Release Notes

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4.2.440 (coming soon)

-Octopus Section-

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

-Octopus 5 Section-

Hosted Attachments | Now Available by Team

Using Octopus 5 requires the attachments to be hosted in the Cloud. But in some environments not all teams are ready for this. It is now possible to move teams individually to Cloud mode.

An authorization is required before proceeding. For more information, we invite you to complete the Octopus 5 (Web) and Mobile version for Octopus users request on our Web Portal.  

Actions | New Action Added

It is now possible to use the Reopen action for an incident or a service request on a Resolved request.

 

 

4.2.432

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.431

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.430

-Octopus Section-

Local Installations | Microsoft .NET Core Mandatory on the Server

Starting with the 4.2.430 version, customers with a local Octopus installation will first have to deploy the Microsoft .NET Core component before they can install the update.

This installation can be done now and will not interfere with the operation of the current version of Octopus.

These modifications only apply to the application server (IIS) in your environment. The database server (SQL) does not need to be modified.

For more information, see the Octopus prerequisites article. 

Subscription | Improved Notification in List Mode

Notifications for a subscription in list mode will now mention New or Update after the list's name to explain the reason for the notification.

For more information, see the Custom notifications Wiki page.

Planned Requests | New Site Filter for Maintenance by Type or Model

You can now filter the CIs of a planned request by site to accommodate the multi-site reality of several companies. Therefore CIs can be added for one or more sites / sub-sites in CI type or Model type planned requests.

See the Planned Request Management article to find out more.

 

-Octopus 5 Section-

Lists | Card Mode Now Available for the Home Module 

In order to standardize the view in Octopus 5, you can now choose to see the elements in the Home module in List Mode or Card Mode.

 

CI | Improved CI Selection in a Request

The selection of the CI in a request has been modified to reproduce the general behaviour of Octopus that suggests the user's CIs and allows the selection of software only through the computer for an incident.

 

Events | Shows Related Requests

The event record now displays requests related to this event.

 

Tooltips | For More Precision Through the Application 

Tooltips have been added throughout Octopus 5 for additional precision on the various buttons, options and to display the request description.

 

4.2.420

-Section Octopus-

Reference Data | Can Deactivate Items From a Value List

If your value lists contain values that you no longer use, you can now disable them by using the Active checkbox.

For more information, see the article on Value Lists.

 

Advances Search | New "Contains this phrase" Operator for a Better Search

The new operator called Contains this phrase allows for high-performing searches when you search for part of a sentence, for example, "problem with Word".

This operator is different from Contains these words which can search for the words in any order, for example, "Word problem".

Before the introduction of this new operator, it was possible to use With the exact phrase, but this operator is much slower; it was designed to search for "characters".

For example, we can find "001" in "SRV001QC". It is neither a sentence nor a word, but the middle of a word. Although With the exact phrase has its use cases, it remains a less common case.

Note that the With the exact phrase operator has been renammed Contains exactly. See the Advanced Search Wiki page to find out more.

 

Notifications | New notifications on Octopus updates

Several customers have asked us to be notified when a new version of Octopus was installed in their environment to let them know what is new and validated if everything works in their environment. 

So we created two new notifications:

  • New Octopus version available soon
    • Warns when the documentation for a new version is posted on the Octopus Wiki.
    • This allows Octopus users to see the changes coming soon.
    • Refers to the Release Notes page, which you are reading.
    • We recommend that you enable this notification in one place to avoid duplicate emails.
  • Octopus update
    • Warns that an environment has been updated.
    • We recommend that you enable this notification on each of your DBs (test and production).

For more information, see the Notifications article. 

 

-Section Octopus 5-

CI | Shows the Related CIs and Users

The detailed record of a CI now displays the other CIs linked to it as well as the users. 

 

 

4.2.410

-Octopus Section-

CI | Can Now Change the Manufacturer But Keep the Same Model

The Change CI action that allows changes to one or more CIs has a new option. If you change the manufacturer, you can now opt to keep the model. During the change the system will automatically add the correspondence between the new manufacturer and the model.

 

CI | Deactivate a CI Type

You can now disable the CI types you no longer use. Inactive types are not offered when creating new CIs, which avoids errors.

 

Changement | Templates Allow You to Create Deployment Tasks

You can now create deployment tasks directly in a change template. So when changes are created from the template, the deployment tasks are created automatically.

To find out more, read the Deployment Calendar article. 

 

-Octopus 5 Section-

Users | Show related CIs

The detailed file of a user now displays the CIs linked to the user. In a future version, it will be possible to modify the CIs linked to the user.

