CDESK 3.2.9 offers improvements to order records – from issuing to stocking. The package of new features includes cybersecurity management in asset management, a tree structure in the CMDB, preparation of custom graphic outputs, and much more.
Article content
- Start of asset management from purchase orders with information on fulfilment status
- Paired warehouse documents in the order
- Tracking the actual delivery date in the order
- Reference to the order in warehouse documents
- Added notifications about (non-)delivery of orders
- Reconciling item statuses in the Asset Register with statuses in the configuration database
- Handover protocols are added to Asset Management items
- New multi-level structure in the Item List
- Addition of cybersecurity attributes to configuration items (Confidentiality, Integrity, Availability, Criticality, Sensitivity, Security Rating)
- Addition of Business Continuity Management attributes (RPO, RTO)
- New links between items with impact tracking and reverse propagation of attributes
- Visualisation of links between items
- Added notifications for status change, owner change, and other
- Bulk deletion of records
- CSV export of configuration items (CI)
- New role - Configuration Item Owner
- Renaming of the item type Service Catalogue to Services
- New widget of the Catalog of requirements in the Introduction overview
- Hyperlink in the tile - redirection to an external link
- Option to define a workflow for request statuses in a template
- Adding tags to request templates
- Defining keywords for easier searching of request templates
- Separation of configuration items and services into separate columns (request list + export)
- The export of the list of requirements (CSV/XLSX) also includes links to attachments
- Option to enable or disable Resolve From on each template separately
- When writing a discussion, it is possible to insert text from a template directly at the cursor position
- Added preview content (preheader) to e-mail notifications from the discussion
- We have expanded the number of custom statuses for open requests from 10 to 30
- Creating a hierarchy of requests in a Gantt chart using drag and drop
- Adding and deleting an object in real time (writing changes in the next version)
- Displaying project deals in the Gantt chart even without the Projects module enabled
- Addition of filters Code, Type, Depends On, Current Progress in the Gantt chart
- Added permissions for the Planning Mode field
- Addition of templates for project deals
- Linking a project deal to a request even outside the template settings
- Option to manage your own statuses of open project deals
- Automatic inclusion of time spent on a (project) request into the total time of the parent project deal
- Time planning on project deals by assignees
- Filtering in Requests and CMDB by current (logged in) users and invalid users
- Restoration of the option to filter by the "is not" condition for all dates in the system
- Extension of the size limit for exports to XLSX and CSV from all modules
- New tag settings – assigning tags to modules
- Providing access to server logs if you operate your own CDESK server
- Addition of editing of companies and contacts in the Directory
- Creating a request from a contact and an item
- Quick completion of a request and adding a discussion, fulfilment, or work order from the request preview
- Displaying tags in the list of requests
- Contact details in the company preview
- Creating a contact and a company by scanning a QR code from a business card with the option of quick request creation
- View the company preview from the request form
- Sending service reports to the request discussion
Significant improvement in asset management
The new version delivers more accurate tracking of the life cycle of orders and assets, clearer links between orders and stock documents, and better control over the statuses of recorded items. Extended work with actual order delivery, interconnected stock documents, visual display of the delivery process, and new notifications increase process transparency. Adjustments to status synchronisation with the CMDB and new display and navigation options in handover protocols at the same time simplify asset management throughout its entire life cycle.
New major features in the configuration database
The structure and work within the CMDB have been adjusted with an emphasis on user convenience and legal requests. Track critical relationships between items and services, record security attributes (confidentiality, integrity, availability, and others) for individual items, and take a step towards better cyber security management and business continuity management (BCM).
Progress in the visual form of reporting
Version 3.2.9 introduces the ability to create interactive charts for selected modules. In Requests and Project Deals, we have added dashboards in which users can create column, pie, line, or doughnut charts. The key elements are the input data and selected filters that the user applies during creation. The results can be saved for personal use, shared with other users in the environment, or exported in PNG format
For CDESK users, a new Power BI model is also available. This is a preconfigured model ready for immediate deployment. It contains graphical outputs from requests, work orders, tasks, fulfilments, and deals. It reports important performance indicators, such as request duration, the ratio of open to closed requests, and the workload of individual assignees.
