The August 2019 release includes security related features like two-factor authentication, new workflow functionality, enhancements to access rights and a host of other features. Here are the details:
Security
We are constantly working on ways to make your Folio more secure and as part of this drive we are introducing 2 new features in this release:
Single Sign On only
If you use Single Sign On with Folio (Office 365, G-Suite or any other SAML or WSFED based SSO), Folio always displays the native Folio sign in as an alternative. In this release, we now have the option to remove the native Folio login and only allow users to login via your Single Sign On.
For instructions on how to enable this feature click here.
Two Factor Authentication
Two-factor authentication provides enhanced security for your Folio sign in. This feature uses a soft-token authentication app such as Google Authenticator. If two-factor authentication is turned on, all users will need to put in their Folio password and a security code generated by an app on your phone every time you sign in to Folio.
For more information on using 2FA click here.
Disabling support for (Transport Layer Security) TLS 1.0 and 1.1
This is just for your information and requires no action on your part. Folio will be disabling support for TLS 1.0 and 1.1 by August 30, 2019. TLS working group has adopted a document to deprecate TLS 1.0 and TLS 1.1. All browsers supported by Folio support TLS 1.2 so users should not be affected.
Workflow
Stages are now called Workflow and has its own tab on the Folio template. This is more than just a change of name and location. We have added some neat new features as well:
A new type of approval based on fields
If you need approvals based on Incident Priority in incident management or on Location in contract management, you can now do this with approval rules that are based on:
- Any single select field
- Any multi-select field
- Any hierarchical field
This is in addition to the existing approval rules based on:
- Business Units
- Contract Value
- Or simple stage based approvals
Auto-generated workflow documentation
We have just added a new feature that will let you export, workflow documentation to a PDF . Workflow documentation gives you a summary of the stages and a detailed list of approvals and approvers required to move to the next stage 
For more information on setting up a Folio Workflow click here.
The 'My Business Unit' and 'Current User' filter options
Sometimes in shared reports or subscribed reports, the Person Responsible filter needs to be set to the Current User exporting the report.
We have added the Current User option to the Person Responsible filter, this will dynamically pick the current user exporting the report. This saves an administrator having to set up multiple reports for different users.
The same applies to the Business Unit filter where the Business Unit may need to be the Business Unit of the user exporting the report.
In the Business Unit filter, we have added the My Business Unit option which will dynamically pick the user’s Business Unit.
Access Rights
We have added a few changes to Access Rights, and they are listed below:
User Profiles
User Profiles are a new and easy way to assign roles to your users. A User Profile consists of multiple roles, you then assign the profile to a user and that user will now have all of the roles which are in the profile. When the profile is updated, the access right changes flow through to all the users.
For more information on setting up a User Profile click here.
Assignment rights are now inherited from Action and Checklist rights
Currently in Folio, a user’s rights to assign actions or checklists are not limited to the actions or checklists that they can read. They are only limited by the users they can assign to. i.e. to users in their Business Unit, Business Unit and Subs or selected Business Units.
With this release we are making a change, a user will first need to have at least read rights to the Action or Checklist Category before they inherit rights to assign Actions or Checklists. The assignment rights will still be restricted to the business units that they have rights to.
Example:
Jack has been given READ rights to the Action Categories - Incident Actions and Risk Actions but has NO ACCESS to Audit Actions.
Jack has been given Assignment CREATE rights for his own Business Unit and Sub Business Units.
Jack will then be able to read all actions in the categories Incident Actions and Risk Actions. For actions in these action categories Jack will be able to create and edit assignments to users in his own Business Unit and Sub - Business Units.
Jack will not be able to read, create or edit assignments to Actions in the Audit Actions Category.
For more information on how to create a Custom Role in Access Rights click here.
Access rights based on Entity Category
Folio has now introduced Entity Categories, which you will find on all of your Entities now defaulting to General. You are able to add new Entity Categories from the Admin Screen. The main purpose of these categories is to limit Access Rights to Entities and Contacts. You can now create Entity Access Right Roles that are based on these categories
Example:
Jack needs to be able to view all entities in the entity category Suppliers but not Customers. Jack can now be give READ rights for just Suppliers but not for the Customers Entity Category.
