Release Notes

Greater insights, more flexibility

by Tyson Young Improvement

Over the past few weeks, we’ve quietly been rolling out a number of improvements across the board as we retired our legacy system. Whilst some of these improvements are significant, you’ll likely find just as much satisfaction in many of the smaller improvements that are used more often.

To help you get the most out of all of these feature releases and improvements, we’ve packed quite a bit into today’s release. As always, if you need any help or want to share feedback, we are here and happy to help.

Let’s dive in…

Dashboard drill downs

Quickly review which assets are within each risk category by simply clicking on any risk within the Asset risk status summary on the dashboard. You’ll be taken to the global asset’s list, pre-filtered to the selected risk.

Initially, this has been enabled for the Asset risk status summary. We’ll continue to work towards allowing drill downs on all relevant data. Depending on your checklist configuration, this may include summaries of responses from questions like “Extent of damage” & “Friability”.

Re-order table columns

Prefer to see a record’s risk or approval status at the beginning of a table? Column order for all tables can now be customised. This display order only applies to you and is saved automatically.

To re-order columns for the table you’re viewing, simply:

• Open the Display filter to the right of the table;

• Then drag the column / property into the position you want it to display on the table

All existing display preferences will continue to work as normal, including: which column is used for ordering (order by); sort direction (asc / desc) and which columns are visible (clicking columns to show/hide in the table).

Unapproved records now front and centre

If ever you’ve reached out asking why a record isn’t being published in a register or contributing to an asset’s risk score, you’re not alone. It wasn’t always obvious when ‘draft’ records were waiting for review.

We now flag any unapproved records when you open a Records table. You’ll see how many along with a button to quickly filter your list showing only these draft records.

We’ll only display this call out when there are unapproved (draft) records in the table.

‘External links’ is now ‘Public search’

As well as a name change, the URL has also been updated.

Any old URLs that have been distributed or shared (whether in documents, emails or sharepoint pages) will now redirect to your new Public search pages. Even though redirects are now in place, we do recommend reviewing and updating any links you may have previously distributed.

To find the new URL, login to the Platform and either:

• Right-click on Public Search and select - Copy link; or

• Open the Public search page then copy the URL directly from the browser’s address bar

Public search pages are specifically designed to provide site visitors with access to critical information (like asset risk scores and published asbestos registers) without needing to be logged into a system.

Unapprove records

Additional permissions have been created that allow workspace administrators to allow records to be unapproved. This is particularly useful when minor edits need to be made.

To unapprove a record:

• Open a record

• Click the record’s action menu (the 3-dot icon to the right of the Record ID)

• Click Unapprove.

This will not create a new version and will accurately record the person who later ‘approves’ this record as the approver.

Note: This feature is configured to be functional 7 days from approval for Assessors and all time for Admins.

Admins can update permissions from Settings → Roles & Permissions.

Export data

Page data can be exported into excel where the export button is viewable. Use the filters and display features to arrange the data before exporting.

Permission for this feature is managed by Administrators in Settings.

Set which photo appears in registers

Most register templates are configured to display two photos per record:

• 1 x primary photo for the Sample Point image; and

• 1 x primary photo for the Perspective image.

There may be times where many more photos are captured against a record during an inspection. These photos are still useful (and remain associated with the record, easily viewable in platform) but it’s not practical to include all images in a published register.

Prior to approving a record, you can now specify which image should be set as the “Primary photo” - i.e the one photo you want to appear in the register.

Where you have multiple images in an open record, simply:

• Hover over a photo;

• Click the action menu;

• Select Set as primary photo.

Apply results in bulk

It’s now possible to select multiple samples that have the same result. From within an audit where samples are awaiting results, simply:

• hover over any sample → click the checkbox to the left of the sample to select it (selecting as many as required);

• click Apply results; then

• From the slide out drawer, click Add result.

The same results will be applied to any selected samples.

Note: Results can only be applied to parent samples. A helpful tooltip is provided on the checkbox of “linked samples” if attempting to apply results to it. Linked samples inherit the results of the parent sample they were linked from.

Estimated Total Quantity of ACM widget now included in asset overviews

Where assets contain records that include the question “Estimated Total Quantity of ACM”, this widget will now be visible on the Overview tab for the asset. Like the ‘Asset risk status’ widget on the dashboard, each “Estimated quantity” can be drilled into, filtering all records within this asset to just those that contain this response selected (e.g 10-50m2/lm).

Note: If you’ve ever updated your checklist to remove or replace a question (like “Estimated quantity”) you may have a mix of records within your assets that contain different measurements. In those scenarios, you’ll see a summary widget within an asset’s overview, summarising the records that contain this information. This widget is automatically included for any asset that contains the estimated information.

Improvements

• Improved table spacing and layout making it easier to read content.

• When applying Clearances to records with ‘Estimated quantities’, there’s now the option to choose a ‘Full’ or ‘Partial’ clearance. Selecting a partial clearance provides a secondary input to select the Estimated ACM remaining.

• SafetyPages now provide direct access to ‘Web Registers’ - a table of all approved records that can easily be filtered, sorted & searched.

• CoA lab certificate numbers can now be added when applying results in the Audit area.

• The asset overall risk rating now displays in the Asset Risk Summary tabs.

• The audits page now loads with audits sorted newest to oldest based on the Scheduled date.

• Browser tabs now display the area of the platform you’re in - useful when working across multiple tabs.

• All assets included in an audit can now be found (and navigated to) from within an audit via the “assets” button.

• Use ‘Copy Record ID’ from within a Record’s action’s menu to quickly copy a Record ID.

• Moved profile settings into the ‘Settings’ menu (accessible via your avatar - which currently displays as your initials).

• Merged the the asset status “No asbestos audit conducted” into the existing “No audit conducted” status, removing duplication of statuses & filters in some workspaces.

• Added a sort order icon to Display preferences to visibly show whether tables are sorted ascending or descending

• Added a link to the toast notifications for newly created assets and audits. Toast notifications are the small subtle alerts in the bottom right hand of the screen that provide additional context for actions that were just taken - such as confirmation an asset was created.

• Added the ability to upload two company logos from within settings - providing flexibility where a different logo is required in reports compared with Public Search pages.

Fixes

• Fixed an issue where updating company details caused issues with the company logo.

• Fixed an issue in records that would cause dropdown selections to clear immediately after making a selection in some scenarios.

• Record hyperlinks in ‘All data’ reports now correctly link to the latest record.

• Fixed an issue causing checkboxes in filter menus to squish when the label of at least one option in the menu wrapped.

• Exporting Record data from a table now includes all information with correct formatting when ‘Show all responses’ is toggled on.

• Fixed a page break issue when swapping between Register and Management plan templates (Admins only).

• Fixed an issue preventing Clearance records being editable from desktop when the status was set to Pending.

• Any active external search pages that rely on the classic platform now redirect to the new Public Search pages - useful when old links are still shared or stored, particularly on company intranets.

• Fixed an issue where the Risk Rating of Unknown was not displaying correctly on SafetyPages in some scenarios.

• Fixed an issue where the Asset Risk Status widget on the dashboard was showing an incorrect count for the number of assets with Unknown risk.

• Fixed an issue that caused sample IDs to be given new generated ID’s when the sample was edited from within an Audit as opposed to the records area.

• Fixed an issue that caused the Inspection date from a record to be carried into a new record when created via the “Duplicate record” workflow. The new record created via duplication will now correctly be set to the current day - which can still be edited if required.

• Fixed an issue where “Same as” samples were duplicated in document samples tables. The Samples table will now only display the parent sample.

Fixes & Improvements - Inspector App

• Fixed an issue that automatically and incorrectly set a risk override on edited and verified records.

Announcement: Retiring legacy system

by Tyson Young Announcement

We're excited to announce we’ll be completing the upgrade of Octfolio on Friday 18th October. To do this, we’re officially retiring the legacy system (a.k.a the blue “Classic view”).

This upgrade brings significant stability improvements to the backend as well as a significantly improved interface, designed to help you manage asbestos with greater ease and intuitiveness.

What's changing?

• The legacy Octfolio system (otherwise known as the “Classic view”) view will be officially retired and no longer accessible. There is no change to your data or the the underlying database.
• The new interface will now load automatically for all users (no longer requiring you to switch to the new platform manually).

• ‘Landing pages’ are now SafetyPages. Existing QR codes will continue to work and all content will remain the same - but the design has been updated to perform better on mobile and more clearly emphasise: risk ratings, available documents, and contact information. To preview the new SafetyPages, open any asset from within the new platform and click SafetyPage.

Key benefits of the new platform

• Faster performance and improved responsiveness
• More intuitive navigation and user interface
• Far greater stability when generating large documents
• Streamlined backend allowing for quicker updates and feature rollouts
• Greater ease editing & moving audits, assets, records & samples
• and a lot more…

Action required

There’s nothing you need to ‘action’ prior to the transition, though we do recommend familiarising yourself with the new platform before the switch date (if you haven’t already). You can do this by clicking "Switch to New" in the left navigation bar when using Classic.

Support and resources

We're here to help you every step of the way.

For immediate assistance, click the "?" icon in the new platform to access help options:

• Documentation -> Our Knowledge Base / support docs will continue to be updated in the coming months with updated images and information. If there’s a particular workflow you’re looking for, let us know - we’ll be happy to help you when you need it. We’ll be prioritising articles and support material based on incoming requests.
• Changelog -> We'll continue to announce features, improvements & fixes in our changelog.
• Contact support -> For the fastest responses, please either use Live Chat or email our support inbox directly (support@octfolio.com).

• Send feedback -> For general feedback about the platform (what's working / what's not / feature requests etc, send us a message in platform as frequently as you like). More on this below…

Feedback

It’s been exciting to hear the overwhelmingly positive feedback for the new experience. It’s also been motivating to hear very real feedback on the specific features or workflows that need further refinement. We read and review every single piece of feedback that comes in and we do genuinely appreciate everything that comes in.

Even though there’s a lot to be excited about, we know there’s more to go.

Retiring the legacy platform provides us with significantly more resources to focus on the core platform. Instead of splitting our focus, we’ll be able to dedicate our time and energy into shipping much needed features and improved workflows.

Software is never ‘done’ so we’re looking forward to your continued feedback - it’s crucial in helping us prioritise the roadmap.

On behalf of the Octfolio team, I want to thank you once again for your continued support as we work to deliver the best suite of tools for asbestos management.

We can’t wait to share what we’ve got in the pipeline!

Tys

—

Tyson Young
Head of Product

Introducing, the new Octfolio experience

by Tyson Young New

Over the next few months, we’re excited to begin a gradual roll out the new Octfolio experience. Client portals with a single module enabled (like Asbestos) will be the first to be upgraded.

This new experience is more than just an update to the colours. We’ve been refining core workflows from top to bottom, whilst improving system performance & reliability across the board.

These updates, whilst new, should feel much more intuitive, and become quickly familiar.

It’s worth noting, this new experience won’t have complete feature parity with the Classic Octfolio experience. Even though you’re unlikely to be affected by features we sunset in the coming months, we’ll be providing a full list of what’s changing.

With this shift, our efforts will be concentrated on the core aspects of Octfolio, those critical to your daily workflows, including but not limited to:

• Asset, Contractor & Asbestos management;
• Job scheduling;
• Register generation; and
• SafetyPages (replacing “Landing Pages”)

A major step towards a unified platform

This is an exciting step towards our vision of a seamless, fully-integrated compliance platform - incredibly powerful yet easy to use. Excitement aside, we also appreciate many of our power users spend a lot of their working day in Octfolio, relying heavily on muscle memory. Whilst we encourage you to spend time with these upgrades, please feel free to switch back to the Classic Octfolio experience at any time. You’ll find the Classic Switch in the bottom of the left hand navigation pane. No matter where you are in platform, you can always switch back and forth.

Switch between New/Classic at any time (your data is up to date)

Regardless of which experience you’re using (New or Classic) it’s all connected to your existing database. Think of this as the layer on top. Any changes you make in one, will always be reflected in the other.

We’re looking forward to hearing your feedback.

If you have feedback at all, big or small, we’re listening. Ideas, issues, general questions…let us know. The help menu now lives conveniently in the side menu - look for the ‘Question mark’ icon in the bottom left, then select “Send feedback”.

Data dynamics

by Natalie Firth All data toolImprovement

All Data Tool improvements

We continue to receive great feedback on how we could improve the All Data tool. Some recent updates include:

• The All Data Tool search functionality has been improved. Simply type something into the search filter and hit enter to conduct a search. This filter will now remain viewable at all times:
• Results in the All Data tool can now be filtered using the does not include option. As an example, you could search for 'samples where the result does not include Chrysotile' or 'assets where the building name does not include Hospital'.

• We also fixed an issue where the All Data tool did not display the construction year correctly for some options.

Need help using the All Data tool? Check out this quick tutorial.

Fixes and improvements

• Fixed an issue in the Document Library where some categories were not loading the content.
• Where risk rating colours are enabled, the overall risk rating now displays the correct label colour in all areas of the portal.
• Contact information at the bottom of Special Instruction Public Search pages has been updated to make it consistent with the styling across the rest of the platform.
• Toast notifications now appear above modal backgrounds so it's easier to see the progress of certain actions like file uploads when a modal is still open.

In-App Octfolio updates

by Natalie Firth FIX

We know a number of you are out conducting field work and not always at your desk so we’ve made it easier to keep on top of new features, improvements and important fixes to the Inspector App from your device.

You can now access a “What’s New” summary from the top right menu once logged in.

Simply tap the megaphone in the nav bar up top to open:

Check out the latest updates. This will be updated when significant and important changes are made to the Inspector App.

Fixes & Improvements

Desktop portal

• Client logos are now correctly showing on public facing Equipment Notice Search pages.
• Fixed an issue preventing migrated records to display correctly in web registers when the 'Status of ACM' filter was used.
• An audit originally scheduled for Any contractor will now display the name of the contractor who conducts the audit on the desktop portal.
• Fixed an issue in the Clearance Survey workflow where the count of records requiring attention was inaccurate, previously showing either 0 or 1 despite sometimes having multiple records that contain samples awaiting analysis.

• Existing samples were disappearing from view in records when the result was applied in the Clearance Surveys. This issue has been resolved.
• For Practice Management modules, users can now use the Upload certificate of analysis workflow to bulk add results into Clearance Surveys rather than individually adding per stage.
• Fixed an issue where some photos were timestamped with the previous day’s date.
• Tidied up a column alignment issue in document libraries to improve the table content displayed.

Inspector App v2.7.1

• Fixed an issue where adding a sample to a record with a large amount of photos caused the App to crash.
• Some record risk scores were not calculating correctly, showing NaN instead of a number if Estimated Quantity was answered. This has been resolved and the score will now display.
• Removed the Mark as complete button from already synced and completed jobs.
• In Practice Management surveys, the delete modal now displays the correct version number of the record being deleted:

Faster inspections, better performance & increased stability

by Tyson Young Improvement

v2.6.13 Release

We’ve released some major updates over the past month, particularly for Inspector, focused primarily on app performance and data reliability. A BIG thank you to all of you who have helped us get to the bottom of these persisting issues. We’ve got further improvements in the pipeline but for those of you in the field, you should see a significant improvement in your workflow.

Before conducting your next audit, we recommend logging out & in again to sync these latest changes.

If you find you’re still having any issues, confirm your data is synced to the desktop portal, clear your cache and then re-install the Inspector. Here’s a handy guide for installing Inspector on iOS & Android.