Approval via email communication
Approve processes with a simple reply to an email message. CDESK reads your email response and based on a comparison of keywords in the message text, can evaluate whether you approve the process or not.
Asset management
The following text lists new functionalities that streamline the asset management process from purchase order creation, warehousing, transfer to the asset management database, electronic signing of the handover protocol, through to disposal.
Start of asset management from purchase orders with information on fulfilment status
If your process begins with a purchase order, you will appreciate the addition of warehouse documents to orders and the tracking of important deadlines.
Paired warehouse documents in the order
A new tab has been added to the order detail, which serves to record links between orders and warehouse documents within the environment. Attachments from linked warehouse documents are also displayed in this tab.
Tracking the actual delivery date in the order
The actual order delivery date is automatically filled in once all ordered items have been warehoused and cannot be entered manually. Warehousing takes place at the moment the ordering party’s goods received note is created with items from the order. After this field is filled in, the system can send a notification of successful order delivery to the competent assignee (optional).
The order delivery progress can be checked in the “Order Delivery” tab. The tab contains a visual indicator, a so-called progress bar, which displays order delivery in percentages. In addition, you will find a list of ordered and delivered items. The order delivery percentage has also been added as a separate column in the order list, and it is possible to filter or search by it.
The actual delivery date is particularly important in relation to the Expected Delivery Date, which you enter manually when creating the order. You can be informed by notification if the Expected Delivery Date is exceeded (more about notifications in the news below).
Reference to the order in warehouse documents
A new Order field has been added to warehouse documents, which serves to link a goods received note/issue note with an existing order in the environment. When linking a document to an order, the user can open a preview of the order in a smaller window with a single button.
The order form also includes a field for adding attachments.
The link between the order and the warehouse document can also be confirmed in the order detail, in the Paired Warehouse Documents tab.
Added notifications about (non-)delivery of orders
We have added new notifications for orders. In addition to notifications about successful order delivery (based on the filled Actual Delivery Date field), you can also configure notifications in CDESK for cases where an order has exceeded the Expected Delivery Date.
The notification recipients are configured in Global Settings > Notifications > Orders.
Alignment of item statuses in asset management with statuses in the configuration database
First, it is important to explain that an item within Asset Management is still part of the configuration database (CMDB). This simplifies the maintenance of the configuration database, as you will work with items more actively.
When you add an item type in the CMDB to Asset Management (via a toggle in the item type detail), the system allows you to copy CMDB statuses into Asset Management and disable them for the selected type in the Configuration Database. This enables you to use the same list of statuses in both the CMDB and Asset Management.
The statuses are changed as follows:
In stock > Awaiting assignment
Active > In use without assignment
Not in use > Awaiting assignment
The statuses can then be modified according to your needs.
* Inactive and Decommissioned Items will remain unchanged
Handover protocols are added to Asset Management items
If an Asset Management item appears on any handover protocol, you will find a table of all protocols containing that item in its detail view.
At the same time, we have also introduced the option to search by Item in the list of handover protocols.
Configuration Database (CMDB)
New multi-level structure in the Item List
We have reorganised the original structure of the configuration management database and significantly simplified its use. The most significant change is that item types now exist independently, without main groups, and have become the carriers of item settings, such as the list of activated system fields or added custom fields.
From the main menu, we removed CMDB → Main Groups, Item Types. These were replaced by a tree structure of groups in the Item List, where the item type is located at the end of each branch. Adding and editing groups or types is performed directly within the tree structure or using the buttons above it.
You can modify the hierarchy of groups and the placement of types within the tree structure using drag and drop.
Addition of cybersecurity attributes to configuration items (Confidentiality, Integrity, Availability, Criticality, Sensitivity, Security Rating)
With regard to the legal criteria for selected entities, we have taken another step towards managing assets, property and services in terms of cybersecurity.
