We are excited to announce our April-24 release. 

Highlights

• Category User Field

• Split and include comments from another form

• Conditional Formatting for Numeric Calculations

• Triggers - Configure multiple user field based trigger conditions

• New column to display comments from a form

Modern Forms

Category User Field

What is a Category user field?

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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

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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

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.

Show hide sections based on one or more user field values

Form Sections can now be displayed conditionally based on 2 new options

1. 1 or more options for a single-user field (User Fields with options only)

2. 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

1. Select Form Types - Selecting the Form Types you wish to include in the Related Summary

2. 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.

3. 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.

4. 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.

5. 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

1. Populate the related summary with information from just the latest associated form for a particular type (by Issued Date) or

2. 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

Date fields can also now be populated in these ways

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

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

1. 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.

2. 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.

3. 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.

1. Mapping user fields

2. Status Action - Post Action Criteria

3. 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

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:

  1. Is a CA Project Admin
     OR

  2. It 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:

1. Assessed Amount

2. Status Name

3. 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

1. Variation Amount (default / current)

2. 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)

1. While the claim is not yet approved: it will update the retention calculation and be treated the same as other Approved Variations.

2. 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.