This release includes a range of enhancements and fixes. The top new features are:
Configure quick search criteria
Enhanced troubleshooting for failed integrations
Use surveys to request information from users
Trigger workflows when stockroom limits are reached
Contents
Platform
Unified views
Unified view of objects
You can now access all your system objects including custom objects and the workflows that are associated with each object.
Use the Objects page to review the number of records and fields for each object and the workflows that are associated with each object.
Try it out! Click Configuration > Objects and click a value to view:
- The object's records.
- The object's fields.
- The data model view of the object.
- The workflows that have been created for the object.
Reviewing system objects, custom objects, and workflows
Unified view of workflows
Now, you can access all your workflows for all of your objects. You can also use the same search filter available on other pages to filter workflows.
If you use workflows to create more complex business processes, such as onboarding and offboarding workflows, you can view the workflows and the objects that they interact with on a single page.
To see the information that you want to see, use search and list view preferences .
Tip
To open the unified view of the run logs for workflows, click Workflow runs .
Reviewing objects, custom objects, and workflows
Unified view of workflow run logs
In the new unified view for workflow runs, you can view the logs of the workflows that were run.
Information such as who ran the workflow, when the workflow was run, the workflow status, and the number of errors is shown.
Note
List view preferences was used to reposition the columns on the page.
And, you can use filters to list the workflows that are of interest to you such as the workflows that generated one or more errors. And, you can copy the errors that were generated to a clipboard and paste them into a text editor to view the errors that were generated.
Configure the list view to view the information that is important to you. Want to troubleshoot? Move the Number of errors field to a more prominent position. And, put the Errors field next to it.
Try it out. Click Configuration > Workflows. And then click Workflow runs.
Remember you’ll see the workflows for the objects that you were granted access to. So, if you were granted access to assets and people, you’ll see the asset and people workflows.
Dashboards
Out-of-the-box dashboard for workflows
You can now add a dashboard that shows all the workflows that were run for objects such as assets and software.
Review the number of workflow runs including those that started, completed, and ran with errors in a user-defined time range. You can set the date range to today, last seven days and today, and last three days and today.
Counters for all of the workflow runs such as workflows that started, completed, are in process, were canceled, and were completed with errors are shown.
Tip
The workflow dashboard automatically updates every 5 minutes. Click Refresh to get the latest results.
Tutorial: Creating dashboards for your workflows
Out-of-the-box dashboards for custom objects
To gain greater visibility and to monitor system custom objects and the custom objects that you create, you can now add dashboards. For example, you can add a dashboard that lists all your departments or cost centers.
Creating dashboards for custom objects
Toggle percentage to numerical values in donut dashboards
When you use a donut chart to create a dashboard, you can now choose to show the breakdown of the total as a numerical value or as a percentage value. So, instead of showing the devices that a user has been assigned as a percentage, you can now show the actual number of devices that the user has been assigned.
Changes to the display order in the top 10 license usage dashboard
A usability improvement has been made to the dashboard that tracks the used and available licenses for SaaS applications.
It is more important to review license usage for the SaaS applications that have a license limit first rather than the SaaS applications that have no limit. So, the display order has been switched. First, you see the SaaS applications with the highest number of licenses that have a license limit. Then, you see the SaaS applications with the highest number of licenses that don't have a limit set for licenses.
Dashboard refresh
You can now control how often the information is refreshed in dashboards.
In edit mode, you have the option of selecting auto refresh. If you enable auto refresh, the dashboard information is refreshed every minute. Depending on the volume of information that is being processed and presented in the dashboard, it might adversely affect the performance of your system.
Tip
Instead of enabling auto refresh, click the refresh button on the dashboards that are critical to your organization.
Workflows
Out-of-the-box offboarding
Manual offboarding is inefficient, and expensive, and can lead to security breaches, and the loss of critical data, and equipment.
Now, with minimal configuration, you can apply and deploy Oomnitza’s best practice for offboarding! It automates and tracks the removal of the employee’s access to the company’s systems, data, and devices, and transfers the ownership of company data from the employee back to the company.
Run workflows on custom objects
You can now run workflows, just like you can do for any object, for custom objects.
By default, add, edit, and delete workflow permissions are enabled for custom objects for administrators and for the users who created the custom objects.