Entity lookup fields can be limited by entity category.
You can also limit Entity lookup fields by Entity Categories. For example supplier contracts needs to only display suppliers not all your Entities. You can limit the lookup to only displaying the suppliers category.
For more information on setting up Entity Categories click here.
Ad Hoc Docusign documents
Folio now enables you to send a single document through to DocuSign.
For more information on using our Docusign integration click here.
Risk Matrix Improvements
Control ratings can be removed from the Two Risk Matrix options. If Control Rating is enabled it now appears on the Folio.
Transferring ownership of drafts when retiring a user
Currently when retiring a user all draft Folios are removed. Folio now enables an administrator to transfer the ownership of a draft to another user when a user is retired.
For instruction on how to retire a user in Folio click here.
Improving the usability of tables with more than 10 rows
Tables will no longer collapse when there are more than 10 rows, they will show you the first 10 rows, with the rest being a click away in the expand table view
For more information on how the expanded table feature works click here.
New Look Approval Status
We have made some changes to how the Approval Status appear on a Folio. The approval status will clearly tell us that an approval is required to move from one stage to another. In brackets it will display the number of approvals required.
You will also see a new look Approve / Reject button.
Approvers will be shown by their avatars, when they complete their approval a green ring will surround their avatar, if you need any information about the approver you can click on the avatar to see the User Card for that user.
Copy Folio improvements
We have made the following improvements to the Copy Folio feature:
- In addition to copying all fields or selected fields a user can now copy just Stage 1 fields on the destination template.
- If there are mandatory fields on the target template that are not on the source template, Folio will now automatically create a draft Folio rather than giving you an error.
For instructions on copying a Folio click here.
Notification on updating action results
If you have a notification when an Action is set to In Progress currently Folio sends the notification only when the In Progress status is first recorded. In this release, Folio will now send the notification everytime the action result is updated with that status. This means that any new comments recorded as part of update will also be sent.
PDF now optional in Custom Notifications
PDFs are now optional on Folio Custom Notifications.
For more information on using Custom Notifications click here.
Browser Tab now includes Folio Key and Title
Your browsers Folio tab will now include the Key and Title of the Folio, making it easier to find a Folio when you have multiple tabs open
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Update existing entities and contacts by import
This feature lets you update existing entities and contacts by a CSV import.
For instructions on how to update an Entity/Contact through import click here.
Attachment Uploader now holds documents for 365 days
When you use the Attachment Uploader you will now have a year to link these attachments to your Folios.
Folio Approval Status added to Folio Report Template
When you are exporting the Folio Report you can now include the Approval Status as a field and filter on the report.
Configure Folio Export to PDF
Now you are able to create a customisable PDF Export of the Folio, you are able to decide what is included on this PDF. You can choose from
- Details (The fields of the Folio)
- Linked Folios
- Attachments
- Notes
MergeDoc Long Text Field Formatting
If you have a MergeDoc with a Long Text field, Folio will now bring across the following formatting:
- Dot Points
- Numbering
- Tables
- Bold text
- Italicised Text
- Underlined Text
Checklist Results History In Checklist Schedule & Status Report
Folio will now show you the Checklists Result History in the Schedule and Status Report.
Deliverables
We have added new types of deliverables questions and made it easier to create a Deliverables Performance Report.
New types of Deliverable Questions
Folio now support $ and % deliverables. Number and $ deliverables can be aggregated as a total or an average over time. The % based deliverable questions will be aggregated only as an average.
This new feature expands deliverables functionality to enable questions such as:
“What was the total spend over the last quarter?”
“% of population that have had health assessments”
The Deliverables Performance Report
The Deliverable Performance Report now supports the following:
- Reporting on both deliverable questions, other checklist questions and review questions in one report.
- Reporting on both quantitative and qualitative checklist questions in one report.
For more information on Folios Deliverables feature click here.