As always, keep the feedback coming! If there’s a minor niggle you’d like resolved, or you have ideas about what could be improved, we always appreciate receiving it.

Photo storage increased on Inspector

We’ve changed how we capture and store photos in Inspector, meaning they’re stored safely prior to sync, even in the event of a crash. Previously, this was causing issues particularly with larger audits. As always, it’s worth double checking your photo album in the app after you’ve taken your photos. If you’re on a remote site and you’d like additional peace of mind, we recommend taking photos outside the app with your device’s standard camera as a backup.

Inspector fixes & improvements

• Fixed an issue where previously photos in the Inspector App album were displaying “unable to download image” if you logged out, despite having just taken them on the device.
• When logging in, all clients are now collapsed. To access any assigned modules, tap the client and then the relevant module (e.g Survey, Clearance etc). This resolves an issue that caused incorrect checklists to load when an assessor was assigned multiple clients.
• Added information about when a client was last synced.

Example of new login view

• Fixed an issue where clicking Back to Audit would duplicate a record.
• Records can now only be duplicated from the ‘All records’ view of an audit (not from within a checklist). The ability to duplicate a record from within a record was removed as it was causing various data issues.

• Fixed a bug that prevented incomplete records from displaying the 'duplicate' icon. Records can now be duplicated regardless of their status.
• Implemented new alert banners to provide context if certain actions cannot be performed. For example, if you’re offline and attempt to sync records, “Unable to sync non-scheduled records while offline.” Similarly, if attempting to mark an audit complete when there are incomplete records, "There are 2 incomplete records”.
• Fixed an issue where some records that were scheduled as part of an audit were not displaying in app.
• Re-instated the Save & Exit functionality at the bottom of checklists, particularly useful on larger checklists (instead of needing to first tap the "Jump to top" button and then Save & Exit).
• Added a small info box with troubleshooting tips to modules with no active audits, in the event you’re expecting to see some.

• Fixed a bug that prevented data being sent to support when Recover Data was pressed.
• All time pickers have been replaced with native controls (meaning it will look familiar as you’ll see a time picker specific to your device’s operating system such as Android or iOS). This allows greater precision and much faster selection of the current time by default. Previously, time pickers were list based and used pre-defined increments of time that didn’t allow you to choose the exact time down to the minute.

Clearance Survey specific issues:

• Fixed an issue where photo counts in record tables were incorrect after a clearance was completed.
• Fixed an issue where custom title description fields were incorrectly being added to the photo above.
• Fixed an issue in Clearance stages that incorrectly cleared the description of the last photo in an album when pressing Save & Exit.
• Fixed an issue where the photo album would immediately scroll to the top after adding a description.
• Updated styling of the Clearance Inspection Details to show orange when any mandatory questions are incomplete, and green when they are all complete.
• Fixed an issue that occasionally caused checklist responses to not save when a photo was added as the last action in that checklist.
• Replaced the Close button in Clearance Inspection Details with Save & Exit for greater consistency.

• Fixed an issue that that prevented clearance surveys moving to the appropriate status in the desktop portal despite sample results being applied.
• Removed "Previous" and "Next" buttons from within a checklist. When pressed, it was incorrectly setting the status of that stage to Complete.

General Fixes & Improvements

• Fixed an issue where some PDFs in an asset's tab would not open if clicking the PDF button (though clicking the file name itself would work).
• Disabled a sample’s Upload Clearance certificate button when a record is not approved, you’re viewing an older version, or the record is fully cleared.
• Filenames for Clearance Certificates can now be edited directly from the sample.
• Documents uploaded against samples now show the filename instead of a button, making it much easier to see what document is attached without necessarily needing to open it.
• Fixed an issue causing search in the Building Condition module to return no results.

Important Inspector App updates

by Tyson Young Improvement

Inspector App improvements

While we continue improving the Inspector App, based on your valuable feedback, we’ve released some early fixes and improvements to stability and reliability.

The key performance improvements include:

Saving and syncing samples

• An issue taking → deleting → then adding new samples during re-audits has been fixed. The new samples will no longer carry over the last version's results. The records and audits will also move to the correct status for QA when moved off the device.
• Fixed an issue where sample information would not display in the App if a record was edited and the user had logged out. Pre-work can now be conducted for future audits and all sample results will display in the records tables in the App.

Layout adjustments & improvements:

• The App version is now located under App Information in the top menu.
• ‘Sync scheduled audits’ on the All audits screen has been re-labelled to ‘Sync’. This is a cosmetic change only, and will still sync down any audits scheduled for a specific assessor (or all assessors if it was originally scheduled for ‘Any contractor’ in the portal)

• The sync button within a specific audit is now located in the top right. Your work syncs automatically when you have an active connection. Press sync when you come back online after an offline audit to ensure a copy of data is sent to the portal.

• Transfer to cloud has been renamed to Mark as Complete. Marking a job complete still:
• transfers all data for that job to the desktop portal;
• moves it to the appropriate status; and
• removes it from your device (freeing up your device storage).
• To mark a job as complete:
• all records must be complete; and
• you must have an active internet connection
• Tapping a disabled Mark as complete button will provide a notification explaining what’s missing.

• We made the labels of buttons clearer on the All audits screen:

• Made minor adjustments to the layout of buttons within an audit.

• The option to delete a record has been moved inside each individual record (previously it was shown in the All records table which made accidental deletion more likely):

In-app announcements

We're aware many users are out in the field and won’t access these release notes. A note has been added in the Inspector App to update users on these changes.

Deleting records

On the desktop portal records can now be deleted individually (the latest version) or entirely (all versions). This will archive the record(s) so it no longer displays against the asset, in the register or sync down in Scheduled audits. A reason will need to be given for the deletion, which is recorded in the database, accessible on request.

Fixes & Improvements

• In line with the Inspector App fixes for samples, audits will now move to the correct status in the desktop portal for QA ie if there are records containing new samples, the audit will move to Awaiting results. This issue was happening due to previous version sample results being applied to new samples. Samples will now correctly align with the appropriate version of the record.
• Fixed an issue where CoA documents were displaying twice in the documents tab when linked.
• Practice Management references to WorkFlowMax have been removed from Sample Summary modals where Practice Management is not enabled.
• Fixed an issue with text copied from Sample Summary where an extra -1 was being added to the end of the Sample ID.
• Deleting a record has been taking an unnecessarily long time in some assets. This process has been sped up.
• Empty web registers are no longer shown on assets if no compliance audits have been conducted for an asset.
• Fixed a bug that prevented Show information from working in the Inspector App when a user logged out and back in, while an audit is in progress.
• The All Data Tool was displaying today’s date in the Last Register column for assets with no register generated. This property now correctly remains blank if there is no existing register.
• Word documents converted to PDF will now automatically be the primary document shown in the file list. This update applies to documents in the Registers tab or the Documents tab of an asset.
• All columns can now be sorted ascending or descending in the asset records table, using the sort icon, including risk rating.

It’s not all black and white

by Natalie Firth ImprovementFixed

It’s not all black and white

Not everyone wants their Asbestos reporting documentation to look the same. Whilst some prefer to use colours to identify risk ratings or sample results quickly, others prefer font styles and backgrounds to match the in-platform Records table.

Now, you have the choice!

We’ve added a couple of settings for asset Administrators to choose the preferred output of their registers or documentation:

1. Coloured text for sample results
2. Background colours for Risk Rating

Note: These settings have been set up to match existing documentation output preferences in your portal. Follow the steps below to make any changes.

Coloured text for sample results

To enable coloured text for the sample results:

• Go to the top right Admin menu
• Choose Module Management from the dropdown
• Click Asbestos (the link in the table)
• Scroll down to Use coloured text for Sample results in generated documents and toggle on.

Note: If disabled, it will simply use the colour set in the document template.

Background colours for Risk Rating

To enable background colours for risk ratings in registers:

• Go to the top right Admin menu
• Choose Module Management from the dropdown
• Click Asbestos (the link in the table)
• Scroll down to Use background colours for Risk Rating in generated documents and toggle on.

The colours will match those shown in the Rating display column in Admin > List Management > Risk Rating tab:

Fixes & Improvements

• Fixed an issue where the Merge PDF button on the documents tab was occasionally disabled despite at least 2 x PDFs being available.
• The risk score formatting has been fixed in templates to match the rest of the document.
• Modified the template replace key for Level type so that it will always display the appropriate Elevation in generated documents.
• Some risk rating tabs have been incorrectly showing assets with No Risk as All ACM removed where there was no ACM initially. This has been amended.
• Fixed a bug that prevented risk ratings from being correctly sorted in an asset's records table. Simply click on the sort icon next to the heading Risk rating to sort table data ascending and click again to sort descending:

• Fixed a bug in the Asset search where filtering by Overall risk rating and choosing “No risk” was bringing back all results - no risk or otherwise.
• Informational text has been added to Short Registers where enabled, in place of a blank table where there are no confirmed or presumed approved records.
• Clearance Reports for Class B clearances will now always display Stage 3, regardless of the results of that stage. Previously, when all responses where N/A the stage was intentionally removed per Practice Manager preferences.
• Register type (ie Full or Short) and version number have been included as variables to use in document names.

Learn more about setting up Custom Document Names

• You now have the option to load 250 entries in a table (previously capped at 100).

• The URL heading will no longer show on landing pages where this feature is not used.
•  If record is selected in the All Data tool, the “Removed” column will now display as yes/no rather than true/false for records where ACM was removed.
• Fixed an issue where files names for Sample collection documents were displaying incorrectly when you attempted to edit them.
•  Updated file deletion pop up modals to show only one instance of the file name. Previously, we would show the entire file name for every version of the document being deleted, despite it being the same file name but with a different file extension (e.g .docx or .pdf). This should make it clearer when deleting files.
• Fixed a bug that caused Certificates of Analysis (CoAs) to not show on the landing page even when the setting for this Custom Document Library was set to 'Show on landing page'.
• Renamed the 'Additional documents' column in an asset's Documents tab to 'Downloads' to maintain consistency with the Registers tab.
• The asset document tabs have been optimised to speed up the loading of the various documents such as Clearance Certificates.
• Our bug reporting feature wasn't working. Oh the irony! You'll once again be able to log any issues you're having in the system from the Support menu using "Report a bug".
• File names for landing pages will now wrap properly on the page.
• When a file is renamed in the portal this will be reflected consistently in all areas. It was previously only showing the updated name in select locations like an asset's documents tab, using the original uploaded name everywhere else such as the Global document library.
• Fixed an issue where the Site name was cut off when Adding a new building in Asset Management.
• The Transfer to Cloud button in the Inspector App did not show if there were incomplete records, which were at times difficult to spot if they were on the next page of records. The Transfer to Cloud button will now be disabled if there are incomplete records. If tapped, a tool tip will explain there are more incomplete records to finalise.
• If deleting a photo in the Inspector App from Sample Point or Perspective Image section, the next available photo for that section will be assigned as the default image if one exists.
• Fixed an issue where some audits were going straight to Pending status when new samples had been added. The audits will now have a status of Awaiting Results if any samples are added.
• Added a rule for the ${building_image} replace key in register templates to generate a message ("No building image available") on generated registers if there are no images, instead of showing a code snippet.

Automatic Word to PDF conversion now live!

by Natalie Firth ImprovementFeature

We’ve made some massive improvements to document management in Octfolio. These updates are particularly evident in both an asset’s Registers tab and Documents tab.

• All portals will be able to continue generating PDF registers as they have previously.
• For those portals that use custom .docx templates however, you can now generate both a Word and PDF version in one click. Previously generated Word documents had to be manually converted to PDF and re-uploaded - but no longer! Again, portals without this feature will continue to generate PDF versions as they have previously.
• Registers in .docx format can be manually uploaded into the register tab and converted to a PDF from within the portal.

This will streamline the register generation process significantly, saving you time and effort.

To generate a register:

From your asset’s Registers tab, simply:

• Click the Generate register button

• A register will be generated in both .docx and .pdf formats.
• Hover your mouse in the Downloads column to access and download the appropriate document.

• That’s it, you're done!
• You’re also now able to convert any existing Word Documents in the system by simply clicking Convert to PDF.
• Got a Word Doc you want converted? You can upload that also and once again, click Convert to PDF.

For more information and supporting videos check out Generating or uploading an Asbestos Register in our Knowledge base.

In that article, you’ll also find notes about specific differences you may see in your portal. For instance, whether you see Major & Minor version incrementing, or Full and/or Short asbestos registers.

Fixes & Improvements

• The Transfer to Cloud button in the Inspector App did not show if there were incomplete records, which were at times difficult to spot if they were on the next page of records. Now the button will appear disabled if there are incomplete records with a Tool Tip alerting users there are more incomplete records to finalise.
• When deleting a sample point image from a record (where there are multiple images) the Inspector App was not setting the remaining image as the primary photo. This has now been fixed and the 'oldest available image taken/loaded' will be the primary photo for registers.
• Fixed a bug where some audits were going straight to Pending when new samples had been added to records.
• Added a rule for the ${building_image} replace key in register templates to generate a message ("No building image available") if there are no images, instead of showing a code snippet.

Tip: If you have audits in the wrong state in the Active Audits area of the desktop portal, try clicking Edit ( in the records column) and go back to Active Audits - the status should update and allow you to continue your QA process.

2022 - it's a wrap

by Natalie Firth

As we wind down for a short break between Christmas and New Year, we’d like to thank you for your support and feedback this year. While we are working behind the scenes to enhance both the Inspector App and Desktop Portal, we couldn’t do it without your suggestions, guidance and honesty about what works… and what could be better.

We will be closed between Christmas and New Year but back on deck from Tuesday 3 December 2023.

If you do have any urgent issues, please email support@octfolio.com during this time.

Merry Christmas, safe travels and the team look forward to working with you in 2023. We have some exciting things in store!

Did you know we are on LinkedIn? Follow us here.

Fixes and improvements

• Fixed an issue where linked samples were not updating scores and question answers when results were applied to the parent sample.
• An issue has been fixed where linked CoA documents did not always show in the asset documents tab for all assets linked.
• It will now also be easier to choose the correct CoA document when linking a CoA document across different records. There is now a unique File ID, the date the document was loaded is listed and it is now possible to link to a document across assets as all CoA documents in the portal will be available. This list will sort by last uploaded to make it easy to get to the document you are looking for. Or, you can use Ctrl F and type the name of the document to find it.
• The All Data tool (Beta) was showing a re-audit date of today’s date when no reaudit was required. This field will now be blank if there is no risk or re-audit necessary.
• A fix has been made to Schedule Audits ensuring any ad hoc records not attached to a previous audit are included in the list of records to choose from.
• An issue has been fixed where previously answered questions in a Clearance Survey in Practice Management were cleared when going back a stage. All answers will now remain when editing a completed stage or using the back key.
• Workflow automation now triggers correctly for `Same as` samples. Risk scores are updated correctly when the `Same as` sample is `Not present (Not tested)`.
• Audits have been at times getting stuck in the wrong state making it impossible to complete the audit. Audits now move to the correct state (Awaiting sample analysis or Pending) in the Active Audits area.
• Fixed an issue where deleted sample or perspective photos were still displaying in a PDF or DOCX generated register.
• We have temporarily hidden the Save and New and Duplicate buttons from within a record when using the Inspector App while we work through some issues.

• You can still duplicate a record using the Duplicate icon once out of the record from the action column:

Additional fields available for records tables

by Natalie Firth Improvement

A common request has been to see additional fields in an asset’s Records table, particularly in the particularly in the Pending Audits screen to help speed up the review process.

