Performance improvements
4. Software Asset Management
5. Integrations
6. Infrastructure changes

Request Portal: Seamless provisioning of employee requests

Reduce the time that your IT team spends in fulfilling provisioning requests and completing repetitive administrative tasks.  Automate the provisioning process from request to fulfillment and eliminate potential human error.

Administrators can now create, maintain, and manage the offerings that they want to make available to their employees. They can create different offerings for different regions, such as North American offerings, European offerings, and so on. Or provide different offerings depending on the user's role or location.

Administrators can create offerings for hardware, software, subscriptions for SaaS applications, and access to services. They can add the offerings to the catalog, specify who can request the offering, and configure the request and fulfillment process.

Now, your employees can visit the Request Portal and help themselves to all your organization's offerings. And, the IT team can get back to focusing on critical business tasks.

Tip
Watch the video on YouTube in full-screen mode. 

Request Portal

Store: Accelerate time to value

The Store is the one-stop shop for provisioning and fulfilling requests. Not only with the request offerings that were added to your organization's catalog but with all of what was formerly called best practice packages such as the out-of-the-box asset and software, user, and SaaS user integrations, the ready-to-use offboarding workflows, and all the business processes.

Store: Overview

Create your own extended integrations

Got a REST API that is critical to your business that you want Oomnitza to sync with? It's a private REST API so it's not in the list of supported extended integrations. Or, you want to integrate with a REST API behind a firewall in your network. Now, you can leverage the power of Oomnitza's integration builder to create, manage, and maintain your own extended integrations.

Tip
Watch the video on YouTube in full-screen mode. 

Creating a custom extended integration

Enhanced user experience when reviewing a record’s details

Now, when you click an object's record, you get a full-screen view of the information in the record.

Fewer clicks and less scrolling. You can focus on reviewing the information in the record and the tasks that you need to complete. Actions that are performed frequently such as accessing the screen builder and archiving records are available in the actions menu on each page and actions specific to the page that you open are available at the top of the page. 

And, when you want to process multiple records, just click next or previous. No need to return to the list view to open and review another record.

Tip
Watch the video on YouTube in full-screen mode. 

Workflows

Enhancement to SaaS users' workflows

Now, you can add a decision block to SaaS user workflows, which means besides all the other things you can do with decision blocks, you can create a survey to get feedback from users. And, based on your users' feedback, you can complete other actions such as unsubscribing users who don't need the SaaS app. 

Creating workflow surveys

Update feature available in all workflows

You add an update block to a workflow to automatically update records based on the conditions you set for triggering the workflow. 

Now, you can add the update block to all workflows such as:

• Stockroom actions workflows
• Integration sync sessions workflows
• SaaS user role workflows

Add more information to survey titles and descriptions

When you create a survey, you can now add metadata and variables to the title and description of the survey. For example, you want to send a survey to find out who is using a SaaS application. You can insert the name of the SaaS application in the survey title and in the description.  

Creating workflow surveys

Dashboards

Enhanced usability of the Workflow status widget 

Now not only can you review the status of all the integration workflows that were run, but you can click any workflow and review the workflow in design mode and debug any issues if errors were generated.  

Change the width of table widgets

When you use a table widget to create a dashboard, you can change the default width from regular to wide. Choose wide for tables that contain a lot of information so you can see key information without scrolling. And, if you want to change the width of a table-view dashboard that you created before, just click Configure widget  on the dashboard and make your changes. 

Show percentages or numbers in donut charts

You can now choose to show values as numbers or percentages. For example, you can show the total number of assets in stockrooms or the percentage of the total number of assets in stockrooms. When you create the dashboard, you can easily toggle the values shown on the dashboard.

Configuration migrations

Migrate custom object records

You can now pick and choose the records in a custom object that you want to migrate from your development to your production instance.

Let’s say you have a custom object called Asset Type in your development and production instances. On your development instance, you added a new record to the custom object called Virtual Instance.  You can now migrate the record without migrating the custom object and all its records.

Migrate request offerings 

You can migrate request offerings, including the media files that are attached to the offerings, from your development instance to your production instance.

Migrate the screen builder for custom objects

You can now migrate the screen builder for custom objects from your development to your production instance.

Configuring object views

Vendor login tracking enhancement

The vendor login page is used to track access to your Oomnitza instance by Oomnitza's Support and Implementation teams. 

