24.04 (April Release)
We are excited to announce our April-24 release.
The new release will start rolling out on the 10th of April
Highlights
Modern Forms
Category User Field
What is a Category user field?
Introducing the Category user field: effortlessly select from predefined options with unique numeric codes and intuitive colour assignment. Enhance data interpretation across forms, registers, and spreadsheets with visual cues. With its intuitive interface and visual enhancements, the Category user field streamlines data entry and improves clarity in information presentation, adding efficiency to your workflow.
Leverage its numeric codes in calculations for dynamic insights. Extend its functionality with conditional formatting, allowing for a customised display of calculated results in real-time. Experience the power of the Category user field to streamline data management and enhance decision-making.
Configuring a Category user field
To configure a Category field simply add it from the available list of user fields
Then add your options as you would with a normal select field.
You can then assign a colour to your option.
The preview column will display how the field will be shown on the form and on a register
The code column for Category fields only supports numeric values. We recommend using whole numbers where possible.
Using it on a form
Once the field has been configured and added to the form layout, you can use it just as you would any other select field.
Using it on a Register/ Saved search
Once you’ve populated forms with values for a Category field you can add these fields as a new column to a Register or a Custom Saved Search. You can add it via the column picker
If the Saved Search is an inline editable report you can also update values for the category field through inline edit functionality.
Including it in a calculation field
The real magic with Category fields happens when it is used in a calculation.
In the example below, we have a Risk form which has 2 Category fields
Likelihood of the Risk
Severity of the Risk
We can then include these 2 fields in a Calculation field as follows
As Category field codes are numeric, we can use the codes of the options selected to perform a calcalculation.
In the above example
4 (Likelihood) x 2 (Severity) gives us a result of 8
Configuring conditional formatting
We can extend this example with our new Conditional Formatting for Calculations feature.
By turning on Conditional Formatting and adding conditional rules as shown below, we can define how each result should be displayed in the calculation field.
As an example we have defined that if the calculated value of the Likelyhood x Severity is between 4 and 8, we wish to display it in Yellow with the label of Medium
Now the calculation field will display as follows
These calculations and formatting will apply in real time on the form
and on a saved search report.
Split and include comments from another form
Now you can split from a comment and carry forward comments up to that entry in history (including attachments) to a new form.
When you split from an individual comment, all comments up to that point in the history of the documents will be automatically carried over to the new form.
The form you have split to will include a new section that displays the comments along with the attachment in those comments. The attachments in those comments will be selected by default and included on the new form.
You may optionally chose to not include comments by unticking the include comments tickbox.
You may also exclude certain attachments that are carried forward by unticking them in the attachments section.
When clicking on the Split button on the toolbar to perform a split the comments will not be automatically selected. You can include them by ticking the include comments and attachments checkbox.
Please note that when splitting from the toolbar all comments from the form you split from and their attachments will be included if you check the Include comments and attachment checkbox.
Show hide sections based on one or more user field values
Form Sections can now be displayed conditionally based on 2 new options
1 or more options for a single-user field (User Fields with options only)
The values of multiple select user fields.
From the Form Designer screen - you can turn on the Conditionally display option for a Form Section
From here you can add 1 or more conditions for when the Section should be displayed on the form
Freeze header rows for Lists and Related Summaries
We’ve enhanced Modern forms so that header rows for Lists and Related Summaries will be locked/frozen as you scroll the page vertically. This will help you review your forms and information in a much more efficient way.
Moved the horizontal scrollbar for Forms to the bottom of the screen
We’ve moved the horizontal scrollbar for Forms to the bottom of the page so that it is always visible and only appears when required.
The horizontal scrollbar will only move the list section of the form. So now you can navigate large lists in a more more user friendly manner while keeping all other form data always in view.
Support for tabbing between fields on a form and list
We’ve enabled keyboard tabbing for fields on the form and within lists. Now you can work through your form metadata much more efficiently using the tabbing function for streamlined data input and editing.
Update available Action Buttons based on user field selections in real time.