Image counts in table views can now be configured to show how many Perspective Images and Sample Point images a record includes (not just the total) in the records table.

Need to see additional info in your records table? Let us know via live chat or email support@octfolio.com

Fixes & Improvements

• A new photo picker feature has been rolled out by Google in a staged approach, which has stopped some Android users from being able to take a photo using the camera icon in the Inspector App. To assist those affected we have added a second icon in the Sample Point Image and Perspective image area of checklist in the Inspector App. There are now the options of Take Photo to use the device camera or clicking on the Image Gallery icon to load photos taken outside the App.

• Fixed a bug where the Register out-of-date warnings would still display on landing pages when the setting was disabled.
• If a record was created by an internal user (rather than contractor) and then updated by a different internal user, the updated user's name will be displayed for both the 'Created by' and 'Last updated by' fields. This has been fixed to show the correct Created by name.

Record data - show all columns

by Natalie Firth ImprovementTipGuide

PRO-TIP - You can see all record data at once using the "Show all columns" view

When viewing record data in either the Audits area for Pending Audits or against a Site or Building in Asset Management you can open up the tables to show all columns.

Option 1: To view records for a current audit

From Audits > Active Audits click on the edit icon in the records column for any audits with the status of Pending review:

Option 2: To view approved or unapproved records for a particular asset

From Asset Management, find your Site, Building or Level and open the Records tab.

In either area you will find a Show all columns button in the top right of the page:

Once all columns are showing you can use the available filters to view the data you need:

Fixes and improvements

It’s great to see you all using the recently released new features for record management, including ad hoc records. Thanks to all for reporting issues and providing feedback quickly, allowing us to fix up bugs and improve workflow.

• Fixed an issue caused by the 'Verify & Edit' workflow in the portal where previous versions of records were displaying on registers in conjunction with the latest record.
• Some records were not allowing a clearance certificate to be uploaded following the 'Verify & Edit' workflow. The sample association was remaining with the record and not carrying forward to allow the clearance. This has been fixed.
• Improved the workflow so only approved records can be verified and edited.
• In the Ad hoc records area, if no records require results to be loaded, you can now Approve all records at once.
• Fixed an issue where registers were not populating the correct sample information for records edited and verified outside of an audit.
• Fixed an issue where applying sample results of no asbestos detected was not updating relevant record fields, including scoring.
• You can now upload a Clearance Certificate from the Ad-hoc records page. When clicking Upload clearance certificate, you will be able to select from all assets that can potentially be cleared.
• Fixed an issue where the Inspector App was not syncing Clearance Inspection Details, like the client name, to the device.
• Both first and last names will display in the Uploaded by column in all areas of the Document library where that column exists.
• Fixed an issue where `No asbestos detected` results were giving records a risk score.
• We have added a 'Sample result' column to the Pending Audits view, so it's easy to see what the results of a sample are without needing to open the sample itself.

Removing or replacing CoAs

by Natalie Firth TipGuideCoA

 PRO-TIP - Want to replace or unlink a CoA from a sample? Here's how.

While you can see the linked CoA in the asset documents tab or global documents library, to make changes you will need to open the linked sample to update or remove the CoA.

Simply locate and open a sample with a CoA from the asset's samples tab by clicking on the sample ID:

Then scroll down to Certificate of analysis and delete or replace it from there. This will then also update in the documents library and the associated asset's documents tab.

Fixes and improvements

• Some records were not allowing a clearance certificate to be uploaded following the 'Verify & Edit' workflow. The sample association was remaining with the record and not carrying forward to allow the clearance. This has been fixed.
• Fixed an issue where applying sample results of no asbestos detected was not updating record fields including scoring.
• Since releasing the recent record changes, we found that registers were not populating the correct sample information for records edited and verified outside of an audit. This has been rectified.
• We found an issue in Practice Management where the Client details in the Clearance inspection details section was not syncing to the device for scheduled audits. This meant the surveys could not be synced back to the Portal unless the surveyor added it manually back in. Syncing is now working as it should.
• In Asbestos Surveys we fixed an issue where No asbestos detected results were giving records a risk score.

Ad-hoc records are here

by Natalie Firth ImprovementFeatureAnnouncement

We have been listening to your feedback and have released some fabulous improvements giving you flexibility in regard to what you can do with records. And all this can be done on the desktop!

For full details on how to use these new features read this article Adding records via the desktop portal.

As some of these are very new features we will be continually improving them, so let us know if you have any suggestions.

An Ad-hoc record can be created from the asset, independent of any audits. These can be created at any time as a stand alone record or to be added to an existing audit, Simply navigate to the Records tab of an asset and click on Add new record.

There are many things you can now do directly from within a record, on the desktop, speeding up the process:

• Assign records to an existing audit for that asset
• Upload a CoA and apply sample results or a Clearance certificate
• Duplicate the record to save time completing the same information (excluding samples and photos)
• Delete a record
• Verify a record and create a new version
• Approve the record (if results applied or not required)

Check out the latest release notes and article for more details.

More flexibility for record management

by Natalie Firth ImprovementFeature

Record management - new functionality

We have been listening to your feedback and have recently released some fabulous improvements giving you flexibility in regards to what you can do with records. And all this can be done on the desktop!

For full details on how to use these new features read this article.

As some of these are very new features we will be continually improving them, so please let us know if you have any suggestions.

Adding Ad hoc records

An Ad hoc record can be created from the asset (ie building), independent of any audits. These can be created at any time as a stand alone record or to be added to an existing audit, Simply navigate to the Records tab of an asset to Add new record.

Once approved, new records will display on newly generated registers and reports.

Any unprocessed ad-hoc records can be found in the new menu Ad-Hoc Records. Look for it here once you have created and saved an ad-hoc record to apply a CoA and/or approve the record.

Assign records to audits

If records are assigned to an audit, you can now easily move to another existing audit for that asset OR assign ad-hoc records to an audit. These are for any audits showing in the asset’s audits tab, regardless of audit status.

The dropdown menu will display any existing audits for that asset.

Verify and edit a record

You can now create another edited version of a record by choosing verify and edit when viewing the latest version.

Duplicate a record

To save having to enter record details again, you can duplicate a record, creating another version, bringing over all data other than sample information and photos. Just change the item description, add some new photos and the record is ready for the approval process.

Delete records

Approved and unapproved records can now be deleted via the records tab against an asset OR when viewing a record.

Applying results from within a record

• Samples can now be opened and edited when viewing a record
• CoAs can applied where there is a sample; and
• A Clearance Certificate can be uploaded once results are applied.

Fixes and improvements

• Fixed an issue so the 'Completed date' doesn't update (when a date already exists) when clicking 'Save & Exit' from a record despite no changes.
• Samples can be deleted when verifying a record. The sample will remain linked to the previous version.
• When verifying or duplicating records the calendar will load at today’s date.
• Fixed a bug that caused any Confirmed ACM records to change to Presumed when a partial clearance was made. The ACM status will remain Confirmed throughout the portal until a full clearance is made on a record.
• Fixed an issue where photos were hidden from a record once the sample was cleared. Photos will now still be visible in that record.
• Some samples were not displaying their results in the Records tab of an asset for some portals - this has been fixed.
• Records can no longer be approved (both ad-hoc and audit associated) if there is a record with a sample that is `Awaiting results`.
• The 'Clearance date' for removed asbestos can now be updated to reflect the actual date of clearance by clicking on the sample ID in the records tab for any records with the status of `Removed.`

Workflow automations for checklist questions

by Natalie Firth ImprovementFeatureAudits

Customising question values

We have added the ability for asset owners to set workflow automations to all checklist questions. This means you can now automatically change the value of a question when specific actions are performed such as:

• receiving a 'Not present (Tested)' result from the lab, or
• applying a full clearance

For full details on how to set this up check out this help article and as always, if you need help, contact us at support@octfolio.com.

Fixes & Improvements

• Risk rating and Sample results shown in an asset's risk tab now correctly update when archiving asbestos records that would have otherwise impacted their score.
• Improved formatting of general documents for Special instructions module landing pages to ensure file names display next to file type icons.
• Fixed an issue where the heading text for the Special Instruction module landing page was duplicated.
• An issue has been fixed where cleared records were creating two new versions of that record. The record will now update by .1 for a full or partial clearance.
• A fix has been made to how building photos are saved when taken on a device and synced back to the desktop portal. This means building photos taken on the inspector app, from this point forward, will now populate into generated reports.
• When creating a sample, it will now correctly display today’s date by default. It can still be edited using the calendar picker if required.

Adding URLs to the document library

by Natalie Firth ImprovementFeatureURLsDocuments

URLs can now be added to the document library and published on landing pages

Sometimes it can be useful to link to additional internal or external resources on an asset's landing page. These links (or URLs) can now be added via the 'URLs' Documents library in the desktop portal.

Note that URLs are global, meaning they affect all asset's within a portfolio. Displaying URLs for a portfolio can be particularly useful for general resources such as company policies, operating procedures, instructions, site maps or health & safety notices.

Check out our article here to see how you can add URLs to your asset's landing pages.

Fixes and improvements

A fix has been made to how building images are saved when taken on a device and synced back to the desktop portal. This means building images taken on the inspector app from this point forward will now populate directly into generated reports where required.

Document Management

by Natalie Firth Tip

 PRO-TIP - Editing document names

Once a register is created or document loaded, the document name can be amended if required.

To edit a document name

1. From the Registers tab hover your mouse in the Action column next to the register you wish to edit until the icons appear
2. Click on the blue edit icon
3. Rename your document in the File display name field and click on Update & exit to save

You can also follow the same process in the Documents tab and re-name any documents housed there like CoAs, Clearance Certificates and Management plans.

Fixes and improvements

• Corrected an error in our Release Note from 5 August 2022 regarding Bug Reporting. We originally said you didn't have to capture a screen recording for the tool to capture errors behind the scenes. We got that wrong sorry. But, you can still skip the recording step if you prefer to simply describe the issue happening. We've updated that release accordingly and posting a small notice here (as most folks are unlikely to go back and read Release Notes they've already seen).
• The Special Instructions module has had some fixes where error code was displaying, data appeared to be missing and site type was not displaying in the Instructions listing.
• As Internet Explorer is no longer a supported browser, we have added a warning banner to the top of the Landing Pages and External Compliance Searches when Internet Explorer is detected. These also link to alternative browsers Chrome and Edge.
• Removed samples will now always show as `Removed` under ACM Status for generated registers.
• Fixed a bug causing replacing keys that contained an `&` symbol to incorrectly display as "&" in generated documents.
• In a mysterious case of back to the future, Clearance audit inspection times were going forward in time. They will now reflect the time entered in each stage of the audit correctly in reporting.
• Fixed a bug causing the Recommended Re-audit date to sort incorrectly in the All Data (Beta) tool.
• Asset codes are now correctly sorted alphanumerically when performing an asset search.
• We have removed the 'Templates' document library from incorrectly showing in an individual asset's Documents tab.

Custom report templates

by Natalie Firth Improvement

New additions to custom report templates

Those of you with custom word report templates now have the ability to include more data from your custom asset questions on your reports.

If you have a custom asset question and you wish the answers to that question to display in your reporting, in your template simply add caq_ (for custom asset question) to the question name, ensuring you replace any spaces withan underscore _ and keep everything in lower case. All template replace keys need to be wrapped with ${ }.

Here’s an example:

Your question in custom asset questions is Site type.

In your word template, you could add a heading of Site Type then under that heading ${caq_site_type}. That “replace key” will then be populated with the answer selected in the audit.

Don’t forget to upload your new template in Documents > Templates once you’ve made your changes.

If you need any help with your templates, please email us at support@octfolio.com and we are happy to help.

We have also fixed a bug where existing template replace keys were causing some word templates not to generate correctly.

Fixes and improvements

• Fixed a bug that was preventing asset coordinates from being updated when editing building details. That's about the lat and the long of it. 
• Fixed a broken redirect from the Support tab for Feature Requests. You can now send us all your innovative ideas!

Simplified bug reporting

by Natalie Firth ImprovementNew

You can now report any bugs directly to us with a simple button.

Simply open up the support menu and click Report a bug.

You'll be given the option to record your screen allowing you to talk us through the issue and show us where it is happening in the Portal. When you capture a screen recording it will also capture any errors behind the scenes which is incredibly helpful for us when trying to diagnose the issue.*

*UPDATE - 29 Aug 2022. We originally said you didn't have to capture a screen recording for the tool to capture errors behind the scenes. We got that wrong sorry. But, you can still skip that step if you prefer to simply describe the issue happening.

This is great for bugs, where you think something isn’t working, but any workflow improvements or suggestions should still go through Feature Requests or, if you need further guidance, log a support request - all from the Support menu.

Fixes & Improvements

• Time zone formats in the database have been updated to a more standardised UTC format. This means the exact time an action was taken, will be accurately reflected in a workspace if the time zone is changed. This paves the way for greater flexibility of individual user accounts, perfect for organisations with field workers in different time zones. This initial roll-out resulted in the `last updated at` column being replaced with the time this change happened, but has since been rectified to ensure all entries in that column accurately reflect the actual time users undertook actions.
• Fixed a bug that prevented Structure Safety documents being unlocked with the correct pin on the landing pages.
• Equipment notice searching no longer requires a search criteria and now allows users and visitors to return all equipment.
• Fixed a bug where Practice Management clients were unable to add a new building's photo when scheduling a new audit.

Document name formats … now completely customisable

by Natalie Firth New

What’s in a name?

This release includes an exciting new feature giving you more control to customise your report document names - with variables.

Currently most Word (doc or docx) reports created for an asset are generated with the name of the template. For example when Asbestos Management Plans are created for an asset, the document name is also Asbestos Management Plan. As you can imagine, after creating a few it’s hard to distinguish one from the other. The templates for Word reports can now be customised by Admins to give each generated file more context.

As well as adding your own text (including letters, numbers, spacing and a few select symbols), you can select from a number of variables to build your file name such as audit IDs, asset names and codes, addresses, dates and QR codes.

This means your Asbestos Management Plan Word documents can instead be created as:

Audit 001: Southern District Building A - Management Plan 2022.docx…. or

JS001 - Southern District Building A - 1725 Paper St - Management Plan.docx…or, really, any combination of variables.

It’s completely up to you and you only need to set this up once. Each template can be customised to suit each Document Library and the chosen variables will be populated with the relevant data.

All current formats will remain in place unless Administrators make changes.

Note: This change doesn’t yet apply to Asbestos Register PDFs created from the Registers tab - these will continue to follow the existing naming convention including version control.

For full details on how to customise your document naming format, check out Custom document names in the Knowledge Base.

Fixes & Improvements

• Material and Priority risk score replace keys in PDF and Docx documents now populate the correct information from entered data in the portal.
• The asset search now returns only the results specific to the compliance module selected.
• Fixed an issue where special characters were causing a `Bad Request` error when trying to download registers.
• Completed audits can now only be deleted by Administrators. This is to ensure audits that have samples, results, photos and generated documents are not accidently deleted. Contractors and staff can still delete their audits until they are fully approved and completed.
• The Special Instructions module public search page now correctly returns the requested results.

Gain granular asset level insights with new Landing page analytics

by Natalie Firth ImprovementNew

See how many visits an asset’s landing page has received this month, this year or for all time from the new Analytics tab. It shows you how the page was accessed, what browser was used, device type and date and time of page visit.

To access Analytics, simply visit the Analytics tab from any asset.