Now, in addition to tracking whether members of the Oomnitza Support or Implementation teams change their role when they log into a customer's instance, Oomnitza also records that the role change occurred using the vendor login feature:

<User> changed <previous_role_name> to <current_role_name> through Vendor Login

The information is recorded on the History page of the user's record.

Using the Vendor Logins page

Credentials

Refreshing tokens

In addition to adding and revoking API tokens, you can now automatically generate a new API token for a user.

 Adding, revoking, and refreshing an API token

Objects

Enhancements for custom objects

The following features are now available for custom objects: 

• The media tab for uploading images has been added.
• The screen builder for customizing the table view has been added.
• The view for field information has been enhanced.

Reuse object values in dropdown lists of new fields

Leverage the information that is collected for objects and custom objects when you add new fields to records.

You can select an object or custom object as the data type when you add a new field. A specific value in the object, typically, the values in the name field of the object record, is used to populate values in the dropdown list of the new field.

For example, in an asset record for a laptop, you can add an accessory as the data type to the record and then easily select the accessory that is associated with the laptop. And, you can also add object data types as variables to workflows. Let’s say you want to add a survey to a workflow to capture user requests for accessories. You can add the accessory data type as a variable to the survey. When users fill out the survey, they can pick the accessory they want from a list.

Tutorial: Creating paired fields. In this tutorial, a custom object is used to populate the values of a dropdown list.  

Share searches with your colleagues

Created a search and thought that your colleague would find the search useful. Or, when you got the search results, you noticed that something was wrong and wanted to share the search with your manager. Just copy the search to your clipboard and send it to your colleague or manager so that they can see what you see.

Set a limit for exporting records in subscription reports

The limit that you can set for exporting records now also applies to the reports that are sent by email to subscribers. By setting a limit, administrators can ensure that the performance of the system is not adversely affected when reports are generated.

If you already set a limit for exporting records, the limit will also apply to subscription reports. If you didn't set a limit, the default is set to 25,000 records. 

Tip
Reduce the noise and don't overwhelm your subscribers with data! Refine the searches that you use to generate reports to ensure that your subscribers just get the information that they need.

Global system settings. See the description for system_export_record_limit.

Performance improvements

Several performance improvements have been made to the following:

• SaaS user loads
• SaaS management integrations
• Dashboards
• User logins
• Details pages for objects
• Get List API calls

User interface enhancements

Best practices moved to Store

The submenu option Best Practices, which was under the Integrations menu option, has been removed. The best practice offerings have been moved to the Store page.  

Software Asset Management

Change license key names for desktop software

In enterprise contracts for desktop software, you can now change the license key.

You can also add a note to share information with your colleagues such as providing more information about the license key or why the key name was changed.  

Activity events recorded for changes to license keys

Improvements were made to the recording of license key events on the History page. As well as the user who made the change, the change in the number of seats assigned to a license, and the license key name is also recorded.

Mitigating the threats posed by shadow IT

Now, like all other integrations, you can add an integration user when you create or edit a SaaS Management Integration.

Ensure that add an integration user when you create or edit a SaaS Management Integration. When you add a dedicated integration user, it will make it easier for you to track the changes that are made when Oomnitza syncs with a SaaS Management Integration. It will also help you address the challenges posed by shadow IT such as detecting users who access or use unauthorized software.
If an integration user isn’t specified, the integration user is set to [e-mail].

Integrations

Latest versions of packages available in the store

To ensure that the latest versions of apps and integrations are available in the Store, the upgrading process has been automated. 

We've also updated our integration upgrade messaging.

Upgrading extended integrations

Improved tracking for SaaS Management Integrations 

Now, like all other integrations, you can add an integration user when you create or edit a SaaS Management Integration. When you add a dedicated integration user, it will make it easier for you to track the changes that are made when Oomnitza syncs with the SaaS Management Integration. If an integration user isn’t specified, the integration user is set to [e-mail].

New extended integrations

The following extended integrations have been added:

User Loads	Asset Loads	Shim Asset Loads	SaaS User Loads
Monday.com	CSI Leasing	Dell	GoTo
GoTo		MobileIron	JetBrains

Infrastructure changes

In 6.2.1 and in 6.2.2, all Oomnitza instances will be migrated to a newer back-end platform.

Closer to the release dates, Oomnitza will notify customers of the timelines so that maintenance windows can be scheduled for upgrading their instances. 

Implementing the infrastructure changes for 6.2.1 will require a new IP address for each instance. Oomnitza will notify customers in advance of the new IP addresses so that customers can add the IP addresses to their allowlists.