Empower users with dynamic action buttons that automatically update based on their selections, ensuring seamless task management and enhanced productivity. By automatically refreshing action buttons based on specific user field selections, users experience a streamlined interface tailored to their immediate needs.
You can configure one or more user field criteria against a user field to customise which action buttons appear when.
Display external tag for external users
Effortlessly identify external users on your forms with a clear tag displayed in the addressing details.
Related Summary
What is a related summary?
A Related Summary is a newly introduced feature in the modern forms designer that allows users to create concise summaries of related data from different form types. When adding the Related Summary element to a form, users can specify the form types they wish to include in the summary report. Subsequently, a list of available fields from the selected form types is presented for users to choose from and add to the Related Summary table.
The Related Summary table is dynamically populated with data obtained by reading related forms, providing users with a comprehensive overview of interconnected information. Users have the flexibility to add one or more Related Summary tables to a single form, enabling them to efficiently organise and analyse related data.
How it Works
The Related Summary reads the user field data from forms associated with the form that the Related Summary is configured on.
It then populates that information into the related summary
Configuring a related summary
To add a related summary to the form layout simply drag and drop it into the layout from the form elements section
Including user fields
Once you’ve added the Related Summary you can configure these elements
Select Form Types - Selecting the Form Types you wish to include in the Related Summary
Related Summary Based On - If you are likely to associate 1 or more forms to the form with the related summary you can configure whether to display the information from the Latest form (by issued date) for a particular type or all of the related forms of that particular type.
Select Standard Fields - while the related summary is mainly to display user field information, you also have the ability to view metadata from 3 standard fields. Namely the Reference, Title and Status of those forms.
Select User Fields - this allows the user to select from a list of fields configured as common or common based on user field type, code, and description (case sensitive). Once selected it is these fields that the related summary will read and populate from the associated forms.
As you select your fields you will see a preview of what your related summary will look like.
Display All or latest forms in the related summary
As mentioned in step 2 above, the user has the ability to
Populate the related summary with information from just the latest associated form for a particular type (by Issued Date) or
All the forms associated for a particular type.
Here are examples of how this would look for each scenario
Latest form only.
From All Associated Forms
List User Fields
The Related Summary also supports reading and populating fields from a list within the associated forms. You would still configure the fields the same by selecting the list fields.
Once added the list fields will display information from the list field in sub-rows to the main form
Dynamic Document List - Include Publication Space standard fields
What is supported?
With this release, we have included support for Dynamic DocList user fields to support 3 standard Publication Fields.
Revision Status
Rev Type
Rev Discipline
How to include Publication Space Standard Fields
To search on PS standard fields in the Dynamic DocList Field- you must add them with the following hardcoded codes. These fields must be select fields
REVISIONSTATUS
REVISIONTYPE
REVISIONDISCIPLINE
You must import options to these fields that match with rev status, type and discipline.
Option code and description must match
If your Publication Space standard field codes have any spaces or characters that are not supported in user field codes you must change those codes to achieve consistency between the codes of the Publication Space standard fields and the fields in the user fields added to the dynamic doc list.
You can then add the standard fields to the Dynamic DocList settings
When the Dynamic DocList runs its search for Documents, it will look for the latest revisions of documents that match that criteria and associate it automatically with the DocList Field as shown below.
Automation and Calculations
Conditional Formatting for Numeric Calculations
Introducing Conditional Formatting for Numeric Calculations, a powerful enhancement that allows users to apply dynamic formatting to calculation fields displaying numerical, currency, or percentage results. With this feature, users can easily configure conditional formatting by toggling a switch and defining rules based on specific conditions. Whether highlighting values above a certain threshold or emphasising deviations from expected ranges, users have full control over the visual presentation of calculation results
You can enable conditional formatting by toggling the switch and then add your rules for conditional formatting as shown below.
Once configured, the calculation user field will be formatted based on the conditions you set.
You can also optionally display a label along with the conditional formatting colour.