 

Users | Request History

The detailed file of a user now displays the complete request history of the user. 

 

4.2.404

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.403

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.402

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.401

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.400

-Octopus Section-

ADSI | New parameter AllowMultipleLogon

In environments with multiple domains or where some users have more than one Windows account associated with their user file, synchronization with ADSI overwrites the username to keep only the one found in the AD. This new setting will allow you to synchronize while retaining other usernames.

This is how the setting works when a user is found by ADSI:

  • Without the parameter
    • ​The Windows Username field will be overwritten by the value of the AD
  • With the /AllowMultipleLogon parameter
    • If the Windows Username already contains the one of the AD, it will not overwrite the value
    • ​If the Windows Username does not contain the one of the AD, it will overwrite the value

For more information on synchronizing users with AD, see the ADSIReader - Integration to Active Directory page.

CI | Cost Data Usable in Lists

The data available in the Costs tab of a CI can now be used in lists and in advanced searches. You can add these columns and export them to Excel to make graphs or apply formulas.

In addition to the fields that were already available, we added:

  • Total Cost of Maintenance

  • Total Purchase Cost
  • TCO for the Total Cost of Ownership

 

Web Forms | Operation Over Time

Existing requests are now isolated from form changes. That means that when you edit the form of an incident or SR, only the next requests will implement the changes.

Past requests will keep the form as it was when the request was created.

Warning: When updating to version 4.2.400, Octopus will isolate forms for requests already created. However, if a form had already been modified between its creation and the update to version 4.2.400 Octopus is not able to make the detection and the version retained for the form will be the one at the time of the update.

Web Portal | Ability to Place a Team Visible Under Another Team

From the Web Portal only, it is now possible to put the choice of one team under another. This is to accommodate times when there will be more than one team in Octopus for a single service. For example, if in a database we have teams for IT , Building Management, Human Resources and Staffing, we could put the Staffing team under Human Resources on the Web Portal.

Contact us for more information or to implement this option. To find out more about the look of the Web Portal see the Web Portal - Setting up the modern mode page. 

Alternate Subject | Limit Adjustment During Programming

The limit of the Alternate subject field has been increased to allow the adding longer variables in the programming from the reference data management.

Exploitable Field | Do Not Sent Email Noticiations to This User

The Do not send email notifications to this user field can now be used in lists and in advanced searches.

-Octopus 5 Section-

Task | Take Assignment

You can now use the Take assignment action in a task. 

 

Activity | Confirmation When You Cancel Adding An Activity

To minimize the risk of accidentally losing an activity, the system will ask you to confirm when you cancel the entry with the Escape key.

 

4.2.390 - 4.2.391

-Octopus Section-

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

-Octopus 5 Section-

Interface | Now more intuitive

Some of you came to our offices to test Octopus 5.

We observed your reactions and saw where there was room for improvement.

So we made some changes to the interface:

  • More intuitive icons
  • More intuitive operation for sections in screens (where there was the eye icon)
  • Editing of activities with a single click
  • Simplified input of effort: simply enter 5 to indicate 5 minutes, without having to enter the full 00:00 format.

 

Events | Event Management

The basic features of event management are now available: 

  • Viewing and editing an event
  • Modifying the status
  • Adding them as favourites

This makes it possible to do "basic" event management without having to go into the Windows application.

 

4.2.382

-Octopus Section-

Bug Fixes and Performance Improvement

This version does not contain any new visible features.

 

4.2.381

-Octopus Section-

Activities | Improvement to date entry

As a result of the change to enter the date of the activities, we received feedback from a few customers.

We decided to immediately improve the data entry of activities to make the process even easier.

The Date field now shows two radio buttons for entering the date in Automatic or Manual mode. By default, the automatic entry will put the activity in the date/time at which it has been saved.

While choosing the Manual input method displays the current date, allowing you to edit it directly in the field or using the calendar.

For the Octopus users who use the timer, you will notice that if you have unused efforts, the input method will be Manual be default, allowing you to choose the date/time of your entry. 

 

Visual explanation

 

4.2.380

-Octopus Section-

CI | Many New Options to the Change CI Action

The Change CI action now allows to modify the manufacturer and model for one or more CIs at once. 

For more information, see the Change CI section of the Service Asset and Configuration Management Wiki. 

Activities | Modification to date entry

The date of an activity is no longer initialized as soon as the activity dialog is opened. Now the date is, by default, empty.

Upon saving, the system will automatically set the date/time at which the activity has been saved. But the Octopus user can still enter the date/time manually if required.

When the timer is used for a request, by an Octopus user, the current behaviour will be preserved: the date of the first entry (in chronological order) will be attributed to the activity.

 

-Octopus 5 Section-

CI | Visualize and edit the attributes of a CI

The attribute section now allows you to view and edit the configuration attributes of your CIs.

4.2.370

-Octopus Section-

Email | New Option to Always Use the System Address

When Octopus sends an email, it must determine what address to use as the expeditor (From/De). 

By default, Octopus will use the Octopus user's email address, but this is not ideal if you want to use MailIntegration. Because if the user answers the email, the response will go to the Octopus user instead of the email used by MailIntegration that would add it automatically to the request as an activity. It is preferable to centralize the communications to the address used by the system, configured in the options. 

There has been a hidden parameter for a long time to force the use of the system address and not the Octopus user's. But a specialist or the Octopus Service Desk had to set it up.

This option is now available under Tools > Options in the Email Options section. It's a checkbox just under the system's address. 

For more information, see the MailIntegration - Create Incidents or Events from Emails article. 

 

ADSI | Force Fields to Clear With AD

ADSIReader imports the AD data like User / PC / Printer records to Octopus for you . By default, if a field is filled in Octopus, like the job title, but the field is empty in AD, ADSIReader will not change the value in Octopus.

There is a new option to force ADSIReader to overwrite existing values with empty values. Use this option if you consider AD to be a better source of information. So if a field is empty in AD, it will also be empty in Octopus.

For more information, see the Erase the data in Octopus when a field is emptied in AD section of the ADSIReader - Integration to Active Directory article.

 

-Octopus 5 Section-

Attachments | Paste the Content of the Clipboard

You can use the CRTL+V keys to paste the content of your clipboard as an attachment to a record. A text or PNG file will be automatically created.

Please note that this option is not available with Internet Explorer or Edge. 

 

4.2.360

-Octopus Section-

External Mode | The Register to this Service Option Can Link the User to a Client account

In the external mode each requester is linked to a client account represented by the site. The option that allows requesters to register to the service now provides the user with the opportunity to enter their Client Number.

This way as soon as he is registered, the system presents to this new user the appropriate types and templates according to the customer with whom he is associated.

En mode de support externe, chaque demandeur est lié à un compte client représenté par le site. L'option permettant aux nouveaux demandeurs de s'inscrire au service offre maintenant à la personne de saisir son Numéro de client.

To learn more about this mode, see the Support in external mode article.

CI and Custom Fields | History Configuration Option Available

Changes to a CI's attributes have always been kept in the History tab. However, some attributes are very "volatile" and lead to a high volume of entries in the History tab.

For example, if you import the disk space available for a PC from an external system, then we can imagine that each day the size varies by a few kilobytes, which creates an new entry in the history with each synchronization.

It is now possible to control whether or not you want to keep the change history for each attribute.

This same option is also available in the Custom Field Library under Tools > Configure fields.

To find out more see the Service Asset and Configuration Management - Octopus Module article or the Custom Field Library one.

CI | Link Mutiple CIs at Once

The relationship window now allows to select multiple CIs at once. 

To find out more, see the Relationships Tab section of the Service Asset and Configuration Management - Octopus Module wiki. 

 

-Octopus 5 Section-

Lists | Sorting on columns now possible

It is now possible to change the sorting order of lists in Octopus 5.

Keyboard shortcuts | New shortcuts for Octopus 5

Octopus 5 has new shortcuts, here is the list of shortcuts available at the moment:

  • CTRL+S: Save

  • ESC: Cancel changes in progress

  • ALT+R: Refresh the data (without reloading the entire application as F5 does)

  • ALT+1 to ALT+9: Quick access to favourites

  • F4: Create an incident

Go to the Octopus Shortcut Keys page to see the complete list.

 

Sections | Simplified edition

We can now edit a section with a single click. You can also leave a section that is in edit mode to go to another section without having to cancel (unless changes have occurred).

 

4.2.350

-Octopus Section-

Deployment Calendar | Configure Visible Information

You can now choose what information is displayed in the deployment calendar. The Octopus administrator has access to a configuration button at the top right.

See the Deployment Calendar Configuration section of the Deployment Calendar Wiki for more information. 

 

CI | Many New Options for the Change CI Action

The Change CI action can now modify the Main Contact, the Site and the Local of one or more CIs at a time. 

See the Change CI section of the Service Asset and Configuration Management Wiki for more information. 

 

Detailed Description | Access the Original Description of the Request

If an Octopus user modifies a request using the form, you can now consult the original version with the Initial Description link. 

This link is available only if there has been a modification. 

You can also use two new columns in lists and advanced search:

  • Initial Description
  • Form Modification Date

See the Where to Find the Original Description of a Request section of the Custom Field Library Wiki for more information. 

-Octopus 5 Section-

Forms| Supports the custom forms

Incident / SR creation is done using the forms from the SR and incident types.

Visual explanation

 

Lists | Grouping in lists

The configuration and grouping of your lists are reflected in Octopus 5.

Note: The modification to sorting or grouping of lists must still be done through the Windows application for the moment.

Visual explanation

 Watch little video

Search | Quick search for incidents, SR, CI and users

Quick Search now works to search for Incident, SR, CI, and User data.

This feature will be improved in future releases to search for other data. But already one of the advantages is that the search is done on several modules at once.

Visual explanation

 Watch little video

 

Navigation History | New Concept

Octopus 5 now offers the ability to see your navigation history. The last 50 items that have been accessed are visible when you select the button.

In the advanced search of the Windows version of Octopus you can also see the last 300 elements that have been opened by various Octopus users in Octopus 5.

Visual explanation

 Watch little video

 

4.2.340

Bug fixes and performance improvement

This version does not contain any new visible features.

 

4.2.330

Bug fixes and performance improvement

This version does not contain any new visible features.

 

4.2.270 to 4.2.320

Internal announcement | New permission Modify internal announcement

A new permission called Modify internal announcement allows you to control who can change the announcement.

We invite you to review which role should have this permission. Consult the Role Management article for more information. 

 

Internal announcement | Ability to open the internal announcement in a separate window

If your internal announcements are often very long, you can opt to display them in a separate window.

Contact us if you wish to enable the InternalAnnouncement.ShowInNewWindow option. 

 

Incident / SR | We can now change the default source

When a request is created from Octopus, the default source is Telephone. This source can now be modified.

To change your default source, contact us and mention the Sources.UseDefaultValue option and your default source choice.

New Feature | Launch of the Custom Fields Library

 

It is now possible to use the fields from your forms in searches and lists. This will allow you to exploit the data entered by users when creating requests using forms.

This new option, however, modifies the behaviour of the Detailed description field in requests. The Custom fields library and changes to the Detailed description field will be deployed with version 4.2.290.

For existing customers, an article helps you prepare for the Conversion to custom fields.

See the Custom field library article for the complete information on how to use the library.  

4.2.264

Octopus | Adding the summer logo

Here is the summer logo that was voted during the Journée des utilisateurs on May 28th.

4.2.260

SR | Automated resolution after notification

You can now create SR types that send a notification as soon as the request is created and resolve automatically.

To do this, make sure that the SR type contains only a Notification task with the recipients and that the automatic resolution option is enabled on this type.

See the Using Notification Tasks section of the Task Management article for more information on this type of task.

Wiki | New field Show All Content

A new field has been added at the top of each Wiki page.

When you click the field, it automatically opens all the accordions contained in the page and makes it easier to print.

When you click the  field, it automatically opens all the collapsed sections contained in the page and makes it easier to read and print.

4.2.250

Help menu | We can now copy the address of the page 

Several reference pages are available under the Octopus Help menu. Most of these pages are also available in an Internet browser.

To get the link of the page, right-click and copy current page's address to send it to another person or look it up out of Octopus. 

For more information, see the How to copy the address of an Octopus reference page into a browser page. 

User info | User list with additional information

In version 4.2.160 we introduced the possibility of adding information beside the name of a user in the Web Portal and in Octopus. 

We have now added another field:

  • [User.EmployeeNumber] - Employee Number

For the other choices and to learn more about this option, see the Additional information in the selection of a user page. 

4.2.240

Deployment Calendar | Complete history now available

We can now consult the deployment calendar past the last three months. 

Deployment Calendar | The weekly view can show a 24 hour range

By default, the week view of the deployment calendar shows the deployments from 7:00 to 00:00. As most deployments are done out of this range a new option allows to modify the start time of the range, for example to 00:00 in order to see 24 hours at a time. 

Contact us if you want to modify your time range and mention the DeploymentCalendar.StartTime option.

See the Change Management and Deployment calendar Wikis to find out more about these elements in Octopus.  

Tasks | Behaviour for contributors outside of the SR module is now different

Members of a group assigned to a task in a module where they have no access are now considered as contributors and they will have more control over the task. 

For example, if the Technician group does not have access to the Change module, but has been assigned a task from a change, the behaviour will now be different. 

 

Previous behavior New behavior

The person assigned to the task

  • Can see the task
  • Can add an activity
  • Can modify the status and complete the task
  • Can reassign the task
  • Can do other modifications based on his permissions

 

Other members of the group

  • Can see the task

All members of the group

  • Can see the task

  • Can add an activity

  • Can modify the status and complete the task

  • Can reassign the task

  • Can do other modifications based on their permissions

 

4.2.230

Web Portal | New look

 

 

A new look for the Web Portal and WebTech is now available.

 

Important notes

  • To minimize the impact of this new look on your users it needs to be activated manually.
  • The new look also affects smart devices. 
  • The new look is only compatible with newer versions of browsers. In the old browsers (IE9) the old look is presented.
  • The application features stay the same. 
  • Activating the new look will affect all teams that use Octopus in your organization.

Our recommendations

How to activate?

From the Tools > Options > Modern Web Portal and activate the option. To be able to do this action, you must have the Modify common team data permission in one of the Octopus teams. 

Warning; this action affects the Web Portal for all teams. 

Web Portal | New experience using tiles to create requests

 

 

Your users can now benefit from a brand new request creation experience that accompanies the user in discovering the services offered and in selecting the type of request he wants to submit.

 

Important notes

  • Activating this experience will affect all the teams that use Octopus in your organization. 
  • The experience also affects smart devices. 
  • Preparation needs to the be done before activating this experience. You will need to prepare images and descriptions for each team (service) as well as the categories for incidents and service requests. You will probably opt to reorganize your incident templates and SR types. 

Our recommendations

  • Start by reading the Web Portal - Setting up the modern mode Wiki.
  • Make sure to plan things.
  • If you have more than one team in Octopus, make sure everything is ready before going into production.
  • Communicate the changes to everyone who will be impacted.
  • Run some tests!

How to activate?

Contact us to activate the tiles! And mention the option WebUI.CreateRequestWizard.Enabled.

Teams | Configuration of the basic characteristics of the teams

You can now configure the basic characteristics of a team such as the name, the image that will be used in tiles, instructions, etc.

To configure these options, go to Options >  Reference data management > Teams.

You must have the Modify common team data permission to modify this information.

4.2.220

Survey | Option to force the user to add a comment

We can now force a user who is not satisfied to add a comment to explain why. The comment could even be mandatory at all times. 

Go to Tools > Option > Satisfaction survey to activate this option. 

For more information, see the Octopus Satisfaction Survey Overview article. 

 

Major incidents | Synchronizing the status of child requests

The parent-child relationship between a major incident and the child incidents created by the users now synchronize changes to the parent status to the child requests.

If, for example, the parent request is suspended, the child requests will automatically be suspended.

For more information on the parent-child relationship or to find out more about the different types of relations between requests, see the Request Relationships article.

Web Portal | Option to view cancelled requests

There is now an option to view cancelled requests in the list of recent requests and in the history on the Web Portal.

Go to Tools > Option > Visibility of cancelled requests via the Web Portal to activate this option.

Find out more with the Web Portal Operation Wiki. 

Planned Requests | Improved control to the subject of the generated requests

We have improved the control to the subject of the generated requests using the variables available for the subject:

  • Name of the template
  • CI Type 
  • CI Model
  • CI Name
    • Will be Mutiple CI if more then one CI is covered by the request. 
  • Planned Date

By default the subject is composed of the following variables Name of the template - CI Name - Planned Date

Contact us if you want to modify this configuration. 

See the Planned Request Management Wiki to find out more about this solution. 

4.2.210

Bug fixes and performance improvement

This version does not contain any new visible features.

4.2.200

SR | Automated SR creation from MailIntegration

You can now automate the creation of SRs from an external system capable of forwarding emails (will be supported in Octopus soon). The operation is simple:

1. Configure the external system to send an email with content that matches the expected format to a new email address.

2. Set up a new task with MailIntegration to process messages from this mailbox.

This feature allows you to create SRs by specifying the custom fields of the template, which will trigger the right tasks based on the specified SR type.

Contact us for more information on the possibilities and configuration of this option. An article with more information will be available soon.

Web Portal | Maximum levels of sub-sites

It is now possible to specify the maximum number of sub-site levels that the requester can specify in a request. This is convenient to avoid going too far in the site structure.

For example, if the locals are at level 4 of your structure and you do not want the requester to specify the location with in such detail, specify a maximum of 3 levels.

When you configure the form, just add a maximum number of levels to the Site type field.

MailIntegration | Approval with the email response from an Outlook delegate

MailIntegration now recognizes delegates in the emails received.

If someone uses this feature from their email to approve a request on behalf of someone else, the system will recognize the situation and process the approval accordingly.

The message will say "Name the delegate" on behalf of "Name of the person who received the approval".

