On behalf of the Omnidek Team we want to thank you for choosing Omnidek to be your business network. The following document is an overview of the application and designed to be a quick read for circulation to new users. In this document we will define the key features of the platform and explain their utilization.
- Form Hub
- Form Designer
Using the menu bar to the left, the first icon at the top is Dashboard. The Dashboard is the main screen that all users of the platform may view and navigate to with a simple click. On the Dashboard, the user will find the menu items on the far left of the screen. These will be visible based upon the user’s access settings.
The dashboard consists of 3 panels, all enable the user one click access to desired features.
Insights offer a user the ability to set conditions of form submission activity that showcase a colored badge when certain criteria of a form is met.
- Inbox Preview
Offers a preview of inbox items that you are currently involved in approving or reviewing. You are also kept in the loop of new comments made on active conversations with a badge showing the number of comments since last seen.
- My Quick Forms
Offers one-click access to forms you have access to. The color badge next to the form means that this form is published and ready for use. Forms without the icon mean the form is in test mode and not able to be filled out.
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From the Main Screen the second icon on the menu bar located on the far left you will find Form Hub. Form Hub is the repository of all the forms that have been assigned to your account, and your personal document management system. Form Hub allows you to quickly and easily search your previously submitted forms, as well as forms that you have saved as “work in progress”.
The third Icon on the left menu is the Inbox. The Inbox consolidates all business workflows currently in process into a single screen.
The Inbox screen consists of 3 main sections:
- Message List
From the message list you can search keywords on any message for quick access. You can also toggle between all messages, unread, and marked for special tagging. The Message list will notify the user that a new message has been added to the thread by a small colored badge and the message moving to the top of the sort order. You can navigate between messages by clicking on a message in the list, this will automatically load the associated form and chat dialogue box.
The center of the screen displays the currently engaged form. Based upon security and access, you will be able to edit, read only, and view questions on the form. Each modification is logged in the audit log on the bottom of the chat dialogue box.
- Form Actions
At the bottom of the form, the user can do the following
- View the PDF- This loads a PDF representation of the form in the downloads folder of the local desktop.
- Save- Which allows you to save current changes to the form, and keeps the form open for additional commenting.
- Submit- Allows you to submit the form back and moves you to the next form.
- Chat Dialogue
On the far right of the screen you will find the Chat Dialogue box. From Top to bottom you will first find a 3 button series of Approve, Hold, and Reject. This allows the user to formally state their approval or disapproval of the process which triggers audit log and potential workflow condition changes. The next section is Show/Hide Members showcasing all the individuals currently involved in the workflow. This included users who are actively on the chat, and those who will be included in the next phase of the work process. You may also invite new users to come into the chat dialogue for additional review from individuals in your business network. New invitees can be required to approve, or simply participate in the dialogue. If a user is not in the list, they may not be set up as a user. The chat dialogue is the next feature of the dialogue. A user can make comments and attach files in the message area and the conversation addition is populated in the thread conversation.
- Audit Log
The audit log is a deeper audit of all activity from a form. In addition to the conversation, the audit log will document with time and date stamp views, changes, and actions against the form in the work process. This offers high levels of auditability and security for historical record.
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Insights are conditioned data sets derived from Data Points captured on the input of the forms. Access to the insight’s builder is located as 3rd menu item on the left side bar. By clicking the insight menu icon, the user is navigated to the Insight Library. On the left-hand side of the Insight library, insights are categorized based upon corporate or business desired organization (I.e. Accounting, Human Resources, etc.). As the user selects the Insights category, the insights for the selected category are shown in a grid list in the center of the screen. The Search Insights bar allows the user to quickly search for desired insights.
To Create a new insight the user can click the colored button on the top left of the screen called “New Insight”. By clicking the button, the user is brought through a series of modals…
- Select Entity or Source of data for insight
- Select desired form for sourced data
- Add a Name, Description and Category for the desired insight,
- Click Create
Once Insight is created the user is brought to the insight builder utility. The Builder utility has two basic parts for building your insight.
- The Configuration Utility
This utility offers a display of each available question down the left of the modal screen. The user may select the desired question for the report column. Each check box will showcase the column heading which can be adjusted and organized in order based upon sequence checked or by dragging and dropping the (…) located on the left of the question. Each question allows for conditional filtering by clicking the filter icon on the right of the question, and a drill down to grid and group summary options for totaling, average, min and max of data in the column.
- The Grid
The grid display shows the result of changes applied by clicking the “apply changes” to the grid in two ways. The first way is in Condensed View. The column description headings may be dragged up to the top of the grid where the text “drag a column header to group by that column”. This allows you to group by one or several column headings as desired. The grid offers several other features including.