Triggers - Configure multiple user field based trigger conditions
Empower users to streamline workflows effortlessly with the ability to add multiple trigger conditions based on user field changes. With this feature, users gain greater control and precision in automating actions, ensuring tasks are executed precisely when needed.
You can now add 2 or more conditions when the trigger action is based on user field change and then add more than 1 user field to the trigger conditions.
Trigger - Update user fields based on the value of another user field.
You now also have the ability to populate other selectable user fields based on the value of another user field(s). Previously you could only update Contact and Date User Fields via a trigger
With this release, we have extended this list to support these User Fields as well
Select (can set 1 or more options based on what is allowed in the user field)
Checkbox (can set 1 or more options based on what is allowed in the user field)
Cascading (can set 1 or more options based on what is allowed in the user field)
Radio (only supports setting 1 value at a time)
Trigger - Update a date field based on the code of a select field
Date fields can now be updated based on the code of a select field.
The reference select fields codes must be configured as follows
A number followed by M or D
M is months
D is days
W is weeks
Possible options
Select Field Code | Description |
---|---|
01M | Add 1 month to current date or date field value |
1M | Add 1 month to current date or date field value |
2M | Add 2 month to current date or date field value |
10D | Add 10 days to current date or date field value |
Date fields can also now be populated in these ways
Update method | Explanation |
---|---|
Project date and time | Update date field with current date and time |
Specific date and time | Set a specific date and time value |
User field value from trigger form | Update date field from a trigger form |
Based on select field code | Update date field based on a select field code. |
In the example below we have configured a Date field (Auto date) to be updated based on a select field value (Daysmonths)
The select field options are populated as follows
Calculations - based on Date Fields
Calculations can now be performed with date fields.
We support these types of calculations
Calculation | Result Displays as | Explanation | |
---|---|---|---|
1 | Date Field + Number field | Displays as a date | Adds number of days based on the value in the number field to the value in the date field Eg 1-April-24 + 10 = 11-April-24 |
2 | Date Field - Date FIeld | Displays as a number | Finds the day difference as a number between 2 dates |
3 | Date Field + Select field (based on code) | Displays as a date | Add number of days, months based on the code of the select field. As explained here |
4 | Date Field - Select field (based on code) | Displays as a date | Subtracts number of days, months based on the code of a select field. |
5 | Due date, Issued Date, Modified Date, Date First Closed, Date First Open, Date First Opened + Select field (based on code) | Displays as a date | Same as row 3 Calculations using standard fields do not support setting time values. |
6 | Due date, Issued Date, Modified Date, Date First Closed, Date First Open, Date First Opened - Select field (based on code) | Displays as a date | Same as row 4 Calculations using standard fields do not support setting time values. |
Forms Designer
Move a section
You can now move entire form Sections via drag and drop. You must drop the section into an empty row with no data.
Set default values for a list via import
Extending on our December release, we’ve added support for setting default values for a list via excel import which now supports importing default values for all columns in the list control.
Select the list control, click on import default values to download the template and fill in the default values for each column.
Document List User Field - New Configuration Options
Introducing Document List - Form Editor Style, a versatile feature offering customisable display styles and intuitive functionalities. Users can tailor the appearance of the document list to suit their preferences, choosing between two display styles: Button or Standard.
In Button mode, documents are presented as clickable buttons, providing quick access to essential information.
Alternatively, in Standard mode, the document list retains its familiar format with the option to access additional functionalities via the "..." menu.
Configuration
When configured in Button mode the user can optionally display the Reference, Title, and Status of the form linked with the DocList field.
Button mode only supports a single form type therefore you must restrict the DocList field to one form type
You must also configure a custom split button that works with the DocList user field
When a DocList field in Button mode is added to the form - it will be displayed as button on the form preview screen allowing the user to click it to create the configured form type.
When responding to a form you can associate a form already linked to the field. You cannot search to add additional forms. You must first associate it to the form to be able to link it.
Once a form has been created or associated to that Doclist Field it will be shown in its Status Category colour along with the information you configured in the display settings.
Full-Form or Form-only modes
When configured in Button mode the DocList field offers the option to customise the behavior of what is displayed when the form associated with the DocList field is clicked.