In the CMDB settings, it is possible to enable one or more security attributes:
- Confidentiality – strictly regulated access to data and systems only for authorised persons
- Integrity – complete and unaltered data
- Availability – systems and data available when needed
- Criticality – importance of an item for the operation of the organisation
- Sensitivity – the level of risk associated with the processing or loss of the item
- Security rating – overall assessment of the security status of an item based on established measures
Attributes have predefined value levels, such as “high, medium, low, not applicable”, and when enabled, they are assigned to each configuration item. These fields can be used for searching, have their own columns in the item list, and can be included in item imports/exports.
Addition of Business Continuity Management attributes (RPO, RTO)
For item types in the Services category, we have added the option to specify RPO (Recovery Point Objective) and RTO (Recovery Time Objective) to the CMDB.
- RPO – determines how far back in time it must be possible to recover data so that the impact on the organisation’s operations remains acceptable.
- RTO – determines how quickly operations must be restored to minimise the consequences on the organisation’s operations.
You activate this functionality using a shared toggle in the item type detail.
For items of this type, options for setting time values become available in a new Business Continuity Management section, similarly to SLA time settings. For both RPO and RTO, you can select a time value in minutes, hours, or days.
In the case of linked items with impact and transfer of RPO/RTO attributes, these values will also be displayed on the impacted item, without the possibility of editing or modification.
New links between items with impact tracking and reverse propagation of attributes
We have expanded the types of links between items to include impact definition and security attribute transfer. In the link type settings, you can select the following options:
Impact – determines the impact of one item on another. This is a basic prerequisite for the transfer of security attributes and the propagation of RPO/RTO.
Transfer of security attributes – the ability to transfer security attributes from one item to another in the direction of the link. Security attributes are Confidentiality, Integrity, Availability, Criticality, Sensitivity and Security Rating. This feature is only available if the “impact” option is selected for the link type.
RPO/RTO propagation – transfer of the RPO and RTO intervals. These values are transferred in the opposite direction to the impact and can only be configured for items of the Service category.
Visualisation of links between items
A new component is added to the CMDB, which allows the display of links between configuration items in the form of an interactive graph.
The graph displays the structure based on the connection type settings. The aim is to make it easier to identify which services, operations, devices and users are affected by a given item or which items have a mutual impact on operations.
These connections are available in the detail of each configuration item.
Added notifications for status change, owner change, and other
We have introduced new notifications for the Configuration Management Database. You can now configure notifications for:
- Status change
- Owner change
- Administrative assignee change
- Technical assignee change
- Key user change
- IT service manager change
- Administrator change
Configuration is performed in Global Settings -> Notifications -> Sending Rules.
Bulk deletion of records
In the Item list, a new option has been added that allows you to select multiple configuration items at once (regardless of their type) and delete them in bulk. The delete button is located in the header of the selection column.
Deleted items are moved to the Archive, from where they can be restored at any time. Currently, items are not permanently deleted from the archive; such archive clean-up may be introduced in the future.
CSV export of configuration items (CI)
The list of items can also be exported in CSV format.
New role – Configuration Item Owner
The configuration item owner has access to the given item and can edit its basic details regardless of the permission settings in the environment. In the configuration item type settings, you define whether the Item Owner field is mandatory, optional, or not required.
The item owner can be a customer account assigned to the company to which the item belongs. From the assignees, anyone who has permissions for the given company can be assigned as the owner.
Renaming of the item type Service Catalogue to Services
The category “Service Catalogue” has been renamed to “Services”. The new name is shorter, clearer and better reflects the content of the category, which may also include inactive or planned services. The change does not affect functionality or the user interface.
Reporting
Dashboards for Requests and Project Deals – Creation of internal visual reports
Dashboards have been added to Requests and Project Deals, where you can create your own specialised charts. Select the chart type and define the input data to be displayed in the chart. You can choose from the following chart types:
- Column – you need to specify the data for the X and Y axes, as well as the method of data aggregation
- Line – you need to specify the data for the X and Y axes, as well as the method of data aggregation
- Pie chart – select the category, measured data (metric) and method of data aggregation
- Donut – select the category, measured data (metric) and method of data aggregation
The interface for creating a chart in the dashboard contains fields for entering data. These vary depending on the chart type. You can choose any combination, but you need to consider whether it is a meaningful combination given the chart style.