Fixes & Improvements

• Some samples were not finding a match nor were they recording results when using the Analytica API. This has been fixed and all samples will now have results selected.
• Landing page risk banners will display as “No audit required” if the asset construction date is set to “Constructed post-2003”. However, if an audit has been conducted, the standard banner will display the results of the audit (e.g 0 - No risk)
• We have added a more helpful (less codey) error message when users navigate to a landing page URL that doesn’t exist.
• The external search in the Structure Safety module is once again returning the requested results.
• The Structure Safety module was being so safe it was locking everyone out. A PIN lock will only be required now if it’s configured in landing page settings. When a PIN is required, it will be hidden as it’s typed in.
• The Contaminated Land module doesn't include a 'Web register', so we disabled the checkbox that allowed you to include one on the landing page.
• Map cards now resize to fit longer strings of text to ensure the risk or status doesn’t wrap.

#39 Release notes 30.6.22

by Natalie Firth Tip

Pro tip  Only want to re-audit a few worrisome audit records?

When scheduling an audit, pick the particular asset you want to revisit and use the filters to grab the records you really want to re-visit - like only records with Presumed and Confirmed ACM.

Fixes & Improvements

• Added ability for .tiff files to be associated with custom document libraries.
• Building image template replace keys (such as {$building_image} and {$building_photo}) now correctly resize the image.
• Identification Numbers for Equipment Notices are now displayed on landing pages.
• Clients can now use an alternate code known as a QR label code which can be used for QR code labelling and signage as well as being displayed on the landing pages.
• Special instruction cards shown on maps have been updated to show all essential information in an easy-to-read format.

#38 Release notes 23.06.22

by Natalie Firth ImprovementFix

What’s in a name?

Clearly naming a document makes all the difference when searching for it, or its contents, down the track. Did you know that you can easily edit document names in Octfolio?

Here’s how:

Let’s say you have a document called Site Plan.jpg but need to load another site plan against the same asset and would like to make life easier for anyone viewing the documents to know the contents.

The asset-specific documents sit under the Documents tab for that asset:

Find the document you wish to rename and move your mouse to the right under the Edit / Delete column to display the icons. Click on the edit icon:

Rename the document and add a descriptive title:

Click Update settings & exit to see the new document name, making it easier for you and your team to find what they are searching for:

Fixes & Improvements

• All map pins are now visible in external search pages that have a map view when no search filters are used. When using the search filters, only the results you are searching for will show as pins on the map.
• When the Structure Safety Module is enabled, we have added the ability to link Structure CoAs to Structure assets independently.
• We have made it easier to set your company’s preferred default recommended action to populate when uploading a CoA and selecting the result.

# 37 Release notes 16.06.22

by Natalie Firth Improvement

• An extra tooltip displaying in some areas of the portal has been removed.
• An issue where contractors and contracting companies were being unassigned from audits has been fixed.
• We have added the option to split the risk score in templates to only show the score 24 or the rating High Risk instead of always having them joined ie 24 - High Risk.

#36 Release notes 02.06.22

by Natalie Firth ImprovementFix

Fixes & Improvements

• It was spotted that templated asbestos registers (.docx format) may have been including records from other modules, such as Ladder inspection records appearing blank in an asbestos register. This has been fixed and word template registers will now only show those records from the module they were captured in.
• For a brief time the building images were not populating in reporting documents where they previously did. This was picked up and fixed quickly. If you did generate a document with a missing building image, once regenerated the image will now populate.
• We’ve been putting through some improvements to the All Data (beta) tool lately, including adding more properties. This week we had some savvy clients test out all the new additions and discovered that the exported data was appearing to repeat data for the same assets. This was for a platform that had multiple modules the assets were assigned to. This has been amended to filter out that data and only show for the module that is displaying.
• The exported document for the All Data (beta) tool now has headings that match the table view rather than code references.
• We know speed is of the essence and loading the All Data (beta) tool at an Organisational or Site level was definitely not going to win any races. This has been sped up and the desktop table view loads considerably faster.

#35 Release notes 26.05.22

by Natalie Firth Improvement

A glimpse into the future

We LOVE feedback at Octfolio and we love it more when we get to release some of your “wish list” items. This week we’ve increased the re-audits page filter to include 2 years and 5 years, allowing you to see all future re-audits.

The filter will retain your last selection so, if you are someone who wants to have a long term view, you can set and forget at 5 years.

The left hand menu will still flag the number of re-audits coming up in a months time for now, but we’ve got plans in the wings to make that menu item and the dashboard icon dynamic to show you re-audits for the period that works best for you!

Fixes & Improvements

• An issue was found when uploading a clearance certificate, if items being cleared extended over more than one page, only the items on the displayed page would clear. We have put in an interim fix for this by removing the pagination and having the page load to show all samples.
• Some areas of the portal were allowing users to click through to Landing Pages where none exist, such as at Organisation level. This was showing an error on the page and has now been fixed.
• It has been tricky to view samples when multiple samples are shown for a record in the Awaiting Results area. This has been fixed so you can click on the multiple dropdown and view all samples for that record.

Those of you who have the All data (beta) tool enabled, will be pleased to find we have added some further property filters to the mix. You can now also display and export the following properties:

• Overall asbestos status
• Overall risk rating
• Total quantity of ACM
• Recommended re-audit frequency
• Recommended re-audit date
• Last assessment date

While we are on the All data (beta) tool, the Audit Notes selection on the left hand side has been taking it’s sweet time to load the data. Like "cup of tea and a Tim Tam" time. This is now much faster to load.

• We’ve added an icon with a tooltip next to any approved dates for records that were migrated into the platform so users are less confused about the dates displayed.

• Those of you with the Clearance Module may have found yourself clicking on a view details button when looking at audit details and not going anywhere. This button has been removed as it was not intended for that area of the program.
• URLs are now remembered when you login so if you are sent a link to a certain area of your portal by your colleagues or even us, you’ll be redirected straight to the correct area of the portal.
• We discovered that uploading Clearance Certificates was taking a while to load recently so we’ve put a fix in to speed this up considerably.
• A fix has been made where data entered in Site description and Limitations fields were not transferring from the Inspector App to the Portal.

#34 Release notes 19.05.22

by Natalie Firth Improvement

The case of the disappearing photos

As you may be aware, there are multiple places you can view photos taken during an audit or survey in the Client Portal. Places such as the landing pages, asbestos registers, viewing the record details and the photos tab.

After a re-audit or clearance it might look like photos have done a “disappearing act” but rest assured they are still there.

The photos tab will only show photos from the current version of the records for an audit.

If you find there are no photos on the photos tab follow these steps to check if there were photos taken in a previous version:

• Go to the Records tab for your asset
• Click on the Record ID hyperlink to open
• If an earlier version of the record is available you can change the dropdown at the top left of the page to the previous version then scroll down to see any photos.

They will, of course, also show in the register created at that time.

Fixes & Improvements

• When logging into a different device to conduct or resume an audit, the Inspector App gives users a warning message to remind them to complete and sync any work in progress on another device first, to avoid losing valuable data. We have made this warning message more prominent and a two-step process with the aim to ensure it’s not missed and users are alerted to the risk of losing data if they proceed to log in.

• Fixed a bug to ensure photos deleted from within a record will also be removed from the photos tab in the Client Portal.
• When viewing the web register, the unapproved records filter was displaying an inaccurate message “There have been no compliance records captured for this asset or its children”. This has been reworded to be clearer it is applying to the filter selected. New wording, if there are no unapproved records, will show as “No records based on the filters above”.
• When editing a building and hide address details is enabled, the building address will display as Address restricted in sensitive assets in public searches, maps and documents. For registers, a new version must be created to publish the document with address hidden.

#33 Release notes 12.05.22

by Natalie Firth Improvement

Fixes & Improvements

• Email notifications such as the reset password links, have not been getting through strict company firewalls for some users. We’ve put in some changes to help reduce the number of undelivered emails.
• File names for Asbestos Registers generated in Word (DOCX) have been updated to match the PDF register file name format when generated at a level. The building name will now display at the beginning of the file name for consistency.
• The process for uploading a Certificate of Analysis manually has been causing some confusion so we have improved the guidance text and removed unnecessary steps in the process to make life simpler.
• The ability to rotate photos from the Photos tab has been adjusted slightly so you can rotate back and forth, or back to the original position.

#32 Release notes 05.05.22

by Natalie Firth Improvement

Behind the curtain

It’s a short and sweet update this week as our diligent programming team are working on some behind-the-scenes infrastructure and data capture improvements. This will result in faster page and report loads and more stability between the Inspector App and Client Portals. Overall we are aiming to improve the overall experience in key areas of the platform thanks to some much-welcomed feedback from you.

We are also working on enhancing our All Data reporting tool currently in closed beta (let us know if you’d like to test it early!). We are close to putting in some more data and filter properties enabling even more of your data to be configured and exported into helpful reports. Thanks Rebecca for providing us with some great insight into how your data is used at a management level. Stay tuned as we polish it up - robust reporting is just around the corner.

Fixes & Improvements

• Fixed a bug that caused samples to get stuck in Awaiting Results when their status was:
• Strongly presumed asbestos
• Presumed no asbestos
• Presumed asbestos
• No suspect material

A sample result will no longer be required, allowing you to progress.

• When scheduling audits, selected assets would occasionally show as ‘Undefined’ in place of the asset code and name.
• Fixed a bug causing the Building Condition module to show incorrect record counts.
• Those of you who had your data migrated into the Octfolio platform may have some old registers with excess spacing around the comments box causing tables within the register to push onto a new page. This is not great for the trees, expensive computer ink or download time so we’ve fixed up the data anywhere we could see this happening. You will need to generate a new register to see the new trimmed-down version.

#31 Release notes 28.04.22

by Natalie Firth Improvement

With all these long weekends, the weeks are flying by here at Octfolio. I’ve nearly eaten my Easter chocolate hoard.

This week the team have had some strategy meetings to ensure we are keeping the balls in the air and prioritising the features you’ve asked for.

Keep giving us your feedback so we can continue to hear what you need the most!

Landing pages

There has been a bit of confusion on some aspects of the landing pages over the last few months which we are trying to alleviate and “land” a clearer result for you and your users.

For our long-term clients, who had data imported from the previous platform, we’ve added a note to help easily identify if a record was imported from migrated data. In these cases the inspection date isn’t necessarily the approved date - now that will be more obvious.

Some of you may also have had issues with no longer seeing hyperlinks on your landing pages when trying to move up a level. We understand it also caused confusion as to which level you were on (Site or Building). This was only happening where Sites and Buildings had the same asset code and it will now show above the lower asset.

Last but not least, Admins can now choose to show the out of date register warning message on landing pages ... or not.

Fixes & Improvements

• Practice Management plug-in had a fix to the Clearance module to stop pre-populated comments overriding written comments.
• Fixed an issue for Practice Managers that prevented an issue with sample results not automatically being included in the Risk Rating columns in the Pending audits tab.
• Fixed a bug with existing data where risk ratings were not re-calculating correctly after results were loaded in.
• At times when a user forgets their login details (and let’s be honest, who doesn’t!) the reset email was going off to never never land. We’ve added some improvements to fix this so it arrives in your inbox, hassle free.
• The ability to remove a record from the levels tab was inadvertently removed due to another code update. The feature is restored and back in.
• Previously the Move Assets feature was allowing you to move assets to another Portal (for those who have multiple portals). This was causing confusion and issues so moving assets has been limited to the same portal. If you do need to move across portals, let us know and we’ll help out directly.
• A fix has been added to ensure the number of entries at the bottom of a page updates when views and filters are applied.
• There was an issue where the wrong response box was showing in a survey due to an incorrect setting in the checklist in Module Management. The checklist has been modified so the wrong options cannot be selected when setting up a checklist.
• Fixed some wonky table headings displaying incorrectly in both the progress dashboard and some map searches.
• Speaking of wonky, the Edit user modal was displaying usernames a bit off-centre - it now sits in its rightful place under the page title.
• Fix applied for the Extent of damage/ deterioration responses in the checklist as one option was missing a response.
• The Surface Treatment question in the checklist was not syncing across to the reports - this has been fixed in existing data where it was required.
• A Same as sample will now show as Not present (Not tested) when its primary sample is marked as No asbestos detected.
• If you’ve had any issues finding the Upload clearance certificate button lately, we’ve made sure it will always show regardless of any configuration settings that may be turned off.
• A bug was fixed where Asbestos Registers were showing records as sampled when they were not tested.
• Fixed a bug where the Audit records filter stopped working.
• Fixed a bug that was stopping lab results from being loaded manually where the API connection to an external laboratory is not available.
• For those of you with the Clearance Module, pre-set photo “descriptions” can be added in List Management allowing you to choose these via the App or Client portal - like the existing Titles.

• Fixed a bug that was causing the last synced column in the Active Audits table to only sort by time (incorrectly excluding date).

#30 Release notes 22.04.22

by Natalie Firth Improvement

We realise it’s been a minute since you’ve heard from us. Well, our Release Notes are back!!

Between juggling the chaos of Christmas, Covid and career moves (as you have too no doubt) we’re happy to once again report we have some new team members!

Meet Jordan Havard (Full-stack Engineer) and me, Natalie Firth (Customer Success + Support).

We’re trained up and as you had already seen, we’ve jumped right in to continue supporting you and improving Octfolio.

Mapping improvements

For those of you who love a good map, we’ve continued to improve how (and where) assets are displayed.

Firstly, when assets are clustered we display the risk rating for the highest-rated asset within the cluster. If there’s one high-risk asset clustered with 20 low-risk assets, we surface that high-risk asset first to minimise the risk of it being overlooked. We’ve resolved an issue that was placing assets with ‘no data’ (i.e no audit) above high-risk assets. Even if some assets haven’t been audited, they’ll still display - just not above a high-risk asset!

Next up, we fixed a bug that caused some assets to appear as though they were floating in the Pacific Ocean after zooming out. (Perhaps they were getting sick of lock downs and decided to take a trip!) They’re all back.

Speaking of zooming, when multiple assets shared the exact same coordinates, only one pin was visible, in effect hiding all the others. Now, they separate so you’re able to individually select each asset.

The asset pop ups have also had a makeover and now include Lat and Long coordinates (for all modules).

Finally, whilst it’s nice to explore local cafés and libraries, these points of interest cluttered the map, making it harder to find your own asset pins - they’ve been removed. But you can still use Google maps if you are looking for a café between audits .

Like a version

There are times an Asbestos Register may need updating numerous times throughout the course of a large project, with multiple COAs and minor adjustments for instance. With that in mind, it’s not always practical to increase the version of the Register by whole numbers.

Now, you can decide whether or not to generate a minor update (e.g Version 1.1) or an entirely new version (e.g Version 2).

Thanks for the suggestion Tamara!

Please log a support request if you wish to utilise this for your organisation and the team can turn it on immediately.