Try it. From the menu, click Configuration > Workflows. Click + Add and select a custom object from the list.
Review workflows
Let's say you want to run a workflow on an employee record. But, you want to make sure it will do what you want it to do. Now, you can review the workflow before you run it.
Use surveys to request information from users
Now, you can use surveys in workflows to capture data directly from users. You can use surveys:
- To get ownership information for an asset
- To request users to verify assets and enter the model or manufacturer information
- To capture license usage data and identify inactive or underutilized licenses
Creating a workflow using the decision block. In this tutorial, a survey is used to request information from users.
Map negative responses in API blocks to follow-up actions
Now, you can capture responses for negative as well as positive outcomes for API blocks when a workflow completes. Simply navigate to Advanced Mode > Validation and configure your negative and positive responses. For example, a 401 response can be set to take a negative path, indicated by 4XX Negative. This negative response can then be mapped, in the Negative response section of the Response, tab to a field in Oomnitza. So, when you receive a negative response you can retrieve more information about the cause of the issue such as Unauthorized Access (401).
Identify the objects that are targeted by workflows
The Show in List View option in the Begin block of workflows is essential for identifying the objects that are targeted by workflows.
Now, when you set the Actions to Schedule and select Active records, All records, or Archived Records in the Run for dropdown, it will default to:
- Archived objects where Archived Records are selected
- Active and archived objects where All Records are selected
- Active objects where Active records are selected
Identify the user who triggered the workflow
To improve the tracing of workflows, information about the user who ran the workflow or who causes the workflow to be run is recorded. The metadata that is captured is as follows:
- First and last name
- Username
You can use the metadata to automatically add information or trigger notifications. For example, you can add the metadata to the request body of a workflow. And, when you create a Jira ticket, the initiator or creator of the ticket is added. Or, you can add the metadata to a notification block so that you are notified who initiated the workflow when the workflow is run.
Using the Initiated By variable in a Notify block
Identify related workflow blocks
Figure: When you hover over Notify in this workflow, the related workflow blocks are highlighted
When you build more complex workflows, it can become difficult to identify the related inputs and outputs of the workflow block.
Now, you can hover over a workflow block to expose all the related input and output blocks.
Credentials
Generate an API token for other users
Now, you can generate API tokens for other users.
Try it out! Click Configuration > Security > API Tokens.
Tip
Use the Activities tab to track the usage of the API.
Track API tokens
You can now review how API tokens are used in your instance. In addition to generating an API token for another user, you can also see the name of the token user and you can revoke access to the token.
A new view for API tokens has been added to the Configuration > Security > API Tokens menu.
Granting access permission to the API tokens submenu
To control access to the API tokens submenu, a new configuration permission called API Tokens has been added.
See Setting the visibility of the API tokens submenu section in Creating an API token.
Objects
Copy object records to the clipboard
Let's say you wanted a colleague to review an asset. Now, instead of sending the serial number, you can send your colleagues the link!
You can copy the link of an object’s record in the list or block view of an object to the clipboard. Simply right-click the record in the list view and select Copy link. Alternatively, you can select Copy link from the record in block view.
History recorded for imported records
Now, when records are imported, the following information is captured and shown on the History page:
- The name of the user who imported the records
- The details of the changes that were made to the record
Change usernames
Administrators with add, edit, and delete permissions for the People object can now change a user's username. Any changes that are made are recorded in the Activity history.
Tip
Want to make sure that users are automatically notified of the change to their username? Just add this global setting security.enable_personal_data_change_emails, and users are automatically notified of changes to their username, email address, and password.
Custom objects
Import and export custom objects
Just added a new custom object called Cost Centers that you want to use as a drop-down field for your assets. And, you've already got a list of your cost centers in a spreadsheet. Now, you can use the import feature to upload the names of your cost centers or any other custom object that you want to add.
And, you can use the export feature to easily export information about the custom object.
Importing custom object records
Exporting custom object records
Max limit for custom object records
The maximum number of records for each custom object, both Oomnitza custom objects such as currency and the custom objects that customers add, is 1,000. If you need to create more than 1,000 records for your custom objects, contact Support.