Marjor incidents | Quicker classification of child requests

When a major incident occurs, it is often tedious to classify all the incidents that users create to report the same situation.

The parent-child relationship feature between the major incident and the multiple incidents created by the users allows the automatic child classification.

When linking a parent incident to one or more child incidents, the parent's classification information is automatically assigned to the child requests.

The copied fields are:

  • Priority
  • Impact
  • Urgency
  • Category / Subcategory
  • Service
  • CI in cause

Services | Requests history linked to a service

In a typical service catalogue, you create Service type CIs and associate each SR type with the Service to which it belongs.

The requests tab of a Service CI now also includes requests of SR types that points to this service.

You can quickly answer the question, "What are all the requests I received for my Email Service?”

4.2.190

Bug fixes and performance improvements

This version does not contain any new visible features.

4.2.180

MailIntegration | Approval by email possible with an approver pool type group

The option of a single approver who receives a request for approval with MailIntegration deployed has allowed to approve or deny with simply a "yes" or "no" answer to the email for a long time. 

This option now also works when an approval request was first sent to a pool of approvers meeting these conditions:

  • The task has been assigned in Direct mode to an approvers pool type group.
  • The task has not yet been assigned to a specific approver. 
  • The action of approving or denying the request will automatically assign the task to the respondent.

4.2.170

Communication | Now easier to communicate with a task assignee

 

When sending an activity by email, the list of quick choices allows to communicate easily with the person responsible for the request. 

The task assignee has now been added to the available choices in the list to facilitate the communication. 

Visual explanation

 

Permissions | Adjustment of the permissions to modify the Show requests from all the groups that are normally filtered by groups field.

 

We have adjusted the permissions required to allow an Octopus user to modify the Show requests from all the groups that are normally filtered by groups field. 

An Octopus user must now have one of the following permissions to modify this field:

  • Administer Octopus
  • Create and modify an Octopus user

See the Permissions section of the Role Management Wiki, to see the complete list of Octopus permissions.

 

4.2.160

SR | Configuration by type of request for the Automatic resolution option

 

There has been a global option called Automatic service request (SR) resolution for a long time that allows to automatically resolve an SR as soon as the last task is completed or cancelled. 

It is now possible to configure this option per SR type, from the Advanced tab. 

Visual explanation

 

Web Portal | User lists with additional information

It is now possible to configure the information displayed in the user lists on the Web Portal.

The available fields are:

  • [user.logon] - Windows Username
  • [user.department] - Last department level
  • [user.site] - Last site level
  • [user.jobtitle] - Title
  • [user.departmentfullname] - Complete department name, including sub-departments
  • [user.fullphone] - Phone number with extension

Communicate with us to find out more on this option. 

Visual explanation

 

MailIntegration | Assign a template to incidents created with MailIntegration

Incidents created from emails that are processed by MailIntegration have no template. 

A new action called Select the template allows to select an incident template and fill out the form linked to it.

Visual explanation

4.2.150

Reports and statistics | Improved settings of some graphs

The filtering parameters offered for these graphs have been standardized:

  • Request types by month
  • Request type breakdown
  • Planned requests breakdown

  • Planned request cumulative realization
  • Average response and resolution delay

To find out more on these reports, see the Reports and Statistics Module Wiki.  

 

CMDB | The order of the attributes of a CI is now configurable

You can now control the display order of the CI attributes. This allows you to group them without having to assign a prefix to each attribute.
 

 

DataImporter | Import the order for the attributes of a CI type

You can now manage the display order of the CI attributes directly from the import.
The  DataImporter - Import attributes for CI types Wiki article describes how this is done from version 4.2.150 and on. 

 

Reports and statistics | New report - Average response and resolution delay

The new Average response and resolution delay report will be a usefull tool to achieve and maintain good service targets.
The Reports and Statistics Module Wiki article will be updated with this new information shortly.

4.2.140

Incident/SR | Modification to the request status when an Octopus user is deactivated

When an Octopus user (technician) is deactivated, the requests assigned to his name that are In process will be changed to Assigned in addition to removing his name from the assignment section. 

NOTE : 

This behaviour could result in multiple requests that were previously In process without an assignee name to be found in the New and To take assignment lists and will have to be assigned to another person.

 

Web forms | Action to duplicate a field in a form

It is common for a form to contain a number of fields that are very similar to each other.

You can now use the Duplicate action to quickly create a copy of a field within the same form.

To do this, select the field to be duplicated and use the button on the right of the delete button.
 

By default, the new field will be placed under the field with a checkbox or at the end of the form, if no box were checked. 

ADSIReader | Improvement to the AD: Last Logon Date field

ADSIReader now handles better the AD: Last Logon Date when used in a context with multiple domain controllers.

