We have added several new features in our first release of the new year. These features touch a number of areas in Folio including general ease of use, approval workflows, integration capabilities, custom notifications and more. Here is a list of all the updates that we have made:
User Interface Improvements
When you access any list screen in Folio you will see a cleaner user interface.
All starred filters and the ability to create a new star filter have been placed in the 'Star' button.
The Ellipses button combines the Export to PDF, Export to Spreadsheet, Configure Columns and MergeDocs.
The Tools button contains any bulk action tools.
Changes have also been made to buttons on a Folio. When you look at a Folio now you will see 3 buttons at the top:
1: Edit the Folio
2: View Changes
3: Ellipses: This button includes all other options
Move to Next Stage, Submit for Approval, Send Back to Submitter, Copy, Close, Bookmark and Export to PDF.
Tip: We have not removed any functionality so if you find yourself looking for something, just look in the Ellipses button.
The 'Go to a section or table' Feature
Another big change we have made is the quick navigation to a section or a table on a Folio. With this feature, users can navigate to the section of a Folio without scrolling. You can also expand a table from the top of the Folio.
User Cards
In our last Folio release we introduced Avatars, in this release we have added a User Card to the Avatars. You will need to click on any user's avatar you will see more information on them.
Search for Person Responsible by Email Address or Job Title not just by Name
When adding a person responsible to Folio, Action Assignment or Checklist Assignment you can search for the person by their email address, job title in addition to being able to search for them by name.
Read Only Fields
There are often cases when you need to lock down values in particular fields on a Folio and prevent users from editing just these fields. This could relate to contract values or with incident reporting it could be the original incident description that the person reporting the incident put in.
A new visibility option called Read-Only has been added to the existing Optional, Mandatory and Hidden options. Using this option fields can be made Read-Only in particular Stage/s.
A field that is Read-Only in a Stage will be visible in that stage, but will not be editable even if a user has Edit Rights. To Edit the field the user will have to move it back to a stage where it is editable and it will then need to progress through the approval stages again to come back to its Read-Only state
For more information on setting up visibility click here.
Super users can delete retired attachments on a Folio
We understand that sometimes there are just some documents that have to be removed from Folio. In the last release we added to concept of retiring attachments. Now in this release we are enabling super users to delete retired attachments on a Folio permanently.
For more information on deleting attachments from a Folio click here.
Users can delete attachments on draft folios and checklists before the submit.
Users can now delete attachments on a draft Folio or a checklist before the submit them.
Ability to filter by 'Updated at' field of folio
This release includes the ability to filter Folio List screens and Reports by the Updated At field, which is the date that the Folio was last updated:
Approval Workflow Features
Chain of approvers
Folio requires a user to click submit for approval to send an approval request to Folio approvers. This creates an issue in some cases because sometimes you want to create a chain of approvals where as soon as one approver had approved the Folio it needed to be sent on to the next approver and the next after that. Thus far this has been a 2 step process, where an approver approves and then clicks 'submit for approval' to make the next approval request.
Folio can now be set up to move through the approval workflow automatically without an approver having to click Submit for Approval.
To enable this feature, an Administrator will need to tick "Automatically submit for approval when the folio enters this stage" on each stage of a Folio template.
For more information on setting up stages and approvals click here.
Send back to submitter
Sometimes we need to gather additional information on a Folio that has been submitted by a person through a public link who is not a user of Folio. This often relates to Incidents, Complaints, Feedback Forms and more.
The 'Send back to submitter' feature was only available soon after the Folio was reported through the public link. This feature has been expanded so that a Folio can be sent back to its submitter from any stage in the workflow.
If the Folio is sent back to it's submitter it will be moved back to the first stage of the workflow and then sent back to the submitter. The submitter only sees the fields that are exposed to them in the workflow. The Folio will be read-only while the submitter makes their edits and resubmits.
For more information on using the Send back to submitter feature click here.
Notifications Improvements
Send custom notifications to the Person Responsible for a Folio, the creator of the Folio or the Submitter of a Public Link.
You can now choose to notify the Creator/Public Link Submitter and/or Person Responsible for a Folio using the Custom Notification feature:
Batching custom notifications
If you are getting too many custom notifications in a day they can be batched into an overnight email.
Custom notifications in the notifications bell and bookmarking custom notifications.
In addition to emailing users custom notifications, they will also appear in a user's notification bell. The notifications will stay in the bell for 30 days before they expire. They can be bookmarked, this will add them to the Bookmarks Snapshot on the homepage and keep them in the bell until the bookmark is removed.
For more information on using custom notifications click here.
Administration Improvements
Streamlined user retirement
In this release we have simplified the process for retiring users by allowing you to reassign all of their responsibilities when you click Retire:
For more information on retiring a user click here.
The new Responsibilities email
At any stage you can sent a user an email of their responsibilities in Folio by clicking on Tools and then Send responsibility email.
The responsibility email is also sent if a user's email address is changed. Folio assumes this is now a new user and automatically generates a responsibility email.
For instructions on how to change a users email address click here.
Default Escalation Users
This releases expands on the escalation user feature to include the concept of Default Escalation Users. These are escalation users that can be set up for each user:
Then when something with a due date is assigned to a user, the Default Escalation User can be selected as an option. For more information on setting up Default Escalation Users click here.
Integration Features
Integrating Folio with an enterprise CRM
Folio now supports updating and creating Entities & Contacts via an overnight SFTP based batch file process.
For more information on setting up an SFTP integration click here.
Integrating Folio with an enterprise HR System for user provisioning management
This release expands on the capabilities of Folios SFTP integration feature by allowing you to import new and update users through the SFTP process. This batch file process will enable you to create new user and manage them automatically.
Note: This feature requires your organisation to have an SFTP server that Folio can connect to.
LexisNexis Snapshot
*LexisNexis API Users Only
We have a brand new LexisNexis Snapshot for users that subscribe to LexisNexis Regulatory Compliance Content in Folio. The snapshot displays Action Required, FYI and News Alerts.
It enables users to drill into a specific alert. Users are also able to see the obligations that are impacted by the alert, alert description, alert impact, effective date and more. Here is an example of what an alert looks like:
To enable this snapshot, please click on Add Snapshots at the top of your Folio Dashboard and then select LexisNexis Snapshot
Exporting a Checklist with the Checklist Description
When exporting a Checklist Result the PDF that is created will now include the description of the Checklist:
Matrix and Charts in Risk Action Results Report
You now have the option of including your Organisations Risk Matrix in the Risk Action Results Report, as well as Charts breaking down the results included in the report by their Risk Rating:
