This release includes a range of enhancements and fixes. The key highlights are:
Single access point for all your objects and custom objects
Configure access to the Oomnitza user interface by user role
Control access to each custom object
Contents
Platform
Single access point for all your objects and custom objects
Now you can access all of the fields for objects, such as assets, SaaS applications, and contracts, and all your custom objects on a single page.
Try it out! Click Configuration > Data Model.
Before you had to click on each individual module, such as Assets, and then click Customization, to add, update, and archive fields. Now, you can access all your objects in one place.
Configure access to the Oomnitza user interface by user role
What if you could create your own menus and submenu options? And, determine by user role what your users see? Reduce the noise, fine-tune the user experience, and focus users on the things that they need to manage and that they need to do.
Now, you can create menus and submenu options, and determine which pages and records users see based on their role.
Let's say you created a SaaS Management user role. The SaaS Manager needs access to SaaS software and SaaS contracts. Click Configuration > Security > Roles. Click the role, and then click the Navigation tab. Enter unique names for menu and submenu options and select the objects. You can further refine what is shown by using a saved search. And you're done.
Now, when users with the SaaS Manager role login, they can access the information that they need to do their job. No noise. No clutter.
Tip
Before you couldn't edit your own role, and now you can. This means, as long as you have been granted permissions to access the object, you can add a menu on the Navigation tab for that object.
You can downgrade your permissions, but you can't, for obvious reasons, upgrade your permissions. Let's say, you have add, read, and write access and you only want read access. Not a problem. Just change the permissions for the object, add the menu items to the Navigation tab, and save your role.
Configuring navigation features
Control access to each custom object
Before when you created or modified roles, you could grant permissions to objects such as accessories, assets, contracts, kits, people, and so on.
Now, you can grant permissions to specific custom objects. Not only the out-of-the-box custom objects, such as currency, but also the custom objects that you add to your Oomnitza instance.
This means that you can refine access for each user role to the objects and custom objects that they need. Your users, based on their role, get access on a need-to-know basis. Data, or actions that are not pertinent to their role, will not be available to them.
Tip
Follow the steps below to grant user access to specific custom objects and add them to the navigation bar.
Customize the background color of menu headers and logos
Now, you can use the system.header_bgcolor global variable to define the background color:
- Of the main header bar of the application
- Of the header bar on the login page
- Of the header bar for the outbound email template
You can also click Configuration > General > Preferences to pick the background color for your header.
Configure the look and feel of your Oomnitza application
Show or hide your company logo on the login page
You use the system.login_show_logo to show or hide your company logo on the login page.
From a security perspective, you might want to hide the company logo on the login page to prevent users who open the login page from identifying the customer who is hosting the application.
If the system.login_show_logois disabled, the header and logo are hidden and the path to the logo is not provided.
Using the Onboarding wizard to set up your Oomnitza instance
Review and modify best practice packages
When a customer applies a best practice package, the configuration changes are applied to the customer’s Oomnitza instance.
Before, you could not review the best practice packages that were applied unless configuration migration was enabled.
Now, regardless whether configuration migration is enabled, you can access the Migration menu and review the best practice packages, such as the new asset and user-extended integrations that were added. Just click Configuration > Migration > Packages.
Or, a best practice package was applied and you want to modify it. For example, you want to archive a credential. Now, you can access the best practice package and make the changes that you need to make. Just click Configuration > Migration > Packages and select the package.
Note
To migrate packages and access the logs, configuration migration must be enabled.
Restrict the number of records that can be exported
To ensure that the performance of your Oomnitza instance is not adversely affected when high volumes of records are exported, you can set a limit to the number of records that are exported to spreadsheets and CSV files. The default and the maximum value is 25,000 records.
To change the export limit, you add the global variable called system_export_record_limit, and enter a value.
Prioritize workflows
To ensure that workflows run efficiently, they are prioritized based on the type of action that triggers the workflow. For example, if the workflow is triggered by a user action, it has a priority of one. If the workflow is triggered by data entry, it has a priority of 2, and so on.
Before, the prioritization of a workflow was applied only to the Begin block. Now, the prioritization of the workflow is applied to all of the blocks in the workflow. This ensures that the workflow is run with the same prioritization criteria from beginning to end.
Workflow run times are shown in the time zone of your browser
Before the run times of workflows were shown in UTC time and the run times were also logged in UTC time in the workflow history. Now, the run times of workflows are shown and logged in the time zone of the user's browser.
Users can save scheduled workflows in their own time zone, which will be automatically converted to UTC.
Negative exits in workflow blocks default to the End blocks
Workflow blocks that have a negative exit are automatically mapped to the End block if left unspecified. This feature reduces the time required to create and activate complex workflows. Now, instead of specifying every negative exit, it defaults to the End block to help you get started quickly. You can always come back later and specify an appropriate path for your negative exit when it suits you.
Option to filter offboarded assets by Asset Type
We've introduced an optional field in our Offboard Assets workflow block to enable you to offboard your assets by Asset Type. Use this option to filter the type of asset you wish to offboard, such as laptops.
Offboard Assets block
New navigational breadcrumb
A new navigational breadcrumb has been added to help orient you and show you exactly where you are in Oomnitza. This breadcrumb appears in the upper right of the screen if you do not specify a secondary navigational link such as https://mycompany.oomnitza.com/contracts. This scenario may occur if you are re-directed from another module or link within Oomnitza, such as clicking on an object in the dashboard.