Full-Form = will display the entire form as normal
Form only = will only display the Form section of the form you clicked on.
You only have access to the Respond button and any Action Buttons you configured in the toolbar.
When clicking on the form in the DocList field;
If you click the link from a form preview it will load the linked form in preview mode
If you click the link from a form response, it will load the linked form in edit mode.
Reporting
New column to display comments from a form
We’ve added a new standard column named Comments which you can add to a Register or a Saved Search.
This column will display comments on a form as different rows. You can also apply column filtering to this column to find specific comments within a form.
Cascading field auto filters
In global search - Cascading fields now have an auto-complete filter helping you to quick find the options you are looking for.
Count widgets - display as a Form Register.
In Dashboards - we’ve added a new display option so that when clicking on the count widget it displays the register view for those forms
Publication Space
Column filters for Workflows in Progress
Added column filters for the grid on a workflow while it is still in progress.
Display applicable distribution rules on the distribution window
Distribution rules application for a DTX will now be shown on the distribution screen directly.
Add Info users to a completed Workflow
You now have the ability to add info users to a Document Review Workflow upon it’s completion.
You can configure or apply this in 3 different ways
Configure your Workflow to add info users upon its completion. WIth this setting, the configured users are automatically added to the Workflow when it has moved to a closed status. These users will be notified with a link to the Worflow. The users will also be granted all markups generated as part of the workflow.
When you are applying a workflow. You can add users at the point of applying a workflow so that these users are granted access to the work upon it’s completion.
For completed Workflows, you can add additional Info users by clicking on the Add Info users button in the toolbar
Customise and save a Workflow report
You now have the ability to customise your Workflow report (Column filers, customised list of columns and save it as a report to the menu)
Display the latest completed Workflow review verdict in a folder
The WTX reference column has been further enhanced to display the verdict for the document from the latest completed workflow.
We also display the WTX reference number for the latest workflow In Progress as well with this release.
Custom Title for Manual and List Distribution
You can now configure the title for a manual and list distribution to be blank by default and force users to enter the relevant title.
You can achieve this by setting the Default title to custom under Transmittal settings.
Column filtering - Latest rev
When filtering by a column in the Publication Space, the information searched will be based on the latest revision a user has access to rather than all revisions of a document.
Add new users to Auto Distribution
Now you can add new users when performing an Auto distribution. You can add one or more users or users from a Distribution List to an automatic distribution.
Turn off Manual and List Distribution (If Auto Distribution is configured on)
You can now have more flexibility on how you distribute documents by turning off Manual and List Distribution when Automatic Distribution is turned on.
With the feature above - allowing you to add users to an Auto Distribution you can set up the distribution process to suit any need.
Support uploading multiple file formats to replace a placeholder (separate config)
If you are using placeholders - you can now upload multiple file formats at the same time - where one of the formats will supersede the placeholder
while the others are uploaded as separate entries into the Publication Space (provided the setting for separate formats is turned on)
This is supported through drag and drop and import uploading.
Administrator Tools
Group report - Show applied form types for Groups
The group report will now show form types where the group has been used
The applied to Doc Type column will be filled based on these following scenarios.
Mapping user fields
Status Action - Post Action Criteria
The group has been used in a Workflow in the Publication within a workflow step
Sorting user field list A-Z
The user field list column filter for a form type has been sorted for easy navigation.
Push Form Config Utility - New options
We’ve added additional options to the Form Push Utility, that willl allow you to control which aspects of a Form Type you can push for even greater customisation when you need to update Form Types across a number of projects.
You now have the ability to control these elements during a form push
Form Status
User Fields
Include common user fields
Form Layout
Default Text
Option | If off | If on | |
---|---|---|---|
1 | Status | Do not push statuses, leave destination statuses as is | Copy statuses as per current status copy logic |
2 | User Fields | Do not push or import user fields, leave destination as is | Copy user fields/options as per current logic |
3 | Include common fields show this under user fields |
|
|
4 | Form Layout | Do not push Form Layout, leave destination as is |
|
5 | Default Text | Do not push default text, leave destination as is | Copy default text |
Push Form Config Utility - Include form-specific triggers
When pushing a form we now include form-specific triggers i.e triggers added through the form layout designer.