Planned requests | Planned request breakdown

To be harmonized with the new graphs, the Number series has been added to the Planned request breakdown graph.

4.2.130

Reports and Statistics | New report - Request type breakdown

A new graph called Request type breakdown introduces our first pie chart, which offers a global visibility of the time entered through the activities or the number of completed requests for a given period of time.

For more information about reports in Octopus, see the Reports and Statistics Module Wiki, more specifically the part about Request type breakdown.

4.2.120

Reports and Statistics | Now all on the same page

The reports and statistics are now accessible from the Reports and statistics button of the main tool bar, which provides a better overview of the tools to analyze your data.

The documentation for this module has also been revised to reflect this change, see the Reports and Statistics Module Wiki page.

Reports and Statistics | New report - Request types by month

A new graph named Request types per month offers a better visibility of the time entered through the activities or the number of completed requests for more efficient resource management. This report will be very useful for the planned requests management.

For more information on this new report, see the Request types by month section of the Reports and Statistics Module Wiki. 

4.2.110

Octopus forms | Horizontal radio buttons

You can now improve the appearance of your forms by using radio buttons horizontally

This way, you can fit more fields or questions per page.

To find out more, look at the table in the Available field types section of the Create customized forms in Octopus Wiki, as well as the Site section. 

Octopus forms | Minimum site level required

By adding a Site field to a form, you can now specify the minimum level required when the requester completes the request.

For example, if your site structure is like this:

  • Building at 1550 Metcalfe
    • 1st Floor
      • Office 100
      • Office 110
      • Office 120
    • 2nd Floor
      • Office 200
      • Office 210
      • Office 220

You can add a Site type field to your form called "Floor or Office affected" and indicate that the minimum level is 2. This way the requester will need to specify a floor or more in the request.

For more information on this new option, see the Site section from the Create customized forms in Octopus Wiki.

Incident templates and SR types are now available based on the request's site

NOTE :
This modification affects only customers that filter incident templates and SR types according to the site. 

When a requester selects a site or a user from a different site, the system will load the list of requests available for the new site or the other user's site. 

This change is subtle, but allows to support new scenarios even when there are request restrictions by site:

  • A requester "visiting" another site can submit a request specific to this site. 
  • A requester can submit a request for a user from another site. 

For more information, see the How Octopus handles site restriction? section of the Site Management Wiki. 

DataImporter | CI imports now supports the RetirementDate field

For more information on CI imports, consult our DataImporter - Import CIs Wiki. 

Tasks | Can be assigned in a batch

You can now select multiple tasks in a list and use the Assign action to assign them in a single step.

See the How to assign in a batch? FAQ for more information. 

4.2.100

Approval tasks | Configuration of acceptable responses by email

It is now possible to control the valid responses to approve or reject an approval request response received by email. For example, it is possible to configure "OK" as a valid approval response.

Contact us if you want to change the standard response configuration (yes, no, yes, no).

DataImporter | User imports supports the DelegatesApprovalsTo field

To find out more on user imports, see the DataImporter - Import Users Wiki.

Permissions | Finer control over permitted operations for suppliers and contracts

Octopus now offers more control over the permissions related to suppliers, contacts, and contracts.

The permissions are:

  • Create and modify a supplier.
  • Delete and merge a supplier.
  • Create and modify a contact.
  • Delete a contact.
  • Create and modify a service contract.
  • Delete a service contract.
  • Create and modify a lease contract.
  • Delete a lease contract.

See the Permissions section of the Role Management Wiki, to see the complete list of Octopus permissions.

Planned requests | Graph to compare the Planned versus the Completed

The new Planned request cumulative realization graph allows comparing what was Planned versus what was Completed.

In addition, the graph can be viewed by Effort or by Number of requests.

To find out more about planned requests, see the Planned Request Management article or more precisely the section on the Planned request cumulative realization graph. 

4.2.90

Tasks | Reminders in tasks

In addition to incidents and SR, you can now create reminders with tasks. For more information, see the Reminders Management Wiki.

4.2.80

Web forms | Procedure type form

You can now create procedure type forms in incident templates and SR types without the submit button in the form.

Here is an example of what you would use it for:

  • Problem: Let's say you have an IT team and a Telephony team and your users keep submitting telephony requests to the wrong team, using the Any other issue template.
  • Solution: From the IT team you create a template called Telephony problem and you write this text in the template:

"This type of request is managed by the Telephony team, please select this service in the previous dropdown list".

This way, the users will know which procedure to follow.