Criteria counted in search pane
Now, you can quickly identify the number of search criteria values that are added to a field.
When you add multiple criteria values, you can verify that the criteria value count matches the original source count.
And, when you use unique values such as asset tag, serial number, and so on, you can use the criteria value count to reconcile against the search results. For example, you use the asset tag field and add several asset tag values in a search. The expectation is that all the assets tags will be found in the search. If the criteria value count doesn’t match the search results, you will know that some of the assets are missing.
Software Asset Management (SAM)
Recalculate budgeted costs
When you change the rates of the currencies that you use to record budgeted costs, the costs of your contracts must be recalculated. Just click the Recalculate Costs button on the Configuration > General > Preferences page and the budgeted costs for your contracts are recalculated.
Recalculate budgeted costs
Validate currency rates
When you change the company currency, you must update the conversion rates of the other currencies that you use to record budgeted costs.
- You specify the company currency. By default, it's US dollar and the conversion rate is set to 1.
- You add the conversion rates for the other currencies that you use.
If you forget to change the conversion rate of a currency, you'll get an error on the Contract and Software pages reminding you to set the conversion rates.
Get a breakdown of the total budgeted costs for contracts
Ordered by year and by highest value budgeted costs
On the Analysis tab for SaaS software and Desktop software, you get a table view of the top five contracts based upon the total budgeted cost that lists the total budgeted costs for each contract for each year over the last five years.
Add dashboards that show the total and current year budgeted costs for contracts
Now, you can add dashboards that show table and chart views of the budgeted costs for your SaaS contracts and desktop software contracts.
You can add these fields to compare the total budgeted costs of your SaaS application and desktop software contracts:
- Current Year Budgeted Contract Cost - company currency
- Total Budgeted Contract Cost - company currency
Tutorial: Creating a donut chart that shows the budgeted costs of your contracts
Tutorial: Creating a table view of budgeted costs for SaaS contracts
Use total and current-year budgeted costs for contracts to create workflows
Now, you can create rules in the begin blocks of workflows to target records that contain information about the current year budgeted contract cost and the total budgeted contract cost of SaaS applications and desktop software contracts.
You can add the following fields to the rules to trigger contract workflows:
- Current Year Budgeted Contract Cost - company currency
- Total Budgeted Contract Cost - company currency
- Current Year Budgeted Contract Cost - contract currency
- Total Budgeted Contract Cost - contract currency
Other financial enhancements
In the previous release, Summer 2022: Patch 1, we introduced enhanced and automated budgeted cost calculations for contracts. In this release, we have performed some housekeeping activities to remove any confusion regarding the new and old methods for tracking budgeted costs. This includes the removal of the Annual Spend calculation from the block view. Logic has been added to automatically recalculate the current year's budgeted contract cost in the company currency and in the contract currency or currencies at the start of each year.
Add budgeted line items instead of the price to capture contract costs
Applies to Desktop Software Contract - Enterprise and SaaS Contract – Enterprise contracts only.
You can enter a value in the Price field when you create a contract. However, this value is not included when the total budgeted costs are calculated for the contract.
Take advantage of the automatic calculation of budgeted costs by adding all the budgeted costs as line items on the Budgeted Costs tab.
Now, that we capture all the contract's budgeted costs in the Budgeted Costs tab, the Price field will be removed in an upcoming release.
Tip
To capture the cost that was entered in the price field, add it as a budgeted cost line item for the contract.
Accessories
Bulk assign kits
Assign a whole kit to another user with a single click! From the Stockroom tab in Kits, or from the Accessories and Kits tab in a Stockroom, click Assign All to assign all kit items to a user at once.
We've also added a new feature to detect stock availability before assignment so that you can update and replenish as necessary.
Offboarding workflow for assigned accessories
The offboard criteria in the Offboard Accessories block have been updated to enable you to offboard loaned accessories, assigned accessories, or both.
Import stockroom accessories
The time it takes to import an accessory into a stockroom has been dramatically reduced with a new option to import all of your stockroom accessories at once in a spreadsheet. Click on the link below to download a template and begin importing!
Importing stockroom accessories
Integrations
New extended integrations
User Loads |
Asset Loads |
SaaS User Loads |
AWS multi-region feature
Instead of having to create a separate extended integration for each AWS region, now you can specify all your AWS regions when you create a single integration, as shown in the illustration:
Entering multiple regions for an AWS extended integration
So, instead of having to create an extended integration for each region, now you can create one extended integration for all the regions that you want to manage in Oomnitza. We’ve also provided an easy way for you to review your AWS data for each region. Once the integration is run, the data received from each region appears as a separate sync session in the Sync Sessions table.
Updated extended integrations
User Loads |
Asset Loads |
Security announcement
Data retention
This is the second announcement. Subsequent announcements will be made and notifications will be sent to prepare you for this change in the periods for data retention.
On April 3rd 2023, Oomnitza will reduce the data retention period of the logs for the following types of historical data:
- The historical data for Objects will be retained for 3 years.
- The historical data for the Activity feed will be retained for 1 year.
- The historical data for the Workflows logs will be retained for 90 days.
- The historical data for the integration logs will be retained for 90 days.
Important
If you want to retain historical data for longer periods, you must use the Oomnitza API to export the historical data that you want to retain before it expires.
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