Fixes & Improvements

• Scrolling across Record tables when ‘all columns’ are showing was cumbersome. Now the header row is sticky so you’ll be able to know exactly what data you’re looking at.
• Landing pages can now be accessed from the Asset details tab (not just the ‘Registers tab’)
• Previously when a linked sample (same as or similar to) received a negative result from the actual primary sample, it was recorded as No Asbestos detected. This has been changed to show as Presumed no asbestos to be more accurate.
• Default risk scores have been updated so 0 will bring back a result of No risk rather than Low risk.
• Merging PDFs in the Document Library will now add the ‘Merged PDF’ into the currently selected module by default when multiple modules (i.e Clearance, Survey, Ladder etc) are enabled.
• PDF’s can now be attached to any document (that has the generate document functionality already) regardless of whether it's a system generated file or a manually uploaded file.
• The filename for merged PDFs now defaults to the name of the first document selected (with the label “merged” appended to the end). For example, merging “Refurbishment Survey.pdf” and “COA2022.pdf” defaults to Refurbishment survey - merged.pdf. But of course, you’re still able to rename the file to something different.
• Filters have been improved on the Audits page making searching for assets easier.
• Fixed a bug that prevented Show all columns from indeed showing all columns.
• We originally implemented a feature that remembered your search parameters when using Search assets and Search audits. Whilst this worked well most of the time it also meant it was quite easy to ‘not find’ what you were searching for if you forgot to reset the search the next day. Now, the search will remember what you selected if you select an asset or audit and go ‘back’ using your browser navigation, but if you click elsewhere in the platform and then click back to search manually, it will start fresh so you don’t have to remember to press ‘Clear search’.
• When you schedule an audit from within an asset, that asset will automatically be added to the audit.
• Show all columns in the Records screen now includes the Assessor and Contracting company information.
• When opening an audit that is Awaiting results the Audit records filter will remain filtered at Awaiting results if you toggle back and forth to Active Audits.

• Fixed the All Data ‘Properties Dropdown’ (that changes the sort order of properties/columns within that table) - it was incorrectly displaying as a button.

• The Asset Management filter in the Special Instructions area is defaulting to Active to weed out archived and destroyed signs from your search.
• Previously you could not schedule an audit on an asset that was either Scheduled or In-Progress. It’s now possible to schedule multiple audits on an asset (helpful when scheduling future audits).
• When scheduling an audit, assets now display how many audits they are already assigned to (if multiple) from the ‘Select assets’ dropdown.

• The sorting of assets on a landing page has been out of sync with the settings in the client portal. This has been addressed and now will sort all assets by the correct sort order selected in your configuration.
• Fixed a bug that prevented Contacts from being sorted. That's all sorted now, so you can filter from ascending to descending (see what we did there 🥁 )
• Fixed a bug that prevented Estimated quantities from populating into registers.
• Fixed a bug that prevented Asbestos registers from opening. All registers are opening now, as you'd expect.
• Fixed a bug that prevented asset images being removed or replaced. Any changes to asset images will now save correctly.
• Fixed a bug that prevented unit measurements from displaying correctly.
• Fixed a bug that created blank audits.
• Sites now have address fields! Previously, this was only possible for buildings.
• Fixed a bug in datasheet view, which prevented some answers from saving.
• We released a ‘Practice Management’ plugin so Environmental Agencies can now manage their clients from one central location.
• Fixed a bug preventing users from logging in despite new password being created.
• Fixed a bug on the client portal that was duplicating the Add new building button.
• Fixed a bug that was causing a scheduled audit to be hidden.

#29 Release notes 03.09.21

by Tyson Young Improvement

How is everyone?

Are you getting enough rest? Drinking plenty of water? Getting your vegetables, here and there?

It's been a tough period for lots of folks out there with lockdowns, travel restrictions and of course, Covid itself. So we wanted to take this opportunity to say, we hope you're doing well.

Be kind to yourself, be kind to others.

Fixes & Improvements

• Fixed a bug that prevented Contacts from being sorted. That's all sorted now, so you can filter from ascending to descending (see what we did there  🥁 )
• Fixed a bug that prevented Estimated quantities from populating into registers.
• Fixed a bug that prevented Asbestos registers from opening. Not to worry, all registers are opening now, as you'd expect.
• Fixed a bug that prevented asset images from being removed or replaced. Any changes to asset images will now save correctly.

#28 Release Notes 27.08.21

by Tyson Young Improvement

Finding audits just got a lil' easier

Working in software can be brilliant. Sometimes making small adjustments can result in such a meaningful impact for our customers - for example, something as simple as providing contractors with the ability to search for audits (instead of hunt for them). For our trusted contractors out there, it's now that much easier to find the audit you're after.

Reading register names got a whole lot easier also!

All registers now have a much more human-readable file name. In the past, they included a lot of characters. They haven't exactly been bedazzled, but they're certainly a whole lot prettier. File names now include:

• Asset code
• Asset name
• Compliance type (Asbestos or Building Conditions); and
• The version of the register (e.g Ver 3.0).

So we've gone from this:

1-NZ2000_Asbestos_Register_V3_20210210.pdf

to this:

NZ2000 City Fire Station Full Asbestos Register Ver 3.0.pdf*

Have an idea  Request a Feature 

Head over to the Support tab then click Feature requests. A new tab will open where you can add in new feature requests and vote on other feature requests that are already in the system.

Fixes & Improvements

• Some assets were not displaying their risk ratings on the search page (though they were still visible when you went into the asset directly). We've fixed this up so all risk ratings for assets will 'bubble up' into the search page.
• Improved the selection of sample results. When uploading sample results you were only ever able to select individual samples, now, there's a select all option. Revolutionary we know . A simple oversight but now much easier to use.
• When creating a sample the Sample ID/ barcode field didn't show an asterisk to indicate it was a mandatory field. Now it does, so if the field is empty, you'll know why you can't submit it.
• Fixed a bug that was redirecting the Custom Document Library to the dashboard when accessed via admin settings. As great as a dashboard is, it now takes you to the Custom Document Library as you'd expect.

#27 Release Notes 20.08.2021

by Tyson Young Improvement

If you're a contractor out in the field and you're working with a large number of clients, it can become overwhelming having to scroll through the entire list every time you open your Inspector App. So, to make life a little bit easier, we now surface the 3 most recently accessed clients, right at the top of the list. Find them fast, get the job done faster.

Fixes & Improvements

• Contractors now have the ability to move records from one asset to another.
• Improved the usability of filters on the Inspector App - when applying a filter, if no records match the criteria a message will now be displayed to say 'No records found, please try another filter or search'. Previously, it didn't say anything so it was a bit hard to tell if the search had even been run!
• Fixed a bug that was causing an error to be displayed on some web registers. Always satisfying getting rid of errors!
• A small sample of jobs that were due for a re-audit were displaying the incorrect recommended audit dates. This has been updated to correctly show only those audits that are due to be re-audited based on inspection recommendations.
• Fixed a bug on the Equipment Notice landing page that redirected users to a login screen after entering their pin. Now, it will show the landing page as expected.
• Fixed a bug that resulted in administrative users login names not appearing correctly. This only impacted one user (thanks for reporting this one Rebecca!!).

#26 Release Notes 13.08.2021

by Tyson Young ImprovementFix

It's Friday 13th and we've squashed a few more ghoulies getting about!

Fixes & Improvements

• Fixed a bug that was causing some assets to not display their Overall risk rating on the search page.

• Fixed a bug that caused some samples to be hidden when attempting to view them via an Asset (from the 'Samples tab'). This is now fixed and will display all samples, regardless of how many there are.
• Fixed a bug that was blocking the Equipment Notices plugin from being enabled via the admin menu. All sorted now!
• The Document Libraries search filters were unresponsive. Now when searching using the filters, Document Libraries populate correctly based on the search criteria.

#25 Release Notes 06.08.2021

by Tyson Young Improvement

Another week, another set of tweaks, fixes and improvements. We're light on updates for this round as we cook up something special due for release in the coming weeks...

Hint: it's going to make scheduling audits far more streamlined

Fixes & Improvements

• Fixed a bug that caused asset codes to drop from Asbestos Register's when that register was generated at the asset's Site level.
• When uploading a Clearance Certificate to a site, it was adding it to all sites within a portal. Uploading a Clearance Certificate will now only add it to the site it was uploaded to.
• Fixed a bug that caused some register's images to appear against incorrect records due to a sequencing anomaly. This only affected some clients who were migrated from a legacy system.
• Fixed a bug that was replacing the name of the on-site assessor with the name of the person who last edited the record. The record now has a log of events to show who last updated the record.
• Similarly, fixed an issue that incorrectly replaced the date of the actual inspection with the date of the last edit.

#24 Release Notes 30.07.2021

by Tyson Young Improvement

Platform v3.1.8

 Better visibility of risk

Fundamental to maintaining high safety standards for your people is having the right data at your fingertips, quickly.

Previously, to find the overall Audit status or Risk Rating for a Site, you'd have to drill down into the individual assets within that site. Now, that data bubbles up to the Site level.

At a glance, you'll have a much better understanding of the site-wide risks as well as the progress of your team and/or contractors conducting audits.

Fixes & Improvements

• Fixed an issue that was preventing company site images uploading
• Fixed an issue that was preventing newly created records from saving. This was caused by a time syncing issue with one of the accessibility questions.
• Fixed an issue that was causing errors to display when activating Equipment Notices.
• Removed old values that were being displayed in the Asbestos Survey.
• Improved the way records are displayed in the Building conditions module (you'll see them in the Records tab...they were previously hidden).
• Changed the Site name drop-down menu that appeared when you click Edit building into a read-only field. This prevents accidental moving of the building into a different site. When that happened from this screen (and not via the 'Move Asset Tool') it would move this building to that site but break the link between all the audits, records, samples, images and documentation.

#23 Release Notes 23.07.2021

by Tyson Young Improvement

Platform v3.1.7 — Mobile v2.4.9

 Sometimes it's the small things

Over the past few months, we've brought on a number of key hires to the team, particularly in product and design. Whilst we're working hard in the background on some major features, we're committed to continuously releasing updates. Some of these updates may only be minor (perhaps seemingly imperceptible) but make a big difference to ensuring you can get your job done easier and faster.

Simple things like when you're doing an audit from your mobile phone. The information button was hidden (not on purpose of course!). That's now all fixed up.

Fixes and Improvements

• When doing an audit from your mobile phone the information button was being hidden by the edit button. Now, the information & edit buttons are displayed side by side.
• During migrations there are times when some Clearance Certificates that aren't associated with records still need to be displayed against the asset. We've updated the migration scripts to allow Clearance Certificates to be linked to the appropriate asset.
• When selecting the option - Show all columns, the page was hiding the asset records. This has been fixed to display all records and when choosing the option show all columns the relevant columns are displayed.
• Some risks were not calculating correctly. We have recently made changes to ensure the correct risk score is calculated and displayed.
• When using the Datasheet View to set Item material, Item type & Surface treatment from the dropdowns, the selection wasn't saving in the record itself. Even more frustrating, the required option was no longer available in those respective dropdowns when in the actual record. That's all fixed up. Thanks Tamara for spotting that one and reporting it! The video really helped : )
• When editing Area/room name in the Datasheet View, any information entered in the text box would be replaced by a randomly generated risk rating (not ideal!). This is now fixed to save exactly what you type.
• Record sequence numbers were not updating when editing in the Records Table View. Record Sequences are now saved automatically after a change.

• Audits and records were not visible at the Asset level when the asset was moved via the Asset Move Tool. As a result, it wasn't clear what information actually existed for that asset without drilling down. Now you can see what audits and records exist for an asset, regardless of where you are in the asset.
• Risk and audit information was missing when viewing assets from the Site level. This has been fixed to display the audit status and risk rating.
• Some document templates were duplicated in the Custom Document Library. It now correctly only displays the one.

#22 Release Notes 16.07.2021

by Tyson Young ImprovementAnnouncement

Platform v3.1.6 — Mobile v2.4.8

 Release notes are now published weekly

We use to release our release notes monthly, then realised it's real easy to just release weekly...

In all seriousness though, we use to announce all of our new features, improvements and bug fixes on a monthly basis. But as our development has ramped up and we consistently release weekly, it makes more sense to keep our release notes on the same schedule.

When any part of our software is released, updated, fixed or improved, we'll be sharing it as it happens.

 Now you can go back

Shock and awe..... we know, we know....this seems like an obvious one and don't worry, it's bugged us too. We apologise for that!

For the longest time, if you hit 'back' in your browser, your portal would show a blank page and only work again once you refreshed. The ability to simply 'go back' in most applications is such a global norm that we'd continue to do it out of habit, still bumping into the same problems.

But no longer!

Now, you can hit back. With many pages being dynamic in nature, it won't always save the exact same 'state' you were in but will be the last main area you were just in. This one isn't an earth-shattering update by any measure, but one that will likely result in a sigh of relief when you hear about it. Sorry it took so long

 Feature Request board now available

Ideas, improvements, and new feature suggestions that come directly from our customers are the pure gold that helps us continue building a world-class product. When you share your thoughts with us (whether it's a raving review or constructive feedback) we genuinely thank you for it.

We sometimes get this feedback from you via email, sometimes on a phone call, perhaps a support chat - or terribly, we don't get to hear it at all, because the moment has passed and you may have forgotten to mention it.

We've now made it much easier for you to pass along your ideas directly into a publicly available feature request board. Not only do you get to add ideas quickly, but you can also vote on other users' ideas that are important to you too, and similarly, they can do the same on yours.

This helps us understand what's going to have the most impact for everyone across the board and prioritise our development where it's needed most. When you vote on an issue, you'll be notified when its status changes - whenever it's commented on from other users or us, or when we move it to planned; in progress; complete or cancelled.

On top of that, we're also delivering our weekly release notes in a much more digestible and accessible way. The format that you're reading right now. We're moving them out of our 'support knowledgebase' and into this dedicated changelog.

Improvements

• Created a datasheet view option to allow bulk editing without the need to go into each record individually. This will make editing information more efficient allowing you to get on with other tasks.
• Created the ability to duplicate records across buildings that are under the same audit.
• When creating a sample, the sample information field now defaults to: 'sampled' for new samples; and 'previously sampled' for samples that are already linked.

• It's now possible to view or hide registers and web registers across our different compliance modules.
• Audit ID added to the Clearance module Samples table.
• Datasheet view now shows the # of images in a record.
• Updated various parts of the Sample Collection Survey Template (e.g. Removed "Site Description" and "Recommendations" from the Executive Summary; changed "survey" to "sample collection" on page 4; changed "an asbestos survey" to "sample collection"; removed "3.0 Exclusions and Caveats" from page 9; and added new "Sample Collection" section on page 15).
• Created Custom Document Library as its own menu listing in the admin menu.
• Added Inspection details button to the clearance module. This can be found when viewing audits that are either awaiting results or pending review.
• Added View audit information button to all compliance modules. You will find this in the Active menu when looking at audits that are either awaiting results or pending review.
• Clearance module audits can now only be scheduled against one building at a time.
• New ability for contractors to selectively sync jobs. Previously, if a contractor was working with multiple clients that use Octfolio, it would sync all jobs automatically. This could cause heavy downloads and slow loads.

• Added text to the 'Sync & Keep' and 'Sync & Remove' buttons on mobile, to better articulate their function. It may not have been obvious previously what these buttons did.

• New option for Friability: 'Unknown'.

• New option for Estimated quantity: 'Not required'.

• We have removed the option to filter by stage in the clearance module. This is because the 4 stages of an audit need to remain with their associated stages.

Fixes

• Datasheet view mode was only showing 50 records even when you had 50+. This has been fixed and will now show all records regardless of how many.
• Move asset tool wasn't quite working correctly. When using the move asset tool the registers were only viewable from a level and not the building. This has been patched to make registers viewable from building and level.
• When creating a new sample or linking a sample, the app was remembering your previous selection which was causing some confusion. Now, when creating a new sample it will be set to sampled and when linking a sample it will be set to previously sampled.
• Clearance module section was an incorrect heading and has been renamed to Clearance Module Stage.
• You can now archive records. When doing so, a comment box will appear so you're able to enter a note for the reason you're archiving. This helps avoid accidental archiving.
• When uploading lab results, samples were not appearing meaning it wasn't possible to enter the results. This has been fixed so you will now see a list of all selected samples allowing you to enter in the appropriate results.
• Datasheet view now includes the Area/ room name information captured by an assessor.
• Fixed alignment issues on the building details edit screen.
• When viewing asset images via the photos tab only the images on page 1 were viewable. Now, images across all pages are viewable.
• Fixed an issue where the save & exit button was unresponsive.