If users attempt to add, import, or restore archived records that will result in the limit being exceeded, an error will be generated and the records will not be imported or restored.
Standard layout for custom objects
The custom object view has been enhanced with new features including the ability to
- Import and export custom objects
- Run workflows on custom objects
- View additional information relating to custom objects on the Information and History tabs.
Search
Share searches globally
Before, you could enable access to saved searches by role. But, this meant that you had to enable access to a saved search each time a new role was created.
To enable global access, you can choose Public: System Global when you save a search. When you create a new role or add a new user, they will automatically have access to all Public: System global saved searches.
Note
The option Public has been renamed to Public: Role specific.
Configure quick search criteria
Before, when you executed a quick search in Oomnitza, the values in a set of default system fields were searched. For example, the Serial Number, Barcode, Model, and Manufacturer fields were searched on the Asset's page.
Now, you can choose the criteria for quick searches and find matching records based on your search criteria.
All you need to do is click Configuration > Data model. Click and select the Searchable checkbox. And, if you don't want the default system fields to be searched, clear the Searchable checkbox.
Range for number of days searches extended
Before, when you used dynamic date fields to filter records, you could enter up to three digits. So, if you wanted to find a record with a purchase date of 1,460 days before the current date, it wasn't possible.
Now you can enter four digits, which means you can enter up to 9999 days before or after the current date to find records.
Did you know?
You can use dynamic date searches in the search bar using any date field. When the date field is added to the search bar, click the ellipsis next to the field and select either Before (dynamic) or After (dynamic).
Activities tracking
Activity tracking for dashboards and saved searches
To improve tracking and transparency, the Activities log now records information relating to dashboards and saved searches. These new features are cascaded in the Global section of the activities filter.
The Activities log will provide the following information for Dashboards:
- A timestamp.
- The name of the user.
- The action that was completed such as updated.
- The name of the dashboard.
- The name of the object such as Asset, People, Accessories, and so on.
And for saved searches, the following information will be provided:
- The Timestamp.
- The name of the user.
- The action that was completed such as updated.
- The name of the saved search.
- The name of the object such as Asset, People, Accessories, and so on.
Data export events are also logged. When you use the export data option, the following information is added on the Activities tab:
- The timestamp.
- The name of the user.
- The number of records that were exported.
- The name of the object such as Asset, People, Accessories, and so on.
Mobile and web screen builders
Search and copy the design
Now, you can use the Mobile screen builder:
- To search for a field
- To copy the design from one role to another role.
To access it, click Configuration > General > Mobile screen builder.
Feature availability notice
Search and copy design features will be available when version 4.0 of the Oomnitza mobile asset app is released. The projected release date is the end of Q1 2023.
Define visibility rules for fields
To make field grouping more flexible, visibility rules can be configured with the Web screen builder. Visibility rules define the conditions that must be met for showing or hiding a field. For example, showing the AWS Region when the AWS Account ID field is populated.
Configuration migrations
Copy packages
Say you want to migrate a package, but you don't want to migrate all of the items in the package. Instead of building a new package, you can now just copy the package and pick and choose the items that you want to migrate.
Custom object saved searches, and workflows are now included in the migration
Performing a migration? If you chose a standalone migration, you can now migrate saved searches for public custom objects and workflows.
Business object has changed to Data model
Now when you perform a migration, you will see that custom objects and business objects are no longer listed separately. Instead, they have bundled together as Data model items.
User Interface
Specify light or dark mode for menu header text
A new toggle button has been added to the Configuration > Preferences page so that you can change the color of the text in the header from light to dark mode. Now, you control the visibility of the text when you change the background color of the menu header in your Oomnitza instance.
Configuring the look and feel of your Oomnitza instance
Change the label of the SAML login button
To change the label of the login button for SAML SSO, add system.login_sso_label as the name of the global setting and enter the name of the login label.
For example, if you want to change the label for the login button from Sign in with SAML to Login, add system.login_sso_label as the global setting and add Login as the value.
If you don't add the global setting system.login_sso_label, the naming convention is:
Sign in with <name_of_SSO_vendor>
For example, if the configured SSO vendor for your system is Google, the label for the login button is Sign in with Google.