Example: If I select Assignee on the X axis and Creation Date on the Y axis, the column chart will display correct data, but the chart will not be meaningful. The Y axis displays measurable units. To define a time period in this case, we recommend using the Creation Date filter.
Various options are also available to help with specific requests when creating a graph.
The example below shows a chart that displays the number of open requests per assignee. The chart settings are:
- Chart type: Column
- X-axis: Assignee
- Show series: on
- Show subcategories within columns: on
- Y axis: Status
- Aggregation: Count
- Date grouping: Day
- Filters: Creation date (last week), Status (open)
Thanks to the tooltip in the image, we can see that the system displays all open requests of our assignees. Thanks to the Show subcategories within columns option, it also displays other statuses of open requests that are recorded for these assignees.
It is important to determine the method of data aggregation. This can be count, sum, average, maximum, minimum or percentage of values. This option is accompanied by grouping of dates by days, weeks, months, quarters and years. Some aggregation functions are only compatible with certain types of data.
The resulting chart can be exported in PNG format.
New Power BI model
A sample PowerBI model can be downloaded from our website under Downloads. The use of the model is described on our website in the Documentation.
Requests
New Request Catalogue widget on the Dashboard
The display of the Request Catalogue on the Dashboard has been enhanced with a list of favourite and frequently searched tiles. An option to search tiles by tags and keywords is also available, as well as the selection of the environment (company). Users can orient themselves more quickly in the Request Catalogue, which speeds up ticket submission.
This widget is the first step towards improving the Request Catalogue. In the next version, the Request Catalogue itself will also be updated.
Hyperlink in the tile – redirection to an external link
Companies commonly use other software alongside CDESK. To simplify access to them, we have adapted the Request Catalogue so that it can serve as a quick bridge to external systems.
We have added the option to create a request template of the Hyperlink type. This template does not function as a classic request submission form; instead, it serves as a link that redirects the user to an external page when clicked.
Creation is simple – in the template settings (Requests → Request templates), you just need to choose the template name and the hyperlink (URL address). You then define whether the link opens in a new or the current browser tab.
Option to define a workflow for request statuses in a template
In the template settings, it is possible to define from which status to which status transitions will be allowed in the created request. This means that a request created from a template starts in a defined status, and the user is subsequently offered only the permitted statuses to which the request can transition.
The aim is to guide work with the request so that the resulting work is aligned with your processes.
Adding tags to request templates
A new Tags field has been added to the request template form. The field is located below the Note field and allows the selection of multiple tags that are assigned exclusively to the Requests module. Tags from other modules (for example Projects, Tasks) are not displayed in this field.
When creating or editing a template, one or more tags can be selected. When a request is subsequently created from such a template, the selected tags are automatically pre-filled on the new request.
At the same time, filtering of request templates in the Requests widget has been extended, where it is now possible to filter templates by assigned tags.
Defining keywords for easier searching of request templates
A new field, Keywords for search, has been added to the request template, which makes it easier to find a tile by any combination of entered words. Keywords are entered in the form of a multiselect field similar to tags, but they are not stored as tags and are not subject to permissions or reuse in other templates.
It is also possible to search by keyword in the list of request templates.
Separation of configuration items and services into separate columns (request list + export)
From a practical point of view and in accordance with the guidelines of cybersecurity managers, it is better to have services and configuration items presented separately in the CMDB.
For this reason, it is already possible within a request to add a configuration item and a service separately. In the request list, separate columns have been added for a configuration item of type CI and for an item of type Service, with the possibility of filtering and exporting.
As part of the export of the request list (CSV/XLSX), links to attachments are also included
When exporting the request list, the output may also include an Attachments column. The attachment is listed as text only and does not function as a direct link.
Option to enable or disable Resolve From on each template separately
The Resolve From field can now be configured directly at the template level, not only globally. Previously, when set globally, the field was displayed even in templates where the completion deadline was disabled. We have adjusted the settings so that the option to configure Resolve From is not displayed if the option to select a Completion Deadline is disabled in the template.
