Reporting groups

You may know that as a user of agileBase, you can subscribe to charts, to have them emailed to you monthly, weekly or daily.

For our product agile:NPDtech we’ve recently been working on customer success metrics so that customers can keep a track of how they’re doing after onboarding, where they’re seeing benefits and what they might want to focus on. As part of that work we wanted an easy way to send these metrics to groups of people, e.g. every user who’s a director or set up as a ‘project champion’.

So when editing charts, we also added the ability for an administrator to subscribe not just themselves but any role set up in the system. All users of that role will then receive that set of charts.

We’ve found this very useful ourselves, but the feature is now available in the platform for any customer to use! We hope that you also find a use and please let us know if you’ve any feedback once you’re tried it out.

Administrator set up

As an administrator, it’s easy to set this up. First make sure a role exists in the system with the users you want to target.

Then, in the tiles view, go to a view containing charts you want them subscribed to and click the visualisations button to see charts.

Click ‘send these charts monthly’ or whichever time period you prefer, then in the roles dropdown to the right, select the role you want to be subscribed. You can repeat this to add multiple roles. There are also other options you may wish to look at, such as the ability to include a set of data with each chart.

Finally, you can include some text to be sent in the report, if you want to include some background data on the charts or explain why they’re being sent. To do this, edit the view in the admin interface, go to the manage tab and write your text in the description box.

Other news

In other news, there’s been a user interface change that lots of customers have been requesting – the ability for the system to contract the view list at the top of the tile into a set of headings. Reducing large lists of views can make the system a lot more user friendly to new users, always one of our major aims, as well as reducing wasted screen space.

Moving the mouse over the view list will cause it to expand to show every view.

Please do contact us if you’ve any feedback or ideas for future changes.

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Brexit Preparations

With the Brexit deadline looming we felt the time was right to communicate what we are doing to ensure we remain compliant in case we crash out with no deal.

Perhaps the most obvious change we have needed to implement is driven by our desire to retain our EU based customers. Clearly leaving the EU doesn’t mean we no longer need to comply with EU regulations such as GDPR!

In practice, rather than just comply with the EU’s GDPR regulation themselves, we now also need to draft an additional contract per customer to say we are doing so!

Luckily the EU has created a range of “Model Clauses” for this very scenario. One these Models is specific to our situation as a SaaS provider and we can use this template, provided we make no changes.

If you are a food sector customer, to review this template please log in as normal at www.agilechilli.com and click agile:Space at the top right, to take you to the customer support portal. There, in the Documents tile, you’ll be able to download a copy, along with our GDPR and data security/privacy policies. Other customers, please contact us.

This is just one example of the changes we are expecting to need to make. We would be more than glad to hear from anyone who has any other Brexit concerns with our services and products.

Entering time durations

A very quick update on a new feature for the agileBase platform: if you have a field which is a time duration, it can now be entered in hh:mm format. This can be useful for applications like time logging.

To set this up, create a decimal number field to use as the time duration. Edit the options and tick ‘use duration’.

In the user interface, people will see an hh:mm data entry box. However when data is saved, it will be stored in the database as a decimal number representing fractions of an hour. So for example

01:30

will be transformed into 1.5 i.e. one and a half hours. That means reporting, charting and data analytics can all be used to total up time.

We hope this is useful to you and look forward to hearing your comments.

Visualising workflows

We love it when customers push the boundaries of the agileBase platform. There are always new ideas to explore.

Our latest update was inspired by a couple of customers who’ve built a lot of process automation using the agileBase workflow engine. They want to take things even further but are starting to see the need for a map of all existing workflows so they can see everything in context and check the order in which things run.

One customer has close to 150 workflow automations so being able to manage them all in one place is highly appreciated.

We’re pleased to announce a new element of the agileBase usage dashboard – Scheduled Workflows. To see this, click the bird icon at the top left of the homepage and select ‘usage dashboard’. Then just scroll down past the first few metric visualisations.

The screen shows workflows categorised by when they run – every 5 minutes, 10 minutes etc. up to daily at times you specify.

Workflow chains are marked out – that’s when a workflow has multiple linked steps, for example generating an invoice PDF then emailing it to a customer.

The icon for each workflow shows what type it is, e.g. a Chaser for sending emails and gathering feedback, a workflow to create new records or a document generator.