UI label changes
| As it was |
As it will be |
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Removal of the product updates submenu The Product Updates submenu has been removed from the user profile dropdown list. Now, Super Administrators are automatically subscribed to Oomnitza product updates. |
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Removal of the Show stats pane from the SaaS Users tabbed page Before the Show stats pane, which provided stats about users assigned to contracts, was shown on the SaaS Users tab, the Analysis tab, and the Contracts tab. The Show stats pane will be removed from the Users tab to enhance performance and reduce the duplication of features. You can still view the stats on the Analysis tab and the Contracts tab. |
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Changes to workflow block names The new name of the Approval block is Decision. The new name of the Notification block is Notify. The new name of the Store for Scheduled Report block is Schedule Report. The new name for the API block is API. The new name for the Wait block is Wait. |
Performance enhancements
Enhanced performance of API block view
The loading time of the API block has been reduced from eight seconds to one second in the Select Preset list view.
Enhanced performance of block view load times
The load time of the items that are displayed in block views such as assets, users, and accessories, has improved.
Software Asset Management
Track budgeted costs for regular contracts
As well as being able to track the budgeted costs for SaaS and desktop enterprise contracts, you can now track the budgeted costs for regular contracts. You can add line items to capture the budgeted costs for your regular contracts. Automatically, the total budgeted costs for the current year and the duration of the contract are calculated.
Last visit changed to last activity
The purpose of the name change was to capture other SaaS user activities besides the last visit. Some SaaS management integrations, such as Netskope, capture activities such as uploads and posts in cloud apps that create or share content.
Global change to SaaS field name from Last visit to Last activity on the following pages and tabs:
- On the Users tab for a SaaS software application
- On the Users tab for a contract
- On the Software tab for a user
Global change to SaaS field name from Last login threshold (in days) changed to Last activity threshold (in days):
- On the Analysis tab for a SaaS software application
- On the Information tab for a SaaS software application
SaaS and Desktop object name changes
The name changes will be reflected in the Permissions tab, the Navigation tab for roles, in the widgets when you select an object to create a dashboard, and in workflow lists.
Accessories
Trigger workflows when min and max stockroom limits are reached
The Min Stock Limit and Max Stock Limit fields have been added to the Accessories tab for Stockrooms so that you can identify when the minimum accessory stock limit or maximum accessory stock limit is reached.
The new triggers, Min Stock Limit and Max Stock Limit, identify when the minimum accessory stock limit or maximum accessory stock limit is reached.
Tip
Create a notification workflow and use the min limit to alert stockroom managers to purchase more stock.
Creating a stockroom actions workflow
Offboard accessories in the Accessories tab of a user object
Want to quickly offboard accessories? Now you can offboard accessories by clicking on the user object. Simply, click the Accessories tab for the user object, and then click RETURN ALL to return both loaned and assigned accessories to the originating stockroom.
Return assets in the Assets tab of a user object
Similar to the previous feature, for this release, an option has been added for unassigning assets in the Assets tab of a user object.
Integrations
Check out our new extended integrations:
Multi-factor authentication for SSO
Multi-factor authentication is now enabled for all SSO integrations.
Enhanced troubleshooting for integrations that fail
The Synchronization details error log for extended integrations has been updated to provide more information about an extended integration failure.
SaaS Management Integrations
A new Netskope SaaS Management integration has been added.
The six month look-back option for the initial loading of SaaS users has been shortened to three months for all SaaS Management Integrations.
New refresh option on the Last sync details screen for integrations
Running an integration and want to see the latest updates to the data? Now you can click Refresh on the Last sync details screen to quickly get an overview of the status of your integration run.
Local connector framework upgraded to use shim service
The shim service bypasses many of the steps that are required to run the connector locally, enabling you to manage your Oomnitza credentials, mapping, trigger integration runs, set scheduling, and troubleshoot your integration all from the integrations page in your Oomnitza instance.
The shim service package is currently configured for Cisco Meraki devices, but more integrations will be added.
Announcements
Oomnitza user interface remodeled
In all new instances of Oomnitza, the user interface will be remodeled to improve usability and align with Oomnitza company terminology.
The Assets menu will be changed to Hardware. In the submenus, access points will be provided to all your hardware, endpoints, networking, and infrastructure.
Security announcement
Data retention
This is the third 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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