This works automatically. If a template contains only Header or Comment type fields, without any field that could be entered by the user, then the form will not show the Submit button and will automatically go into a Procedure type.

DataImporter | CI import allows adding the responsible Group

You can now import the responsible Group for a CI. Consult the DataImporter - Import CIs Wiki for the complete documentation about importing CIs.  

DataImporter | Incident/SR update

You can now update incidents/SR with DataImporter. Consult the DataImporter - Import Requests Wiki for the complete documentation about importing incidents/SR. 

4.2.70

Notifications by list | New option My pending notifications 

We have added a new option to allow you to review the list notifications that you did not have time to consult. To access it, go to File > My pending notifications. We also added a button to confirm that one or more notifications have been read. This will give you better control over your list notifications.

To find out more, consult the Notifications Wiki. 

Sites and departments| New note field

A Note field has been added to the department and site reference data to add information, such as who is responsible for a department or who to contact in case of site emergency.

The Note field can be added as a list column to consult the information or use it as a search criteria.

4.2.60

Planned requests | Improvement of the distribution of planned efforts

We added a new column to the planned maintenance workload graph called Completed (planned) that allows to see the efforts that had been planned once the planned request had been completed. 

To find out more about planned requests in Octopus, see our Planned Request Management article, more precisely the Planned efforts breakdown section.

4.2.50

DataImporter | Improvements to the import of attachments

DataImporter now allows to import attachments for users, service and lease contracts, planned requests as well as suppliers / manufacturers. In addition, the attachments can be sent to the proper folders on your network as well as on our servers if required.  

The DataImporter documentation will be revised soon to include these new instructions. Contact us for more information on these types of imports. 

4.2.40

Role Management | New permission Approve a task 

The Approve a task permission was created to allow an Octopus user to manually approve an approval task in the name of another user. An Octopus user without this permission cannot approve a task assigned to another person, but can still approve one assigned to himself. 

See the Role Management Wiki for more information or consult the list of permissions.

4.2.30

Bug fixes and performance improvement

This version does not contain any new visible features.

4.2.20

Multiteam collaboration | Now available

The multiteam collaboration is finally here!

The multiteam collaboration allows to share tasks of many request types with one or more teams (IT, Biomedical engineering, Building maintenance, etc.). With this feature, request duplications will be reduced and provide the end user a simplified experience when their request affects multiple teams.

With this collaboration between teams, the terms Owning team and Collaborating team will now be part of the Octopus vocabulary. The owning team owns the whole service request and delegates tasks to the collaborating team(s). The collaborating team(s) will therefore be assigned one or more tasks to be processed. 

To find out more about the possibilities offered by the multiteam collaboration:

Planned requests | Distribution of planned efforts

A new graph now offers the possibility to visualize your planned maintenance workload. This allows to quickly see the busy periods and effectively reassign maintenances towards periods with more free time. 

To find out more about planned requests in Octopus, see our Planned Request Management article, more precisely the Planned efforts breakdown section. 

Departments | No sub-department limit

As with sites, departments are no longer limited to two levels. You can now add as many sub-levels as required to properly represent your organizational structure. 

DataImporter | Improvement to the import of CI types

DataImporter now allows importing relationships, attributes, categories and the icon of a CI type. The information related to this type of import will soon be added to the DataImporter article. 

For more information on these new import types, communicate with our Service Desk.  

Incident | Site derivation is now based on the user

The site related to the request (Incident/SR) is now based on the user instead of the requester. This is required to properly reflect the location where the work is done, which is in fact the user's site. 

However, requests filtered by site stay linked to the requester's site as well as the restrictions by user group, since these restrictions are a form of permission related to the authorized requester. 

Web Portal | Allows to add an activity to a specific task

Some service requests have a workflow that involves a close collaboration with the requester. In such cases, the requester knows the workflow well and must provide additional information required for the execution of some tasks. 

In an SR type, you can now check the Allow adding specific activities to a task option. Once this option has been activated, and the task is Visible on the Web Portal, when a user adds an activity from the Web Portal, he can select the task in which to add his activity. 

The Allow adding specific activities to a task option is available from the Web Portal tab of the SR type from which you want to collaborate with the requester. 

You can access it from Tools > Reference Data Management > Service request > Types

On the Web Portal, the requester can select to add the message to the service request, or to a specific task in the workflow. 

User module | Group change history in the user file

All changes related to adding or removing an Octopus user from a group will now be recorded in the user's history. 

Notification task | Recipient can be selected between two supervisors

A new type of recipient is available in the notification tasks either the Querent's supervisor or the User's supervisor

Please note that for service requests in process, the two options will be available only if the requester and the user are different. 

 


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