When writing a discussion, it is possible to insert text from a template directly at the cursor position
We have modified the way a discussion post template is added to a discussion. In the pop-up window for adding a template to a discussion, a new button Insert at cursor position has been added, which inserts the template text exactly where the cursor is located – even in the middle of a word, similarly to inserting text in Word. For better distinction, the original Insert button has been renamed to Insert at the End.
Added preview content (preheader) to email notifications from discussions
Email notifications about discussion posts now display the message content already in the preview. The aim is for mobile phone users to see the content (or the beginning of the text) of discussion posts without the need to open the notification. They can then decide for themselves whether the message is relevant to them at that moment or not.
In the future, this feature will be extended to other types of messages.
We have expanded the number of custom statuses for open requests from 10 to 30
Custom statuses can be configured in Global Settings > Requests > Request Statuses.
Calendar
Option to create selected objects from a marked time period
After marking a time interval, a menu is displayed at the end of the selection offering the creation of a Request, Catalogue Request, Planned work, Borrowings, Work Order, Task, as well as Fulfilment or Internal Fulfilment.
The menu is only displayed for objects that are enabled in the calendar, and only those options for which the user has permission are available.
A user with access to an item can also see related planned work
If a configuration database item is linked to the Planned Work, this work is visible in the Calendar to every user who has permission to monitor the given item.
Gantt chart
Creating a hierarchy of requests in a Gantt chart using drag and drop
We have added the option to create a hierarchy of requests with multiple levels of nesting. Requests can be subordinated by simply dragging one request onto another. Once saved, this link is stored and the child requests remain visually indented, with the option to collapse or expand them.
The hierarchy is also reflected in the Related Requests tab of the given request, where parent and child items are clearly separated. The link can be edited directly in this tab – added or removed as required.
When creating a child request from the same template, the user can inherit the values of user-defined fields from the parent request. The system allows the selection of specific fields, their pre-filling, and subsequent modification before saving.
The modification also includes a consistency check – the system prevents the creation of cyclic links, does not allow the closure of a parent request with open child requests, and records all hierarchy changes in the request history.
Adding and deleting objects in real time (recording of changes in the next version)
In the Gantt chart, all changes are now displayed immediately, without the need to refresh the page. When an object is added or selected, as well as when it is deleted, the display is automatically updated and always reflects the current state. The user can immediately see newly added or removed objects and can be sure that the data in the Gantt chart is up to date.
Displaying project deals in the Gantt chart even without the Projects module enabled
Project deals (and their child objects) are displayed in the Gantt chart even if the Projects module is disabled in the environment settings.
Addition of filters Code, Type, Depends On, Current Progress in the Gantt chart
For easier searching, we have added the following filters to the Gantt chart:
- Code (project, project deal, request, task)
- Type (request, task)
- Depends on (project deals, requests, tasks)
- Current progress (projects, project deals, requests, tasks)
Added permissions for the Planning Mode field
The Planning Mode field for the Projects, Project Deals, Requests, and Tasks modules is now subject to permissions. Users without the appropriate rights cannot edit this field in the Gantt chart or anywhere else in the system. Permissions are located in the permissions tree in the Access to Fields section for each module.
Projects
Addition of templates for project deals
You can now add project deals based on your own project deal templates. Their list is in the main menu under Projects. You can also create new templates in this tab.
The project deal template contains the following fields:
- Template name (mandatory field)
- Person responsible for the project deal, Project Manager, Followers and Project Team
- Start date, End date and Duration
- Code scheme with the option to use global settings or define your own
- Project deal type – with the option to limit the selection to selected types and specify the default type
- Note and Attachment as pre-filled values
- Closing project requests by project team members – a new setting that determines whether team members can close requests belonging to the deal (According to global settings, Allowed, Prohibited).
Linking a project deal to a request even outside the template settings
In Global Settings, you can enable a toggle that allows you to attach a request to a project deal even if this option is disabled in the project deal template.
You can assign a request to a project deal in the Requests tab in the project deal detail.