#21 Release Notes 06.2021

by Tyson Young Improvement

Enhancements

• For audits that have recently been synced to the server they will now appear on the app showing you the status of the audits so you know if the audits have successfully synced to the server.
• Record table speed improvements.
• Updated record logic when a version of the record is archived.
• When using different sized screens, icons and text will display accordingly. smaller screen like mobile phones will display as icons whereas bigger screen like tablet will display icons and text.
• When certain questions have been answered where possible other questions will now populate an answer.
• Example: if Item material is: Vinyl sheeting and surface treatment is: Encapsulated / Sealed then the surface treatment will automatically populate the answer to: Composite materials containing asbestos: reinforced plastics, resins, vinyl tiles.
• Migration script updated.
• Updated data recovery logic.
• Records that have been migrated previously showed the risk rating as an 'override risk'. We have now updated this message to 'Not enough information to calculate. This is to show that the risk has not been overridden.
• The clearance module includes a digital signature for each assessor/auditor.
• A client made changes to their API, Octfolio updated API mappings.
• Updated the message that appears on all migrated records to:
• This record was imported in to Octfolio during a migration of historical data. Some values may be empty due to question changes. If you have any concerns, please first consult the existing asbestos registers available in the Register tab. Alternatively, please contact support@octfolio.com.

Fixes

• Images being duplicated.
• Duplicate questions appearing in records.
• Version 2 of records not correctly calculating risk.
• When uploading lab results the list of audits to choose from was including archived audits.
• Removed the count of audits in the the active menu for particular clients to improve loading speeds.
• When selecting assets via the client portal a blank white screen was loading.
• When a client has multiple client portals, when changing from one to another the client portal wasn't loading.
• The app was displaying a blank white screen after a sequence of events.
• The app was auto zooming unexpectedly, a measure has been put in place to prevent this from reoccurring.
• Sync & remove bug prevented audits from coming off the device.
• After company information updated the page didn't reload to reflect saved changes.
• A bug created duplicate sample.
• Incorrect sample status being displayed when viewing sample information via asset.
• Android devices missing possible answers in dropdowns lists.
• A bug was identified when verifying records from a previous audit. if the records previously had samples they would be removed when verifying those records.
• App loading bug that wouldn’t allow you to create audits from the app.
• Unable to create audits from device when offline.
• Audits that have recently synced to the server displays on your device. The column heading ' State of ACM' wasn't populating results.
• When automation selections are made the risk recalculations were not calculating correctly.

#20 Release Notes 05.2021

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• Changed 'location' to 'item location'.
• Custom document library now supports eml & msg in additional to the usual file types.
• Migration scripts updated.
• Created the ability to see which audits have a note(s) without having to open each audit.
• Speed improvements to the active audits screen.
• Changed filter colours to make it more obvious if a filter is applied or needs applying.
• We have created the ability to hide assets from public landing pages if they are sensitive sites.
• All public landing page icons are green where as internal landing page icons are blue.
• Additional sample options added.
• Additional items added to the asbestos checklist.
• When users move to a different page in a table they will now be returned to the top of the table.

Fixes

The following have been fixed:

• Web register incorrectly showing asset items.
• iOS landscape photos loading as portrait.
• Duplicate question identified after completing an inspection.
• Script error when adding records to audits via the portal.
• When uploading a certificate of analysis the document wasn't appearing in the document library.
• Record search filter not working.
• Progress dashboard not listing client portals correctly.
• Filter not turning the appropriate colour when the filter had been reset.
• Octfolio logo misaligned.
• Asbestos register not displaying room or items information.
• When attempting to schedule an audit the page was redirecting you back the dashboard.
• Unnecessary '( )' appearing in cases where no removal data added.
• Creating a client identified a bug.
• Register information under asset details was displaying inconsistently with the rest of the portal.
• Sample table sorting wasn't ordering correctly.
• When adding plugins to a client they didn't appear in the client portal.
• Password reset wasn't working.
• When attempting to upload lab results, audits were missing form the list.
• Unable to schedule audits.
• Duplicate questions appearing in records.
• After exiting records, page redirects you to dashboard.
• Archived buildings appearing in schedule audits screen.

#19 Release Notes 04.2021

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• New major software release V2.2.0 for the inspector application.
• Settings updates to make more efficient.
• When uploading asset images only jpeg file types were accepted. We now allow png file types.
• When a user selects the data recover button in the app, Octfolio support will be emailed with details of the recovered data.
• Security updates.
• We have updated code to now run the copy to clipboard functionality for 'Account activation' emails.
• Added in a field to enter Laboratory cert. #" and for Clearance cert. #.
• Added in some additional answers to the drop-down options when recording records.
• When auditing you can sync & remove induvial buildings or levels without the whole audit being removed from the device.
• Redefined the logic of samples when doing a re-audit.
• Alignment changes.
• Additional measures have been put in place to ensure the risk of loosing data is substantially reduced.
• Various performance improvements have been made.
• Added in some additional columns to the inspector application to show additional information.
• Changes to admin settings.
• Speed improvements on the inspector application.
• Re-designed the audits page on the client portal and added in a re-audits page. Re-audits page shows when audits are due for a re-audit.

Fixes

The following have been fixed:

• When answering records with the the relevant dropdown answers, once your selection has been made it would revert back to 'select'.
• When making changes in admin settings the settings were updated but the page didn't automatically refresh and would be stuck on the page.
• When there was different version of a record the overall tally of records didn’t consider this.
• Some records not showing the correct risks. Risk calculations rerun and corrected the issue.
• When moving assets the assets weren’t loading until you reloaded your page.
• When using the move records tool it wasn't loading all records associated.
• When answering a record one of the fields was showing a drop-down option list when it should have been a free text box.
• After uploading a clearance and entering in the results, the risk rating wasn't updating to reflect the results.
• When assets have been archived they were still showing in the portal.
• When moving an audit from completed back to pending the records didn't become unapproved (editable).
• When setting up a new users it should give access to both client portal and app. An issue occurred where it wasn't giving access to the app.
• An audit for a particular client was showing the incorrect risk.
• Audits getting stuck on device after preforming a sync & remove.
• When uploading results or moving audits to/from pending the pages were not refreshing correctly.
• Web register filters were unresponsive.
• When downloading web registers If the site images were too large they wouldn't display.
• After sync & removing audits some of the associated records were getting stuck on a device.
• Maps were missing their asset pins.

#18 Release Notes 03.2021

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• The inspector application will now let you know if you are sharing your location or not.
• Created the ability to be able to move assets and or records within the portal and if there are linked portals you can also move assets and or records between linked portals.
• Updated migration script.
• Some terminology changed for a particular client.
• If assets do not contain the latitude & longitude coordinates they will not show on the map. If there aren’t any assets that have this information by default the map will load to show the particular country the clients headquarters are in.
• Added an 'Urgent action required' field when carrying out an inspection.
• Custom document library created with the ability to choose to include documents onto the landing pages.
• Added the ability to show asset documents under all modules, for example, site plans. would shown under each of the module types.

Fixes

The following have been fixed:

• When adding a new building the system was assuming the site the building should belong to and wasn't allowing you to change the site.
• Bug identified when attempting to copy landing page to the clipboard.
• After the landing page changes were implemented the company logo was missing.
• A bug identified in the custom document library.
• When making changes and saving the record(s) the page was redirecting you to the dashboard and not back to the record.
• The incorrect inspection date was showing on the table view. When viewing the individual records the correct date was displayed.
• Image not showing on a register, this was due to the image being too large. To prevent this from coming up again we have added in an image resizer.
• Sample screen had some missing code.

#17 Release Notes 02.2021

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• Contaminated Land module is now live.
• When changing module (assuming you have more than one), when switching from one module to another, you will be redirected to the dashboard.
• Added in a filter to the registers document library. This will allow users to easily find registers with different asset structures.
• Created the ability to supports both documents which are assigned to assets as well as documents that are not assigned to an asset?
• Made some fields in the Special Instruction module mandatory.
• Updated the logic for Samples.
• Created the ability to change the name of the asset management menus.
• Some backend admin changes made.
• Backup storage changes.
• Minor changes to the landing page URLs.
• Asbestos register changes for a specific client. To include a specific statement on the front cover.
• Changes to the layout of landing pages.
• We have made some update to the landing page URLs. The name order will look like {Asset code} - {Asset name} landing page | Octfolio. As opposed to just saying Octfolio landing page. This will make it easier to identify the landing page you want to view if you have several landing pages open.

Fixes

The following have been fixed:

• Some records had duplicate fields.
• Unwanted text was showing on the preview register.
• Some images not coming through to the register.
• Sample information wasn't coming through to the register.
• Error message when attempting to create an asbestos register.
• Migrated related issues with samples.
• Bug identified when using external asset search.
• COA not showing in the document library or the document tab of the asset.
• A bug identified where the AMP documents not showing in the portal.
• When attempting to do a clearance the particular record was missing.

#16 Release Notes 01.2021

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• The Special instructions module is now live.
• Rather than making it mandatory to upload a clearance certificate, we have now made it optional.
• Created the option to enable pin protection on landing pages.
• Created the possibility to exclude negative samples from the asbestos registers. You have the option to create a full register, this will include both positive and negative sample. Or a short register, this will only include positive and presumed samples. Or, you have to create both registers.
• Created the ability to merge PDFs into a single document.
• Created a duplicate action on the equipment notices module.
• Equipment notices module - Created the option to include the identification number id to the landing pages
• Risk tab colours slightly changed.

Fixes

The following have been fixed:

• Bug identified in the system.
• PDF merge, bugs identified and fixed.
• A bug was identified when preforming a sync from the app.
• File names on landing pages not showing the correct names.
• Heading filters wasn't working as expected.
• Sample data wasn't coming across into the portal.
• A bug was identified in custom value questions.

#15 Release Notes 12.2020

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• New Inspector app software release v2.1.2.
• A new Structure Safety module has been launched.
• When viewing records on the client portal the previous/next buttons have been added to the bottom of the screen in addition to the top of the screen.
• On the landing pages where there is a contact number, we have created a click to call feature which will directly call the number.
• When in the QA view, we have created a button to show/hide images. This will help to compact rows allowing you to see more information on the screen.
• To reduce the risk of loss of data on the inspector application when the user logs out or their session has expired the device will run a sync, backing up what their information. Unfortunately, a sync will not occur where the device is offline.
• We have created a copy to clipboard button next to Landing page button in the registers tab.
• We have created a multi-tiered landing page system which shows the parent/child asset relationship. By default, this is not turned on but this can be enabled.
• Renamed some buttons to make it cleared what the function of the button is.
• External search page(s), the colour scheme will match client colour schemes as opposed to Octofoil's. Note: current clients colour schemes will need to be manually updated.
• When doing the QA we have created a view to filter between approve/ unapproved and to show all records.
• When in full report view we have removed a couple of columns that do not offer vital information and take up space necessarily.
• When an audit is in progress we have added a column to show the total number of records.
• When viewing audit information and looking at the assigned asset information each of the asset levels are hyperlinked. This will make it easier to navigate.
• Made some important security updates.
• When viewing the registers in the document library, we have added in a new column to show the asset code. You can now view and search by asset name and asset code.

Fixes

The following have been fixed:

• An error was identified in the string of code which created 2 audits with the same audit id.
• A bug was identified which prevented large files being uploaded.
• A bug was identified which showed view register twice on the Landing page.
• A bug identified which resulted in landing pages not loading.
• A bug was identified in a word template plug-in.
• Bug identified where the assessor couldn't see the asset information.
• A bug was identified which resulted in the site logo and assessors name missing.
• A contractor was unable to add levels.
• A bug was identified affecting filters.
• A bug prevented an audit going into pending.

#14 Release Notes 11.2020

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• A new module has launched called 'Equipment Notices'. This module will allow you to record the state of equipment such as oil, rigs, electrical power towers and so forth.
• For the clients that have multiple modules, they now have the ability to schedule audits across their different modules. Ultimately allowing for time and cost efficiencies.
• Created new buttons. When you visit the different Asset Management area depending on the area visited there will be a button. Example, if you go to the buildings you will see an option to add a new building.
• Updates have been made when creating records via the client portal.
• For clients that do not use 'organisation' and 'site' when scheduling audits they will only need to select the building and level. To narrow down results you can use the search filter.
• An issue arose when attempting to schedule an audit. Despite entering all fields correctly and proceeding to schedule audits the audit wouldn't appear in the schedule audits menu.
• We have now included the asset information on the Inspector application main menu. So you don't only see the work order number, you can also identify the asset by the building name and address.
• The risk tab colours have been changed slightly to make it easier to view.
• Updates have been made to the tooltip messages.

Fixes

The following have been fixed:

• An issue arose on the register template, it wasn't formatting correctly when creating a new register.
• An issue occurred when creating a sample from the client portal. After saving the sample it didn't progress to the next stage of the audit process.
• When loading the maps it wasn't loading and focusing on the assets as it should.
• Landing pages had a bug which prevented them from loading correctly.
• An issue arose when the audit stage was in 'pending' and wasn't showing the audits.
• An issue arose when entering your login details on the inspector app. If you made an error when typing and moved the cursor to where the error occurred. When typing to correct the error the text would be entered at the end as opposed to when you selected on the screen.
• An issue arose when viewing the pending stage.
• An error arose when attempting to open documents via the doc library.
• An error arose when attempting to archive audits and samples when selecting the archive button the audit remained/ samples were not archived.
• An issue arose when attempting to uploading a certificate of analysis and wasn't accepting the document.

#13 Release Notes 10.2020

by Tyson Young Improvement

Enhancements

The following have been added or implemented:

• Track Access module has been created for sites that require an unusual mode of transport such as 4x4, hiking and flying. This module will allow users to give a description of how to reach the asset. You can also add points of interest along the route which can accommodate images and coordinates. This will assist in identifying the best routes when visiting particular sites.
• Registers to allow records that do not contain ACM to be excluded from the registers.
• Updates have been made to both Track Access and Building Conditions modules to make the modules more efficient.
• Ladder Inspection module has been created. This module will allow for a safety inspection to be conducted on ladders.
• Implemented Track Access migration procedures.
• Updates have been made to both Track Access and Building Conditions modules.
• When uploading a site logo with a transparent background it would appear as there is no site logo. For this reason, we have modified the background colour to black.
• When reauditing to update the previous records the assessor will firstly need to verify the record. When it comes to the risk score, which is calculated by the answers to the questions. If the assessor decides to override the risk score a popup box will appear where they will need to make a selection. "Yes to use the calculated risk scores or No to use the manual risk override".
• Updates to presumed samples on the inspector application. Making it easier for consultants when completing their audits.
• In the document libraries, the default sorting has been set to 'File Date' descending order. This will show the latest files at the top of the list.
• A new feature button has been created. You can now schedule an audit when viewing an asset. When doing this it will prefill in the asset information.
• After receiving some feedback we have made some visual changes to the client portal. The asset column will now include the site name and address, making it easier for consultants to easily identify which asset is which.
• When entering text in the search box or filtering by column heading, you will notice the word "Processing". This means your data is being prepared.
• Once logged into the inspector app, you will automatically be logged out after 1 week of login. This has now been increased from 1 week to 12 weeks.
• Landing pages will now show download icons as opposed to the hyperlinked text.
• Improved the speed it takes to load document libraries.
• A new document library has been created called "Global Documents" this library is not linked to assets. This is a place where general documents can be uploaded.
• When selecting "forgot your password", we have made some updates in the background, including two-factor authentication.