- Summary viewing of tab contained/Duplicated category data. Any data stored in one of these categories is accessible by clicking the arrow icon on the left of the row.
- Actions for each row include icons to.
- Open Form
- View PDF
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Full View Allows the user to create a row for every entry for exporting in a 1 to 1 format to be used for granular analysis and exporting into CSV format.
Channels is the 5th menu item on the left-hand side of the screen. Channel’s allows you to create a thread of activity based upon any asset mentioned on a form submission, and an accompanying conversation to create an ongoing dialogue referencing that asset.
The Channels screen has a left-hand menu where the user has the ability to add as many channel’s as they wish for subscribing. Any new activity on the channel is shows by a badge counting new activity since last viewing. The center screen shows a timeline in chronological order of any mention of the asset on a form or API process. A date parameter filter allows the user to filter specific dates in history or scroll up to see previous activity. There is also a chat dialogue that serves as a living communication thread and conversation regarding the subject selected asset. The user can invite people into the conversation by clicking the () Icon and following the dialogue.
Form Designer is the 6th icon on the left-hand menu that only administrators should have access to. When the Form Designer Icon is clicked, the user is brought through a dialogue box to …
- Choose a Form Template from the marketplace- Marketplace templates are forms that were shared by other Omnidek clients as “best practice” starting points. The idea is to allow these form templates to guide system usage and save time by eliminating guess work for new business processes.
- Edit an existing form- Any form that is currently in published, non-published, or pulled from the market place will be available in the Edit Form button. The form is loaded in the editor once selected and can be modified, saved, and published to the network.
- Build your own- Dialogue is for advanced users who know exactly what their processes is and do not see existing templates in the marketplace.
The Form Designer 4 main sections of the screen display.
- Header- the top of the form wizard allows to create actionable for the form.
- Name the form
- Sort questions and categories by engaging in the sort sections/questions toggle button.
- Preview View display on Mobile, tablet, and Desktop
- Make forms active or inactive from use
- Save The form for testing – Unable to submit, but can preview in the Forms dashboard and Form Hub
- Publish for finalization- Once published the form can be submitted, but questions will not be able to be deleted. Only hidden.
- Create a template
- Form Elements- the menu to the left provides the source for dragging and dropping answer types onto the form to create proper data collection formats. The Menu includes answer type sections.
- Answer Types- Singular/Simple data point capture with various formats
- Clusters- Advanced/Custom answer groupings serving complex functionality for data capture and display on a from
- Features- Include duplicatable or tab containing questions as well as grid entry screens.
- Form Canvas- the center panel is where the user creates the layout of the form template. The user creates single or two column sections. The user then drags answer types into the sections per form requirements.
- Form Attributes- the panel to the right shows the engaged answer types attributes. To change the attributes, click the desired question/answer on the canvas. The right attribute section is updated to offer advanced controls to the question configuration. See advanced details descriptions here.
Workflow is how omnidek manages and replicates any business process by following the logical decision tree you put in place for a form to follow.
Organizations can be as simple of complex as you need them to be within your company as this is where you are going to place the user’s you create and assign out permissions throughout the site. If there is already a hierarchy for your company this would be a good reference, but if not think of your company from top to bottom to ensure that we consider each department/manager/team/field employee
Relationships are how you classify a user within your system. For example. Your employee’s relationship type would be “Dashboard” meaning that they could have full access to your site, but if their relationship type was set to “Portal” they would have a limited view of the companies’ site. This is how we define internal versus external users. This can be further explained in our training session, but go ahead and start thinking of all the potential users/companies that would need to come into your site for them to validate/approve/request service/ etc…
Users are the credentials a person can use to access your companies site. We’ve made it a requirement for the “User name” to be in an email format (User@company.com) this way you don’t have to re-think all your current employee’s / customer’s contact information. Please follow the format below when creating your spreadsheet of the users you would want in the system. * If Unsure of fields just leave blank and we will cover in the next meeting
Crowds are arbitrary groups of users that in certain cases or scenarios need information that crosses but not limited to a company’s hierarchy.
Assets are Lists, Tables, Spreadsheets that can be imported/created within omnidek to be selected from a dropdown selection on a form. This can be from a simple weather pick list / to all or your companies’ jobs
Access is how you manage what a user can and can’t access throughout the site. They can be managed on the forms/assets/organizations/user levels, but we will go over this is our training session
Sequences is how omnidek handles auto increment numbers that can be used for Report #’s, PO’s, etc… View the Image below for the options you have in building your sequence in Omnidek.
Are where you can set your companies preference on settings as well as customize and brand your company on your omnidek site.