Option to manage your own statuses of open project deals
As with Requests, you can create and record your own statuses for open project deals in Global Settings. To better distinguish between statuses, you can assign a colour and icon from our library to each one.
Automatic inclusion of time spent on a (project) request into the total time of the parent project deal
The time worked on a request linked to a project deal can be included in the total number of hours for the project deal. For fulfilment time to be included, the Log time in project deal toggle must be enabled in the request detail.
This toggle is also available when creating a request template, and it is also possible to search by it in the request list (Time logging to project deal is disabled/enabled).
Time planning on project deals by assignees
In the Balance tab of a project deal, you can plan the duration of work and hourly rates for individual assignees.
When selecting a assignee, all members of the project team, the project manager and the role “Responsible person for the project deal” are available. These roles are defined in the Basic Information tab in the project deal.
Notifications
Addition of the roles Project Manager and Project Owner in rules for sending notifications from requests
When creating a rule for sending notifications in Requests (e.g. when changing the assignee, status or escalating the response deadline), users with the following roles can be designated as recipients:
- Project Manager on the project
- Project Manager on the project deal
- Project Owner
- Project Deal Owner
However, these roles will only be notified if the request is linked to a project deal in which these roles are filled.
Figure: Roles added to the notification sending rule for requests
Fulfilments
Number of Transports and Number of Fulfilments added to the fulfilment list and PDF export
The Number of Transports has been added to the bottom summary of the fulfilment list and is displayed in the TOTAL summary and for the current page.
In the PDF export of the fulfilments list, not only the number of transports but also the total number of fulfilments has been added. Both values are shown in the footer of the export.
The values No Comment and Approved Non-Zero added to the Approval status filter in the fulfilment list
The following values have been added to the approval status filter:
- No comment – displays all fulfilments that have not been approved or rejected.
- Approved non-zero – filters out all approved fulfilments with time greater than 0.
New columns Actual Time Worked and Hourly Rate in the list of fulfilments
If the recording of actual time worked is enabled in the environment, the Actual Time Worked column may be included in the list of fulfilments. This column stores the values of internal fulfilments with actual time worked, that are linked to a billing fulfilment.
The values in this column can be filtered using the following conditions:
- Is
- Is not
- Greater than
- Greater than or equal to
- Less than
- Less than or equal to
The Hourly Rate column has been added to the list of fulfilments and to the fulfilment approval list. This column contains values from billing items of hourly rate type, set for individual fulfilments.
Deals, billing and invoicing
New bulk editing of billing items
You can select multiple items in the list of billing items. By pressing Edit, you can modify common fields at once. Bulk editing of fields is only possible when selecting items of the same type of work.
Billing items can also be deleted in the deal detail
A billing item can be deleted by clicking on the hamburger menu in the deal detail.
Scoreboard
Option to create a custom scoreboard
We have expanded the options for personalised scoreboard settings for users. In addition to the Global Scoreboard, a custom scoreboard is also available. This allows users to:
- Create and set up your own tile that falls under one of the preset categories. You can do this directly in the Scoreboard by clicking the Set Scoreboard button, or in Global Settings. In addition to the name, you can also choose the icon shape and background colour.
- Edit their tile
- Delete their tiles
- Arrange the order of tiles using drag and drop
- Reset the scoreboard settings to the global view
Note: Custom scoreboards cannot be managed centrally. Each user creates their own scoreboard.
Tasks
Addition of the right panel for Tasks in Kanban and Calendar
When working with the Tasks module in Kanban and Calendar, a right-hand panel is available, similar to working with requests. In this panel, you can create new tasks and edit existing ones that you have selected in Kanban or Calendar.
Message Processing
Simplified access to deleted messages
A Search also in deleted switch has been added to Message Processing, which allows you to search for messages even among deleted ones. In previous versions, users had to use the “deleted” filter for this purpose.
Offers
The offer email preview displays current items even without saving
The generation of email previews for offers has been modified to always reflect the current status of items. After saving the offer, the preview will not be linked to the last saved status but will work with the actual existing items – including new or deleted items that have not yet been saved. This eliminates the discrepancy between the preview and the actual content of the offer.