Fixes

The following have been fixed:

• An issue arose where the password reset tool wasn't working correctly.
• An issue arose when creating an audit via the inspector app, where it wasn't allowing you to select an asset.
• An issue arose where some client portals document libraries were very slow to load.
• An issue arose in the client portal when viewing maps. The maps would only popular Asbestos assets despite the module you were viewing.
• Document upload error.
• An issue arose when using the search audits tool it would search across all modules. This has been changed to only search the module you are working in.
• An issue arose where a debug error occurred.
• An issue occurred when making a major change like deleting, the page wasn't updating.
• An issue arose when viewing individual records, and upon exiting the records it would take you to the dashboard screen as opposed to the records tab.
• An issue arose when verifying records for a reaudit the images were being duplicated.
• When doing the QA the "full report" wasn't displaying correctly.
• Some clearance certificates had been duplicated in cases where they were linked to more than one sample.
• In Asset > Documents > Clearance certificate. If there are no Clearance certificates the display text alignment has been updated to keep it consistent with the rest of the platform.

#12 Release Notes 09.2020

by Sebastian Tiller ImprovementCoA

Enhancements

The following have been added or implemented:

• Added a feature that allows linking of samples to existing Certificates of Analysis (COA) PDF documents without needing to upload another COA. This feature also gives users the ability to combine Certificates of Analysis so that the same document is not shown multiple times.
• The Air monitoring and Location drawings document library is now a default document library for all clients.
• A new Asset structure level maintenance property was added which when enabled will automatically create a ground-level by default to all new buildings which are added.
• Improved performance of the asset Search in both the client portal and external versions.
• The forgotten password screen has been improved and password lockout facility has been added for the login screen to prevent too many attempts at logging in.
• Several additional security measures have been implemented to prevent public access and to help increase overall platform security. For example, Octfolio has switched to a token-based authentication, Data capture directory files have now been set up to show as not found - preventing any public access to their data without correct authorisation, Additional admin password encryption has been implemented to prevent unwanted access.
• When scheduling a reaudit the previous records will now be synced to your device. In the event, you need to edit the records.
• When performing a reaudit, after it has been synchornised to your device the existing records assigned to the assets included in the audit will now be automatically synchronised to the device.
• We have created an option for buildings year of construction as 'Constructed post-2003'.
• In the document library tables, if a document has not been uploaded or generated the wording has been changed to 'There have been no Asbestos registers PDFs generated or uploaded.' to make it clearer to the user.
• Added additional default fields to help save time when using the inspector application to complete a compliance audit.
• The 'Add new record' functionality has been modified so that when a user now has the option to select an existing audit or create a new audit.
• Improved performance of document libraries with a large number of documents (1000+).

Fixes

The following have been fixed:

• A critical issue causing image files to duplicate recursively causing a large-scale performance hit.
• An issue where after a clearance certificate is uploaded the risk is updated but the risk banner was still showing as the previous risk rating and not the new risk with consideration of the removal.
• An issue with tooltips displaying in the incorrect location after a Google Chrome update.
• An issue which caused the External search page to stop working for 24 hours.
• An issue in the Registers page of the Documents section were if a register had more than one register it would only show one register instead of all registers.
• A download error when trying to access specific types of documentation from the Landing page.
• An intermittent issue where an error was being displayed over the top of the client name.
• An issue in the clearance certificate workflow where once the certificate was uploaded to the Asbestos compliance record it still showing as Confirmed not Removed.
• An issue where risk ratings were sorting alphanumerically not numerically resulting in users being unable to sort by highest to the lowest risk and vice versa.
• An intermittent issue with security certificates causing users to be signed out randomly.
• An issue where the search audit page was not rendering correctly and all contact was squashed to one side of the screen.
• An intermittent issue failure to generate warning would be displayed when generating a word document.
• An issue where if a user duplicated a record, the newly created record would include the images from the original record.
• An issue where archived assets would be displayed in the search results if their asset details matched the search criteria.

#11 Release Notes 08.2020

by Sebastian Tiller ImprovementCoA

Enhancements

The following have been added or implemented:

• Added a feature that allows linking of samples to existing Certificates of Analysis (COA) PDF documents without needing to upload another COA. This feature also gives users the ability to combine Certificates of Analysis so that the same document is not shown multiple times.
• The Air monitoring and Location drawings document library is now a default document library for all clients.
• A new Asset structure level maintenance property was added which when enabled will automatically create a ground-level by default to all new buildings which are added.
• Improved performance of the asset Search in both the client portal and external versions.
• The forgotten password screen has been improved and password lockout facility has been added for the login screen to prevent too many attempts at logging in.
• Several additional security measures have been implemented to prevent public access and to help increase overall platform security. For example, Octfolio has switched to a token-based authentication, Data capture directory files have now been set up to show as not found - preventing any public access to their data without correct authorisation, Additional admin password encryption has been implemented to prevent unwanted access.
• When scheduling a reaudit the previous records will now be synced to your device. In the event, you need to edit the records.
• When performing a reaudit, after it has been synchornised to your device the existing records assigned to the assets included in the audit will now be automatically synchronised to the device.
• We have created an option for buildings year of construction as 'Constructed post-2003'.
• In the document library tables, if a document has not been uploaded or generated the wording has been changed to 'There have been no Asbestos registers PDFs generated or uploaded.' to make it clearer to the user.
• Added additional default fields to help save time when using the inspector application to complete a compliance audit.
• The 'Add new record' functionality has been modified so that when a user now has the option to select an existing audit or create a new audit.
• Improved performance of document libraries with a large number of documents (1000+).

Fixes

The following have been fixed:

• A critical issue causing image files to duplicate recursively causing a large-scale performance hit.
• An issue where after a clearance certificate is uploaded the risk is updated but the risk banner was still showing as the previous risk rating and not the new risk with consideration of the removal.
• An issue with tooltips displaying in the incorrect location after a Google Chrome update.
• An issue which caused the External search page to stop working for 24 hours.
• An issue in the Registers page of the Documents section were if a register had more than one register it would only show one register instead of all registers.
• A download error when trying to access specific types of documentation from the Landing page.
• An intermittent issue where an error was being displayed over the top of the client name.
• An issue in the clearance certificate workflow where once the certificate was uploaded to the Asbestos compliance record it still showing as Confirmed not Removed.
• An issue where risk ratings were sorting alphanumerically not numerically resulting in users being unable to sort by highest to the lowest risk and vice versa.
• An intermittent issue with security certificates causing users to be signed out randomly.
• An issue where the search audit page was not rendering correctly and all contact was squashed to one side of the screen.
• An intermittent issue failure to generate warning would be displayed when generating a word document.
• An issue where if a user duplicated a record, the newly created record would include the images from the original record.
• An issue where archived assets would be displayed in the search results if their asset details matched the search criteria.

#10 Release Notes 07.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• Released application version 2.0.0 of the inspector application. This major release fixes a lot of previous issues and also contains new features to allow for the ability to capture multiple compliance module types in a single application.
• Additional logic has been added for displaying different address information correctly on the asbestos register and other dynamically generated documents.
• Additional logic has been added for registers (asbestos, building condition and others) to show the building name before the level and not just display the level. e.g.: "Alford Forest Fire Station - Ground floor"
• Added the building/asset name and address information is now shown in the footer of any generated documents such as the asbestos register.
• Added additional features to enhance the building conditional module. This is in relation to asset-level questions, the generation of the building compliance register, data filtering and the landing pages.
• A limit has been added to only load the displayed audits and the maximum selected number to improve performance. The maximum number of audits that can now be displayed is 50 per page.
• For clients that have several portals with us, we have made it so that clients do not need to log in and out of each portal. They can simply select the portal they want to switch from/to.
• Improved user interface to make it clearer when a page or table is loading.
• Added a warning for when a user loads Octfolio in IE. The platform will now display a message that IE is not supported, and it is advised to use a different modern browser.
• Added a selection highlight to menu items when they are selected to make it easier to identify which section of the platform you are viewing at a glance.
• Added functionality to allow the management of users with cross-platform user accounts.
• Improved the performance of loading the asset map.
• The search logic has now been improved so it does not just search an exact match of what has been entered in the search box and it now uses a LIKE search operator.
• The audit filtering has been changed to allow all users to see the audits when audits have been created from the inspector app and do not have an assigned assessor.
• Users can now see all registers in a single location under a Registers document library which can be accessed via the quick launch menu. All versions of registers are viewable, when applicable.
• Added additional columns to the Pending audits screen to make the associated sample information clearer.
• Improved clarity around record versioning by adding a decimal identification after there record number where the record ID is displayed.
• Added an automation step to the Awaiting Results section where if the samples are removed from records the audit will automatically progress from Awaiting results to Pending.
• Reviewed performance and memory optimisation, increasing the overall speed of synchronisations throughout the inspector application.
• A set of new buttons were added to Audit screens to help move audits from/to specific status (such as pending/completed).
• Added a “Preview register” button to the pending audits screen to allow clients and contractors to perform necessary quality assurance processes prior to generating the final register and publishing it.

Fixes

The following have been fixed:

• An intermittent issue where Recommended actions were not being populated has been fixed.
• An issue where if you were to select an archived audit without committing the audit status would change. Now if you select archive without committing the audit will remain where it was and if you commit it will be archived.
• An intermittent issue where users are unable to edit records after performing a sync & remove.
• Several incorrect spellings have been corrected through the client portal and inspector application.
• An issue where asset filtering was not correctly working and was including all buildings across all sites, despite selecting a single site.
• An intermittent issue where the scheduled audit page did not display correctly.
• An intermittent issue where the risk score calculations were not updating automatically after a specific set of steps.
• Improved the synchronisation logic around the linking of samples to ensure that samples cannot be “lost” during the synchronisation process.
• An issue with the layout of the Building condition assessment register.
• An issue when reassigning an audit to a different staff member or contractor, in some cases the updated audit would get stuck without any assigned to information cause the audit to not display.
• Fixed an intermittent issue where the answered questions would appear corrupt and would need to be manually rebuilt. Images and samples remained unaffected.
• An issue where the users name was displayed in place of the surveyors' name when generating an Asbestos register.
• An issue where sorting the Risk rating was sorted based on the alphanumeric string displayed in the table not the numeric value of the risk. Users can now sort high to low and vice versa.
• An intermittent issue when downloading some manually updated PDFS.
• An issue wherein some screens unapproved compliance records would appear as not approved.
• An inspector application issue where when deleting a duplicate record both the duplicate and original record would be deleted.
• An intermittent issue where images were not populating on the register.
• An inspector application issue where users would be unable to save an asbestos sample if they entered a custom value.
• An intermittent issue where a memory limit was causing a timeout which stopped some users not to be able to log into the inspector application.
• An intermittent issue where compliance record questions could “go missing” when synchronising to the client portal. Note that no data was lost here, it was just rebuilding the structure correctly.
• An intermittent issue with the risk scores not calculating correctly when a user was using the Risk override score.

#09 Release Notes 06.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• Released application version 1.0.33 of the inspector application.
• Inspector application service worker cache has been modified to ensure that all components of the inspector application are updated at the same time.
• Updated the document template report building functionality so that images no longer scale underneath non-visible sections.
• Additional columns (including multiple photos) to the standard asbestos register PDF.
• An option to give client portal admins the ability to choose between using a system-generated code or a user-entered asset code.
• The ability for users to Archive a record which is an approved state. Upon archiving a record a reason prompt is displayed for traceability reasons.
• Additional filtering and paging to the Records tab across all of the asset levels.
• Additional permissions to Contractor logins to give them the ability to add and edit records if they have been approved to do so.
• Additional permissions to Contractor logins to give them the ability to add and edit assets if they have been approved to do so.
• The ability for Contractor users to review completed Audits (across multiple contracting companies).
• The ability for users to be able to bulk review photos and rotate them if their orientation was incorrect. The corrected images are then used to populate registers, templates and shown in compliance records.
• The 'any contractor' audits into the results displayed when a contractor has my audits checkbox clicked, to help ensure that these audits do not get missed.
• Additional instructions to the Records tab for how to Add a new record when using a client portal which contains multiple asset structure levels.
• The ability for templated documents to be configured to be published to the Landing Page. Generated Word document will only show the published pdf, whereas Generated Excel documents will show either a pdf or the xlsx.
• An edit button to the audit details pop-up for awaiting, pending and completed audits to give users the ability to edit additional audit questions at any time.
• Additional asset information to the Selected assets list shown when scheduling and audit specifically for Level based assets.
• Additional processing rules for the ${Building_address} smart field for use with template generation.
• The ability for users to view a 'Full summary' of compliance question information in the Pending Audits record review screen. This screen shows all answered questions so that users do not have to navigate into each record.
• A 'Toggle side menu' button which will hide/show the left-hand side menu to give additional screen real estate to the user.
• A dynamic web-based filterable Asbestos Register to the Landing Pages (when the asbestos compliance module is active).
• The ability for users to delete approved records. This will prompt the user if they are sure they want to remove the record and allow them to enter a comment.
• Released v1.0.34 of the inspector application.
• The ability for a non-contractor user (e.g. a client portal admin user) to be assigned to multiple client portals in the instance that that user manages workloads across different portals.
• The ability for users to edit the Sample ID/Barcode at any time via the client portal. Note that linked samples cannot have their Sample ID or Barcode edited, but the original sample can.
• A new 'Inspector' menu item to the sidebar to enable users to quickly gain access to the compliance inspection application.
• The ability for the Landing Pages to detect if a phone or mobile number was being used and display the correct information in the contact section.
• A new tooltip which is displayed when hovering over the # count column for an audit. This tooltip displays additional information about the assets that the audit is assigned to. The tooltip can also be used to navigate to the assigned assets.
• Additional asset information to the Selected assets list shown when scheduling and audit. It will now show Site, Building, Level or Room information depending on the configured asset levels.
• A new button to the Completed audit pop-up which allows users to send a Completed audit back to the Pending audit stage.
• A new context window to the audit information pop-up which displays the total number of records that are assigned to that audit.
• An additional context warning message to the top of the Pending audit records screen to help guide users.
• Additional choices into the Risk override field in the asbestos compliance checklist to give more granular options to an inspector application user.
• Increased loading performance on the Pending audits records listing by splitting out the Full and Summary on-page reports.
• The standard web colouring to mandatory stars (*).
• A 'Not required' and 'Other' option to the Recommended action question in the asbestos compliance module checklist.
• The Contracting Company name as well as the Contractors name to the generated asbestos register pdfs.
• Renamed the left-hand menu to just say Sites, Buildings, Levels, Rooms and Items. We have also updated the headings on each page to reflect the left-hand side menu.
• In relevant buttons for returning to the current asset level parent or the listing of the asset at the current level. e.g. On a level, you can go to 'Building details' or Levels or Search.
• Modified the back button when on the records tab to return the user to the records listing instead of the asset details.
• Additional columns to the database to better facility the migration of a legacy system and improve usability and awareness of new content versus old content.
• Modified how administrative users are managed and distributed as part of new portal roll-outs to better-meeting security best practice standards.
• Release additional improvements to synchronisation and the status of compliance records (between incomplete and complete).
• Released application version 1.0.35
• The ability for inspector application to update itself when required.