Audit logs for menu folder history
When making changes to the View Type we now log and record the following changes
View type
Dashboard name
Permissions
View types are added or removed and their sequence (it will read left to right to determine what to show)
Folder ownership, access, name, description
Retired - Classic Settings
Contracts Administration
Complex Budget Variations
Added ability to create a budget variation for multiple budget lines
Added configuration option to allow this.
Once configured you will be able to
Show the Linked Budget column based on the configuration.
Allow each row to select a different budget line from the same budget.
This is also supported through the excel import.
Restrict when users can edit numbers on open variations
From this release
When a Contract Variation is in an open status, RIB CX will only allow the numbers to be edited when the current user:
Is a CA Project Admin
ORIt is action to any user in their company.
This means, for example - for sub-contractors who are not CA Project Admins, the variation is not editable when it is not for their action.
It would only allow them to edit when creating, or when the variation is sent back to them to re-submit.
Log changes to forecast values (made via control sheet)
Forecast form history is updated now when its values are changed from the control sheet.
Capture & Lock variation status and assessment amount at time of approval
When Approving a claim, for any variation on that claim, we now capture:
Assessed Amount
Status Name
IsApproved Y/N
And when viewing the approved claim, the information displayed will read from these captured point-in-time values so that they do not change if the variation is approved in the future.
The same applies for Payment Certificates (PPC) to determine if the Variation was approved or not for the VOA rows in the PPC.
Changes to Retention Cap Calculations
Added configuration option to claim form types: Retention Calculation method for unapproved variations on account:
Options available
Variation Amount (default / current)
Claimed / Scheduled Amount
Applicable Variations: Claimable Variations on Account, in an open status (not draft / withdrawn / approved).
If this setting is set to "Claimed / Scheduled Amount", for applicable variations, we calculate the retention based on the amount that is being claimed (for the author) or the scheduled / certified amount for the approver (CA Project Admin).
If a variation moves from Open (unapproved) to Closed (Approved)
While the claim is not yet approved: it will update the retention calculation and be treated the same as other Approved Variations.
After the claim is approved: it will not effect the current claim, however, will be considered as an approved variation in the next claim raised against that contract.
- 1 Modern Forms
- 1.1 Category User Field
- 1.2 Split and include comments from another form
- 1.3 Show hide sections based on one or more user field values
- 1.4 Freeze header rows for Lists and Related Summaries
- 1.5 Moved the horizontal scrollbar for Forms to the bottom of the screen
- 1.6 Support for tabbing between fields on a form and list
- 1.7 Update available Action Buttons based on user field selections in real time.
- 1.8 Display external tag for external users
- 1.9 Related Summary
- 1.10 Dynamic Document List - Include Publication Space standard fields
- 2 Automation and Calculations
- 2.1 Conditional Formatting for Numeric Calculations
- 2.2 Triggers - Configure multiple user field based trigger conditions
- 2.3 Trigger - Update user fields based on the value of another user field.
- 2.4 Trigger - Update a date field based on the code of a select field
- 2.5 Calculations - based on Date Fields
- 3 Forms Designer
- 4 Reporting
- 5 Publication Space
- 5.1 Column filters for Workflows in Progress
- 5.2 Display applicable distribution rules on the distribution window
- 5.3 Add Info users to a completed Workflow
- 5.4 Customise and save a Workflow report
- 5.5 Display the latest completed Workflow review verdict in a folder
- 5.6 Custom Title for Manual and List Distribution
- 5.7 Column filtering - Latest rev
- 5.8 Add new users to Auto Distribution
- 5.9 Turn off Manual and List Distribution (If Auto Distribution is configured on)
- 5.10 Support uploading multiple file formats to replace a placeholder (separate config)
- 6 Administrator Tools
- 7 Contracts Administration