The email preview will be displayed immediately after all items have been verified.
Extension of the offer summary to include the original price and discount amount
The offer also includes a section that displays the discounted price, but without VAT. This section contains:
- Amount without discount
- Discount (in the selected currency) – displayed only for values greater than 0
- Amount after discount
The VAT summary is located below and shows the VAT rate. This remains unchanged.
Issued By and Customer Contact added to the offer PDF output
The price offer includes information about the person who issued it. This includes their name, job title (if completed), and contact details (e-mail, mobile phone).
The primary contact for the customer from the given company is also located at the top, next to the customer address.
Users and Groups
New user detail view after clicking on the avatar
All contact details and important information about a user can be found by clicking on their avatar. The aim of this feature is to speed up communication within the team and to concentrate the necessary data in one place. The component also includes interactive icons that allow you to call the user, write an email or contact their superior.
You can access this component in several places in CDESK, mainly when selecting assignees, responsible persons/owners and requesters. You can also find it by clicking on the avatar in the list of Requests or Project Deals. We are currently working on making the component available by clicking on the avatar anywhere within the CDESK system.
The component table displays the following information (if available):
- Contact email
- Phone
- Mobile
- Job position
- Supervisors/subordinates
- Substitution
- Custom fields (e.g. unique numbers or codes)
- Personal number (ID) – if the user has it configured
Option to assign a unique ID – personal number – to a user
A new optional field, User Personal Number, has been added to the user settings. It serves as a unique identifier across the entire CDESK environment.
In the settings, we offer the option to specify whether the user will be displayed in the system with this ID next to their name, in the format Full name [personal number], or personal number – full name. This makes it easier to identify users across the system, including exports. Imports support new matching logic – it is possible to refer to users by their personal number (previously only by full name). The personal number can also be used for:
- Search: Search fields that work with the user’s name will also allow searching by personal number.
- LDAP/AD/Entra ID: Option to pair an external attribute from address book services with a personal number so that it is filled in automatically.
- Logging and SIEM: The personal number will also be recorded in the logs along with the user’s internal ID.
- API: When creating records via API, it is possible to use the personal number as a reference to the user (alternative to the internal CDESK ID).
General features
Filtering in Requests and CMDB by current (logged in) users and invalid users
All filters that work with users have been extended with the option to filter by Current user and Invalid user . An invalid user is a disabled user.
The extension applies to all modules in which filters work with users, for example:
- List of requests: Modified by, Created by, Assignee selected for company, Assignee, Evaluated by, Responsible person, Assistant assignee, Requested by, Requested for
- Configuration database (CMDB): Modified by, Created by, Owner, IT service manager, Business guarantor, Technical guarantor, Key users, Technical assignee, Administrative assignee
The functionality is implemented globally across all API endpoints that handle user filters. The new comparators are available only in filters and do not affect the display of data in the records themselves.
Restoration of the option to filter by the “is not” condition for all dates in the system
In previous versions, the “is not” condition option was removed from date filters. With version 3.2.9, we have restored this option.
For any date-based filtering in CDESK, it is now possible to select the “is not” condition. We have restored this function mainly for practical reasons, for example when searching for records that do not have a date filled in, such as a invoice due date.
Extension of the size limit for exports to XLSX and CSV from all modules
If you have encountered situations in the past where it was not possible to generate an export (the export ended with an error), we have redesigned the export system so that it is now possible to export files of any size.
New tag settings – assigning tags to modules
When creating or editing tags, you can choose in which modules the tag will be available for use. A tag can be used in multiple modules simultaneously.
If you remove a tag from a module, it will be removed from all records of that type.
Providing access to server logs if you operate your own CDESK server
Access to logs has been modified so that the customer can have their own separate account through which they can access server records. This change allows secure handover of access to logs to customers without the need to share internal technical passwords.
Under the main administrator account, the customer can create their own login and password for access to logs. The login “admin” cannot be used. Login credentials (login + password hash) are stored in a JSON file on the server, in an internal path not accessible from outside. The data are not stored in the database so that they remain available even in the event of a database outage.