Fixes

The following have been fixed:

• An intermittent 'endless loading loop' error when trying to duplicate a record from the summary grid while the inspector application was offline.
• An intermittent issue where the iPad would get stuck 'Saving photo' if the user was in aeroplane mode.
• An intermittent issue where 'ghost entries' were appearing in the client portal after the user performed a Sync and Remove from the Inspector application.
• An issue wherein some client portals the Templates document library would be shown twice on the left-hand side menu.
• An issue where a user would lose unsaved data if they created a new asset, loaded an image then deleted the image.
• An issue when uploading a document where that uploaded document's information would be displayed in several other document libraries until the page was reloaded.
• An intermittent issue where the incorrect risk score was being shown for some records (with multiple versions).
• An issue where the Last updated information wasn't displaying (despite being captured) in the Risk rating tab for the asbestos compliance module.
• An issue where some external email domains could not receive portfolio account emails (e.g. password reset).
• An intermittent issue where a saved imaged against one asbestos compliance question would appear against another.
• An issue where the Landing Page URLs were not be generated unless a user had visited that page.
• An issue where creating a record offline, then sync and keep, the sequence number was not being saved correctly.
• An issue where duplicating a record did not mark the original record online as completed (unless sync and keep were done), so when syncing audits again, it would show as incomplete.
• An intermittent issue where adding a sample and then linking would not show the correct sample.
• An issue when creating an audit, going offline, the going online and performing a sync and remove it did not put the audit into the correct status.
• An issue where on the Login page the keyboard does not show until orientation changed to landscape (iOS only).
• An issue where a user of an inspector application would continue to see client listings they had been removed from until they reinstalled the application.
• An issue with the Landing Pages where the fallback company contact details where not being displayed if no compliance module-specific contact details were selected.
• An issue wherein some client portals the Template report generator logic was not correctly being made available to the client admin.
• An issue where the Inspector application would show the incorrect Asset type when creating an ad-hoc audit if you had recently opened a client with a different primary asset level for a selected compliance module.
• An issue where going offline in the audit page and returning to the main inspector application screen would result in a 'Service Unavailable' message.
• An issue where the menu pages do not always synchronise correctly, so when returning from another screen it would sometimes display a 'white page'.
• A state issue with the Clearance Certificate pop-up where the filtering is lost if a user clicks Next then Back.
• An issue where archived records would show in the pending audit listing screen.
• An intermittent issue where the completed date would not show in some of the grids after a user 'Add a record' from the client portal.

#08 Release Notes 05.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• The ability for contractors to reassign an audit at any stage of the process to better facilitate the management of a program of works.
• Updated the PDF viewer window to change its orientation based on the PDF content being displayed. This allows landscape and portrait documents to display neatly on the screen.
• A level of edit production to the risk indicator configuration ensure no risk information is accidentally modified when being reviewed.
• Changed hyperlinks pointing to external locations to open in a new window instead of opening in the current tab.
• Granted additional access to contractor users in the same contracting company to give the ability to view Audits from the same contractor companies in the other areas of Audits not just Scheduled audits (e.g. in progress, awaiting results and pending audits).
• Modified how the Contracting Companies and Contractor Users are stored to increase usability across multiple clients and multiple compliance types.
• The ability to delete a generated register in reverse sequential order. New registers generated will take the place of the next available version.
• Released version 1.0.30 of the inspection application.
• Updated the process for syncing of records for Sync and Keep, Sync and Remove and Sync Scheduled audits.
• Increased the uploadable file size limit from 5mb to 25mb.
• Released version 1.0.31 of the inspection application.
• Change in the way underlying data records are stored offline. This is to prevent existing data overwriting data already on the device.
• Update to the syncing of history data for re-audits.
• Updated 'Recover data' button to cover additional data recovery scenarios.
• Additional improvement to the Syncing and keep/removing records process on the Inspector application.
• Released v1.0.32 of the inspection application.
• An additional synchronisation step to help keep the completed status of inspection records up to date for online records.
• Additional questions to the asbestos compliance checklist (e.g. Friability).
• Updated the Asbestos Register to include additional information and display that information more clearly based on user readability feedback.
• A "Please do not close the application, put your device to sleep, hit the back button until this process is completed" to the synchronisation and loading pop-up in the inspector application.
• Additional improvements to the layout and readability of the templated Management survey and Management plan.
• The ability for client portal admins to add Custom asset questions to different asset levels. These fields support Textboxes, Text areas, Dropdowns and Date pickers.
• The ability for users to add custom data columns which can be used in generated templates to assets at any level.

Fixes

The following have been fixed:

• A spelling error in the Item material question of the asbestos compliance checklist.
• An issue in relation to the collection of data for generating an excel spreadsheet.
• The issue of Syncing and removing records from a device (such as an iPad), not moving the audit to the next audit status.
• An issue wherein some cases the Re-audit months were incorrectly displaying if a user uploaded asbestos sample results out of the standard order that the system assumed.
• An issue where a user was able to navigate to the Sites listing of a client portal even when the Sites asset level was disabled.
• An issue where depending on the asset structure configuration the building image was not uploading from the inspector application to the client portal.
• An intermittent issue where the overall risk rating was not being calculated correctly unless a user forced approval of an existing compliance record.
• Various syncing and duplication issues.
• An issue wherein some cases the sequence was being ignored when generating a pdf asbestos register.
• An issue where contractors could not update the additional audit details after it had been initially saved.
• An issue with the order of contractor names when assigning or re-assigning a contractor to an audit.

#07 Release Notes 04.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• Released version 1.0.28 of the inspection application.
• The ability for a user to 'Recover data' from the inspector application in the case of synchronisation failure.
• Additional logic to enable the migration of existing compliance document (e.g. Clearance Certificates) from the legacy system to the new platform.
• The output time for generated templates based on large amounts of compliance data.
• Released version 1.0.29 of the inspection application.
• An email validation step to the user creation and user reset password functions to stop against incorrectly formatted emails being inputted into the system.
• The ability for location drawings to be included in generating templates (such as Management surveys or Management plans).
• Modified the password encryption to meet AU/NZ cybersecurity policy requirements.
• Reduced the image quality of the images being synchronised to the server by 20% to reduce data usage and increase synchronisation times.
• A link to the Octfolio knowledge base under the Support menu in the client portal.
• The ability for contractors to be able to delete uploaded documents for custom document libraries (when given permission to do so).

Fixes

The following have been fixed:

• An issue in both the client portal and inspector application where the risk score was displaying to a decimal number. It is now being rounded to its nearest zero.
• An issue with the map now showing asset locations if they contain quotations (",').
• An intermittent issue where in some scenarios the generated templates would not include all of the required information.
• An intermittent issue where the incorrect risk score was being shown in the grid. Note that the correct score was being used in the asbestos register and generated templates.
• An issue where replaced generated excel templates were not allowing the user to download the latest uploaded version.

#06 Release notes - 03.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• Upgraded our client database instances to improve overall platform performance.
• Released version 1.0.23 of the inspector application.
• Standardised Delete and Archive terminology across the platform to Archive to increase platform consistency.
• Additional generated template rules to better convey information (e.g. some fields will now show N/A when no response has been entered).
• The ability to display additional fields to the custom Word templates, or example number of locations with presumed or present Asbestos Containing Material.
• The Material score and Priority score to the Asbestos register PDF and also the dynamic web register.
• Released version 1.0.24 of the inspection application.
• The ability for an externally uploaded register to show on an asset which does not have any audits or any compliance cords.
• Minor tweaks to the management survey and management plan generated templates.
• The ability for users to generate an asbestos register in excel to supplement the PDF asbestos register.
• Modified the picture ratios so that they appear neater on the generate templates.
• Released version 1.0.25 of the inspection application.
• Additional auto-syncing, when on the checklist page, including photos (when coming from an offline state).
• Updated the functionality of the Audit page, to display the record information correctly over multiple pages and on refresh.
• Released version 1.0.26 of the inspection application.
• Additional sorting and filtering to the records list with the inclusion of an 'All/Approved/Unapproved' filter.
• Additional warnings/prompts to the user to help guide in the creation of children assets.
• Released version 1.0.27 of the inspection application.
• Paging and additional filtering to records screens to help cater for record listings which have a large amount of information.
• Additional column information to the migration management tooling in the Administrative portal.
• Updated the API sample result logic to exclude presumed samples and remove any duplicate items (e.g. linked samples).
• Released version 1.0.28 of the inspection application.

Fixes

The following have been fixed:

• An issue where it possible to get to server directory listings by opening the platform in multiple tabs (which is not supported due to session limitations).
• An issue with the 'Schedule new audits' page not showing the assets correctly.
• An intermittent issue where a 'DataTables warning message' was being displayed in the inspector application.
• An intermittent issue where ghost records would appear.
• An issue where the Risk rating description was not being properly synced to the client portal from the inspector application.
• Stopped loading of historical data on first load and sync scheduled audits.
• The issue with the 'Upload certificate of analysis' pop up taking too long to load.
• An issue with the filter on the Records page affecting the audit listing causing audits to hide.
• An intermittent issue where some samples where synchronised form the inspector application came across to the client portal as read-only.
• A performance issue when visiting the records screen for assets with a large number of compliance records and samples.
• A number of sync related and general usability issues.
• An issue where the user could not clear a compliance record risk override once set.

#05 Release notes - 02.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• The ability for the user to duplicate a record from the records grid as well as the individual record in the inspector application.
• Loosened the rules around when a record can be deleted in the inspection application.
• Modified the work order number so it could be editable at any stage to help with using the Results API.
• Modified the upload results pop-up to support if the Results API fails giving users the ability to manually enter the results.
• The first three custom fields on a document to the document listing grids.
• Logic to automatically refresh tables as information is updated in the inspector application.
• Major improvements to software-as-a-service client build processes.
• The ability for users to add new compliance records via the Client portal instead of using the inspector application.
• Cleaned up the file names for generated templates to be human-readable.
• Added the ability for the asbestos register to be generated with additional photos taken during the audit.
• Modified contractor permissions to give clients the ability to give greater control to their nominated contractor (e.g. edit assets, attach additional images, management documentation).
• The ability for users to generate an Asbestos management plan template via the client portal.
• Updated the image detection logic to better position and fix images in the generated templates based on their original size and orientation.
• Additional dynamic template generation rules (e.g. only include this data when this is also true).
• Improved the performance of the inspector application while in a state of weak connection by 60%.
• Automated the selection of several compliance fields (such as Recommedened action) after a Clearance Certificate had been uploaded and the original asbestos risk had been removed.
• Recommended reaudit frequency of an asset-based on that the calculated risk rating of a captured compliance record.
• Modified the title of the 'Landing page management' menu item to better describe what it's purpose is.
• Additional information to the list of Level assets displayed when uploading a Clearance Certificate.

Fixes

The following have been fixed:

• An issue with contractor users not being associated with all of their allocated client portals.
• An issue with the incorrect information being shown on the sample summary screen in the client portal.
• An intermittent issue where duplicated entries couldn't be edited or deleted in the inspector application.
• An issue duplicating records in the inspector application when offline.
• An intermittent issue where a completed audit would sit in the resume audit section of the inspector application and not progress to the next stage.
• An intermittent issue where the sample information was not correctly displaying after a Certificate of Analysis was uploaded.
• An issue where the table headings would disappear if the only record in a table was deleted on the inspector application.
• An issue with the inspector application where the camera would go black if the user was to try and add a second photo to a compliance record.
• An intermittent issue with the user being logged out from the inspector application while offline and not being able to log in.
• An issue where building images could not be uploaded when accessing the building details from a child asset (such as a level).
• An issue where a generated word template could not be opened if the source data contained special characters.
• An intermittent issue with linking a 'Same as' sample while the inspector application is offline.
• An issue where Assets assigned to the Asbestos Compliance module did not automatically show "No asbestos audit conducted".
• An issue with the external compliance search showing the wrong contact details in specific scenarios.
• An intermittent issue where additional unknown characters were appearing in the Unit drop-down on the inspector application.
• An issue where compliance records created following a specific set of steps could not be deleted on the inspector application.
• An intermittent issue where the 'Same as' sample results were not showing the correct laboratory results after being updated by the API.

#04 Release Notes - 01.2020

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• Additional summary columns to the asset record summary grids in the client portals.
• Additional asbestos compliance risk information to the asset landing pages.
• An API plug-in for Octfolio to connect directly to Laboratories (such as Analytica) to automate the submission of asbestos results.
• Additional options around primary asset levels for compliance module data capture.
• An additional asbestos compliance checklist question, 'Friability'.
• Headings to asbestos compliance checklist to help break up the questions and make it easier to follow.
• Additional standard asset columns to allow clients to capture further details about their asset portfolios.
• The ability for inspector application users to capture additional audit fields to add additional information to executive summaries.

Fixes

The following have been fixed:

• An intermittent issue with photos not displaying correctly in the Inspector Application.
• An error in the records grid throughout the client portal and application where it would display incorrectly if no records were visible.
• Presumed asbestos records were being shown in the Sample Summary screen.
• Plug-in names in the Administrator portal were not showing correctly.

#03 Release Notes 12.2019

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• Additional columns to the main document listing page.
• The ability to add custom fields to document listings and give more context about that document.
• The ability to add custom document libraries and have those documents shared to landing pages.
• The Certificates of analysis to the documents tab under an asset listing.
• An External search(s) menu item to the client portal.
• A Location drawings document library as a default document library for all Asbestos compliance module clients.
• A favicon to landing pages.
• The ability for users to capture additional questions when completing an audit.

Fixes

The following have been fixed:

• An intermittent issue when loading Certificates of Analysis document against samples.
• An intermittent issue when adding all sample results to a completed ad-hoc audit it would not progress switch to a pending audit.
• Uploading a client logo to a portal in an unsupported file format.
• A login issue with contractor users across multiple client portals.

#02 Release Notes 11.2019

by Sebastian Tiller Improvement

Enhancements

The following have been added or implemented:

• A configuration option to have different formats of asset codes show differently throughout the application (e.g. 100 or 100-101-L1-100).
• General improvements to the external search pages for assets and compliance information.
• A clarification instruction to the external search page.
• Improved user interface and general layout on different device and screen sizes.
• Made finding assets with specific compliance information (such as Asbestos risk rating) easier on external search pages.
• Additional client information to the external search page to help end-users track down points of contact.
• A back to top helper to the external search page to help improve user experience.
• Minor tweaks to the client portal user interface.
• Modified an asbestos compliance checklist item to make it easier to find and select the specific Item Type.
• The ability for users to filter the Schedule audits screen to only show audits assigned to their user.
• A favicon to the administrator portal.
• A favicon to the client portal.
• A sample taken counter to the inspector application in the Audit summary section.
• The ability for users to 'Upload a clearance certificate' and have the system update the removal information in the associated records.
• Barcode support in the inspector application.
• Octfolio is now integrated with Intercom a support ticketing system to help improve our overall support and responsiveness.
• Navigation between records to increase consistency across the entire product.
• Made the sequence field editable form the records gird to give users an easier way to re-order compliance records prior to generation of any documentation.

Fixes

The following have been fixed:

• External search page title incorrectly displaying.
• Compliance record screen was attempting to access the browser camera.
• An iOS camera issue where on some devices the camera would open to a black screen.
• Reassigned audits were not showing correctly in the Inspector application.
• Finalised audits in the inspector application where not being filtered correctly.
• Calculated risk scores were incorrect after a sample result was entered as 'No asbestos found'.

#01 Release Notes 10.2019

by Sebastian Tiller

Product release

• Initial release of the Octfolio compliance platform and inspection application.