Workflows which are currently scheduled show a green icon – hovering over it shows the time it’s scheduled for.

Finally if any errors occur, the workflow is highlighted in red with an error description.

Clicking on any workflow will take you to it in the admin interface where you can edit its details.

Rules for deleting data

You may know that you can set up various policies for how data deletion in agileBase works:

https://agilechilli.com/help-centre/agilebase/managing-deletion-policies/

The default and most restrictive (safest!) is that if there are any records linked to the one you’re deleting, you won’t be able to remove it until you’ve manually removed or disassociated all of the linked ones too.

That’s great for protecting important data but can make things tricky when just testing things out as a new user, demonstrating to colleagues etc., particularly when automated workflows are involved. If when you create an organisation record in a CRM system, a default site and a couple of other related bits of information are added automatically, deleting a temporary record can be quite a chore. How can we address that?

One idea we’ve introduced recently is to allow a ‘grace period’ of an hour before the more stringent deletion policies come into effect. In other words, if you create a new record, you can delete it and all it’s dependencies with one click within sixty minutes of the creation time. Only after that do the restrictions come into force.

That’s useful for users and important to know for administrators. If as an administrator you have any questions or you’d like to customise this, please get in touch with us.

Content Security Policy

Today’s update is about something that you as a user will probably never notice and wouldn’t have known about if it wasn’t for this post. There are no new features, behavioural or graphical changes.

However it is something we’ve deemed so important that it’s been worth spending the past year on. Work started in March 2018 and has just been completed.

So what is it? In a word, a Content Security Policy (CSP) has been implemented for the agileBase web app. In plain English, that’s a security mechanism that, when someone’s logged in, prevents unwanted code from running. Only specific places, like our own server and a couple of whitelisted services we use (e.g. Google to display maps) are allowed to serve code to the browser. This protects user data against a number of possible attacks.

If you want a fuller technical explanation Scott Helme has a good intro here:

https://scotthelme.co.uk/content-security-policy-an-introduction/

and Google explain well why CSPs are so important:

https://developers.google.com/web/fundamentals/security/csp/

CSPs aren’t yet widely used on the general web – in 2018, only three to four percent of the Alexa top 100 websites had a policy enabled. Why’s that? Simply put, it’s often a lot of work to back-fill support into existing sites. A lot of low level things need to be changed – the larger and more complex the system, the more there is to do. On ours there were many hundreds of tweaks necessary, many straightforward but some complex to deal with.

Now it’s live though, we’re very happy to be an early adopter in the knowledge that customer data remains protected using the latest standards and tools.

However, we never rest on our laurels, we’ll be continuing to push data security and privacy by encouraging more use of Two-Factor Authentication by users as well as other measures you may hear about on this blog in future!

Roundup – What’s New

What’s new in the agileBase platform this week? As usual, we haven’t been sitting on our hands and there are some interesting new updates.

Font Awesome

The icons used in agileBase, as part of the user interface and from which an administrator to represent each tile, have been upgraded to Font Awesome version 5, bringing a massive number of extra icons and a fresh, clean look, as well as some usability enhancements – ticked checkboxes are easier to differentiate.

We are a proud funder of the Font Awesome 5 Kickstarter, the most funded software Kickstarter of all time. As such we’re able to make over a thousand icons available in agileBase including the Pro pack – whatever module or app you want to build, there’ll be an icon for it!

Multi-tenanting

Some customers use the multi-tenanting capabilities of agileBase – the ability to separate users into groups who can’t see each other’s data. This can be used for example to allow different sets of companies, clubs, or membership groups (or whatever the organisational group is) to use the same system features whilst remaining separate from each other.

To recap, the way this is set up is that a role is created for each group with a ‘filtering’ field name and value. Whenever a view contains a field with that name, each user will only see rows where the value matches the value of the role they’re in. If a view doesn’t contain that field, data is visible to all users, which may be what’s required in some situations, for example where there’s a shared dataset such as a collection of help articles.

Now, views without a filtering field will be highlighted in the admin interface in red. So an admin can see at a glance which views will be filtered, which should help stop any from falling through the cracks.

Multi-tenanted Audit Trails

A second enhancement to do with multi-tenanting is that all audit trail logs now include the multi-tenanting value for the role a user’s in. That means an administrator can easily compare usage for each group, or even give access to the audit trails to each group so they can see their own use.