Approval
Added approval roles – Applicant’s Department Manager, Applicant’s Section Manager, and Applicant’s Division Manager
Support for dynamic roles of managers of the applicant’s organisational units has been added to the approval processes. The solution is intended for organisations where the approver depends on which part of the organisational structure the applicant belongs to (e.g. section director, department manager).
To enable this functionality, you must activate the Organisational Structure switch in the global settings, which will enable the configuration of organisational unit levels. It is also necessary to have the AD/LDAP connector activated in the environment.
In version 3.2.9, we have added the following roles:
- Applicant’s Department Manager
- Applicant’s Section Manager
- Applicant’s Division Manager
The level of the organisational unit is checked within the range from level 1 to the last available level. To make the selection understandable, CDESK displays an example of a real unit at the given level – department, section, division.
Added column selection in the list of approvals
In the previous version, the list of columns in the approvals list was static. In the current version, the user can change the columns. The order of records can be selected based on the chosen columns.
Connectors
The Supervisor attribute added to the ENTRA ID connector – User management
In the settings of the ENTRA ID – User management connector, you can configure the transfer of the supervisor into CDESK. It is important to select the attribute in which the user’s supervisor is specified; most commonly, the Manager attribute is used. For this functionality to work, the Manager attribute must be populated in Entra ID.
Adding OAuth2.0 authentication for connections from other systems to CDESK
From CDESK version 3.2.9, when connecting to the CDESK API, the option of authentication via the OAuth 2.0 standard has been added. This can be used for automations built on CDESK using low-code tools or integration and automation platforms such as Power Automate or Zapier.
Integration with SIEM servers
CDESK introduces standardised security logging that is compatible with SIEM systems. The most important security events are logged – logins, changes to system and user settings, unsuccessful access attempts, selected operational errors, and many other types of information. Technical components that cannot be monitored at the CDESK level must be monitored at the operating system level. Logs are stored in CEF format, rotated daily, and are prepared for automated collection by external cybersecurity tools.
CDESK Pro mobile application
Extensions to editing companies and contacts in the Address Book
We have added the ability to add and edit company/contact data in the CDESK Pro mobile application. Until now, it was not possible to access data from the application that could only be set up via the web interface.
Creating a request from a contact and an item
You can now also create a request from the list of contacts and from the list of items. For a contact or item, click on the three-dot icon and select New Request. The company or contact value is automatically pre-filled in the request, depending on the object from which the request is created.
Quick completion of a request and adding a discussion, fulfilment, or work order from the request preview
We have accelerated the work with requests so that users can quickly:
- Add discussion posts
- Add fulfilments and related work orders to a request
- Complete the request
These actions are available via the hamburger menu in the bottom right corner in the request detail view.
Displaying tags in the list of requests
Tags are displayed both in the list and in the detail of individual requests. In the detail view, they are located between the description and the name of the assignee. In the list view, they are clearly visible under the request title.
Contact details in the company preview
The company preview also contains the contact details of the first listed contact. Below these details, a list of all contacts assigned to the company is displayed, including assignees and customer accounts.
Creating a contact and a company by scanning a QR code from a business card with the option of quick request creation
When scanning a QR code from a business card, the system pre-fills the data and automatically checks for duplicate contacts and companies before the form is opened. If the system finds a match, it displays a list of existing contacts. The user can then add a new contact or interrupt the process.
The primary identifier for duplicate detection in this case is the email address, while verification is performed by comparing keywords in the name.
After a contact is successfully created, the system offers quick creation of a new request (standard or from a template). The same option is also available directly from the company.
Displaying the company preview from the request form
From the request form, you can access the company by clicking on its name in the header. You have the following options:
- Edit company
- Display preview
When displaying the preview, the user can see basic information, contact details, company type (supplier/customer), company settings, and accounting details.
Sending service reports to the request discussion
Generated reports can be sent to the client directly from the request detail. For each report, there is a Send button that takes the user to a discussion post where the report can be inserted as an attachment. The post then only needs to be sent to the discussion.
